What can I automate with Zapier?
Seven triggers fire out of the CRM — a new lead, a disposition change, the three appointment events, a conversion, and any workflow step you point at Zapier. Each sends a fixed set of fields.
Who this is for
Whoever wires the CRM to the rest of your stack — usually an owner, an ops person, or a developer. You need an API key, which an admin creates on the Integrations page.
Before you begin
- An API key from Integrations → Zapier. Creating one is admin-only.
- A Zapier account. The Virtual Closer app is private, so you cannot find it by searching Zapier — you have to open the invite link on the Integrations page first.
The triggers, and what each one sends
New lead — ping a Slack channel or text a rep the moment one lands. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at
Disposition changed — log every status move to a sheet, or start a sequence when one turns interested. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at
Appointment booked — drop it on a calendar and confirm instantly — the rep's name comes with it. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*
Appointment cancelled — alert the setter and reopen the slot the second it falls through. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*, cancelled_at
Appointment no-show — start a re-engagement task, stamped when it was actually marked. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*, marked_at
Converted to client — create the customer in QuickBooks or your onboarding tool when a policy is written. Fields: id, prospect_id, first_name, last_name, phone, email, state, converted_at
Workflow event — hand a lead to any tool part-way through one of your workflows — you choose the moment. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at, event_label, workflow_id, workflow_name, step_order
Anything not on that list will not arrive
This is the mistake this integration keeps producing, so it is worth being blunt about. If you map a field we do not send, Zapier does not error — it reports the Zap as successful and writes a blank value, forever, until somebody notices the column is empty.
On an appointment trigger, lead.* means the same set of fields as New Lead, nested underneath. So lead.first_name works on a booking; first_name on its own does not.
Why you cannot find us in Zapier's app search
The app is private. That is deliberate — a public listing has to be maintained against Zapier's review process — but it means the only way in is the invite link on the Integrations page. Open that first, then paste your API key when Zapier asks for it.
Common mistakes
- Mapping a field that is not in the list above. Zapier will report success and write nothing.
- Using first_name instead of lead.first_name on an appointment trigger.
- Searching Zapier's app directory for Virtual Closer. It is a private app — use the invite link on the Integrations page.
Related
Where this lives in the app
This is documentation for Virtual Closer. Book a walkthrough or sign in.