Zapier Integration for Repair Shops

With an API key. BytePhase generates it, shows it once, and stores only a SHA-256 hash — afterwards you see just its last four characters. You paste it into your Zapier connection along with your API base URL, and every request is then authenticated, rate-limited and scoped to your shop. A built-in connection test confirms the link before you switch a Zap on.

Six events: New Job, Job Status Change, New Customer, New Lead, New Payment and New Outsourced Job. Each fires in real time as it happens in your shop.

Three steps. Two of them write: Create Customer (with contact, GST number, source and address) and Create Lead (with device type, brand, model and follow-up date). The third, Find Customer, is a read-only lookup by name, email or mobile that you run first to avoid creating a duplicate. Separately, a Self Check-In webhook can create an enquiry that converts into a job.

No, as long as you use Find Customer first. Values are passed by name rather than internal IDs, and BytePhase matches an existing record or creates a new one — so your Zap updates the right person.

It turns a customer’s own check-in into work in your shop. The webhook creates an enquiry, resolves the device type, brand and model from the names you send, stores the serial number, any custom fields, an optional address and a pickup booking, assigns it to Reception and sends a push notification. From there one click converts it into a full job — the attachments and the pickup-and-drop record carry across, and the check-in is marked Converted.

Through Zapier you can connect to thousands of apps like Google Sheets, Slack and more. BytePhase provides the triggers and actions; Zapier links them to the rest of your stack.

You can connect Zapier on every BytePhase plan, and the integration itself costs nothing extra (Zapier bills its own plans). What a Zap can do follows your plan — for example, creating leads needs Standard or Enterprise, because Leads is a Standard feature.

BytePhase does not charge separately for the Zapier integration; your Zapier plan is billed by Zapier under its own rules. Two things depend on that plan: how often Zapier checks BytePhase for new records, and access to Webhooks by Zapier, which Zapier lists as a premium feature. You only need Webhooks by Zapier if you post to BytePhase directly instead of using the BytePhase app’s steps.

BytePhase’s Zapier triggers are polling triggers. Zapier asks BytePhase for the newest records on its own schedule, typically every 1 to 15 minutes depending on your Zapier plan, and acts on the ones it has not seen. So a Zap runs within that window rather than instantly. Each check returns up to 100 records, newest first.

A Zapier key is the only BytePhase key type that can read data: recent customers, leads, repairs, payments, status changes and outsourced repairs, plus a customer search. That is what makes the triggers work. It cannot touch invoices, inventory, settings, billing or employees. Never reuse a Zapier key on a website or WordPress plugin; those get their own create-only keys.

Rotating the key on the integration’s Activity screen stops the old key immediately; there is no overlap period. Copy the new key, which is shown once, and reconnect your BytePhase connection in Zapier straight away. Until you do, every Zap on that connection will show an error.

Filter on status_stage, not status. Each shop names its own repair statuses, so a filter on a status name breaks if someone renames Ready for Pickup. Stages are fixed, so a filter such as status_stage equals completed keeps working. The Repair Status Changed trigger sends both, along with who changed it and any comment.