In this article, you'll learn how to send yourself an email every time a quote is won — using SetSale webhooks and a free Zapier account. The moment a quote is marked Won, SetSale sends the full details to Zapier, and Zapier emails them to you. No manual checking.
How It Works
A webhook is a message SetSale sends to another app when something happens. You give SetSale a URL to send to, tell it which event to watch, and SetSale posts the details to that URL automatically.
Here, the event is Quote Won. Zapier gives you the URL, SetSale sends the won-quote details to it, and Zapier turns those into an email. Every won quote includes:
Customer name and a link to the quote.
The selected option, its equipment, and AHRI numbers.
Total price and the payment method the customer chose.
Who signed, and the date it was won.
Before You Begin
⚠️ Heads Up: You'll need a Zapier account and access to Settings → API & Webhooks in SetSale. That area is limited to admins — if you don't see it, ask your account owner.
Step-by-Step Instructions
1. Create the Zap and copy the webhook URL
In Zapier, create a new Zap.
For the trigger, choose Webhooks by Zapier and the Catch Hook event.
Zapier generates a Webhook URL that starts with https://hooks.zapier.com/hooks/catch/. Click Copy — you'll paste it into SetSale next.
2. Add the endpoint in SetSale
In SetSale, go to Settings → API & Webhooks.
Click Add Endpoint to add an endpoint.
Paste the Zapier URL into Endpoint URL.
Add a Description so you remember what it's for — for example, "Email me when a quote is won."
Set Listening to to Quote Won.
Save the endpoint. Its status should show Enabled.
SetSale signs every webhook with a signing secret (shown as whsec_… on the endpoint page) so you can confirm an event really came from SetSale. Verifying the signature is optional and takes an extra code step — most setups can skip it.
3. Send a test and confirm it arrives
Before building the email, confirm SetSale can reach Zapier.
On the endpoint page, click Send test.
Check the Deliveries list at the bottom. A successful test shows Succeeded with a 200 response.
✨ Pro Tip: Want real data in the test? Mark one of your quotes Won and it shows up in Deliveries as a quote.won event.
4. Pull the sample into Zapier
Back in the Zap, open the Catch Hook trigger and test it.
Zapier finds the test you just sent and loads it as sample data. That's what lets you drop quote details into the email.
5. Add the email step
Add an action step and choose Email by Zapier, then Send Outbound Email.
Fill in To (your email) and a Subject.
In Body (HTML or Plain), paste the template below. Map the Catch Hook output where it says [INSERT STEP OUTPUT] using Catch Hook → Raw Output, then set Force Linebreaks to Yes so the payload stays readable.
<h2>SetSale quote won</h2> <p>The complete quote payload is below. It includes the selected option ID, equipment models, AHRI data, pricing, payment selection, signature, and won date.</p> <pre>[INSERT STEP OUTPUT]</pre>
This sends you the complete quote payload in every email. Want a clean summary instead of raw data? See Optional: Send a formatted email below.
6. Test the email
Test the email step. Zapier confirms with An outbound email was sent.
Check your inbox to confirm it looks right.
7. Publish
Click Publish. Zapier confirms with Success! Your Zap is live!
That's it. From now on, every won quote emails you automatically.
Optional: Send a formatted email
The steps above email you the full data payload. If you'd rather get a tidy summary — customer, total, equipment, AHRI numbers, with the full payload at the bottom — add one more step between the Catch Hook and the email.
Between the Catch Hook and Email by Zapier steps, add a Code by Zapier step and choose Run JavaScript.
Add an input field named payload and map it to Catch Hook → Step Output.
Download the formatting helper script at the bottom of this page, paste its contents into the code field, and test the step.
In the Email by Zapier step, map the Code step's subject output to Subject and its html_body output to Body.
Need More Help?
For anything on the SetSale side, click the blue chat bubble in the bottom-right corner of SetSale or email [email protected]. Questions about Zapier itself — accounts, steps, or the code step — are best handled through Zapier's own help resources.