Automation · Zapier integration

Let your business software start and receive Zaps, so smaller tools can be wired in without custom code.

Zapier connects thousands of web apps through triggers and actions. GullySystem can expose your business system to it with webhooks and a scoped API. A new lead, paid invoice or closed ticket can then start a Zap. Scope follows your Zapier plan and the events you want to trigger.

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At a glance

Connecting Zapier to the rest of your business.

Not every tool you use needs a custom integration, particularly when it only has to hand over a name, an email address and a note once a day. A form builder, a mailing list or a spreadsheet may only need to hand over a few fields. Zapier is a sensible bridge for that.

The business system still has to offer a clean door. The door is ours to make, with authentication and field rules, and we explain what should stay in a Zap and what should be built directly.

What moves

What flows between Zapier and your system.

Each flow is agreed one at a time: which record, in which direction, and what happens when it fails.

Webhook triggers from system events

When an order is placed or an invoice is marked paid, the system sends a webhook to a Zap with the record’s key fields and number. It can then update a mailing list, a chat channel or a spreadsheet. The Zap does the rest, passing the fields on to a mailing list, a chat channel or a spreadsheet according to the steps its owner has set up. Each delivery is signed with a shared secret, so the receiving Zap can reject calls that did not come from your system.

Zap actions that create records

A web form submission or a new row in a spreadsheet becomes a lead or contact in the business system. It posts through an authenticated endpoint, and the system returns the new record number. The system stays the owner of the record. Required fields are checked before anything is written, so a half-filled website form is returned to the Zap with a reason.

Multi-step Zaps with a lookup

A Zap can first ask the system whether a customer already exists, then branch. Existing customers get an update, and new ones get a fresh record, which avoids creating duplicates. Lookups come before writes, which keeps a returning customer from being added a second time under a slightly different spelling of the same name.

Status changes pushed back to other tools

When a job moves to completed in the system, a Zap can mark the matching card in a project board or send a review request. The system holds the status, and the other tool only mirrors it. Other tools only mirror it. The Zap reads the status through a lookup step, not from its own memory, so a status corrected in the system reaches the other tool on the next delivery.

Failure alerts to a named person

If a webhook is rejected or a Zap step errors, the event is logged with its payload. An alert goes to a nominated owner. The payload can be replayed after the cause is fixed. Nothing fails silently. The alert names the Zap, the step and the record, so the owner can correct the field that caused the rejection and replay that one event.

How it is built

From scoping to hand-over.

1. Scope the triggers, actions and owners

We list which events leave the system and which records Zaps may create or change. Each Zap gets a named owner, since an unowned automation is how data goes wrong. Every Zap has one owner.

2. Connect and test with sample data

We expose webhooks and an API key with limited rights, then run Zaps against a test copy of the system. Zapier’s own test step is used to confirm each field arrives as expected. Test data never touches live records.

3. Shape triggers, actions and replays

Each trigger carries a stable record key so a repeated delivery does not create a second record. Required fields, dates and currency formats are checked on arrival, and rejects are logged. Repeat deliveries are ignored.

4. Watch failed runs, then hand over

A delivery log shows every webhook sent and every call received; you receive a list of Zaps in use, who owns each, and how to pause them.

Industries

Trades that often use Zapier.

Ready products

Products it is paired with.

Modules

Capabilities it connects to.

What we build

What we would build for Zapier projects.

Usually in this order, starting with whatever the audit ranks first.

API and System Integration

Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.

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Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

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Software Maintenance, Support and Rescue

Taking over the system your last vendor stopped answering for: fixing it, documenting it and keeping it running.

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Common questions

Questions about connecting Zapier.

Does data move one way or both ways?

Both are possible. Webhooks carry events out, and an authenticated endpoint takes records in; we decide direction per Zap, so two automations never edit the same field.

What does our Zapier plan need to include?

Receiving or sending webhooks and running multi-step Zaps usually sits on paid plans; task allowances differ by plan, so we check your account against the volume you expect.

Can existing records be sent through Zapier?

Zaps react to new events, not history. For past records we suggest a one-time import done directly. Keep Zaps for what happens from then on. Zaps handle new events only.

When should we not use Zapier?

For high-volume or time-critical flows, or those touching money, a direct integration is more reliable and easier to audit. We say so during scoping, and keep Zapier for lighter work. Money flows deserve a direct build, since a refund or a payment status needs a log you can audit and a retry rule that a Zap step cannot offer.

Trademark notice: Zapier belongs to its owner, and GullySystem is not affiliated with it and does not speak for it.

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