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CallRail Zapier integrationAutomate CallRail with Zapier.

The CallRail Zapier integration gives you 13 triggers, 0 actions and 0 searches. CallRail is a source: calls, form captures, texts and new trackers start Zaps, and other tools do the writing. All 13 triggers are instant, with one delay worth knowing.

See the 13 operations

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Overview

What the CallRail Zapier integration is for

CallRail tracks where your calls and inbound leads come from, so you can see which ads and pages make the phone ring. The Zapier integration turns each of those events (a call, a form, a text, a new tracker) into the starting point of an automation in your CRM, your spreadsheet or your team chat.

Three results teams build first. Leads that never sit in a dashboard: Form Captured and Phone Call Completed push each new lead into your CRM the moment CallRail has it. A live call board: Phone Call Started tells whoever is on duty that the phone is ringing. Cleaner reporting: Phone Call Marked as Spam lets you strip junk calls out of the sheet your marketing reports read from.

What Zapier cannot do with CallRail matters just as much. There are no actions and no searches: a Zap cannot send a text through CallRail, tag a call, create a tracker or look up a past call. CallRail only ever starts a Zap. If your idea needs to write back into CallRail, this integration stops at the first step, and the writing has to happen in the apps that receive the data.

For the same app seen from another tool, read the CallRail Make integration page, and the n8n vs Zapier comparison lays out the criteria between those two platforms.

Vocabulary

Zapier words you will meet below

Seven terms, defined once in everyday language.

Zap
An automation on Zapier: one trigger, followed by one or more actions that run every time that trigger event happens.
Trigger
The event that starts a Zap. With CallRail, it is always something happening in your account: a call, a form, a text.
Action
What the Zap does once it has started. With CallRail, every action lives in another app, since CallRail offers none.
Task
What Zapier bills: one action your Zap completes successfully. The allowance of your plan is a number of tasks.
Polling vs instant
Polling means Zapier checks an app on a timer. Instant means the app calls Zapier itself as soon as the event happens.
Filter
A step that only lets the Zap continue when the data that arrived matches a condition you set, and stops it otherwise.
Connection
Your CallRail account linked to Zapier once, then reused by every CallRail trigger in every Zap you build.
Cost

What CallRail on Zapier really costs

CallRail is not a premium app, so it works on the free plan. And since it only offers triggers, CallRail itself never costs a task.

  • Free plan100 tasks a month, unlimited Zaps, two steps per Zap
  • Premium appNo, CallRail works on the free plan
  • Triggers13 instant, 0 polling
  • Tasks spent in CallRailNone, CallRail has no actions

Zapier bills each action that succeeds, never the trigger and never the waiting. A failed action is not counted. So the bill depends on what you do in the other apps: one CRM action per call is one task per call. The free plan gives 100 tasks a month and unlimited Zaps, limited to two steps. Add a filter or a second action and you need a paid plan. All 13 triggers are instant, so the polling grid below does not apply.

Connect

Connect CallRail to Zapier in three steps

  1. 01

    Start from the Apps page

    In Zapier, open the Apps page and click + Add connection. Search for CallRail in the dialog and select it. You need a CallRail account with access to the companies you want to track.

  2. 02

    Sign in to CallRail

    Click Add connection. CallRail opens in a new tab: sign in with the user whose calls, forms and texts the Zaps should see. If a colleague owns some companies, check that your user can read them.

  3. 03

    Grant access

    Allow Zapier to access the account. The connection is then stored, and every CallRail trigger in every Zap reuses it without asking you to sign in again.

First Zap

Your first Zap: from web form to CRM and team chat

GoalA roofing contractor wants every quote form captured by CallRail to land in the CRM as a lead and be announced to the sales team, without anyone copying it over.

  1. 01

    Build: choose Form Captured

    Start a new Zap, pick CallRail as the app and Form Captured as the event. Select your connection, then the Account and the Companies whose forms should count.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent form captures of the account, so you map the next steps on a real submission rather than on empty fields.

  3. 03

    Add the CRM action

    Add your CRM as the next step and choose its lead or contact creation action. Fill the CRM fields with the Form Captured values offered in the step picker: the test sample only shows what they look like, and each live run then sends its own submission.

  4. 04

    Add the team message

    Add your team chat and its message action. A second action makes this a multi-step Zap, so it needs a paid plan; on Free, keep only the CRM step.

  5. 05

    Test, then publish

    Test each step and check that the lead and the message really appear on the other side. Then click Publish to switch the Zap on.

Triggers

The 13 CallRail triggers

13 events start a Zap when something happens in CallRail, and 13 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Phone Call Completed

Instant trigger

In Zapier“Triggers after an inbound phone call has been completed and its recording and transcription have completed and attached. It contains the full data about the call. This trigger should not be expected to be real-time and has a maximum delay of 20 minutes after the hangup before it fires.”

