← PoolDial integrations PoolDial + Zapier

Less copying.
More connected customers.

Bring leads and repair requests into PoolDial. Use service visits, quotes, and paid invoices to keep your other business tools up to date.

Coming soon PoolDial is preparing its Zapier app. It is not yet publicly available in Zapier’s app directory. The setup steps below are for invited testers once access opens.

Triggers: start a workflow in another app

Event	What it does
New Customer	Starts a Zap when a customer is created in PoolDial.
New or Updated Customer	Keeps your CRM in sync when a customer is created or edited.
Service Completed	Starts a review-request or reporting workflow after a completed service visit.
Quote Sent	Starts a follow-up workflow the first time a quote is sent.
Quote Accepted	Updates your sales pipeline when a quote is approved.
New Invoice	Adds a newly created invoice, including a draft, to your reporting tools.
Invoice Paid	Records a fully paid invoice in a spreadsheet or CRM.
New Item Needed	Notifies the office when a part, product, or chemical is added to the parts list.

Actions: bring work into PoolDial

Action	What it does
Create Customer	Adds a customer or lead from another app.
Find Customer by Email	Finds an existing customer using an exact email match.
Update Customer	Updates the customer fields you supply, leaving empty fields unchanged.
Create Work Order	Creates a draft repair or service job with a customer and assigned technician, ready for your office to schedule.
Create Item Needed	Adds a part, product, or chemical with a quantity and optional customer or property links.

Examples: form submission → draft repair job, completed service → review-request tool, accepted quote → CRM update, and paid invoice → spreadsheet row. These workflows require access to the PoolDial Zapier app and accounts with the other services.

Connect your account when invited

Find the Zapier card under Settings → Integrations in the web dashboard. In the mobile app, open Settings → Integrations for links to browser setup.

Accept the PoolDial Zapier invitation provided by our team, then create a Zap and select PoolDial.
Sign in to the PoolDial dashboard → Settings → Developer as an owner or administrator.
Create a dedicated API key named Zapier. Choose Read only for triggers and Find Customer by Email, or Read/write for actions that create or update records.
Copy the complete key when it appears. In Zapier, connect your PoolDial account and paste it into the API Key field. Never send the key by email.
Select your event, map the fields, and test with a sample customer before turning on the Zap. Create Customer requires a last name and defaults to lead status. Update Customer requires the Customer ID from a trigger or search.
For Create Work Order, map the customer ID and select a technician. The job starts as a draft; schedule it in PoolDial. For Create Item Needed, provide an item name and a positive whole-number quantity.

Timing and limits

Triggers check periodically; they are not instant. The interval depends on your Zapier plan. Each check returns up to 100 recent matching records, so larger bursts between checks may be missed. New Customer checks the 100 newest customers. Existing records do not normally trigger when you first turn on a Zap.

Customer updates between checks are combined into the latest version. Service Completed excludes skipped or partial visits, inspections, and standalone notes. Both invoice triggers exclude test invoices; Invoice Paid requires full payment. A visit reopened or invoice refunded before the next check may be missed.

Resending a quote or completing the same service record again does not send another lifecycle event. Quote outputs include their current status: before starting follow-up messages, filter Quote Sent to quotes that are still sent or opened. Avoid workflows that repeatedly update the same customer in response to their own changes.

For create actions, you can map a unique source-event ID into Request ID. Reusing that ID with the same fields reuses a completed result for 24 hours. Use a different ID for each action, and Find Customer by Email before adding an existing contact.

Manage access and troubleshoot

If the connection expires or a key is revoked, reconnect with a new key. If a create or update step reports a permission error, reconnect with a Read/write key. Revoke the dedicated Zapier key in Settings → Developer to remove its access.

Need help or interested in testing? Contact the PoolDial team. For custom connections available today, explore the PoolDial API.