Forms Integrations
How to Send an Email When a Gravity Forms Payment Is Completed
You can use Zapify to automatically send an email whenever a payment made through a Gravity Forms form completes on your WordPress website.
For example, you can notify your team when a payment comes in, send a confirmation to your finance inbox, or record completed payments without checking Gravity Forms manually.
Instead of checking payment entries yourself, Zapify can send the email automatically the moment a payment completes.
What Does This Automation Do?
This automation uses:
- Trigger: A payment completes
- Action: Send an email
The trigger tells Zapify when the automation should start.
When a payment made through the selected Gravity Forms form completes, Zapify automatically sends the configured email.
Why Use This Automation?
This automation can be useful when you want to:
- Get notified the moment a payment completes.
- Keep your finance or accounts team informed automatically.
- Confirm payment receipt without checking Gravity Forms entries manually.
- Trigger internal record-keeping whenever money comes in.
- Make sure a completed payment is never missed.
- Avoid refreshing the entries screen to check for new payments.
Who Can Use This Automation?
This automation can be useful for:
- WordPress website owners taking payments through Gravity Forms.
- Businesses using Gravity Forms with a payment add-on (Stripe, PayPal, or another gateway).
- Finance and accounts teams.
- Agencies managing client websites that collect payments.
- Anyone who wants confirmation the moment a payment completes, not just when the form is submitted.
How to Create This Automation
Step 1: Create a New Automation
Go to Zapify and create a new automation.
Give your automation a name that makes it easy to understand.
For example:
Notify Team When Gravity Forms Payment Completes
Click Create to continue.
Step 2: Add the Trigger
Click Add Trigger.
Select Gravity Forms as the trigger app.
Select:
A payment completes
This tells Zapify to start the automation only when a payment on the selected form completes — not when the form is simply submitted.
Step 3: Configure the Gravity Forms Trigger
Select the Gravity Forms form you want Zapify to monitor.
For example, if your website has an Order Form connected to a payment add-on, select that form.
Once the form is selected, Zapify will only run the automation for entries where the payment has actually completed — not for entries that are still pending or failed.
Make sure the correct form is selected before continuing.
Step 4: Add the Action
Once the trigger is configured, click Add Action.
Select Wordpress as the action app.
Select:
Send an email
This tells Zapify what should happen after a payment completes.
Step 5: Configure the Email
Configure the email you want Zapify to send.
Choose who should receive the notification and enter the email subject and message.
For example:
To: Your finance team
Subject: Payment received via Gravity Forms
Message:
A payment has just completed on your website.
Please review the entry for the full payment and order details.
You can use the {} token button to include information from the payment, such as the amount paid, the transaction ID, or the payer's details.
Configure the email according to your needs.
Step 6: Set the Automation Live
Once everything is configured, click Set Live at the top.
A newly created automation is initially a Draft.
The automation will only start working after you set it live.
How to Test the Automation
To test the automation:
- Open the selected Gravity Forms form on your website.
- Submit the form using a test payment method or your gateway's sandbox mode.
- Wait for the payment to complete.
- Wait for the automation to run.
- Check the configured email recipient's inbox.
If the automation is active and the payment completed successfully, Zapify should send the configured email.
Simple Example
Imagine you have an Order Form on your website connected to a payment gateway.
A customer fills in the form and completes payment.
Zapify detects that the payment has completed and automatically sends an email to your finance team.
The workflow is:
Gravity Forms payment completes → Zapify detects the completed payment → Email is sent
Your team can then process the order without manually watching the entries screen.
Other Ways You Can Use This Automation
You can use this automation for many different payment scenarios.
For example:
Payment completes → Notify the finance team
Payment completes → Notify the website owner
Payment completes → Send an internal record of the transaction
Payment completes → Notify the fulfilment team
Payment completes → Confirm payment to a specific staff member
You can customize the email according to your workflow.
Frequently Asked Questions
Can Zapify send an email when a Gravity Forms payment completes?
Yes. The A payment completes trigger starts the automation as soon as a payment on the selected form completes.
How is this different from "A form is submitted"?
A form is submitted fires as soon as the entry is created, before payment is known to have completed. A payment completes waits until the payment add-on confirms the payment succeeded, so you are not notified about pending or failed payments.
Can I choose which Gravity Forms form triggers the automation?
Yes. You can select the Gravity Forms form that Zapify should monitor.
Can I include payment details in the email?
Yes. You can use the available {} token options to include information from the completed payment, such as the amount and transaction details.
Can I customize the email subject and message?
Yes. You can customize both the subject and message of the email.
Does this work with any payment gateway Gravity Forms supports?
Yes. Zapify reacts to Gravity Forms marking the payment as completed, regardless of which supported gateway processed it.
Do I need to write any code?
No. You can configure this automation using Zapify's trigger and action settings without writing code.
Summary
With Zapify, you can automatically send an email as soon as a Gravity Forms payment completes.
The setup is simple:
A payment completes → Send an email
This can help finance and fulfilment teams react to completed payments immediately, without watching the Gravity Forms entries screen.
Once the automation is set live, Zapify handles the notification automatically.