Freshbooks

Overview

The Gravity Forms FreshBooks Add-On connects your WordPress forms to the current FreshBooks product, helping you turn submitted form data into organized client, billing, expense, and project records.

Create or update clients, generate invoices and estimates, record expenses and other income, issue credit notes, set up recurring invoices, create projects, log time entries, or add billable items whenever a Gravity Form is submitted. Map form fields to FreshBooks data, use merge tags to customize record details, and apply conditional logic to control exactly which submissions are processed.

With OAuth 2.0 authentication, support for Gravity Forms pricing fields, delayed payment processing, and the option to record completed payments against FreshBooks invoices, the add-on connects form-driven sales and service workflows directly to your accounting processes.

The result is a flexible connection between Gravity Forms and FreshBooks that reduces duplicate data entry, speeds up invoicing, and keeps client and financial records organized.

Key Benefits

• Create or update FreshBooks clients from Gravity Forms submissions
• Match and update existing clients using their email address
• Create FreshBooks invoices and estimates automatically
• Send newly created invoices and estimates to clients by email
• Create expenses and assign them to FreshBooks staff and expense categories
• Record other income with an amount, date, category, source, and notes
• Create credit notes from submitted form data
• Set up recurring invoice profiles with configurable billing frequencies
• Create FreshBooks projects from form submissions
• Log time entries and optionally associate them with a FreshBooks project
• Create reusable billable items with names, descriptions, and unit costs
• Optionally assign expenses, projects, and time entries to a client
• Connect WordPress securely to the current FreshBooks REST API using OAuth 2.0
• Select the FreshBooks business account that should receive form data
• Map client names, email addresses, organizations, phone numbers, billing addresses, shipping addresses, VAT details, currencies, and languages
• Build invoice, estimate, credit note, and recurring invoice line items from Gravity Forms pricing fields
• Use fixed costs and quantities or select existing FreshBooks catalog items
• Map document dates and purchase order numbers from form fields
• Add discounts, notes, and payment terms using submitted values and merge tags
• Record a FreshBooks payment after a Gravity Forms payment is completed
• Delay feed processing until payment has been received
• Use conditional logic to process only qualifying submissions
• Create multiple feeds for different FreshBooks actions or submission conditions
• Process feeds asynchronously to avoid delaying form submission completion
• Automatically refresh expiring FreshBooks access tokens
• Save FreshBooks record IDs with the Gravity Forms entry
• Add entry notes confirming which FreshBooks records were created or updated
• Customize outgoing client, invoice, estimate, expense, income, credit note, recurring invoice, project, time entry, and item data with developer filters
• Run alongside the deprecated FreshBooks Classic Add-On without plugin, class, or hook conflicts

How It Works

Create a FreshBooks developer application, copy the OAuth redirect URI provided by the add-on, and connect your FreshBooks account from Forms → Settings → FreshBooks. If your FreshBooks user belongs to multiple businesses, select the account that should receive your form data.

Next, open a Gravity Form and create a FreshBooks feed. Choose the type of record you want to create, map the required form fields, and configure the settings for that action.

When a qualifying form entry is submitted, the add-on:

1. Checks the feed’s conditional logic and payment-processing settings.
2. Refreshes the FreshBooks OAuth access token when necessary.
3. Creates or matches a FreshBooks client when the selected action requires one.
4. Sends the mapped form data directly to the selected FreshBooks business.
5. Creates the client, invoice, estimate, expense, other income, credit note, recurring invoice, project, time entry, or item.
6. Emails the invoice or estimate when that option is enabled.
7. Records a payment against the invoice when the configured Gravity Forms payment is completed.
8. Saves supported FreshBooks record IDs with the Gravity Forms entry.
9. Adds an entry note so administrators can confirm what was created or updated.

For clients, map the submitter’s email address, name, organization, billing and shipping addresses, phone numbers, VAT details, currency, language, and notes. You can create a new client for each qualifying submission or update an existing client when the submitted email address matches.

For invoices and estimates, build line items from Gravity Forms Product fields, configure a fixed line item, or select an existing FreshBooks item. You can also map the document date and purchase order number, apply a discount, add notes and terms, and send the completed document to the client by email.

For recurring invoices, select a billing frequency, define how many invoices should be generated—or allow billing to continue without an end date—and choose whether FreshBooks should email each generated invoice.

For expenses, map the amount, date, vendor, and notes, then select the appropriate FreshBooks staff member and expense category. Expenses can also be associated with a client when required.

For projects and time entries, use submitted values and merge tags to create project names, record durations, add notes, select an existing project, and optionally connect the record to a FreshBooks client.