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Top Gravity Flow extensions: Supercharge your WordPress workflows

By Gravity Forms Updated November 18, 2025

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

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 Gravity Flow?

Gravity Flow is a WordPress workflow automation plugin designed specifically to work with Gravity Forms. At its core, it transforms 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 orchestrates what happens next. It can automatically assign tasks to specific users, send notifications, require approvals, update records, generate documents, and execute dozens of other actions based on the rules you define.

The plugin operates on a step-based system where each workflow consists of multiple steps that execute in sequence. These steps can include approval processes, user input requirements, notifications, integrations with external systems, and conditional branching that adapts the workflow based on form data or user responses.

Key capabilities include:

• Automated routing of submissions to appropriate team members.
• Approval workflows with multiple reviewers and conditional logic.
• Task assignments with deadlines and progress tracking.
• Email notifications 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 generic workflow tools is its deep integration with WordPress and Gravity Forms. It understands form field types, user roles, and WordPress capabilities, allowing for sophisticated automation that feels native to your existing setup.

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

Learn more about Gravity Flow.

The most powerful Gravity Flow extensions

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

Here are some of the most popular and useful extensions that can enhance your workflows:

1. PDF Generator – Professional document creation made simple

The PDF Generator Extension allows Gravity Flow administrators to add simple PDF creation steps at any point in the process. The PDF template is designed just like a notification with merge tags.

Key features:

• Generate professional PDFs at any 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 delivery as attachments.
• Custom branding and formatting options.

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

The PDF Generator integrates seamlessly with your existing workflows, giving you full control over when the file is created and how it’s distributed to stakeholders.

2. Form Connector – 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 site or different sites.

Key capabilities:

• Automatically create new entries in other forms (same site or remote) via field-mapping.
• Update existing entries across multiple forms.
• Delete entries based on workflow conditions.
• Wait for specific form submissions before proceeding.
• Chain forms together with conditional logic.
• Work across multiple WordPress sites.

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

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

3. Parent-Child Forms – Master hierarchical relationships

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

Key benefits:

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

This extension is particularly valuable for project management with main projects and sub-tasks, employee management with departments and individual staff, event management with main events and breakout sessions, and educational systems with courses and individual lessons.

4. WooCommerce integration – Ecommerce automation powerhouse

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

Core features:

• Automatic workflow triggering from WooCommerce orders.
• Payment processing steps (authorize, capture, refund, cancel).
• Order status management within workflows.
• Customer communication automation.
• Inventory and fulfillment process integration.

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

These include:

• Payment Step: Allow customers to submit payments at any workflow stage.
• Refund Step: Process refunds automatically based on conditions.
• Capture Payment Step: Capture pre-authorized payments when conditions are met.
• Cancel Payment Step: Cancel pre-authorized payments.
• Checkout Step: Process orders mid-workflow.

This integration is perfect for businesses that need sophisticated ecommerce automation, such as custom manufacturing orders that require design approval before production begins, subscription services that need to verify customer requirements before billing, or consulting services where payment is authorized upfront but only captured after deliverables are approved.

5. Stripe integration – Advanced payment workflow management

The Stripe Integration extension provides sophisticated payment processing capabilities directly within your workflows, going beyond simple transactions to handle complex payment scenarios.

Advanced features:

• Payment approval workflows before processing.
• Automatic refund processing based on conditions.
• Subscription management and lifecycle automation.
• Failed payment handling and retry logic.
• Multi-step payment processes.
• Integration with approval workflows.

This extension is ideal for businesses that need payment approval workflows, such as requiring manager sign-off before processing large orders, managing subscription billing with custom rules, handling refund requests through approval processes, or automating payment plans with retry logic for failed payments.

6. Incoming Webhooks – Connect your external systems

The Incoming Webhooks extension bridges the gap between Gravity Flow and your external systems, allowing data from third-party applications to trigger and participate in your workflows.

Key capabilities:

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

This extension enables powerful integrations such as CRM systems sending lead data to trigger follow-up workflows, payment processors sending transaction updates, marketing automation tools triggering personalized campaigns, project management tools updating status across systems, and customer support systems creating tickets in your workflows.

Additional useful extensions

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

• Flowchart – Enables administrators to switch between 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 assignable to specific users or roles.
• Checklists – Allows admins to publish a series of forms each requiring a single submission, perfect for multi-step processes or compliance requirements.
• Vacation Requests – Provides additional features to make vacation requests easier to manage, including automatic vacation day balance tracking and deduction for approved requests.
• PayPal Integration – Allows administrators to add a payment step at any point in the workflow, providing an alternative payment processing option to Stripe.

For more information on getting started with any of these extensions, check out the documentation.

Ready to transform your business processes?

Gravity Flow transforms your email and spreadsheet chaos into secure, scalable and efficient workflow systems, delivering shorter cycle times, improved transparency, and increased flexibility. With these powerful extensions, you can transform virtually any form-based business process into a smooth, automated workflow.

Whether you’re running a small business or managing enterprise-level operations, these extensions provide the tools you need to eliminate manual work, reduce errors, and focus on what matters most – growing your business.

Ready to automate your workflows? Start with the license and extensions that match your most pressing business need, and gradually build a comprehensive automation system that scales with your organization.

Want to find out more before you buy. Try the free Gravity Flow demo and watch your workflows come to life!