Instant first reply
New inquiries get a text and an email within a minute, with your flyer or photos attached, any day of the week inside your sending hours.
The AI sales assistant for steel building reps
Every lead answered in a minute. Every old lead worked again.
Warmback texts and emails every steel building inquiry within a minute, follows up until they answer, and wakes up the old quotes you never had time to call, with the clearance units that fit each one. The AI asks the routine questions: size, use, ZIP or postal code, timeline. The moment a price, an offer or a contract comes up, it hands the customer to you.
- Text and email from your own number and mailbox, or one from us
- Canada and the United States
- The AI never quotes a price you didn't set
Dana W.New inquiry · Barrie, ON
2:14 PMHi Dana, this is Michael with Kestrel Steel Buildings. Thanks for your request! Is texting a good way to reach you?
Yes. We need a building for our tractors and a small workshop.
AI · sent by itselfGreat. Where will it go, and what size do you have in mind?
Just outside Barrie. About 40 by 56 with 16 ft walls.
AI · sent by itselfWe have a 40×60 with 16 ft walls on special at CA$41,900 (was 49,500), ready now. Could the length be a little flexible?
Maybe. What would an exact 40 by 56 cost?
Needs you
Dana W. asked for a custom price. The AI wrote a short holding reply and is waiting for you.
48s
from inquiry to first reply
You're paid on the sale. You lose it in the follow-up.
Steel building reps juggle calls, quotes, freight checks and the plant team. The leads that slip are rarely the bad ones; they are the ones nobody answered fast enough, or nobody called back.
1
The first reply is late
A quote request comes in while you're on the phone with another customer. By the evening they've already called two other building companies.
2
Follow-ups stop after one try
"Call me in spring." "Let me talk to my wife." "Waiting on the permit." Without a system, those customers quietly disappear.
3
Old lead lists sit untouched
Hundreds of past quotes in a spreadsheet, each one somebody who once wanted a building, and no hours in the week to call them while clearance units wait.
How it works
Set it up once. Then it works every lead, every day.
-
1
Leads come in
From your website form, a lead email you forward from your lead system, typed in after a phone call, or a spreadsheet of old leads you upload. Warmback checks the list and flags anything it shouldn't contact.
-
2
Warmback answers in a minute
The first text and email go out right away, in your name and with your wording, followed by a plan of follow-ups until the customer replies.
-
3
The AI handles the routine
Size, location, timing, what's in stock. It matches the customer to your current specials and asks the questions you would ask.
-
4
You close
Offers, custom prices, shipping, contracts: the AI hands those to you at once, with an alert by text and email and the whole conversation in front of you.
Features
Everything a rep needs to follow up like a team of five
Leads from your lead system, by email
Does your company email you each new lead? Forward it to your private Warmback address, by hand or with an Outlook or Gmail rule. The lead appears with its name, phone, size and lead ID, and is answered at once.
Follow-up plans
Separate plans for new inquiries and old leads. You write and approve the wording once; replies stop the plan, quiet customers get the next step.
An AI that writes like you
Suggest mode drafts every answer for you to send. Auto mode sends routine answers by itself, after a short wait you can stop. Your own instructions shape every reply, and it learns from your edits and your best replies, with your approval.
Your calls, in the conversation
Your RingCentral calls with each lead show next to the texts and emails: the result, the recording, and RingCentral's AI call summary. The AI reads the last call summaries, so it knows what you already said.
Clearance units that fit
List your clearance and cancelled-order buildings with width, length, height and price. Warmback finds the units closest to each customer's size and puts the best fit right into a follow-up.
Needs me, with alerts
One list of every customer waiting for you: offers, custom prices, answers from your team. Alerts by text and email, quiet at night, one reminder if it's still open.
Old leads, worked again
Upload a spreadsheet of past inquiries. Warmback reads the columns, removes duplicates and opt-outs, and gives every row a fresh, respectful follow-up.
Skip the people you already called
Before an old list goes out, Warmback checks your RingCentral texts and calls of the last 12 months, and your own "already handled" list. Those people are left out, unless you include them.
Offers and sales tracked
Record offers, accept or counter, mark a sale with its order number. Sold leads have their own Closed deals list, and Results shows reply rate, time to first answer and sales.
Your words, your rules
Call things what your team calls them: "Inquiries", "Past quotes", "Contract number". Set sending hours, sign-off, follow-up timing and your own fields for specials. Every change can be undone.
Your number, your mailbox
Connect your existing RingCentral or Twilio number and your Outlook mailbox in a few steps, or use a dedicated Warmback number. One number for US customers and one for Canada, prices in CA$ or US$.
You stay in charge
An assistant, not a loose cannon.
Your name is on every message, so Warmback is built around rules that the AI cannot switch off, and a few that nobody can.
See the rules in a demo- The AI never decides on money. It never invents a price, never accepts or rejects an offer, and hands price talk, shipping, contracts and technical questions to you.
- Only approved wording goes out. Follow-up messages are sent only after you approve them; change the words and they need approval again.
- Respectful hours, always. No texts or emails before 8 AM or after 8 PM in the customer's own time zone. That rule can't be turned off.
