Communication
Get a fractional specialist working inside your OpenPhone account
You already know what OpenPhone can do. The problem is finding the time to configure it properly, keep contacts clean, and build the automations your team actually needs. Trusty Oak places US-based fractional specialists directly inside your OpenPhone account to handle the setup, maintenance, and workflow builds you keep pushing off. This is not a consulting engagement where someone hands you a checklist. It is hands-on work, done for you, at a flexible hourly rate.
What our team does with OpenPhone
Concrete work our fractional specialists take on inside your OpenPhone account. No vague promises.
Build and configure phone number routing
We set up your OpenPhone numbers, assign them to the right team members, and configure call routing rules so inbound calls reach the correct person or group. This includes setting business hours, voicemail greetings, and overflow handling so no call goes unanswered without a plan.
Create and maintain shared inbox workflows
We organize your shared inboxes with clear ownership, internal note conventions, and tagging structures so your team can triage conversations without stepping on each other. If your inbox has grown chaotic, we audit open threads, archive resolved conversations, and establish a working system going forward.
Write and manage auto-reply and snippet libraries
We draft auto-reply messages for missed calls, after-hours texts, and common inbound questions, then load them into your OpenPhone snippets library. Each snippet is labeled and organized so your team can find and use them without hunting through a disorganized list.
Sync contacts and properties with your CRM
We connect OpenPhone to your CRM, whether that is HubSpot, Salesforce, or another platform, and map contact properties so call and text activity logs back to the right record. We also audit existing contact duplicates inside OpenPhone and clean up mismatched names, numbers, and tags before the sync goes live.
Build Zapier or Make automations triggered by OpenPhone events
We design and build multi-step automations that fire when a call is missed, a voicemail is received, or a conversation is tagged in OpenPhone. Common outputs include Slack notifications, CRM record updates, task creation in Asana or ClickUp, and follow-up email triggers through your connected email platform.
Audit an existing OpenPhone setup and document current state
If you inherited an OpenPhone account or let it grow without a system, we conduct a full audit covering number assignments, routing logic, integrations, contact data quality, and team permissions. We deliver a written summary of what exists, what is broken or missing, and a prioritized list of fixes.
How the OpenPhone handoff works
During onboarding, your dedicated Client Success Manager reviews your existing OpenPhone account alongside you, or sets up a discovery session if you are starting fresh. We document your current number assignments, routing logic, integrations, and any automations already in place, then identify the highest-priority gaps. From there, your fractional specialist works directly inside your account, building and testing each workflow before it goes live. Everything we configure is documented in a shared reference document so your team understands what exists and why. You approve each build before it runs in production, and we handle revisions based on your feedback.
Common OpenPhone workflows we build
A few of the most common workflows our team has deployed with OpenPhone.
Missed call → voicemail transcription → CRM task creation
When a call goes to voicemail in OpenPhone, a Zapier automation pulls the transcription and creates a follow-up task in HubSpot or ClickUp assigned to the account owner. The task includes the caller's name, number, and voicemail text so the rep has full context before calling back.
Inbound text from new number → contact created in CRM → Slack alert to sales rep
When a text arrives from a number not yet in your CRM, the automation creates a new contact record, logs the message as the first activity, and posts a Slack message to the assigned rep with a direct link to the CRM record. No lead falls through because it came in as a text instead of a form fill.
Conversation tagged 'hot lead' → follow-up SMS sent → deal stage updated
When a team member tags a conversation in OpenPhone as 'hot lead,' an automation sends a pre-approved follow-up text to the contact and moves the associated deal to the next stage in the CRM pipeline. The tag acts as the handoff signal between the initial conversation and the formal sales process.
New client onboarded → dedicated number assigned → welcome text sent
When a deal is marked closed-won in the CRM, a Zapier workflow assigns a dedicated OpenPhone number to the new client's account manager and sends a branded welcome text from that number. The client gets a direct line on day one without the account manager having to remember to send it manually.
Weekly call log export → Google Sheets report → team review
We build a scheduled automation that pulls call and text activity data from OpenPhone each week, formats it into a Google Sheet with columns for volume, duration, team member, and outcome tag, and shares it with the team lead before the Monday standup. No manual exports, no copy-paste from the dashboard.
What OpenPhone support costs
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
~$35/hourSpecialists
~$50/hourFractional Executives
~$95/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a Discovery CallFrequently asked questions
Ready to put your OpenPhone account to work?
Book a discovery call and we will audit your current OpenPhone setup, identify the highest-impact automations and fixes, and give you a prioritized roadmap before any work begins.