Setting up in Zapier

Step 1 — Prepare your campaign

1. Go to your Topa.io account and create a new Auto Campaign in the Campaigns tab.

2. Give your campaign a name (e.g., Test).

3. Select a send number.

4. Choose a voice.

5. Write your voicemail script. Example:
   “Hi [Name], I’m trying to speak to somebody in your company. Can you please call me back at your convenience?”

6. Save the campaign.

Enable Enrich B2B Contacts

You can enable Enrich B2B Contacts in the campaign settings if you want Topa.io to look up mobile numbers for B2B leads.

• Cost:

  • 1.3 credits if Topa.io finds a cell phone.

  • 0.3 credits if Topa.io does not find a cell phone.

• Where to view results: Enrichment results appear in the Enrichment page.

quick note: Enabling enrichment is optional but recommended for B2B lists where phone numbers are missing.

Step 2 — Set up the Zap trigger

1. In Zapier, create a new Zap.

2. For the trigger app, select Google Sheets.

3. Choose New Row as the trigger event.

4. Connect your Google Sheets account.

5. Select the test sheet (e.g., Zapier Test Sheet → Sheet1).

6. Pick the Trigger Column and continue.

7. Test the trigger to pull in sample data (e.g., name, company, phone number).

Step 3 — Add the Webhook action

1. Add a new action step in Zapier.

2. Select Webhooks by Zapier.

3. Choose POST as the action event.

4. In the URL field, paste the webhook URL from Topa.io.

5. Set Payload Type to JSON.

6. In the Data fields, map your columns:

   • destination_number → Phone (make sure your phone has the full country code at the start of it e.g. +1 or +44) This is not necessary if you have select - Enrich B2B Contacts = Yes when creating the campaign.

   • name

   • company

   • email

   • custom1

   • custom2

   • custom3

   • linkedinurl

Example JSON:

{
  "destinationnumber": "+447530000000",
  "name": "Richard",
  "company": "Pied Piper",
  "email": "richard@piedpiper.com",
  "linkedinurl": "https://www.linkedin.com/in/example/",
  "custom1": "Custom 1 Example",
  "custom2": "Custom 2 Example",
  "custom3": "Custom 3 Example"
}

Step 4 — Add the API key header

1. In the Headers section, add:

   • Key: X-API-key

   • Value: Your API key

   ⚠️ Make sure to type X-API-key correctly (use a dash, not an underscore).

Step 5 — Test and publish

1. Continue and send a test request.

2. If successful, you should see “Voicemail job accepted.”

3. Publish your Zap.

Now, every time a new row is added to your Google Sheet, Zapier will automatically send an AI voicemail using your campaign.