How to Automate FreshBooks Invoices and Clients with Gravity Forms (No Zapier Needed)

For digital agencies, consultants, and service-based businesses, invoicing delay is the number one cause of late payments. When a customer signs an onboarding form or submits a project request via Gravity Forms, having a draft or sent invoice instantly created inside FreshBooks eliminates hours of manual bookkeeping each week.

In this tutorial, we will show you how to set up automated client creation and invoice generation between Gravity Forms and FreshBooks using our native add-on.

Step 1: Connect FreshBooks via 1-Click OAuth

1. Go to Forms → Settings → FreshBooks in WordPress.
2. Click Connect with FreshBooks.
3. Authenticate your FreshBooks credentials in the secure OAuth 2.0 window.
4. Select your active business account from the dropdown menu and click Save.

Step 2: Configure Client Sync & Invoice Fields

Open your target Gravity Form and navigate to Settings → FreshBooks:

• Client Information: Map Email, First Name, Last Name, Organization, and Billing Address. The plugin checks for existing clients to prevent duplicate profiles.
• Invoice Setup: Choose whether the invoice is created as a Draft (for review) or sent directly to the client’s inbox.
• Dynamic Line Items: Map service descriptions, product quantities, unit prices, and applicable tax percentages.

// Set customized payment terms and PO numbers dynamically
add_filter('ge_freshbooks_invoice_args', function($args, $feed, $entry, $form) {
    $args['invoice']['po_number'] = 'GF-' . $entry['id'];
    $args['invoice']['payment_details'] = 'Payment due upon receipt via bank transfer or credit card.';
    return $args;
}, 10, 4);

Step 3: Verification & Go-Live

Submit a test form entry. Navigate to your FreshBooks Invoices tab. You will find the newly created invoice generated with accurate calculations, customer contact data, and itemized line totals.