Set Up Email Notifications with Zapier

Set Up Email Notifications with Zapier

Get an instant email every time a lead is captured on your site — so you can follow up fast and close more deals.

What You'll Need

• A free Zapier account
• Your webhook URL from Settings → Integrations

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Step 1 — Create a New Zap

1. Log in to Zapier and click Create Zap
2. For the Trigger, search for Webhooks by Zapier and select it (docs)
3. Choose Catch Hook as the trigger event
4. Zapier will give you a unique webhook URL — copy it

Step 2 — Connect Your Webhook

1. In your dashboard, go to Settings → Integrations
2. Paste the webhook URL into the Zapier Webhook URL field
3. Click Save Webhook
4. Click Send Test to send a sample payload to Zapier
5. Back in Zapier, click Test trigger — you should see the test data come through

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Step 3 — Choose Your Email Method

You have three options for sending the email. Pick the one that works best for you:

Option A: Email by Zapier (Simplest)

This is the easiest option — no need to connect a separate email account. Zapier sends the email for you from a no-reply@zapier.com address.

1. Click + to add an Action step
2. Search for Email by Zapier and select it (docs)
3. Choose Send Outbound Email as the action event
4. Fill in the fields:
   • To: Your email address (or a team distribution list)
   • Subject: New Lead: {{lead__name}} — {{site__name}}
   • Body: See the template below

Best for: Quick alerts where you don't need to reply directly from the notification email.

Option B: Gmail (If You Want to Reply)

If you want the notification to come from your own Gmail address so you can reply directly:

1. Click + to add an Action step
2. Search for Gmail and select it (Gmail integration)
3. Connect your Google account when prompted
4. Choose Send Email as the action event
5. Fill in the fields the same way as Option A

Best for: Solo founders or small teams who want to hit "Reply" straight from the notification.

Option C: Outlook (For Microsoft 365 Users)

1. Click + to add an Action step
2. Search for Microsoft Outlook and select it (Outlook integration)
3. Connect your Microsoft account
4. Choose Send Email as the action event
5. Fill in the fields the same way as Option A

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Step 4 — Map Your Lead Fields

Use the dropdown in each field to insert data from the webhook. Here are the available fields (field mapping docs):

Webhook Field	Description
lead__name	The lead's full name
lead__email	The lead's email address
lead__phone	Phone number (if provided)
lead__message	Any message they included
site__name	The name of your site
site__url	Direct link to the proposal
selected_plans	Which plans/tiers they selected

Suggested Email Template

Subject: 🔔 New Lead: {{lead__name}} — {{site__name}}

Hi,

You have a new lead from your site!

Name: {{lead__name}}
Email: {{lead__email}}
Phone: {{lead__phone}}
Message: {{lead__message}}

Selected Plans: {{selected_plans}}

View on site: {{site__url}}

Tip: If you're using Email by Zapier or Gmail, you can use basic HTML tags like <b>, <br>, and <a> to format the email body.

Step 5 — Test and Publish

1. Click Test action to send yourself a test email
2. Check your inbox to make sure the email looks right
3. Click Publish to turn on the Zap

That's it! You'll now get an email every time someone is captured on your site.

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Bonus Tips

• Multiple recipients: In the "To" field, separate email addresses with commas
• Filter by proposal: Add a Zapier Filter step between the trigger and action to only notify on specific proposals
• Combine with Slack: You can add multiple actions in one Zap — send an email AND a Slack notification at the same time

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Related: Zapier Integration Guide · Slack Notifications with Zapier