Form Automation Software For Enterprises (Popular Tools & How They Work)

At some point, forms stop being “just forms.”

What starts as a simple request form gradually turns into a chain of approvals, attachments, compliance checks, conditional routing rules, version control headaches and follow-up emails asking, “Who has this now?” Instead of simplifying work, your form automation software becomes another system you have to manage. And when audit time arrives, pulling a clean history of what happened and why takes longer than it should.

That’s the frustrating part of form automation: it promises efficiency, but poorly structured tools often shift complexity elsewhere.

If you’re evaluating form automation platforms, the real question isn’t just whether a tool can collect data. It’s whether it can reliably move that data through structured processes, integrate with your systems, maintain visibility and scale without creating new operational risk.

This guide breaks down leading form automation platforms through that lens, so you can understand where each tool fits, where it falls short and which type of solution aligns with how your organisation actually works.

The 10 Popular Form Automation Software For Enterprises

Before we break down the platforms, here’s how we approached this list and what you can expect from it.

We developed this list through hands-on platform evaluation, documentation review, feature analysis and real-world use case alignment. Instead of ranking tools by popularity or brand recognition, we focused specifically on form automation capabilities—how well each platform helps you:

• Turn form submissions into structured workflows
• Apply logic, validations and conditional routing
• Integrate with the systems you already use
• Maintain governance, auditability and compliance where required
• Scale across teams, departments, or enterprise environments

We also assessed how each vendor position forms within its broader platform. In some tools, forms are primarily data collection layers. In other cases, they serve as structured entry points for end-to-end workflow automation.

The overview below highlights these distinctions so you can quickly identify which solution best aligns with your operational needs.

Quick overview of the most popular form automation software for enterprises

📌How did we evaluate the tools and prepare this list?

To put this list together, we looked at some of the most widely used form automation platforms in the market—including our own, FlowForma. We reviewed information from trusted platforms such as G2, examined real user feedback and studied each vendor’s official documentation.

We evaluated every tool using the same practical criteria:

• Form-building and workflow capabilities
• Ease of use for business teams
• Flexibility and scalability
• Integration with existing systems
• Security, governance and compliance controls
• Mobile access
• Customer support and onboarding
• Pricing clarity and overall value
• Real user ratings and satisfaction

Instead of focusing only on feature checklists, we paid attention to how these platforms actually perform in day-to-day work. So, we evaluated the tools based on these questions:

✔️ How easy are they to manage?

✔️ Do they grow with your processes?

✔️ Can business teams use them confidently without constant IT involvement?

Our goal was simple: to give you a clear, balanced view that reflects both what each platform offers and what it’s like to use in the real world. 

Let’s now get into the detailed review of each platform.

1. Formstack

Formstack homepage

Best for: SMBs and teams needing flexible digital forms

Formstack enables teams to move from data collection to action without manual handoffs. When a form is submitted, the information can automatically generate documents, trigger approval workflows, or initiate e-signature requests.

This makes it suitable for processes such as employee onboarding, client intake, compliance documentation and service requests, where submitted data must progress through a series of structured steps.

Formstack's Key Features

1. Conditional logic that keeps forms clean and relevant

Formstack allows you to show or hide fields based on a user’s previous answers. This keeps long or complex forms from feeling overwhelming and helps reduce unnecessary “N/A” responses. As a result, users only see what’s relevant to them and you collect cleaner, more accurate data.

2. Automatic email routing for faster follow-ups

Once a form is submitted, notifications can be automatically sent to the right person — whether that’s a manager, director, or another stakeholder. This removes the need for manual forwarding and ensures requests move forward without delays. It’s a simple way to keep approvals and reviews on track.

3. Role-based access for secure collaboration

Different departments can be given specific access levels, allowing them to edit or review forms without exposing sensitive information. This helps teams collaborate smoothly while maintaining proper data controls. It’s especially useful when multiple teams are involved in a single process.

4. Exportable analytics for performance insights

Formstack lets you export submission data and reports for deeper analysis. This makes it easier to identify trends, monitor response volumes and spot bottlenecks over time. With clearer visibility into your form data, you can continuously refine and improve your processes.

Formstack’s User Ratings on G2

Formstack’s user ratings on G2

Formstack Pros and Cons

Pros

• Easy to use with quick setup and fast data synchronization.

Source: G2 review of Formstack from Ashley T.

• Strong integrations streamline data flow across multiple platforms.

Source: G2 review of Formstack from Michael M.

• Simple form creation with minimal technical effort required.

Source: G2 review of Formstack by Michael M.

• Time-saving automation improves process completion and team efficiency.

Source: G2 review of Formstack focused on dispute resolution

Cons

• The interface feels dated and not always intuitive to navigate.

Source: G2 review of Formstack from a Non-profit

• Limited advanced customization for complex design requirements.

