Best CRM for Gravity Forms: Your Ultimate Integration Guide
Gravity Forms is one of the most trusted form builder plugins for WordPress. But collecting data is only half the job. What happens to those leads after they fill in your form? That is where a CRM comes in.
A Customer Relationship Management system helps you manage, follow up, and convert form submissions into actual customers.
This guide is for business owners and marketers who use Gravity Forms and want to connect it with the right CRM.
Key Takeaways
Why Gravity Forms Alone Is Not Enough
Gravity Forms is excellent at capturing user data, but it stops there. Once a visitor submits a form, there is no built-in system to manage the lead journey.
You cannot set reminders, assign leads to your team, or track progress. It also lacks built-in reporting tools that help you understand where your leads are in the sales funnel.
For growing businesses, this gap can cost real opportunities. Imagine having hundreds of form entries and no simple way to follow up or categorize them.
Without a CRM, leads can easily slip through the cracks. This results in lost sales, confusion among teams, and missed follow-up chances.
Read this: Best CRM for Electrical Contractors: Benefits + Top Picks
The Role of CRM in Lead Management and Conversions
A CRM (Customer Relationship Management system) helps businesses manage interactions with potential and current customers.
Once connected to Gravity Forms, it handles everything that happens after someone fills out a form.
The CRM stores each lead, assigns it to the right team member, sets follow-up tasks, and can even trigger workflows like sending a thank-you email, scheduling a call, or scoring the lead based on their response.
For example, if someone fills in a form asking for a quote, your CRM can automatically tag it as a sales lead, alert your sales rep, and schedule a follow-up email.
It is not just about follow-up. CRMs also let you:
Pro Tip
Use conditional logic in Gravity Forms to route leads into different CRM workflows. Tag high-budget inquiries or fast-tracking service-specific requests into priority pipelines.
How Do CRMs Work with Gravity Forms
To connect Gravity Forms with a CRM, you need a bridge between the two systems. Gravity Forms captures data on your WordPress site, but your CRM lives outside that space.
The connection happens using one of these three methods:
Third-Party Tools
One of the easiest ways to send Gravity Forms data into a CRM is by using third-party integration tools.
Platforms like Zapier, Make (formerly Integromat), and Pabbly Connect allow you to create workflows, called zaps or scenarios, that link form submissions to your CRM system.
For example, you can set up a rule in Zapier that says: “When someone fills out a Gravity Form, send their name, email, and phone number to [your CRM].”
These tools do not require coding and are ideal for marketers who want quick, drag-and-drop solutions. You can customize your flow, filter data, and even add delays or conditions based on form responses.
Third-party tools are helpful when you want flexibility, but do not want to write code or build custom plugins. They also support multiple CRMs, so you can test different options without changing your setup.
Webhooks
Gravity Forms offers a Webhooks Add-On (available with the Elite license), which allows you to send form data instantly to an external URL. This method gives you more control compared to third-party tools.
When a user submits a form, the webhook sends the data as a POST request to your CRM’s webhook endpoint. The CRM receives it in real time and performs actions like adding a new contact or updating an existing one.
Webhooks are ideal for users who want fast delivery, cleaner data, and better control over where their form submissions go. It works well with CRMs that support webhook, like GoHighLevel, ActiveCampaign, and Zoho CRM.
You can include headers, customize the request body, and even use conditional logic within Gravity Forms to trigger different webhooks for different forms.
API Access
Some CRMs offer APIs (Application Programming Interfaces), and Gravity Forms also has its own REST API.
If you or your developer have coding knowledge, you can create a direct link between the two using custom API scripts.
This approach lets you map fields exactly the way you want, pull in data from other systems, or trigger advanced workflows.
You can push new contacts, update records, assign tags, or even start automation sequences – all triggered by form submissions.
Using APIs gives you full flexibility. It is best suited for teams with development resources or agencies that need advanced control. Many businesses also use APIs to build secure, custom solutions for client projects.
Read this: Best CRM for Fitness Coaches: Manage Clients Like A Pro
GoHighLevel: The Best CRM for Gravity Forms Users
GoHighLevel is a powerful all-in-one CRM and marketing platform that works exceptionally well with Gravity Forms.
It combines client management, automation, communication tools, and funnel building – everything you need in one dashboard.
What makes it a standout CRM for Gravity Forms users is how easily it connects with your forms and turns submissions into automated workflows.
Here is why GoHighLevel is the best CRM for Gravity Forms:
Easy Integration with Gravity Forms
GoHighLevel allows you to connect Gravity Forms through all three methods listed above.
Once set up, any form submission can be sent straight to your GoHighLevel CRM. You can capture custom fields, trigger specific workflows, or tag leads based on form data – all in real time.