Hands Zapier the full record of an inbound call once it is over and CallRail has attached the recording and the transcription. It is the richest of the call triggers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a law firm that wants each new caller logged in its case intake tool with the transcript attached, ready for the paralegal who calls back.
Watch out
the event only exists once the recording and transcription are ready, and CallRail warns that this wait after hang-up can be long. Use Phone Call Started when speed matters more than detail.
2

Phone Call Marked as Spam

Instant trigger

In Zapier“Triggers when a phone call is marked as "Spam".”

Fires when a call in CallRail gets flagged as spam, the moment a junk caller is identified as such.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a marketing agency reporting cost per lead to clients can add each spam number to an exclusion sheet, so junk calls stop inflating the numbers.
Watch out
it reports the spam flag, not the original call. If that call already created a lead elsewhere, the lead stays there unless another step removes it.
3

Phone Call Started

Instant trigger

In Zapier“Triggers when an inbound phone call is started.”

Goes off as soon as an inbound call begins, before anyone knows how it will end. It is the fastest signal CallRail sends to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a plumbing business with technicians on the road can post each incoming call to the dispatcher's chat channel, so someone is ready to pick up the job.
Watch out
there is no recording or transcript yet at this stage. This trigger asks for one Company, not several, so each Zap watches a single company.
4

Phone Call Tagged

Instant trigger

In Zapier“Triggers when a phone call is tagged after it has ended. To receive data about calls tagged via Automation Rules, Keypad Scoring, or a Call Flow, use the Phone Call Completed trigger.”

Runs when someone tags a call in CallRail after it has ended, so a call qualified by a person can move on to the next tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a dental group whose front desk tags booked appointments can move those callers to the patient follow-up list in its CRM.
Watch out
tags applied by Automation Rules, Keypad Scoring or a Call Flow do not fire it. For those, CallRail points you to Phone Call Completed instead.
5

Company Created

Instant trigger

In Zapier“Triggers when a new Company is created.”

Starts a Zap when a new company is added in CallRail, the one trigger here that watches companies being set up rather than calls.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an agency that onboards each client in its project tool can open the onboarding project the moment the CallRail company exists.
Watch out
this trigger only asks for Accounts, not companies, because it watches the account level. The connected user must see the right account for it to work.
6

Form Captured

Instant trigger

In Zapier“Triggers when a form is captured.”

Sends Zapier each form submission CallRail records, so web leads join phone leads in the same flow.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a solar installer collecting quote requests on several landing pages can drop each one into the sales pipeline without exporting anything.
Watch out
only forms CallRail tracks are reported. A form outside its tracking never reaches this trigger, however many Zaps you build.
7

Form Capture Tagged

Instant trigger

In Zapier“Triggers when a form capture is tagged.”

A form capture that receives a tag in CallRail sets this one off, turning a raw submission into a qualified one.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a home builder whose sales assistant tags serious inquiries can send only those to the senior estimator, leaving the rest in the general inbox.
Watch out
a submission tagged several times can start the Zap several times. Plan for that before the action creates anything.
8

Outbound Call Completed

Instant trigger

In Zapier“Triggers after an outbound phone call has been completed and its recording and transcription have been completed and attached. It contains the full data about the call. This trigger should not be expected to be real-time and has a maximum delay of 20 minutes after the hangup before it fires.”

The outbound twin of Phone Call Completed: it reports a call your team placed, once the recording and transcription are attached.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an insurance broker who wants every follow-up call logged on the contact in its CRM, so the next agent sees what was already said.
Watch out
like its inbound twin, CallRail only sends it once the recording and transcription are ready, so expect a gap between hang-up and the Zap.
9

Session Tracker Created

Instant trigger

In Zapier“Triggers when a Session Tracker is created.”

Reports each new Session Tracker added in CallRail, so the setup of your tracking leaves a trace outside the app.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an agency running a tracking setup log for each client can record every new session tracker there, so nobody wonders later who created it.
Watch out
it fires on creation only. Editing or removing a tracker later sends nothing to Zapier.
10

SMS Received

Instant trigger

In Zapier“Triggers when an SMS message is received.”

Triggers when a text message arrives on one of your CallRail numbers, so replies from customers do not stay locked in one screen.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a car repair shop that texts estimates can forward each customer reply to the mechanic's team chat, so approvals are seen while the car is still on the lift.
Watch out
CallRail offers no action to answer back. A reply has to be sent from CallRail itself or through another tool.
11

SMS Sent

Instant trigger

In Zapier“Triggers when an SMS message is sent.”

Goes off when a text message is sent from your CallRail account, which gives you a record of outgoing messages outside CallRail.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a property management office can append every outgoing text to the tenant's history in its CRM, keeping one timeline per tenant.
Watch out
every text is its own run, so a burst of outgoing messages means a burst of tasks in the apps that receive them.
12

Source Tracker Created

Instant trigger

In Zapier“Triggers when a Source Tracker is created.”

