HighLevel Zapier Google Sheets

Why Webhooks Instead of Native Zapier Integration

HighLevel has a native Zapier integration, but it's limited—basically just pipeline stage changes. If you want to trigger a Zap from any HighLevel workflow event (form submission, tag added, purchase complete), webhooks are your primary method.

The webhook approach gives you full control: any workflow trigger in HighLevel can send data to Zapier, which can then route it anywhere.

The Setup

Step 1: Create the Zap Trigger

In Zapier, create a new Zap:

1. Search for "Webhooks by Zapier"
2. Select Catch Hook (not "Catch Raw Hook")
3. Skip the "Pick off a Child Key" option—just hit Continue
4. Copy the webhook URL Zapier gives you

This URL is your bridge. Anything that hits it will trigger your Zap.

Step 2: Add the Webhook to Your HighLevel Workflow

In your HighLevel workflow:

1. Add a "Webhook" action wherever you want data sent
2. Paste the Zapier URL
3. Set method to POST (you're sending data, not requesting it)
4. Save

Step 3: Seed Test Data

Zapier needs to see real data to map fields. You need to send a contact through your HighLevel workflow:

1. Find a test contact (or yourself) in HighLevel
2. Add them to the workflow manually, or trigger whatever event starts it
3. Go back to Zapier and click "Test Trigger"
4. Your contact's data should appear

Use the search box in Zapier to filter fields—type "email" or "name" to find what you need quickly.

Step 4: Connect Google Sheets

Add the action step:

1. Search for "Google Sheets"
2. Select Create Spreadsheet Row
3. Connect your Google account
4. Select your spreadsheet and worksheet

Step 5: The Header Row Trick

Critical: Zapier maps data to columns based on your header row. If your headers aren't in Row 1, Zapier won't see them.

In your Google Sheet:

• Put all column headers in Row 1 (Purchase Date, Client Name, Email, etc.)
• If you have title rows or formulas above, move them elsewhere or use a separate sheet
• Freezing rows (View → Freeze) is just visual—it doesn't affect where Zapier writes data

Once headers are in Row 1, refresh Zapier and you'll see the column names as mapping options.

Step 6: Map Your Fields

For each column in your Sheet, select the corresponding HighLevel field:

Pro tip: To combine first and last name, select First Name, type a space, then select Last Name. Zapier concatenates them.

Pro tip: For timestamps, search "zap meta" and use "Human Now"—it inserts the current date/time when the Zap runs.

Step 7: Test and Publish

1. Click "Test Step" to send a test row to your Sheet
2. Verify the data landed correctly
3. Turn on the Zap

Every time someone triggers your HighLevel workflow, a new row appears in your Sheet.

Common Field Gotchas

Business Name Not Appearing

HighLevel has two places for company info:

• Company object (linked to contact) — not always exposed in webhooks
• Business Name field (on contact record) — this is what you want

If you need business name, make sure it's captured as a contact field in your HighLevel form, not just as a linked company.

Custom Fields

Any custom field you create in HighLevel will appear in the webhook data. Look for them under your sub-account name in the Zapier field picker.

Date Fields

"Date Created" vs "Contact Created Date"—they might show different values. Test to see which one represents what you need. When in doubt, use Zapier's built-in timestamp.

Use Cases

• SaaS Client Tracking — Every purchase creates a row with client info
• Lead Source Reporting — Push form submissions to a master Sheet for analysis
• Appointment Logs — Track every booking with timestamps
• Tag-Based Segmentation — When someone gets tagged, log it for reporting

Relation to Other Integrations

This pattern—HighLevel webhook → Zapier → destination—works for any endpoint:

• Google Sheets (this guide)
• ClickUp (create tasks/lists)
• Slack (send notifications)
• Any app with a Zapier integration

The webhook catch is the universal entry point. Master it once, use it everywhere.

Source

From James H's "The Marketing Show" on YouTube, helping Stockton Wallback from Course Creator Pro set up client tracking.

Watch the full video: How to "Webhook Out" from HighLevel into Zapier and then Google Sheets