---
title: "PrismSync Integration with QuickBooks for Gravity Forms – Setup & User Guide"
description: "Seamlessly integrate **Gravity Forms** with **QuickBooks Online (QBO)**. This guide walks you through connecting your Intuit developer app, creating forms with line items, mapping feeds, and automating invoices, customer profiles, and sales receipts. ### 📺 Complete Video Tutorial Walkthrough Prefer…"
url: "https://wpprism.com/docs/prismsync-integration-with-quickbooks-for-gravity-forms-setup-user-guide/"
updated: "2026-10-21"
category: "PrismSync Integration with QuickBooks for Gravity Forms – Setup & User Guide"
---

# PrismSync Integration with QuickBooks for Gravity Forms – Setup & User Guide

Seamlessly integrate **Gravity Forms** with **QuickBooks Online (QBO)**. This guide walks you through connecting your Intuit developer app, creating forms with line items, mapping feeds, and automating invoices, customer profiles, and sales receipts.

### 📺 Complete Video Tutorial Walkthrough

Prefer watching a video tutorial? Watch the complete step-by-step setup guide below:

[How to Connect Gravity Forms to QuickBooks in 6 Minutes | QuickBooks Addon for Gravity Forms](https://www.youtube.com/embed/cSPIaxMDh60?feature=oembed&enablejsapi=1)

## Prerequisites

Before you begin, ensure you have:

1. **WordPress 5.8+** installed.
2. **Gravity Forms 2.5+** active on your WordPress site.
3. **PrismSync Integration with QuickBooks for Gravity Forms** installed and activated.
4. An active **Intuit Developer Account** ([developer.intuit.com](https://developer.intuit.com)) with a registered app, or your QuickBooks Online credentials.

## Step 1 Connect QuickBooks Online to Gravity Forms

![Step 1: Connect QuickBooks Online to Gravity Forms via OAuth 2.0](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-1.png?rev=3682735)

First, establish a secure OAuth 2.0 handshake between your WordPress site and QuickBooks Online.

1. In your WordPress admin dashboard, navigate to **Forms → Settings**.
2. Click on the **QuickBooks** sub-tab in the left sidebar menu.
3. Configure your connection settings:
   - **Environment:** Select **Sandbox (Testing)** for trial setups or **Production (Live)** for live business transactions.
   - **Redirect URI:** Click the **Copy** button next to the provided Redirect URI:

  `https://yourdomain.com/wp-admin/admin.php?page=gf_settings&subview=quickbooks`

1. In your [Intuit Developer Portal](https://developer.intuit.com/app/developer/dashboard):
   - Open your App and go to **Production/Sandbox Settings → Keys & OAuth**.
   - Paste the copied Redirect URI into the **Redirect URIs** section and save.
   - Copy your **Client ID** and **Client Secret**.
2. Return to WordPress:
   - Paste your **Client ID** and **Client Secret** into the corresponding fields.
   - Click **Connect QuickBooks**.
3. When prompted on Intuit's official authorization screen, select your QuickBooks company and click **Authorize**. Once connected, your status will display as **Connected** with a green status indicator.

  **💡 Tip:** The plugin automatically handles OAuth 2.0 token refreshes in the background with a 60-second buffer, ensuring your connection never expires during form submissions.

## Step 2 Build or Edit Your Gravity Form

![Step 2: Build or Edit Your Gravity Form with Line Items](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-2.png?rev=3682735)

Build the form that will collect customer information and order line items.

1. Go to **Forms → Forms** and select your form (e.g., *Demo form*) or click **New Form**.
2. Add contact details fields:
   - **Name** (First and Last Name)
   - **Email**
   - **Phone Number**
   - **Address** (Billing & Shipping)
   - **Company / Organization**
3. If syncing invoices or sales receipts with line items, add Gravity Forms **Pricing Fields**:
   - **Product** fields (e.g., *My Super Awesome Product* at $10.00, *Another Amazing Product* at $15.00).
   - **Quantity** fields.
   - **Total / Subtotal** field.
4. Click **Save Form**.