Starts your Zap when a Source Tracker is created in CallRail, a natural moment to tell the people who run the matching campaign.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a multi-location franchise can notify its marketing lead each time a store adds a tracker, so new campaigns are visible from day one.
Watch out
testing returns only trackers that already exist, so create one in CallRail first if the account is empty.
13

User Created

Instant trigger

In Zapier“Triggers when a User is created.”

Each new user added to your CallRail account sets this off, making it the trigger for access and onboarding routines.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a call center keeping a register of who has access to which tools can add each new CallRail user to it, ready for the next access review.
Watch out
like Company Created, it works at account level and only asks for Accounts. Pick the right one, or the Zap stays silent.
When it breaks

When a CallRail Zap goes wrong

Zapier links one help article to CallRail, How to get started with CallRail on Zapier, and documents no rate limit for the app. The traps come from two CallRail behaviors and from Zapier itself.

Six cases to know. Read them before blaming the connection. If a Zap still misbehaves, our Zapier troubleshooting page takes it from there.

  • Completed calls arrive late

    Phone Call Completed and Outbound Call Completed wait for the recording and transcription. CallRail allows up to 20 minutes after hang-up before they fire.

  • Automated tags are missed

    Phone Call Tagged ignores tags set by Automation Rules, Keypad Scoring or a Call Flow. Those calls only show up through Phone Call Completed.

  • A company never shows up

    Triggers need an Account and Companies. If the connected user cannot see a company, it is not offered, and its calls stay out of the Zap.

  • Past calls are not replayed

    A Zap only reacts to what happens after it is published. Calls and forms from last month stay in CallRail; moving them is a separate job.

  • Call spikes can be held back

    When a trigger suddenly sends a huge batch, after an import or a migration, Zapier's flood protection can hold it back instead of running every Zap.

  • Tags fire the Zap more than once

    Retagging a call or a form capture starts the Zap again. If the action creates a record, you will end up with duplicates.
Need help

Need help automating CallRail with Zapier?

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FAQ

CallRail Zapier integration: questions people ask

01Is the CallRail Zapier integration free?
Yes. CallRail is not a premium app, so its triggers work on Zapier's free plan. That plan gives 100 tasks a month and unlimited Zaps, but each Zap can only have two steps, one trigger and one action. Sending a lead to your CRM and a message to your team chat from the same call is already a multi-step Zap, which needs a paid plan. A filter, for example to keep only one tag, has the same effect.
02How many tasks does a CallRail Zap use?
CallRail itself uses none, because it only offers triggers and a trigger never costs a task. You pay for the actions in the other apps: each action that completes successfully is one task, and a failed one is not counted. A Zap that creates one CRM lead per completed call costs one task per call. Add a chat message and it becomes two tasks per call. Watch the tag triggers: each new tag starts the Zap again.
03Do CallRail triggers work in real time?
All 13 are instant: CallRail calls Zapier when the event is ready, so the plan intervals of 15 minutes on Free down to 1 minute on Team and Enterprise do not apply. One nuance matters. Phone Call Completed and Outbound Call Completed only become ready once the recording and transcription are attached, which CallRail says can take up to 20 minutes after hang-up. If you need speed over detail, use Phone Call Started.
04What does it take to connect CallRail to Zapier?
A CallRail account and a user that can see the companies you want to track. In Zapier, open Apps, click + Add connection, pick CallRail, sign in in the tab that opens and grant access. Then, in each trigger, choose the Account and the Companies to watch. Company Created and User Created only ask for Accounts, while Phone Call Started asks for a single Company. If a company is missing from the list, check that user's permissions in CallRail first.
05Why are calls tagged by automation rules missing from the Zap?
Because Phone Call Tagged only fires for tags added after the call has ended, typically by a person. Tags set by Automation Rules, Keypad Scoring or a Call Flow do not start it. CallRail's own guidance is to use Phone Call Completed for those calls instead, then add a filter on the tag you care about. Keep in mind that the filter turns the Zap into a multi-step one, so it needs a paid plan.
06What if the CallRail operation you need is not on Zapier?
Then this integration cannot do it, because CallRail on Zapier is trigger-only. There is no action to send a text, tag a call or create a tracker, and no search to look up a past call. The usual approach is to keep CallRail as the source and do the writing in other apps. If the missing step must happen inside CallRail, check whether another automation platform exposes it before redesigning the process around it.
07Zapier, Make or n8n for CallRail?
Choose by criteria, not by a ranking. On Zapier, CallRail brings 13 instant triggers and no actions, which suits flows where CallRail feeds other tools. The deciding question is whether your flow only needs CallRail as a starting point: if it must write back into CallRail (send a text, tag a call), Zapier cannot do it. Look at what each platform offers for CallRail on its own integration page before you commit.
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