At QuickGen AI, we build interactive tools that collect high-intent leads—but the magic doesn’t stop there. 

The next step is nurturing those leads with the “right message” at the “right time”. That's where automation—and webhooks—come in.

In this guide, I’ll walk you through how to use Zapier and webhooks to automatically send custom emails based on how users interacted with your AI tool. No coding required, just smart setup.

Let’s dive in. 🚀

Why use webhooks?

Webhooks let you pass data from your QuickGen AI generated tool to Zapier, and then trigger follow-up actions like sending an email.

It’s like saying:

“Hey Zapier, someone just completed my lead gen quiz. Here’s their info—now send them a personalized email.”

Step-by-Step: Send an Email After a Lead Completes Your AI Mini Tool

Step 1: Create Your Tool

Start by building your AI mini tool using the QuickGen AI Tool Builder.
This is the interactive quiz, checklist, or recommendation flow that your audience will engage with—and where you’ll capture the lead data that powers the rest of this automation.

Once your tool is ready and tested, you’re good to move on.

Step 2: Create a Webhook in Zapier

1. In your Zapier dashboard, create a new Zap.

2. Choose Webhooks by Zapier as your trigger app.

3. Select Catch Hook as the trigger event.

4. Zapier will generate a unique webhook URL. Copy it—we’ll paste it into your AI tool in the next step.

Step 3: Connect Your AI Mini Tool to the Webhook

If you're using a QuickGen-built tool, you (or your dev) can easily send data to that webhook URL whenever a lead completes the interaction.

We typically send:

• Name

• Email

• Responses (great for segmentation!)

• Pain points or interests based on their choices

Paste the webhook URL into your tool’s integration logic and trigger it when someone finishes the interaction.

Now back in Zapier, hit Test Trigger—you should see a test lead’s data come through. Perfect!

Step 4: Set Up Your Email Action

1. For your Zap’s action step, select Email by Zapier.

2. Choose Send Outbound Email.

3. In the To field, map the dynamic email address from your webhook.

4. Craft your subject and body using interaction data:

   • “Hi {{first_name}}, here’s a tip based on what you shared…”

   • Use their selected pain point or goal to make it personal.

Want to get fancy? Add:

• HTML formatting

• Links to relevant resources

• A clear CTA (like booking a call or trying your product)

You can also set a custom sender name, reply-to address, or CC/BCC team members.

Step 5: Test Your Setup

Zapier will prompt you to test your Zap by sending a real email. Do it!

Check your inbox to make sure:

• The dynamic fields are working correctly

• The formatting looks good

• The message feels personal and on-brand

Once it’s good to go, hit Publish.

Now You’re Sending Smart, Personalized Emails on Autopilot

Every lead from your AI tool is now getting an email that feels handcrafted—without you lifting a finger.

✨ Bonus idea: Add a Zapier filter to only email leads with certain responses (e.g. “people who want to grow their audience fast”) for ultra-targeted nurture flows.

At QuickGen, we believe high-intent leads deserve high-quality follow-up. Setting up webhook-triggered emails is a powerful first step.

Need help wiring this up or want your AI mini tool to integrate email directly? Just drop us a message—we’re happy to help.

Want us to turn your product into a lead-generating machine?
👉 Build your first AI mini tool