Connect Any Web Form to BytePhase with Zapier (Google Forms, Typeform & More)

The BytePhase Zapier integration lets any web form — Google Forms, Typeform, Jotform, or Facebook Lead Ads — automatically create leads in your repair shop management software within seconds, using a single secure webhook. Every submission becomes a Contact Us / Self Check-in lead, assigned to your Reception team with the same in-app notification as a manually created lead.

BytePhase is a cloud-based repair shop management platform used by 2,000+ repair shops across 32+ countries to handle tickets, invoicing, inventory, and customer communication. This guide walks through the complete setup for Google Forms → Zapier → BytePhase. The exact same workflow also works with Typeform, Jotform, Gravity Forms, Facebook Lead Ads, and thousands of other apps Zapier supports.

Looking for more automation ideas beyond lead capture? See our companion guide: BytePhase Zapier Integration: 12 Workflows to Automate Your Repair Shop.

What You’ll Need

Google Forms users: Open your form → Responses → click the green Google Sheets icon → Create Spreadsheet.

Step 1 – Generate Your BytePhase API Key

1. Log into BytePhase.
2. Navigate to:

Settings → Integrations

3. Locate Zapier.
4. Click Configure.
5. Enable the integration by setting:

Status = Active

6. Click Save.

A popup displays:

• API Key
• Webhook URL
• Example JSON Payload

Important

Copy both the API Key and Webhook URL immediately.

The API key is only shown once.

If lost, you’ll need to delete the integration and create a new one.

Security Tip

Treat your API key exactly like a password.

Store it in a password manager such as:

• 1Password
• Bitwarden
• Dashlane

Never include it in:

• screenshots
• emails
• chat messages
• Git repositories

Step 2 – Prepare Your Google Form

Create your form using the following recommended fields.

Important: Device Matching

BytePhase matches:

• Device Type
• Device Brand
• Device Model

using exact, case-sensitive names.

For best results:

• Use Dropdown or Multiple Choice questions.
• Copy the values directly from:

Settings → Device Type / Brand / Model

Avoid free-text answers because spelling differences won’t match your existing device catalogue.

Step 3 – Create Your Zap

Configure the Trigger

Inside Zapier:

1. Click Create
2. Select Zap
3. Choose Start From Scratch

Trigger Settings

Do not select

New or Updated Form Response

Editing an existing submission would create duplicate leads.

Connect your Google account.

Select your customer enquiry form.

Click:

Test Trigger

Zapier should retrieve a recent submission.

When successful, click:

Continue with selected record

No Sample Data?

If Zapier cannot find a sample:

1. Submit your form yourself.
2. Return to Zapier.
3. Click Test Trigger again.

Step 4 – Configure the Webhook

Add a new Action.

Choose:

Webhooks by Zapier

Select:

POST

Webhook Settings

Configure Headers

Add these three headers.

Tip

Remove any accidental spaces before or after each header value.

Map Form Fields

Each value on the right must be inserted using Zapier’s variable picker.

Do not type the values manually.

Correct mapping example:

Using Custom Fields

When Unflatten = Yes, this key:

custom_fields__warranty_status

automatically becomes:

{
  "custom_fields": {
    "warranty_status": "Expired"
  }
}

Example JSON Payload

{
  "name": "John Doe",
  "email": "john@example.com",
  "mobile_number": "+1234567890",
  "device_type": "Laptop",
  "device_brand": "Dell",
  "device_model": "XPS 15",
  "serial_number": "ABC123",
  "comment": "Screen not working",
  "is_pickup_booked": true,
  "custom_fields": {
    "warranty_status": "Expired",
    "urgency": "High"
  }
}

Step 5 – Test the Webhook and Watch Your First Lead Arrive

Click:

Continue → Test Step

Expected response:

HTTP 201 Created

Then open:

Reception → Contact Us

Your test lead should appear with status:

Open

Step 6 – Add a Filter So Spam Never Reaches Your Team

Adding a filter prevents spam and incomplete submissions from reaching your Reception team.

Insert:

Filter by Zapier

Create these conditions:

• Full Name exists

AND

• Email Address exists

OR

• Mobile Number exists

Publish the filter.

Step 7 – Publish Your Zap and Go Live

Click:

Publish

Submit a real form entry.

Within a few seconds you should see the lead automatically appear inside BytePhase.

Your automation is now live.

Troubleshooting

Test the API with cURL

curl -i -X POST \
"https://<tenant>.api.bytephase.com/api/<tenant-slug>/zapier/self-checkin" \
-H "X-API-Key: bp_YOUR_PLAIN_KEY" \
-H "Content-Type: application/json" \
-H "Accept: application/json" \
-d '{
"name":"Curl Test",
"mobile_number":"+910000000000",
"comment":"smoke test"
}'

A successful response returns:

HTTP/2 201 Created

If cURL works but Zapier doesn’t, the issue is almost always your Zap configuration.

Security & API Limits

• API keys are shown only once.
• Rotate keys immediately if exposed.
• Delete and recreate the integration to generate a new key.
• Rate limit: 60 requests per minute.
• Every successful submission automatically notifies your Reception user.
• API keys are tenant-specific and cannot be shared between BytePhase accounts.

Final Word: Put Your Lead Capture on Autopilot

Once configured, every enquiry from your website flows into BytePhase automatically — no copy-paste, no missed leads, and your Reception team is notified the moment a customer reaches out. From there, one click converts the lead into a repair ticket.

Do this today: generate your API key under Settings → Integrations → Zapier and connect your busiest web form first — for most shops that’s the service-request form on their website.

BytePhase includes the Zapier webhook on every plan, with a 15-day free trial and no credit card required. Start your free BytePhase trial →