Zapier Webhook Integration

Complete API Documentation

Integrate SnapCoat CRM with thousands of apps using Zapier. This guide covers everything you need to set up the webhook integration and start creating leads automatically.

Overview

The SnapCoat CRM Zapier webhook allows you to automatically create leads in your sales pipeline from any trigger source. Each lead is instantly assigned a unique Deal ID, placed in your "New Lead" stage, and triggers notifications to your team.

Secure & Unique

Each company gets a cryptographically secure webhook token

Real-Time

Leads appear instantly in your pipeline with automatic notifications

Flexible & Comprehensive

4 required fields + 25+ optional fields for rich lead data

Integration Methods

SnapCoat CRM offers two ways to integrate with Zapier. Choose the method that best fits your needs:

Webhook Method

Recommended for most users

Easiest setup - just copy/paste webhook URL
Works with any Zapier trigger
No authentication setup needed
Perfect for creating leads from forms

Use when: You want to create leads from external sources (forms, ads, etc.)

REST API Method

For advanced integrations

Full API access with authentication
Polling triggers ("New Lead" events)
Multiple actions (create, update, get)
Professional native Zapier app

Use when: Building a native Zapier app or need advanced features

📚 Documentation Structure

This page covers the Webhook Method. For REST API integration details including authentication setup and API endpoints, see:

REST API Endpoints:

• Auth Test: GET /api/zapier/auth/test
• Create Lead: POST /api/zapier/leads
• Get Leads: GET /api/zapier/leads
• Update Lead: PATCH /api/zapier/leads/:id

Authentication: Include your webhook token via x-webhook-token header

Getting Started

Prerequisites

• Active SnapCoat CRM account
• Zapier account (free or paid)
• Look for the "Connect to Zapier" button in your SnapCoat header

Step 1: Get Your Webhook URL

1Log into SnapCoat CRM and click "Connect to Zapier" button in the header (top navigation bar)
2In the dialog that opens, click the "Lead Creation" tab
3Click "Copy Webhook URL" to copy your unique webhook URL
4Your unique URL will look like: https://www.snapcoatcrm.com/api/webhooks/leads/wh_your_token...

Step 2: Configure Zapier

1Create a new Zap in your Zapier dashboard
2Choose your trigger app (e.g., Google Forms, Facebook Lead Ads, Typeform)
3Add action: Search for "Webhooks by Zapier" and select "POST"
4Paste your webhook URL and map the required fields (see below)
5Test your Zap and turn it on!

Webhook Configuration

Method:POST

Content-Type:application/json

Authentication:Token in URL

Timeout:30 seconds

Complete Field Reference

Required Fields

No companyId needed - your unique URL handles authentication!

✨Supports both camelCase and lowercase field names

firstName

First name (or firstname)

lastName

Last name (or lastname)

Email address

phone

Phone number

source

Lead source (optional)

notes

Project type or notes (optional)

💡 Highly Encouraged: While source and notes are optional, we highly recommend including them! Use the notes field for project details or type of work the customer is requesting (e.g., "Interior Painting", "Exterior Painting", "Cabinet Refinishing").

Optional FieldsEnhance your lead data with these additional fields

Contact Information

Field Name	Type	Description
`alternateEmail`	String	Secondary email address
`alternatePhone`	String	Secondary phone number
`companyName`	String	Company name (for B2B customers)

Address Information

💡 Best Practice: When providing address fields, include all of address, city, state, and zip together. This triggers automatic customer record creation with a unique Customer ID.

Field Name	Type	Description
`address`	String	Street address
`unitNumber`	String	Apt, suite, or unit number
`city`	String	City name
`state`	String	State (2-letter code recommended, e.g., "CA")
`zip`	String	ZIP/Postal code
`gateCode`	String	Property gate access code

Business & Lead Details

Field Name	Type	Description	Default
`source`⭐ Encouraged	String	Lead source identifier (e.g., "Facebook Ads", "Google PPC")	"Zapier Integration"
`notes`⭐ Encouraged	String	Project type or notes (e.g., "Interior Painting", "Exterior Painting", "Cabinet Refinishing")	NULL
`internalNotes`	String	Internal notes for team only	NULL
`estimatedValue`	Number/String	Estimated project value (decimal format, e.g., "5000.00")	NULL
`status`	String	Initial lead status	"New Lead"

Appointment Request Fields

Field Name	Type	Description	Format
`isAppointmentRequest`	Number	Flags this as an appointment request	0 or 1
`preferredDate1`	String	First preferred appointment date	YYYY-MM-DD
`preferredTime1`	String	First preferred appointment time	HH:MM (24-hour)
`preferredDate2`	String	Second preferred appointment date	YYYY-MM-DD
`preferredTime2`	String	Second preferred appointment time	HH:MM (24-hour)

Assignment & Categorization

Field Name	Type	Description	Format
`assignedTo`	String/Number	User ID to assign the lead to	Valid user ID
`tags`	Array	Array of string tags for categorization	["tag1", "tag2"]

📊 Pro Tip: Use the source field to track campaign ROI, estimatedValue for pipeline forecasting, and tags for advanced segmentation and automation triggers.

