Webhooks Fundamentals

Polling vs. Webhooks

Zapier periodically asks the app Got anything new, similar to refreshing your email inbox every few minutes. This polling approach is built into most Zapier integrations and is easy to set up using simple dropdown options.

# Event happens in app
    ↓
# [Time passes — 1 to 15 minutes]
    ↓
# Zapier checks and finds the event
    ↓
# Zap runs

With webhook triggers, the app actively sends data to Zapier the moment an event occurs.

# Event happens in app
    ↓
# App immediately sends data to Zapier URL
    ↓
# Zap runs instantly

This works like push notifications on your phone, the moment something happens, you’re notified instantly with no delay. It requires manual setup in the source app, the app must support webhooks, and it can be used even when no native Zapier integration exists.

Understanding Webhook Data (JSON)

When data arrives at your webhook, it typically comes in JSON format (JavaScript Object Notation). You don't need deep JSON knowledge, but understanding the basics helps.

When this hits your webhook, Zapier parses the payload and turns each value into a usable field:

• name → "John Smith";
• email → john@example.com;
• company → "Acme Corp";
• deal_value → 15000.

These fields appear in the field picker just like data from any other trigger. Simple webhooks send only a few fields, making them easy to use directly, while complex webhooks send nested data with dozens of fields.

Zapier usually flattens nested data so you can access it easily. For deeply nested values, you may need a Formatter or Code step to extract them, which is covered in later sections.

When and How to Use Webhooks

Use webhooks for instant, real-time automation or when an app has no Zapier integration. They’re ideal for custom internal systems, niche or new SaaS tools, and payment platforms that send events like purchases or subscriptions. Even apps with native Zapier integrations may offer webhooks for faster triggers or richer event data.

Because a webhook URL directly triggers your Zap, keep it private, test with real data, and monitor Zap history for errors. Webhook settings are usually found under Integrations, API, Notifications, or Developer settings in the source app.