PrismSync Integration with QuickBooks for Gravity Forms

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 automatically creates a Customer, Invoice, Sales Receipt, or Payment in your QuickBooks Online account — eliminating manual data entry.

Smart Auto-Sync & Field Mapping

Setting up accounting feeds used to require tedious manual mapping of dozens of fields. PrismSync revolutionizes this with Smart Automatic Field Mapping:

• Intelligent Form Detection — When creating a new QuickBooks feed, the plugin scans your form and automatically maps Customer fields (First Name, Last Name, Email, Phone, Billing Address), Line Items (Product name, quantity, unit price, total), Transaction Dates, Document Numbers, and Memos.
• One-Click Re-Map — Need to refresh field mappings after updating your form? Simply click the Auto-Map Fields button in feed settings to instantly re-analyze and populate matching fields.
• Instant Auto-Sync — Once configured, submissions are automatically synced in real time to QuickBooks Online upon submission, attaching transaction IDs and audit logs directly to your Gravity Forms entry notes.
• Entry Metadata Support — Seamlessly map standard Gravity Forms entry metadata like Entry Date (date_created) and Entry ID (id) directly to transaction dates and document numbers.

Free vs. Premium

PrismSync offers a generous Free tier to test and get started, along with a powerful Premium tier for growing businesses:

Free Version Includes:
* Up to 50 automated QuickBooks form submissions.
* All core transaction types: Invoices, Sales Receipts, Payments, and Customer records.
* Smart Automatic Field Mapping for lightning-fast feed setup.
* Customer auto-lookup (searches by email/name and auto-creates if missing).
* Multi-line item support with quantities, unit prices, and descriptions.
* Gravity Forms entry metadata mapping (Entry Date & Entry ID).
* Conditional logic per feed.
* Sandbox and Production environment modes.
* Live submission counter and usage tracker.

Premium Version Unlocks:
* Unlimited Submissions — No 50 submission cap; automate endless transactions for high-traffic stores and business workflows.
* Priority Support — Fast, dedicated email and ticket support directly from the WP Prism engineering team.
* Continuous Updates — Always up to date with the latest QuickBooks Online API and Gravity Forms releases.
* Instant Activation — Activate your license key in one click without re-configuring existing forms or feeds.

👉 Upgrade to PrismSync Premium on WP Prism

Video Tutorial

Watch the complete end-to-end YouTube video tutorial to set up the plugin:

Features

• OAuth 2.0 Authentication — Secure Intuit OAuth 2.0 connection with automatic token refresh.
• Sandbox & Production — Switch between QuickBooks Sandbox and Live environments.
• Smart Automatic Field Mapping — Effortlessly configure feeds with intelligent auto-mapping that pre-fills customer info, billing address, line items, quantities, transaction dates, and memos.
• 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.
• Entry Meta Support — Map standard Gravity Forms entry metadata like Entry Date (date_created) and Entry ID (id) directly to QuickBooks transaction dates and references.
• 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

1.0.2

Adds intelligent auto-mapping for QuickBooks feeds, Entry Date / Entry ID mapping support, and performance optimizations.

1.0.0

Initial beta release. Requires Gravity Forms 2.5+ and PHP 7.4+.