Send Gravity Forms Submissions to WhatsApp: Instant Lead Alerts and Follow-Ups (2026)

A Gravity Forms submission usually becomes an email that someone reads an hour later. Connected to WhatsApp, it becomes three things within seconds: a contact and a lead in your CRM with every answer attached, an alert to the right salesperson's phone, and an approved WhatsApp message to the visitor acknowledging what they asked for, which earns a reply and opens a free conversation. This guide shows the three ways to build it with Gravity Forms, the field mapping, the consent wording, and how to test it.

What you are building

Route one: Gravity Forms webhook to Zapier

1. In VGraple CRM, go to Settings, then API Keys, create a key named "Zapier" and copy it (Owner only).
2. In Zapier, create a Zap with the Webhooks by Zapier trigger (Catch Hook) and copy its URL. In Gravity Forms, open the form's Settings, then Webhooks, add a feed, paste the URL, choose POST and JSON, and select All Fields.
3. Submit a test entry so Zapier catches a sample.
4. Add a Formatter step to put the phone into international format: remove spaces, remove a leading zero, prepend the country code if the form did not collect it.
5. Add the VGraple CRM Create or Update Contact action: phone, name, email, tags (for example "website-form"), consent fields mapped from the checkbox.
6. Add Create Lead: pipeline "Website", the service or subject as a custom field, source and campaign from hidden fields.
7. Add Send Template Message: choose the approved utility template (for example form_received) and map name and subject to its variables.
8. Test each step, then turn the Zap on.

Route two: webhook to Make, Pabbly or n8n

The same shape with a different middle: the plugin posts to a Custom webhook (Make), a Webhook trigger (Pabbly) or a Webhook node (n8n); an HTTP module calls POST https://crm.vgraple.co.in/api/v1/contacts, POST /api/v1/leads and POST /api/v1/messages with Authorization: Bearer <key>. This costs less per submission at volume and gives full control of the payload. The REST API quickstart has the request bodies.

Route three: direct from WordPress

A small server-side snippet in a child theme or a custom plugin can call the REST API on the plugin's submission hook, with no automation platform at all. Keep the API key in wp-config, not in the theme, and send the phone in international format. A sample payload for the contact call:

{
  "phone": "919876543210",
  "name": "Priya Sharma",
  "email": "[email protected]",
  "tags": ["website-form", "gravity-forms"],
  "consent_marketing": true,
  "custom_fields": {"service": "Facial", "utm_campaign": "summer"}
}

Field mapping

The follow-up template

The visitor has not messaged your number, so the first message must be an approved template. An acknowledgement about their own submission is utility (Rs 0.115 in India): "Hi {{1}}, thanks for your enquiry about {{2}}. Reply here with any questions, or tap Book to pick a time." with a quick reply button. Most visitors reply, which opens a free 24-hour window for the real conversation. Do not put an offer in it; that makes it marketing and requires consent the form may not have collected.

Consent wording that holds up

An unticked checkbox: "Send me updates and occasional offers on WhatsApp at this number. Reply STOP any time." Record the value with the submission. Without the box, the acknowledgement about the enquiry is still fine; marketing later is not. The opt-in rules guide covers the detail.

Alerting your own team

Creating the lead is the alert: the assignment rule for the Website pipeline assigns a salesperson, who gets a push notification on the Android app with the lead's details and the conversation a tap away. For a shared channel, add a Slack step to the Zap or a template to a team number.

Testing

1. Submit the form with your own number and a country code.
2. Check the contact and the lead in VGraple CRM: fields, source, consent.
3. Check the WhatsApp message on your phone and reply to it; the reply should land in the inbox under the lead.
4. Submit with a phone missing the country code and confirm the Formatter fixes it, or the form rejects it.
5. Turn the workflow on and watch the first day's runs.

Troubleshooting

Gravity Forms is one of five WordPress form plugins covered the same way; the WordPress forms help article collects them, and the forms feature page shows the native alternative that skips the middle layer.