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

Step 1 Connect QuickBooks Online to Gravity Forms #

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:

4. In your Intuit Developer Portal:
   • 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.
5. Return to WordPress:
   • Paste your Client ID and Client Secret into the corresponding fields.
   • Click Connect QuickBooks.
6. 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.

Step 2 Build or Edit Your Gravity Form #

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 #

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 #

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 #

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 #

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”.