If you use Gravity Forms to collect orders, bookings, service requests, or any kind of transaction data, you’ve probably spent time manually entering that information into QuickBooks. Or you’ve paid for a Zapier plan to automate the bridge between the two. Either way, it’s a cost, in time or money, that shouldn’t have to exist.
PrismSync Integration with QuickBooks for Gravity Forms is WP Prism’s newest plugin, and it’s live now on the WordPress repository completely free. Here’s exactly what it does and how to get started.
What PrismSync Does
PrismSync sits between your Gravity Forms and your QuickBooks Online account. When a visitor submits a form, PrismSync reads the entry and creates the appropriate record in QuickBooks automatically. No manual entry, no CSV export, no automation platform sitting in the middle.
The four things it can create in QuickBooks from a single form submission:
Customer. PrismSync first checks whether the person submitting the form already exists in your QuickBooks as a customer. It searches by email first, then by display name. If it finds a match, it uses that existing customer record. If not, it creates a new one. This means your QuickBooks customer list stays clean even as form volume grows.
Invoice. Map your form fields to QuickBooks invoice fields including line items, quantities, and prices. A form submission becomes a QuickBooks invoice automatically, assigned to the matched or newly created customer.
Sales Receipt. For transactions where payment is collected at the point of sale rather than invoiced for later, PrismSync can create a Sales Receipt instead of an Invoice from the same form submission.
Payment. For recording customer payments against existing invoices, PrismSync can create a Payment record in QuickBooks directly from a form submission.
Each of these is configured as a feed on your Gravity Form, the same feed based setup you use with other Gravity Forms addons. One form can have multiple feeds with different actions and conditional logic controlling which one fires for a given submission.
Why No Zapier
The most common way people currently connect Gravity Forms to QuickBooks is through Zapier. It works, but it adds cost and a data middleman that most people don’t need.
With Zapier, every form submission that creates a QuickBooks record counts as at least one task, often more for multi step Zaps. On a busy form that costs real money every month. The data also passes through Zapier’s platform on the way to QuickBooks, which adds a hop that isn’t necessary when a direct integration is available.
PrismSync connects your WordPress site directly to QuickBooks Online via Intuit’s official API. Your form submission data goes from your server to QuickBooks. That’s it. No task counting, no monthly automation bill on top of your Gravity Forms license, no third party platform handling your accounting data.
What’s Included in the Free Version
Everything described above is available right now in the free version on the WordPress repository:
- OAuth 2.0 authentication with Intuit (Sandbox and Production environments)
- Auto Customer lookup and creation
- Invoice, Sales Receipt, and Payment feed types
- Full line item mapping from form fields
- Conditional logic per feed
- Entry notes with QuickBooks transaction IDs logged directly on the Gravity Forms entry
- Sandbox mode for testing before going live
The Freemium Plan Coming Soon
In the next one to two months, PrismSync will move to a freemium model. The free tier will include 50 entries per month, which covers light use, testing, and small volume forms comfortably. Higher volume usage will move to a paid plan.
If you install and start using PrismSync now while it’s fully free, you get the complete feature set with no entry limits for however long the fully free period lasts. It’s worth setting up now if this is a workflow you need.
How to Get Started
Video Tutorial
Want to follow along visually? Watch the complete end to end setup walkthrough on YouTube before diving into the steps below:
How to Get Started
Step 1: Install PrismSync
Go to your WordPress dashboard, navigate to Plugins → Add New, and search for “PrismSync QuickBooks Gravity Forms.” Install and activate. Alternatively, download directly from the WordPress plugin repository and upload the ZIP.
Step 2: Create an Intuit Developer App
PrismSync connects to QuickBooks through Intuit’s official OAuth 2.0 flow. You’ll need a free Intuit Developer account and an app to get your API credentials.
- Go to developer.intuit.com and sign in or create a free account
- Create a new app and select QuickBooks Online and Payments as the platform
- Copy your Client ID and Client Secret from the app’s Keys & Credentials section
- Add the Redirect URI shown in the plugin settings to your app’s allowed redirect URIs
Step 3: Configure the Plugin
In WordPress, go to Forms → Settings → QuickBooks.
Select your environment (Sandbox for testing, Production when you’re ready to go live), paste in your Client ID and Client Secret, save, then click Connect QuickBooks Online. An authorization popup opens, sign in to QuickBooks and grant access. You’ll be redirected back with a Connected status showing your company name.
Step 4: Create a Feed on Your Form
Edit any Gravity Form and go to Form Settings → QuickBooks. Click Add New to create a feed.
Select the QuickBooks action (Invoice, Sales Receipt, or Payment), map your form fields to the corresponding QuickBooks fields, configure auto customer creation if needed, and set any conditional logic rules. Save the feed.
Step 5: Test in Sandbox First
Before switching to Production, submit a test entry and confirm the expected record appears in your QuickBooks Sandbox account. Check that the customer was found or created correctly, the line items mapped as expected, and the entry note in Gravity Forms shows the QuickBooks transaction ID.
Once everything looks right, switch the environment to Production in the plugin settings and reconnect with your live QuickBooks credentials.
Who This Is For
Service businesses using Gravity Forms for booking or enquiry forms who want new enquiries to automatically create QuickBooks invoices ready to send.
WooCommerce stores that collect custom order details via Gravity Forms and need those orders to flow into QuickBooks without manual entry.
Accountants and bookkeepers managing client WordPress sites who want form submissions to sync to QuickBooks automatically without ongoing manual work.
Agencies building client sites where the client uses both Gravity Forms and QuickBooks Online and currently enters data in both places manually.
Frequently Asked Questions
Does this work with QuickBooks Desktop? No. PrismSync connects to QuickBooks Online only via Intuit’s REST API. QuickBooks Desktop uses a different, local API that is not supported.
Do I need a specific QuickBooks Online plan? The plugin works with any QuickBooks Online plan. Simple Start, Essentials, Plus, and Advanced are all supported.
What happens if QuickBooks is temporarily unavailable when a form is submitted? The plugin logs the error as an entry note in Gravity Forms. You can see which entries failed to sync and retry them once QuickBooks is back online.
Can I use this on multiple sites? Yes. Install and configure PrismSync on as many WordPress sites as you need. Each site connects to QuickBooks independently with its own Intuit app credentials.
Is my QuickBooks data secure? PrismSync uses Intuit’s official OAuth 2.0 authentication. Your QuickBooks username and password are never stored on your WordPress server. OAuth tokens are stored securely in your WordPress database and refreshed automatically before they expire.
PrismSync is free to install right now with no entry limits. Download it from the WordPress repository and connect your Gravity Forms to QuickBooks Online today.