Manually copying form submission details into QuickBooks to create an invoice is one of those tasks that feels manageable when you have five forms a week and becomes a real problem when you have fifty. The data is already in Gravity Forms the moment someone submits. The invoice should create itself.
This guide walks through the complete setup for automatically generating QuickBooks Online invoices from Gravity Forms submissions using PrismSync Integration with QuickBooks for Gravity Forms, a free plugin from WP Prism.
Video Tutorial
Prefer to follow along visually? Watch the complete end to end setup walkthrough on YouTube:
The written steps below cover everything in the video if you’d rather follow at your own pace.
What Gets Created in QuickBooks
When a visitor submits your form, PrismSync does the following in order:
- Checks whether the submitter already exists as a QuickBooks customer (by email first, then by display name)
- Creates a new QuickBooks customer if no match is found
- Creates an Invoice assigned to that customer with line items, quantities, and amounts mapped from your form fields
- Logs the QuickBooks invoice ID as a note on the Gravity Forms entry so you have a direct reference
The result is a fully formed QuickBooks invoice, ready to review and send, appearing in your QuickBooks account within seconds of the form submission.
Step 1: Set Up Your Gravity Form
Before configuring the QuickBooks feed, make sure your form has the fields that will map to invoice data. At minimum you’ll want:
- A Name field (maps to the QuickBooks customer name)
- An Email field (used for customer lookup and the invoice recipient)
- A Product field or Single Line Text field for the line item name
- A Number or Product field for quantity
- A Number or Product field for unit price
Gravity Forms’ built in Product field type works well here since it captures item name, quantity, and price in one field. If your form already collects service or product details in separate fields, those map fine too.
If you need multiple line items on a single invoice, add multiple product fields to the form. Each one can map to a separate line item in the QuickBooks invoice.
Step 2: Create an Intuit Developer App
PrismSync connects to QuickBooks through Intuit’s official OAuth 2.0 flow. You need a free Intuit Developer account and an app to get your API credentials. This is a one time setup.
- Go to developer.intuit.com and sign in or create a free account
- Click Create an App and select QuickBooks Online and Payments
- Give the app a name (this is just for your reference, something like “WP PrismSync” works)
- Go to the app’s Keys & OAuth section and copy the Client ID and Client Secret for the Sandbox environment first (you’ll switch to Production credentials later)
- Under Redirect URIs, add the redirect URI shown on the PrismSync settings page in WordPress (Forms → Settings → QuickBooks)
Step 3: Connect PrismSync to QuickBooks
In your WordPress dashboard, go to Forms → Settings → QuickBooks.
Select Sandbox as the environment for now, paste in your Sandbox Client ID and Client Secret, and save. Then click Connect QuickBooks Online. A popup opens asking you to sign in to QuickBooks, use your QuickBooks Sandbox account here. After authorizing, you’ll be redirected back to WordPress showing a Connected status with your sandbox company name.
Step 4: Create the Invoice Feed
Go to the Gravity Form you want to connect. Navigate to Form Settings → QuickBooks and click Add New.
Select the action: choose Create Invoice from the action dropdown.
Customer mapping: map your form’s Name field to the QuickBooks Customer Display Name field, and your Email field to the Customer Email field. With Auto Create Customer enabled, PrismSync will look up an existing customer by email first, then by name, and only create a new customer record if no match is found.
Line item mapping: this is where your product or service fields map to the invoice line items. For each line item you want on the invoice:
- Map the item name field to the QuickBooks Item Name or Description field
- Map the quantity field to Quantity
- Map the price field to Unit Price
If you’re using Gravity Forms’ Product field, the quantity and price sub fields are available as separate mapping options within the same product field.
Invoice details: optionally map fields for due date, a memo or notes field, or a billing address if your form collects it.
Auto Create Customer: leave this enabled unless you only want invoices created for customers who already exist in QuickBooks.
Save the feed.
Step 5: Add Conditional Logic if Needed
If your form serves multiple purposes, for example a general enquiry form where only certain submissions should generate invoices, use feed conditional logic to filter which submissions trigger the QuickBooks feed.
In the feed settings, check Enable Condition and define your rules. For example: only create an invoice when the “Service Type” field equals “Photography Booking,” or only when the “Request Type” field equals “Invoice Required.”
Entries that don’t meet the condition are still stored in Gravity Forms normally. They just don’t trigger the QuickBooks feed.
Step 6: Test in Sandbox
Submit a test entry on the form and then log in to your QuickBooks Sandbox account at app.sandbox.qbo.intuit.com. Check under Sales → Invoices for the newly created invoice.
Verify:
- The customer was found or created correctly
- The invoice line items show the right names, quantities, and prices
- The total matches what you’d expect
- The Gravity Forms entry shows a note with the QuickBooks invoice ID
If anything looks off, go back to the feed and adjust the field mapping, then submit another test entry.
Step 7: Switch to Production
Once you’re happy with the sandbox setup, go back to Forms → Settings → QuickBooks. Switch the environment to Production, enter your Production Client ID and Client Secret from the Intuit Developer portal (under the same app, switch to the Production keys tab), save, and reconnect. Authorize with your live QuickBooks Online account.
From this point on, every qualifying form submission creates a real invoice in your live QuickBooks account.
Real World Use Cases
Freelancers and consultants. A project enquiry form that collects service type, scope, and estimated hours automatically creates a draft invoice in QuickBooks the moment a client submits. Review, adjust if needed, and send directly from QuickBooks.
Event and photography businesses. A booking form maps the event type, date, and package price to a QuickBooks invoice assigned to the client automatically, no double entry between the booking form and your accounting software.
Service agencies. A client onboarding form that captures project details and agreed fees creates the opening invoice in QuickBooks immediately, keeping your books current from day one of a new engagement.
E-commerce with custom orders. A custom order form using Gravity Forms product fields maps each line item directly to a QuickBooks invoice with quantities and prices preserved exactly as submitted.
Frequently Asked Questions
Can one form create both a customer and an invoice in the same submission? Yes. With Auto Create Customer enabled, PrismSync handles both in sequence: customer lookup or creation first, then invoice creation assigned to that customer, all from a single form submission.
What if the same customer submits the form multiple times? PrismSync looks up the existing customer by email on each submission. Each submission creates a new invoice assigned to the same customer record, so you don’t end up with duplicate customers in QuickBooks.
Can I create an invoice with multiple line items from one form? Yes. Add multiple product or price fields to your form and map each one to a separate line item in the feed configuration.
What happens if the invoice creation fails? PrismSync logs the error as a note on the Gravity Forms entry. You can see exactly what failed and retry once the issue is resolved (for example, if QuickBooks was temporarily unavailable).
Can I use this alongside other Gravity Forms addons on the same form? Yes. PrismSync uses Gravity Forms’ standard Feed Add-On Framework, so it runs alongside other addons like Gravity Forms Notifications, Mailchimp, or the Excel Cloud Addon without conflict.
Ready to stop manually entering form data into QuickBooks? Download PrismSync for free and have your first invoice creating automatically in under 30 minutes.