Example Payloads

1. Minimal Required Fields Only

Basic lead creation with just the required fields:

JSON

{
  "firstName": "John",
  "lastName": "Smith",
  "email": "john.smith@example.com",
  "phone": "+15551234567"
}

Result: Lead created with source "Zapier Integration"

2. With Custom Lead Source

Track where your leads come from by specifying a source:

JSON

{
  "firstName": "Jane",
  "lastName": "Doe",
  "email": "jane.doe@example.com",
  "phone": "(555) 987-6543",
  "source": "Facebook Ads - Summer Campaign"
}

Result: Lead created with source "Facebook Ads - Summer Campaign" • Phone auto-formatted to +15559876543

3. Complete Lead with Address

Comprehensive lead data that triggers automatic customer creation:

JSON

{
  "firstName": "Sarah",
  "lastName": "Williams",
  "email": "sarah.williams@example.com",
  "phone": "(555) 321-7654",
  "alternatePhone": "(555) 321-7655",
  "companyName": "Williams Properties LLC",
  "address": "789 Oak Avenue",
  "unitNumber": "Suite 200",
  "city": "Los Angeles",
  "state": "CA",
  "zip": "90001",
  "gateCode": "#4567",
  "source": "Facebook Ads - Spring Campaign",
  "notes": "Interested in full exterior repaint",
  "internalNotes": "High-value lead, follow up within 24 hours",
  "estimatedValue": "8500.00",
  "tags": ["commercial", "high-value", "urgent"]
}

Result: Lead created with complete details + Customer record automatically generated with unique Customer ID

4. Appointment Request

Lead with appointment booking information:

JSON

{
  "firstName": "Mike",
  "lastName": "Johnson",
  "email": "mike.j@example.com",
  "phone": "+15555551234",
  "address": "456 Pine Street",
  "city": "San Francisco",
  "state": "CA",
  "zip": "94102",
  "source": "Website Booking Form",
  "isAppointmentRequest": 1,
  "preferredDate1": "2025-12-15",
  "preferredTime1": "10:00",
  "preferredDate2": "2025-12-16",
  "preferredTime2": "14:00",
  "notes": "Need color consultation for living room"
}

Result: Lead created with appointment request flags for easy scheduling and follow-up

Validation Rules

📞Phone Number Processing

Accepted Formats:

(555) 123-4567
555-123-4567
5551234567
+15551234567

Output: Automatically normalized to E.164 format (+1XXXYYYZZZZ)

📧Email Validation

Format: Standard email validation appliedDuplicate Policy: Same email allowed (customers can have multiple projects)Case Sensitivity: Not case-sensitive

⚠️Required Field Check

Rule: All 4 required fields must be present and non-emptyError: 400 Bad Request if any field is missingTip: Use Zapier's "Required" toggle to prevent empty values

🚫Duplicate Prevention

Rule: Prevents exact duplicates within 5-minute windowCriteria: Same firstName + lastName + email + phonePurpose: Prevents accidental double-submissions

Response Codes

201 Created - Success

201

Lead successfully created and added to your sales pipeline.

{ "success": true, "message": "Lead created successfully", "data": { "id": 12345, "dealId": "CMP-1-D12345", "firstName": "John", "lastName": "Smith", "fullName": "John Smith", "email": "john.smith@example.com", "phone": "+15551234567", "status": "New Lead", "leadSource": "Zapier Integration", "companyId": 1, "createdAt": "2025-12-09T10:30:00.000Z" }, "requestId": "uuid-here", "processingTime": "145ms" }

400 Bad Request - Missing Fields

400

One or more required fields are missing.

{ "success": false, "message": "Missing required fields. Please provide firstName, lastName, email, and phone", "receivedFields": ["firstName", "email"], "requestId": "uuid-here" }

Fix:Verify all 4 required fields are mapped and non-empty in your Zap.

401 Unauthorized - Invalid Token

401

Webhook token is invalid or expired.

{ "success": false, "message": "Invalid webhook token. Please check your webhook URL.", "requestId": "uuid-here" }

Fix:Click "Connect to Zapier" in header → "Lead Creation" tab → Copy exact URL

Security Best Practices

✅ DO

•Keep your webhook URL private and secure
•Store securely in Zapier only
•Regenerate token if compromised
•Monitor webhook activity regularly
•Use HTTPS for all requests (enforced)

❌ DON'T

•Share your webhook URL publicly
•Include token in screenshots shared online
•Commit webhook URLs to version control
•Use same token across multiple companies
•Ignore suspicious webhook activity

Token Regeneration

If you suspect your webhook token has been compromised, you can regenerate it:

1.Click "Connect to Zapier" button in the header
2.Go to the "Lead Creation" tab
3.Click "Regenerate Token"
4.Copy the new webhook URL and update your Zaps immediately

⚠️ Warning: Old token stops working immediately upon regeneration.

Troubleshooting

❌ "Missing required fields" Error

Cause:One or more of the 4 required fields is missing or empty.

Solution:

Check that all 4 required fields are mapped in Zapier: firstName, lastName, email, phone
Ensure mapped values are not empty or null
Use Zapier's "Required" toggle to prevent empty values
Test with sample data in Zapier's testing tool

🔒 "Invalid webhook token" Error

Cause:Webhook URL is incorrect or token has been regenerated.

Solution:

Click "Connect to Zapier" in the header and go to "Lead Creation" tab
Copy the exact webhook URL from SnapCoat
Replace the entire URL in Zapier (don't try to edit it)
Check for extra spaces or characters
Test the Zap again

👻 Leads Not Appearing in Pipeline

Cause:Leads may be filtered out or webhook failed silently.

Solution:

Check Zapier Task History for actual response code
Look for HTTP 201 success status
Toggle "Show All" in pipeline filters
Search by lead name or email
Check webhook activity in "Connect to Zapier" → "Status" tab

🔄 Duplicate Lead Errors

Cause:Same lead (name + email + phone) submitted within 5 minutes.

Solution:

This is intentional to prevent double-submissions
Wait 5 minutes before resubmitting
Check if duplicate was already created successfully
For legitimate repeat projects, modify one field slightly

📧 Need More Help?

If you're still experiencing issues, contact our support team:

When contacting support, please include your webhook token (first 10 characters only) and the requestId from any error responses.