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How to integrate FreshBooks with WordPress using Gravity Forms

If you are looking for a way to integrate FreshBooks with WordPress, you have come to the right place. You can connect FreshBooks with WordPress using a simple plugin called Gravity Forms. If your website runs on WordPress, you would have probably heard of Gravity Forms. It is one of the most trusted WordPress forms plugin apart from WPForms and Formidable Forms. Many small and medium-sized businesses who run on WordPress rely on Gravity Forms to accomplish their everyday tasks including performing advanced calculations, processing form submissions, and collecting payments.

Likewise, many small and medium-sized businesses rely on FreshBooks for all their invoicing and accounting requirements. FreshBooks is very popular among self-employed individuals, retail shops and agencies.

Now, if you are using both Gravity Forms and FreshBooks, there is an easy way for you to integrate FreshBooks with Gravity Forms. Using this integration, you can turn any Gravity Forms submission into an invoice or estimate and automatically create & add clients to your FreshBooks account. In this post, I will show you how to integrate FreshBooks with Gravity Forms to save your time and improve productivity.

What is Gravity Forms

gravity forms wordpress forms plugin

Gravity Forms is a premium WordPress form builder plugin that is trusted by thousands of professional bloggers and business owners to create any type of forms on their website. Using this plugin, you can create powerful forms which rely on conditional logic. Not only that, you can use Gravity Forms on your website to perform advanced calculations based on submitted field values.

But unfortunately, there is no free version of the plugin available although they are currently offering 30-day money back guarantee. So, you can try their plugin and if you don’t like what they offer, you can always request a refund within the first 30 days.

Gravity Forms pricing

They are definitely worth trying out. Here are their plans and pricing –

  • Basic License – $59 per year
  • Pro License – $159 per year
  • Elite License – $259 per year

You can choose a plan according to your requirement. The Pro License should be enough for most businesses unless you are a design agency where you need to provide separate license keys for each website you design. Gravity Forms also integrates seamlessly with payment gateways like PayPal and Stripe, email marketing services like GetResponse and AWeber, and other third-party applications.

Buy Gravity Forms License

What is FreshBooks

freshbooks invoicing and accounting software

FreshBooks is easy to use invoicing and accounting software which is mostly used by small businesses, self-employed professionals, and agencies for tracking their day to day business activities. You can use FreshBooks to organize your expenses, track your time and following up with clients from one central hub. Since it is cloud-based software, you can access it any time you want from anywhere using any device.

Freshbooks features

You can use FreshBooks for –

  • Creating professional invoices
  • Collaborating with teammates
  • Tracking your expenses
  • Creating insightful reports
  • Tracking your time spent on projects
  • Processing payments
  • Creating estimates and proposals
  • Preparing financial reports
  • Working from anywhere
  • Understanding insights on business

Freshbooks retainers

NEW: Freshbooks now allows you to collect recurring payments in advance using retainers. Using retainers, not only can you bring in a steady flow of income, but also you can easily manage your workload and forecast your monthly income. With retainers, it is a win-win situation for both, your client and you. Your client can get work done from you whenever they want and you will be paid every month upfront for it, even if there’s no work.

By the way, learn how to accept recurring payments in advance using Freshbooks retainers from the above-linked blog post. It’s a must-read for freelancers and small businesses.

Freshbooks sample invoice

Here is a sample invoice created using FreshBooks invoice builder –

freshbooks sample invoice

By the way, they offer many pre-built templates for creating invoices. Or, if you prefer, you can create one from scratch. Their invoice building wizard is also pretty easy to use and beginner friendly. As you can see from the above image, they offer different settings which can help improve your invoice. They also give you an option to bill hourly. If you are a freelancer who charges on per hour basis, you will find this feature really helpful.

Freshbooks integrations

FreshBooks also integrates well with most of the popular third-party analytics, customer support, and project management services. Some of its most popular integrations are –

  • GSuite
  • Stripe
  • Zapier
  • Asana
  • Basecamp
  • Trello
  • Shopify
  • Eventbrite
  • AgileCRM
  • Salesforce
  • Slack
  • Square
  • Freshdesk
  • WooCommerce
  • Zendesk
  • BigCommerce
  • WordPress
  • Meetup
  • Magento
  • CampaignMonitor/ConstantContact/MailChimp/AWeber

Freshbooks pricing

And here are the different plans offered by FreshBooks –

  • Lite – $13.50 per month (5 billable clients)
  • Plus – $22.50 per month (50 billable clients)
  • Premium – $45 per month (500 billable clients)
  • Select – Custom pricing (500+ billable clients)

You can choose a plan according to the number of clients you have or manage. By the way, FreshBooks also offers a 30-day money back guarantee. You can cancel your account any time within 30 days and get your whole money back.

Start FreshBooks Free Trial

Why you should integrate FreshBooks with WordPress

By integrating FreshBooks with WordPress using Gravity Forms, you can

  • Create invoices from form submissions
  • Create estimates from form submissions
  • Save time copying data from one location to another
  • Improve your productivity and work efficiently

How to integrate FreshBooks with Gravity Forms

To integrate FreshBooks with WordPress, you need the Gravity Forms FreshBooks add-on which is available on Pro and Elite plans. Now, let’s see how to connect FreshBooks with Gravity Forms.

Total Time: 15 minutes

Download Gravity Forms

Since Gravity Forms is a premium WordPress plugin, it is not available on the WordPress plugin repository. So, you won’t be able to install it directly from your WordPress dashboard.

Go ahead and download the latest version of Gravity Forms core plugin and the FreshBooks add-on from your Gravity Forms account. download gravity forms wordpress plugin

Install Gravity Forms

Go to the ‘Add New’ plugins section from your WordPress dashboard and upload the plugin manually.

Activate Gravity Forms

Once the plugin is installed, activate it.

Verify license key

After activating the plugin, enter a valid license key to authenticate and verify your Gravity Forms installation.

Open Gravity Forms Add-Ons page

Click on the ‘Add-Ons’ menu item from under your Gravity Forms menu.

Install Freshbooks add-on

Now, depending on your Gravity Forms plan you can find your available add-ons in this section. Find the FreshBooks add-on from the available add-ons and install it on your site.

Activate Freshbooks add-on

Activate the add-on once it is installed. If you are not able to install it following this method, you can manually upload the add-on which we downloaded in the first step and activate it.

Configure Freshbooks settings

Now, open the Gravity Forms settings page and switch to the FreshBooks section under it.

Authenticate your account and save changes

Enter your FreshBooks account credentials – the site name and authorization token. You can get this information from your FreshBooks account setting page under the API section.

Then, click on the ‘Update Settings’ button to save the changes. If the credentials which you entered are correct, a green sign will be displayed. freshbooks authorization token

If you are facing any error, make sure you have entered the correct credentials. Even a simple white space can cause errors to authenticate with your account.


Both FreshBooks and Gravity Forms are powerful software on their own and can greatly save your time & improve your productivity. Now, by connecting these two services, you can take your business site to the next level. By the way, do check out my list of must-have WordPress plugins and tools for business websites.

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I hope you found this post really helpful and enjoyed the read. If you did, please consider sharing it with your friends and fellow small business owners on social media so that they can also discover this useful integration.

Disclosure: This post contains affiliate links. If you click on some of the above links and make a purchase, I may receive an affiliate commission.

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