Description
PrismSync Integration with QuickBooks for Gravity Forms connects your Gravity Forms to QuickBooks Online using the official Gravity Forms Feed Add-On Framework.
When a visitor submits a form, this plugin can automatically create a Customer, Invoice, Sales Receipt, or Payment in your QuickBooks Online account — no manual data entry required.
Features
- OAuth 2.0 Authentication — Secure Intuit OAuth 2.0 connection with automatic token refresh.
- Sandbox & Production — Switch between QuickBooks Sandbox and Live environments.
- Auto Customer Lookup & Creation — Automatically finds an existing QuickBooks Customer by email or name. If not found, creates one before creating the transaction.
- Invoice & Sales Receipt — Map form fields to QuickBooks invoices and sales receipts with full line item support.
- Payment Recording — Record customer payments from form submissions.
- Per-Form Feeds — Create one or more QuickBooks feeds per Gravity Form.
- Conditional Logic — Run feeds only when specified form field conditions are met.
- Entry Notes — Automatically adds success/error notes to Gravity Form entries with QuickBooks transaction IDs.
- Secure — All API credentials stored in WordPress options. Uses WordPress HTTP API for all requests.
Requirements
- PHP 7.4 or higher
- WordPress 5.8 or higher
- Gravity Forms 2.5 or higher
- QuickBooks Online account (any plan)
External Services
This plugin connects to QuickBooks Online APIs (provided by Intuit Inc.) to synchronize form submission data (such as customer details, invoice information, payments, and sales receipts) to your QuickBooks Online accounting account.
Connection details:
* Service Provider: Intuit Inc. (QuickBooks Online)
* What data is sent: Customer name, email, phone number, billing address, line items (product name, quantity, price), and transaction totals.
* When data is sent: Immediately upon successful form submission if a QuickBooks feed is configured and active for that form.
* Links:
* Intuit Terms of Service
* Intuit Privacy Statement
Upgrade Notices
1.0.0
Initial beta release. Requires Gravity Forms 2.5+ and PHP 7.4+.
Screenshots
Installation
- Upload the
prismsync-integration-with-quickbooks-for-gravity-formsfolder to/wp-content/plugins/. - Activate the plugin via Plugins Installed Plugins.
- Navigate to Forms Settings QuickBooks to configure.
Setup Guide
Watch the complete youtube end to end tutorial to setup:
Step 1 — Create an Intuit Developer App
- Go to Intuit Developer Portal.
- Create or open your App.
- Copy your Client ID and Client Secret.
- Add the Redirect URI (shown in plugin settings) to your App’s allowed Redirect URIs.
Step 2 — Configure Plugin Settings
- Go to Forms Settings QuickBooks.
- Select Environment (Sandbox for testing, Production for live).
- Enter your Client ID and Client Secret.
- Click Save Settings.
- Click Connect QuickBooks Online — an authorization popup will appear.
- Sign in to QuickBooks Online and grant access.
- You will be redirected back with a Connected status showing your company name.
Step 3 — Create a Feed
- Edit any Gravity Form.
- Navigate to Form Settings QuickBooks.
- Click Add New to create a feed.
- Select a QuickBooks Action: Create Invoice, Create Sales Receipt, or Create Payment.
- Map your form fields to QuickBooks fields.
- Enable Auto-Create Customer if needed.
- Optionally set Conditional Logic for the feed.
- Save the feed.
FAQ
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Does this plugin require Gravity Forms?
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Yes. Gravity Forms 2.5 or higher is required. This plugin uses the Gravity Forms Feed Add-On Framework.
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Does this plugin work with QuickBooks Desktop?
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No. This plugin only supports QuickBooks Online (QBO) via the Intuit REST API.
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How does the Auto-Create Customer feature work?
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When processing an Invoice, Sales Receipt, or Payment feed, the plugin:
- Checks entry meta for an existing QuickBooks Customer ID.
- If not found, searches QuickBooks by email.
- If still not found, searches by display name.
- If still not found, creates a new Customer in QuickBooks.
- Attaches the Customer ID to the transaction.
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Can I use Sandbox mode for testing?
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Yes. Select “Sandbox” in the environment setting and use your Intuit Sandbox app credentials. Switch to “Production” when you are ready to go live.
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Where are OAuth tokens stored?
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OAuth tokens are stored securely in the WordPress
wp_optionstable. Tokens are automatically refreshed before they expire.
Reviews
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Contributors & Developers
“PrismSync Integration with QuickBooks for Gravity Forms” is open source software. The following people have contributed to this plugin.
Contributors
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Interested in development?
Browse the code, check out the SVN repository, or subscribe to the development log by RSS.
Changelog
1.0.0
- Initial beta release.
- OAuth 2.0 authorization flow with Intuit.
- Feed support: Invoice, Sales Receipt, Payment.
- Auto Customer lookup and creation.
- Entry notes and meta storage.
- Conditional logic support per feed.
- Sandbox and Production environment support.