Built-In Automation and Workflows
One of GoHighLevel strongest features is its automation engine. You can create workflows that send a welcome email, assign a task to your team, send an SMS reminder, or move a contact through your sales pipeline, all triggered by a Gravity Form submission.
For example, someone fills out a quote form on your site. GoHighLevel can:
Visual Sales Pipelines
GoHighLevel includes visual pipeline tracking. Each form submission enters your pipeline based on your settings, so you can easily see where every lead stands.
You can create different pipelines for various services, assign leads to specific team members, and track conversion rates over time. It is especially helpful for service businesses and agencies that deal with multiple client types.
Smart Contact Management
GoHighLevel offers advanced contact management features. Once a lead enters the system from Gravity Forms, you can:
It becomes your central place for every customer interaction. No more digging through email threads or spreadsheets.
All-in-One Dashboard for Agencies and Teams
If you manage leads from multiple websites or clients, GoHighLevel gives you a full agency dashboard.
You can create sub-accounts for different brands or locations, each with their own pipelines, automations, and users.
This is ideal for marketers running lead generation campaigns or agencies that manage forms for different businesses. You can view results in one place, track client performance, and scale easily.
Messaging, Calls, and Appointments in One Place
GoHighLevel includes tools for two-way texting, emails, Facebook messages, Google Business Messages, and even phone calls, all within one inbox.
You can also set up calendars for appointments, send reminders, and follow up automatically.
If your Gravity Forms are used for booking consultations or demo requests, GoHighLevel handles that entire journey from start to finish.
Campaigns and Drip Sequences Based on Form Responses
With GoHighLevel, you can send custom messages to each lead depending on how they answered your form.
For example:
Gravity Forms captures the data. GoHighLevel uses it to speak directly to each lead’s interest.
Reporting and Lead Tracking
Get detailed reports showing where your leads are coming from, how they move through your pipeline, and how many convert into paying customers.
You can filter data by source, tag, campaign, or sales rep. These insights help you fine-tune your marketing efforts and focus on high-value channels.
Want a CRM that connects instantly with Gravity Forms and automates follow-ups? Start your free 30-day trial of GoHighLevel.
Pro Tip
Set up automatic alerts in your CRM (like GoHighLevel) to notify your team the moment a lead submits a form. Fast response times often make the difference between closing and losing a deal.
Other Great CRMs That Work with Gravity Forms
While GoHighLevel is the top recommendation, a few other CRMs also connect well with Gravity Forms.
Zoho CRM
Zoho CRM is a strong all-around platform trusted by small businesses and startups. It offers tools for sales, automation, email marketing, and reporting.
Zoho integrates with Gravity Forms using Zapier, Pabbly Connect, or custom webhooks.
Top Features:
Zoho CRM works well for teams who want an affordable system with strong customization options.
HubSpot CRM
HubSpot CRM is known for its user-friendly interface and strong inbound marketing features. While it does not connect directly with Gravity Forms, the link is easy to build using Zapier or Make.
HubSpot also gives you tools for blogging, SEO, live chat, and paid ad tracking—all from one platform.
Top Features:
HubSpot CRM is ideal for content marketers and teams focused on nurturing leads through blogs, emails, and campaigns.
ActiveCampaign
ActiveCampaign is best known for email marketing automation, but it also offers full CRM features. It integrates with Gravity Forms using third-party plugins like WP Fusion.
You can pass form data directly into ActiveCampaign, apply tags, and add leads to automation workflows immediately.
Top Features:
ActiveCampaign is a great pick for teams that rely heavily on email to guide leads through the buying journey.
Agile CRM
Agile CRM offers a balance of sales tools, marketing automation, and contact management – all with a clean and simple layout.
It connects to Gravity Forms through Zapier and offers webhook support as well.
Top Features:
Agile CRM is well-suited for small teams or businesses that want an affordable tool with solid automation and sales features.
Still comparing? Most Gravity Forms users find GoHighLevel easier and more powerful than other CRMs. Try it for yourself and discover why it is the best CRM for Gravity Forms..
CRM Integration with Gravity Forms
Once you pick a CRM that fits your needs, the next step is integration. Here is how you can set it up using the most common methods.
Using Zapier
Zapier is a popular no-code tool that connects Gravity Forms to hundreds of CRMs.
Steps:
Using Webhooks
If your CRM supports webhooks, you can send Gravity Forms data directly without relying on third-party tools.
Steps:
Using WP Fusion
WP Fusion is a premium WordPress plugin that connects Gravity Forms with various CRMs through direct API access. It supports dozens of CRMs including GoHighLevel, ActiveCampaign, Zoho, Agile CRM, and more.
Steps:
