Every business has processes that follow predictable patterns. Purchase orders require approval. New employees require onboarding steps. Customer requests move through the support queue. Yet many organizations still manage these workflows manually through email chains, spreadsheets, and constant follow-up.

This approach doesn’t scale, and it certainly doesn’t optimize your team’s time or accuracy. What you need is a system that understands your processes and executes them consistently, every time.

Enter Gravity Flow!

What is Gravitational Flow?

Gravity Flow is a WordPress workflow automation plugin designed specifically to work with Gravity Forms. In essence, it turns static form submissions into dynamic, multi-step business processes that can route, track, and manage tasks from initiation to completion.

When someone submits a Gravity Form on your website, Gravity Flow takes over and manages what happens next. It can automatically assign tasks to specific users, send notifications, require approval, update records, generate documents, and perform dozens of other actions based on rules you define.

This plugin operates on a step-based system where each workflow consists of several steps executed sequentially. These steps can include approval processes, user input requirements, notifications, integration with external systems, and conditional branching that adjusts workflows based on form data or user responses.

Key capabilities include:

• Automatic routing Handover to appropriate team members.
• Approval workflow with multiple reviewers and conditional logic.
• Task assignment with deadlines and progress tracking.
• Email notification at every stage of the process.
• Reporting and analytics to identify bottlenecks and measure performance.
• Role-based permissions ensuring users only access relevant tasks.

What sets Gravity Flow apart from common workflow tools is its deep integration with WordPress and Gravity Forms. It understands form field types, user roles, and WordPress capabilities, enabling powerful automation that feels native to your existing setup.

The plugin supports unlimited users and unlimited workflows under one license, making it cost-effective for organizations of any size. Since everything runs on your WordPress installation, you are in full control of your data and can ensure compliance with privacy regulations.

Learn more about Gravity Flow.

The most powerful Gravity Flow extension

Gravity Flow’s core functionality handles most workflow automation needs, but its library of extensions opens up even more possibilities. These extensions add special features and connect with other tools to make your workflow more powerful.

Here are some of the most popular and useful extensions that can improve your workflow:

1. PDF Generator – Professional document creation made simple

The PDF Generator extension allows Gravity Flow administrators to add simple PDF creation steps at any time in the process. The PDF template is designed like a notification with combined tags.

Main features:

• Generate professional PDFs at every stage of your workflow.
• Use merge tags to insert dynamic content from form submissions.
• Support for conditional logic to control when PDFs are created.
• Automatic email sending as an attachment.
• Custom branding and formatting options.

This extension is ideal for creating invoices from order forms, creating contracts from client intake forms, creating certificates from training completion forms, and creating reports from survey submissions.

The PDF Generator seamlessly integrates with your existing workflow, giving you complete control over when files are created and how they are distributed to stakeholders.

2. Form Connectors – Link your forms for complex workflows

The Form Connector Extension allows Gravity Flow administrators to create steps at any point in the workflow that interact with other forms on the same or different sites.

Main capabilities:

• Automatically create new entries in other forms (same site or remote) via field mapping.
• Update existing entries in various forms.
• Delete entries based on workflow conditions.
• Wait for certain form submissions before continuing.
• Form shared chains with conditional logic.
• Works on multiple WordPress sites.

This extension excels in multi-stage application processes where each stage uses different forms – customer onboarding workflows that span multiple departments, project management systems where different forms handle different project phases, and e-commerce processes that require multiple approval steps.

When you need a workflow that spans multiple forms or even multiple websites, Form Connector is the bridge that makes it all possible.

3. Parent-Child Form – Master hierarchical relationships

The Parent-Child Forms extension allows you to create structured relationships between forms, enabling complex organizational workflows.

Main benefits:

• Define parent-child relationships between different forms to organize multi-step or multi-entity processes.
• Automatically create and link child form entries to parent posts.
• Map parent field values ​​into child entries to maintain consistency and reduce duplicate data entries.
• Supports hierarchical workflows where parent and child entries each have their own steps, approvals, and logic.
• View and track related deliverables simultaneously, providing a unified overview of the entire process.

This extension is very useful for project management with main projects and subtasks, employee management with departments and individual staff, event management with main events and breakout sessions, and education systems with courses and individual lessons.

4. WooCommerce Integration – An ecommerce automation powerhouse

The Gravity Flow WooCommerce extension adds workflow automation to WooCommerce orders, empowering store owners to integrate orders deeper and more efficiently with business processes.

Core features:

• Automated workflows triggered from WooCommerce orders.
• Payment processing steps (authorization, collection, refund, cancellation).
• Order status management in workflow.
• Customer communication automation.
• Integration of inventory and fulfillment processes.

In addition to the core features listed above, this integration includes several workflow steps.

These include:

• Payment Steps: Allow customers to send payments at any stage of the workflow.
• Refund Steps: Process refunds automatically based on conditions.
• Capture Payment Steps: Capture pre-authorized payments when conditions are met.
• Cancel Payment Step: Cancels pre-authorized payments.
• Payment Steps: Process orders in the middle of the workflow.

This integration is perfect for businesses that require sophisticated e-commerce automation, such as custom manufacturing orders that require design approval before production begins, subscription services that need to verify customer needs before billing, or consulting services where payment is authorized up front but only received after the shipment is approved.

5. Stripe Integration – Advanced payment workflow management

Stripe Integration Extensions provide advanced payment processing capabilities directly in your workflow, going beyond simple transactions to handle complex payment scenarios.

Advanced features:

• Payment approval workflow before processing.
• Automatic refund processing based on conditions.
• Subscription management and lifecycle automation.
• Payment failed handling and retry logic.
• Multi-step checkout process.
• Integration with approval workflows.

This extension is ideal for businesses that require payment approval workflows, such as requiring managers to log out before processing large orders, managing subscription billing with custom rules, handling refund requests through an approval process, or automating payment plans with retry logic for failed payments.

6. Inbound Webhook – Connect your external system

The Inbound Webhook Extension bridges the gap between Gravity Flow and your external systems, allowing data from third-party applications to trigger and participate in your workflow.

Main capabilities:

• Receive data from APIs and external services.
• Trigger workflows based on external events.
• Create a new form entry from the webhook data.
• Update existing entries with external information.
• Integrate with CRM systems, marketing tools, and other business applications.

These extensions enable powerful integrations such as CRM systems that send lead data to trigger follow-up workflows, payment processors send transaction updates, marketing automation tools that trigger personalized campaigns, project management tools that update system-wide status, and customer support systems that create tickets within your workflow.

Useful additional extensions

Beyond these six core extensions, Gravity Flow offers several other useful options that can further improve your workflow:

• Flow chart – Enables administrators to switch between a standard step list view and a visual flowchart view, making complex workflows easy to follow, design, optimize, and communicate to others.
• Folders – Allows administrators to organize entries into logical groupings and present them in lists, with folders that can be assigned to specific users or roles.
• Checklist – Allows admins to publish a series of forms that each require one submission, perfect for multi-step processes or compliance requirements.
• Vacation Request – Provides additional features to make managing vacation requests easier, including automatic vacation day balance tracking and reduction of approved requests.
• PayPal Integration – Allows administrators to add payment steps at any time in the workflow, providing alternative payment processing options to Stripe.

For more information on how to get started with any of these extensions, see the documentation.

Ready to transform your business processes?

Gravity Flow turns your email and spreadsheet chaos into a secure, scalable, and efficient workflow system, delivering shorter cycle times, increased transparency, and increased flexibility. With this powerful extension, you can turn almost any form-based business process into a seamless, automated workflow.

Whether you run a small business or manage enterprise-level operations, this extension provides the tools you need to eliminate manual work, reduce errors, and focus on what matters most – growing your business.

Ready to automate your workflow? Start with licenses and extensions that suit your most pressing business needs, and gradually build a comprehensive automation system that can scale to your organization.

Want to know more before buying. Try the free Gravity Flow demo and watch your workflow come to life!