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1. Overview & System Requirements

The Gravity Forms QuickBooks Integration Add-on provides automated, bidirectional accounting synchronization between WordPress forms and QuickBooks Online. Automatically register customer profiles, generate itemized sales receipts or invoices, map tax codes, and link payments directly into your chart of accounts with zero middleware fees.

2. Authentication & API Connection

1. In WordPress, navigate to Forms → Settings → QuickBooks.
2. Click Connect to QuickBooks to initiate the Intuit OAuth 2.0 authorization sequence.
3. Log in to your Intuit / QuickBooks Online account and select your company file.
4. Click Authorize to allow secure communication.
5. Your OAuth 2.0 access and refresh tokens will be stored securely with automated background renewal.

3. Feed Configuration & Field Mapping

Navigate to your form settings and click the QuickBooks Integration tab to configure your integration feed:

• Feed Action: Choose between creating a Customer, generating an Invoice, or creating a Sales Receipt.
• Customer Mapping: Map Given Name, Family Name, Company Name, Email, and Billing Address. Duplicates are matched automatically.
• Line Item Details: Dynamically map product/service line items, descriptions, quantities, unit prices, and tax rates.
• Payment Terms: Specify payment terms such as Due on Receipt, Net 15, or Net 30 days.

4. Advanced Workflows & Conditional Logic

Advanced accounting workflows:

• Conditional Invoicing: Create QuickBooks invoices only when the user selects “Bill by Invoice” or enters an approved purchase order number.
• Department & Class Tracking: Assign specific QuickBooks classes or departments based on form department selections.
• Multi-Currency Conversion: Retain customer currency preferences and automatically assign localized currency codes.

5. Troubleshooting & Common Error Codes

6. Developer Extensibility & Filter Hooks

Filter invoice parameters before sending to QuickBooks Online:

add_filter('ge_quickbooks_invoice_args', function($invoice_args, $feed, $entry, $form) {
    // Add custom customer memo
    $invoice_args['CustomerMemo'] = [
        'value' => 'Thank you for your business! Generated from Form #' . $form['id']
    ];
    return $invoice_args;
}, 10, 4);