## Step 3 Access Form-Specific QuickBooks Settings

![Step 3: Access Form-Specific QuickBooks Settings](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-3.png?rev=3682735)

Each form can have its own dedicated QuickBooks sync rules and actions.

1. Inside your form editor, locate the top navigation bar.
2. Hover over or click the **Settings** tab.
3. In the dropdown menu, click on **QuickBooks**.

## Step 4 Create a New QuickBooks Feed

![Step 4: Create a New QuickBooks Feed](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-4.png?rev=3682735)

Feeds control when and how submissions are sent to QuickBooks.

1. If this is your first time configuring this form, you will see the message: *"You don't have any feeds configured. Let's go create one!"*
2. Click **Add New** (or click the blue *create one!* link) to create your first feed.

## Step 5 Configure Feed Actions & Field Mapping

![Step 5: Configure Feed Actions and Field Mapping](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-5.png?rev=3682735)

Map your Gravity Forms inputs directly to QuickBooks fields.

### 1. Feed Configuration

- **Feed Name:** Enter an identifiable name for this feed (e.g., `Demo form feed` or `Order to Invoice Sync`).
- **QuickBooks Action:** Select the desired QuickBooks transaction type:
  - **Create Invoice:** Generates an accounts receivable invoice with payment terms.
  - **Create Sales Receipt:** Records an immediate, already-paid transaction.
  - **Create Payment:** Records a customer payment against an existing balance.
  - **Create / Update Customer Only:** Only creates or updates a customer profile without generating a transaction.

### 2. Customer Details & Smart Deduplication

- **Auto-Create Customer:** Check the box: *☑ Automatically lookup and create Customer if not found in QuickBooks Online* *(This automatically searches QuickBooks by email and display name before creating a record, preventing duplicate customer profiles).*
- **Field Mappings:** Use the dropdown menus to match your form fields with QuickBooks:
  - **Customer Email** → Map to your form's *Email Address* field.
  - **First Name** → Map to *First Name*.
  - **Last Name** → Map to *Last Name*.
  - **Company Name** → Map to *Company / Account* field.
  - **Phone** → Map to *Phone Number* field.

### 3. Products & Terms

- Map your form product line items or select default items from your QuickBooks chart of accounts.
- Choose your **Payment Terms** (e.g., *Due Upon Receipt*, *Net 15*, *Net 30*).
- Optional: Configure **Conditional Logic** if you only want this feed to run when specific conditions are met (e.g., only when *Payment Method = Invoice*).
- Click **Save Settings** at the bottom of the page.

## Step 6 Test & Verify Synced Transactions in QuickBooks Online

![Step 6: Verify Synced Invoices in QuickBooks Online Dashboard](https://ps.w.org/prismsync-integration-with-quickbooks-for-gravity-forms/assets/screenshot-6.png?rev=3682735)

Verify that your submissions sync instantaneously into your QuickBooks ledger.

1. Open your published Gravity Form on the front-end and submit a test entry (e.g., Customer: *John Doe*, Total: *$285.00*).
2. Log into your **QuickBooks Online Dashboard** (Sandbox or Live).
3. In the left navigation, go to **Sales & Get Paid → Invoices**.
4. You will see your newly generated invoice:
   - **Date:** Submission date
   - **Invoice Number:** Automatically numbered (e.g., `#1050`)
   - **Customer:** `John Doe`
   - **Amount:** `$285.00`
   - **Status:** `Due in 29 days` (based on configured Net terms)
5. Click **View/Edit** to inspect line items, customer details, and audit trail notes.
6. In WordPress, open **Forms → Entries** and inspect the entry. An admin note will confirm: *"Gravity Forms Entry #XXXX synced to QuickBooks ID #QBO-XXXX"*.

  **🎉 QuickBooks Sync Active:** All future form submissions will now be added directly to your QuickBooks Online ledger in real time!