Payment Completed (Gravity Forms) → Send Email

Use Case

When a payment is completed through Gravity Forms, you want to send a custom confirmation email. This provides a better experience than default notifications with personalized messaging.

Common scenarios:

• Course enrollment confirmation
• Service booking receipt
• Event registration confirmation
• Donation thank you
• Consultation purchase details

Step-by-Step Setup

1. Prerequisites

Ensure you have:

• Gravity Forms with payment add-on (PayPal, Stripe)
• A form with payment fields
• Payment add-on configured and working

2. Create a New Workflow

Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.

Name your workflow “GF Payment Confirmation” or “Service Purchase Receipt”.

3. Configure the Trigger

Select Payment Completed (GF) as your trigger.

Available filters:

• Form: Specific forms only
• Payment Amount: Different emails by amount
• Products/Items: Specific GF product fields
• Entry Status: Active entries only

4. Set Up the Send Email Action

Configure your confirmation email:

Email Body Example:

Hi {name},

Thank you for your payment! Here are your details:

Form: {form_title}
Amount Paid: {payment_amount}
Transaction ID: {transaction_id}
Date: {payment_date}

{custom_details}

What's Next:
{next_steps}

If you have any questions, reply to this email.

Thank you,
The {site_name} Team

5. Test Your Workflow

1. Enable the workflow
2. Submit a test form with payment
3. Complete the payment process
4. Verify confirmation email arrives
5. Check all form fields populated

Pro Tips

Use Gravity Forms merge tags: Reference form fields directly in your email for personalized content.

Include transaction details: Payment ID and amount provide proof of payment.

Set clear expectations: Tell them what happens next (course access, service scheduling, etc.).

Branded experience: Match your email styling to your form’s landing page.

Email Templates by Use Case

Course Enrollment

Subject: Welcome to {course_name}! 🎓

Hi {first_name},

You're enrolled! Payment of {payment_amount} confirmed.

Access your course:
Course Portal: {course_url}
Your Login: {email}
Password: Set via email link

First steps:
1. Log in to the course portal
2. Complete your student profile
3. Start with Module 1

Questions? Reply to this email.

Happy learning!

Service Booking

Subject: Booking Confirmed: {service_name}

Hi {first_name},

Your booking is confirmed!

Service: {service_name}
Date: {appointment_date}
Time: {appointment_time}
Location: {location}
Amount Paid: {payment_amount}

Preparation:
{preparation_instructions}

Need to reschedule? Contact us at least 24 hours in advance.

See you soon!

Event Registration

Subject: You're registered for {event_name}!

Hi {first_name},

We're excited to see you at {event_name}!

Event Details:
Date: {event_date}
Time: {event_time}
Venue: {venue_name}
Address: {venue_address}

Your Ticket:
Confirmation #: {transaction_id}
Attendee(s): {attendee_count}
Total Paid: {payment_amount}

Add to Calendar: {calendar_link}

See you there!

Donation Receipt

Subject: Thank you for your generous donation! 💝

Dear {first_name},

Your donation has been received. Thank you for supporting
our mission!

Donation Details:
Amount: {payment_amount}
Date: {payment_date}
Transaction ID: {transaction_id}

This email serves as your tax receipt. {organization_name}
is a registered 501(c)(3) nonprofit (EIN: XX-XXXXXXX).

Your generosity makes our work possible. Here's the impact
your donation will have:

{impact_statement}

With gratitude,
The {organization_name} Team

Gravity Forms Field Mapping

Troubleshooting

Email not sending?

• Verify GF payment completed (not just submitted)
• Check payment add-on is configured
• Review workflow conditions

Wrong field values?

• Check GF field IDs in merge tags
• Verify fields exist in form
• Review field mapping

Delayed emails?

• Check email queue
• Verify payment gateway webhook
• Review server email delivery