SOP: Setting Up a Webhook with Zapier

Purpose:
To create a webhook in Zapier that receives data from an external app (e.g., SendGrid, Stripe, forms, custom apps) and triggers automated actions.

Who This Is For:
Team members responsible for integrations, automation, data syncs, or system workflows.

Time Required:
10–15 minutes

✅ Prerequisites

• Active Zapier account

• Access to the app sending the webhook (SendGrid, Stripe, custom app, etc.)

• Data sample (recommended but optional)

Step 1: Create a New Zap

1. Log in to Zapier

2. Click Create Zap

Step 2: Choose Webhooks by Zapier as the Trigger

1. In the trigger search bar, type Webhooks

2. Select Webhooks by Zapier

Step 3: Select the Webhook Event Type

Choose the appropriate trigger event:

• Catch Hook → most common (incoming data)

• Catch Raw Hook → for unparsed data

• Retrieve Poll → polling-based data

? Select Catch Hook, then click Continue

Step 4: Copy the Webhook URL

Zapier will generate a unique webhook URL.

1. Click Copy to copy the URL

2. Keep this tab open

? This URL is where data will be sent.

Step 5: Paste Webhook URL into the Source App

Go to RepuAgency that will send data to Zapier.

Click on Settings at the Agency level

Then click on new webhook

Then Name your webhook and paste in the URL. Choose the information you want sent. 

Step 6: Send Test Data to Zapier

1. Trigger the webhook by:

   • Submitting a form

   • Sending a test event

   • Using a test payload

2. Return to Zapier

3. Click Test Trigger

Zapier should successfully capture sample data.

Step 7: Review Incoming Data

Zapier will display the data fields received:

• Email

• Event type

• IDs

• Timestamps

• Custom fields

Confirm the data looks correct, then click Continue

Step 8: Add an Action Step

1. Choose the app to act on the data:

   • Google Sheets

   • Slack

   • CRM

   • Email

2. Map webhook fields to action fields

3. Test the action

Step 9: Turn the Zap On

1. Name the Zap clearly

2. Toggle Zap ON

? Your webhook automation is now live.

❗ Common Issues & Fixes

❌ No Data Received

• Confirm webhook URL matches exactly

• Ensure source app is sending a POST request

• Re-send test data

❌ Test Fails

• Check payload format (JSON recommended)

• Use Catch Raw Hook if needed

❌ Zap Not Triggering

• Zap is OFF

• No new events sent after activation

✅ Completion Checklist

•  Zap created

•  Webhooks by Zapier selected

•  Webhook URL copied

•  URL added to source app

•  Test data received

•  Action tested

•  Zap turned ON

? Best Practices

• Name webhooks clearly (e.g., SendGrid Events → Slack)

• Use test payloads before going live

• Document webhook URLs internally

• Turn Zaps OFF before editing