- "Stop" means stop. Opt-outs and your do-not-contact list are honoured on every channel, and sending can be paused for the whole account with one switch.
- Test before you go live. Start in Sandbox mode, then go live with a test list so only your own phone and email can receive anything.
- Your data stays yours. Each account is kept separate, every setting change is recorded and can be undone, and you can download your data at any time.
Built for steel buildings
Made with a working steel building rep, for steel building reps
Warmback was built side by side with a rep who sells steel buildings every day, where one sale is worth tens of thousands and every lead counts. It already speaks your language: width × length × eave height, clearance units from cancelled orders, snow and wind loads, freight that depends on the ZIP code, and the plant team you check custom sizes with.
- Garages and workshops
- Farm and ag buildings
- Arch and Quonset buildings
- Commercial steel buildings
- Container covers
- Clearance and cancelled orders
Also works for carports, pole barns, sheds and other big-ticket products that customers ask about first and buy later.
Pricing
Simple pricing per rep. Set up with you, not by you.
One sale saved a year pays for Warmback many times over. No long contract: pay monthly, or pay yearly and get 2 months free.
Founding customer offer: the setup fee is waived for our first 10 customers.
Rep
For one commissioned salesperson
CA$299/ month
US$219 / month for US customers
One-time setup: CA$500 (US$365)
- New-lead replies and follow-ups by text and email
- AI assistant, with CA$25 of AI use a month included
- 2,000 texts a month included
- Emails included within fair use
- Your own RingCentral, Twilio and Outlook connected, or 1 dedicated Warmback texting number
- Old lead list uploads, specials, offers, Needs me and alerts
- Setup of your wording, specials and AI instructions with us
Best value
Team
For 3 reps or more: a sales team or a dealership
CA$249/ rep / month
US$185 per rep / month for US customers
One-time setup: CA$1,500 per team (US$1,100)
- Everything in Rep, for each salesperson
- Owners, users and view-only people
- Help importing your existing lead lists
- Priority support
Extra texts on a Warmback number: CA$0.03 (US$0.02) each; a picture message counts as 3 texts. With your own number, your provider bills your texts. Prices plus applicable tax.
Questions
Good questions reps ask us
Will customers know they're talking to an AI?
Messages go out in your name, in the tone you choose. If a customer asks whether they're talking to a bot, the AI does not pretend: it hands the conversation to you. Many reps start in Suggest mode, where they read and send every answer themselves.
Can the AI give a wrong price?
The AI only mentions prices you have entered for your specials. It never makes up a price, never quotes a custom build, and never accepts, rejects or counters an offer. Those go to you, with an alert.
Does the AI get better over time?
Yes. When you change its drafts, it suggests new instructions, and you choose which ones to add. It also looks at your replies that got an answer, an offer or a sale, and follows their tone. It never copies prices, dates or promises from them. It learns only from your own account, and the AI model is not trained on your customers' messages.
Which number do the texts come from?
From your own business number, if you connect it: RingCentral and Twilio today, more providers soon. You can connect one number for US customers and one for Canadian customers, and Warmback picks the right one for each customer. Texts you send yourself from RingCentral show up in Warmback too. No business number? We give you a dedicated Warmback number. Your own number is set by connecting it, never by typing it in, so Warmback only texts from a number it can really send from. Either way, customer replies appear in the conversation right away.
Can Warmback see my phone calls?
If you connect RingCentral and give the call permissions, your calls with your leads appear on each lead's conversation: who called, the result, the recording and RingCentral's call summary. Only calls with your leads' numbers are shown. Recordings stay in RingCentral: Warmback plays them from there and never keeps a copy. When you call a lead yourself, the AI steps back for that customer.
Can emails come from my own Outlook?
Yes. Connect your Outlook.com or Microsoft 365 mailbox in two clicks. Emails go out from your address and are saved in your Sent items. Warmback reads only the replies from your leads; it never reads your other email.
Is it allowed to text my old leads?
You are the sender, so you need the customer's permission, for example because they inquired with you. Warmback helps you stay on the right side: it asks you to confirm consent when you upload a list, honours STOP and your do-not-contact list, respects sending hours, and identifies you in every message.
Do I need to change my CRM or website?
No. You can type leads in after a call, upload a spreadsheet, send your website form to Warmback with a simple key, or forward the lead emails your lead system already sends you. Nothing else has to change.
How long does it take to start?
About an hour together: your details, your follow-up wording, your specials and your AI instructions. You start in Sandbox mode, test with your own phone, then go live.
Why is it called Warmback?
Because that is what it does: it warms your leads back up. A cold lead is someone who asked for a price months ago and went quiet; a warm lead is someone talking to you now. Warmback reaches out to your old leads again and keeps following up until they answer. It also gets back to every new inquiry within a minute, while the customer is still warm, before they cool down or buy somewhere else.
See Warmback work on a real lead.
In 20 minutes we add a lead, you play the customer from your own phone, and you watch Warmback answer, follow up and hand the customer to you. No slides.
- We reply within one business day
- No credit card, no commitment
- Bring a lead list if you like: we'll show you what Warmback would do with it