How to Automate QuickBooks Invoices and Customers from Gravity Forms (Zero Zapier)

Double data entry between web forms and accounting software is one of the most tedious, error-prone tasks for small businesses and accounting teams. When a customer approves an estimate or submits a service order through Gravity Forms, having that submission instantly create a customer profile and generate an itemized invoice inside QuickBooks Online saves hours of manual administrative overhead.

In this step-by-step guide, learn how to connect Gravity Forms to QuickBooks Online using our native integration plugin.

Step 1: 1-Click Connect to QuickBooks Online

1. Go to Forms → Settings → QuickBooks in your WordPress dashboard.
2. Click Connect to QuickBooks.
3. Sign in with your Intuit Developer or QuickBooks business credentials.
4. Select your active company file and click Authorize.
5. Tokens are saved securely and will refresh automatically in the background.

Step 2: Configure Customer & Invoice Feed

Open your order or onboarding form and navigate to Settings → QuickBooks to configure a feed:

• Feed Action: Select Create Customer, Create Invoice, or Create Sales Receipt.
• Customer Details: Map First Name, Last Name, Company Name, Email, and Billing Address.
• Line Item Mapping: Map product descriptions, quantities, unit prices, and tax rates.
• Payment Terms: Select payment terms (e.g. Due on Receipt, Net 30 days).

// Inject custom customer memo into QuickBooks invoice
add_filter('ge_quickbooks_invoice_args', function($invoice_args, $feed, $entry, $form) {
    $invoice_args['CustomerMemo'] = [
        'value' => 'Thank you for your business! Web Order #' . $entry['id']
    ];
    return $invoice_args;
}, 10, 4);