Zapier troubleshooting and manual redelivery

Zapier troubleshooting and manual redelivery

Pipeline On can send recovered leads to Zapier so you can route them into your CRM, spreadsheet, notification tool, or follow-up workflow.

Use this guide when a Zap is not receiving leads, a CRM action fails, or you need to resend a failed delivery.

How the Zapier connection works

Pipeline On sends a structured lead payload to your Zapier Catch Hook URL.

The Zap should:

1. Receive the Pipeline On webhook.
2. Find or create the right contact, customer, lead, request, task, or note.
3. Map the recovered lead fields into your CRM.
4. Publish the Zap.

Only secure Zapier webhook URLs are accepted. The URL should start with https://  and use a Zapier domain.

What Pipeline On sends

For recovered leads, Pipeline On sends:

• Schema version.
• Event type.
• Lead ID.
• Organization ID.
• Site ID.
• Site name and domain.
• First name.
• Last name.
• Email.
• Phone, when available.
• Street address.
• City.
• State.
• Postal code.
• Source URL.
• Source path.
• Referrer, when available.
• First seen time.
• Recovered time.

Phone can be blank. Your Zap should keep working when phone is empty.

Start with a test lead

Before relying on live traffic:

1. In Zapier, create a Zap with Webhooks by Zapier as the trigger.
2. Choose Catch Hook.
3. Copy the Catch Hook URL.
4. In Pipeline On, open Settings, then Integrations.
5. Paste the URL and save it.
6. Send a test lead from Pipeline On.
7. Confirm Zapier receives the sample payload.
8. Map the fields into your CRM action.
9. Publish the Zap.

The test payload uses a sample homeowner so you can build the mapping before live leads arrive.

Common Zapier problems

The Zap is not published

Zapier tests can work while the live Zap is still off. Publish the Zap before expecting live recovered leads to route.

The Catch Hook URL changed

If you delete or rebuild the Zap trigger, Zapier may create a new Catch Hook URL.

Copy the new URL into Pipeline On and save the integration again.

The wrong webhook URL was pasted

Pipeline On expects the Zapier Catch Hook URL, not a Zap editor URL or CRM URL.

The URL should start with https://  and point to Zapier.

The CRM account disconnected

CRM actions can fail if the connected ServiceTitan, Housecall Pro, Jobber, Workiz, FieldEdge, or other app account expires.

Reconnect the app in Zapier, then test again.

A required CRM field is missing

Some CRM actions require fields that recovered leads may not always have.

Common required fields:

• Phone number.
• Job type.
• Business unit.
• Campaign.
• Service location.
• First name and last name split separately.
• Lead source.

Fix this by using Zapier filters, fallback values, formatter steps, or a review queue.

Phone is blank

Phone is optional. Some recovered leads include phone and some do not.

Do not make phone required unless your Zap has a fallback path. If your CRM requires phone, route leads without phone to a review step instead of failing the whole Zap.

Address is partial

Some leads may have full address detail. Others may have partial address data.

Map address fields carefully. If your CRM requires a complete service address, use a filter or review queue for incomplete profiles.

Zapier task limits were reached

If your Zapier plan runs out of tasks, Zapier may stop running live automations.

Check Zapier task usage and task history.

The destination app rejected the payload

Open the failed Zap run in Zapier and read the action error.

The problem is usually a required field, invalid enum value, disconnected app, duplicate record rule, or permission issue inside the destination app.

Manual redelivery

If a delivery fails, you can resend it after fixing the issue.

Manual redelivery:

• Uses the current lead and site data.
• Sends to the saved Zapier webhook URL.
• Creates a new delivery record.
• Marks the original failed delivery as redelivered only when the new send succeeds.

Use redelivery after:

• Reconnecting the CRM in Zapier.
• Updating the Catch Hook URL.
• Fixing required-field mapping.
• Publishing a Zap that was previously off.
• Adding fallback handling for blank phone or partial address.

Redelivery checklist

1. Fix the Zapier or CRM problem first.
2. Send a test lead from Pipeline On.
3. Confirm Zapier receives it.
4. Confirm the CRM action succeeds.
5. Open the failed delivery in Pipeline On.
6. Click redeliver or retry.
7. Confirm the new delivery succeeds.

If the retry fails again, check the latest error message before retrying repeatedly.

Recommended CRM guardrails

For home-service CRMs, build the Zap so it tolerates incomplete data.

Recommended:

• Match existing contacts by email first.
• Match by phone only when phone is present.
• Add Pipeline On as source or campaign.
• Put source URL, source path, and recovered time in notes.
• Use a fallback first name or review queue only if your CRM requires it.
• Route missing-phone leads differently if the CRM requires phone.
• Avoid automatically creating jobs unless your team has reviewed the lead.

When to contact support

Contact support if:

• Pipeline On says the webhook is saved but no test lead reaches Zapier.
• A delivery shows failed and the error is not clear.
• Redelivery fails after the Zap is published and the CRM account is connected.

Send:

• Website domain.
• Zapier webhook status.
• CRM name.
• Failed delivery time.
• Error message shown in Pipeline On or Zapier.
• Whether phone or address is required by the CRM action.