Source: G2 review of Formstack from Atama T.

• Missing features restrict flexibility for advanced workflows.

Source: G2 review of Formstack from non-profit customer

2. FlowForma

Best for: No-code form and workflow automation in regulated, Microsoft 365–driven environments where compliance, auditability and structured approvals matter.

FlowForma AI-powered form automation

If your forms do more than collect information, if they initiate reviews, trigger approvals, support compliance checks, or generate formal documents, FlowForma is designed to manage that full lifecycle. Instead of relying on email threads or manual system updates after submission, you define how each request should proceed, who should review it and the rules that apply at every stage.

Forms are an intuitive component of our no-code platform, where step-based logic, automated routing and built-in validations ensure that submissions follow a controlled path. Data is captured in real time and written directly to structured records, while every action, be it submission, edit, approval, or rejection, is timestamped. FlowForma ultimately provides a clear audit trail that supports internal governance, compliance requirements and reporting without additional tracking effort.

AI features assist with initial setup by generating draft workflows from prompts or existing documents. You can use this to convert paper forms into structured digital processes or to quickly prototype new workflows, then refine the logic and validations before rollout.

Overall, FlowForma focuses less on standalone forms and more on ensuring that form submissions reliably move through defined, governed business processes without requiring custom development.

Key Features of FlowForma

Below are the key features of FlowForma:

1. Intelligent, guided forms with data integrity

When a process includes different roles, sensitive information, or compliance checks, things can quickly get messy without the right structure. FlowForma keeps form automation simple. Each person only sees the fields relevant to them, workflows adjust automatically based on answers, and built-in checks catch errors before a form is submitted. It can even pull existing data from Microsoft 365 or SharePoint, so no one has to keep re-entering the same details.

People can pause and return to a form whenever they need, and every action is recorded for audit purposes. The end result is fewer duplicate forms, better protection of sensitive data, and processes that feel much more controlled and reliable.

2. Agentic AI for quick form building and optimisation

Instead of starting with a blank screen, you can describe the process you want, or upload an existing PDFand let Agentic AI generate the structure for you. It automatically maps out steps, questions, conditions and approval paths.

 Screenshot of FlowForma playground generated form

For example, if you need a incident management form, you simply provide a contextual prompt. The AI creates submission steps, with suggested fields and questions. From there, you refine validations, routing and logic. This is particularly useful when converting legacy paper forms into structured digital workflows or when quickly prototyping new processes.

3. AI Copilot and Discovery Agent for form-driven processes

With AI Copilot, you can build or modify workflows using plain language. From data capture to compliance checks and notifications, you describe what needs to happen and the system generates the process structure for you.

If you're unsure how a process currently works, the Process Discovery Agent analyses meeting conversations and identifies steps, owners, required data and approvals. It then suggests a ready-to-test workflow that helps you move from discussion to automation without manually mapping everything.

4. No-code form designer

You build forms directly on SharePoint lists and libraries without writing a single line of code. Field types such as choice, lookup, people picker, dates and numeric fields map automatically to SharePoint columns, ensuring accurate metadata with every submission.

Your data remains structured and searchable while maintaining alignment with the Microsoft 365 environment.

5. Automated document generation at scale

Once a form is submitted, you can instantly generate Word or PDF documents using approved templates. Data merges automatically, naming conventions are applied consistently and documents are stored in SharePoint without manual intervention.

Generate documents at scale, at the touch of a button

For example, a completed client onboarding form can automatically produce a contract and welcome pack, eliminating rekeying while maintaining audit consistency.

6. Notifications, reminders and SLA/escalations

You keep processes moving with automated notifications through email or Microsoft Teams. Approvers are alerted at each stage and overdue tasks can escalate automatically to maintain SLA compliance. This reduces bottlenecks and improves accountability across teams.

7. Secure external access

Whether they are suppliers, partners, or clients, external participants can complete designated steps via secure web links without accessing your full tenant. Internal approval stages remain protected, while collaboration moves forward without manual follow-up.

8. Analytics for a transparent view of bottlenecks and outputs

You gain visibility into submission volumes, cycle times, rejection reasons, overdue items and rework loops. If a particular step slows approvals, you can identify and adjust it quickly. These insights help you continuously refine processes rather than react after delays occur. 

9. Cost-effective path to digital transformation

Unlike platforms where form functionality is limited to higher tiers or treated as an add-on, FlowForma includes full form capabilities with every plan. You don’t have to upgrade separately just to build, manage, or govern structured data collection within your workflows.

FlowForma’s pricing plans

FlowForma User Rating on G2

FlowForma’s user ratings on G2

Pros and Cons of FlowForma

With a solid 4.4/5 rating on G2, FlowForma has clearly built a loyal base of enterprise users who appreciate how quickly it turns complex processes into manageable, no-code workflows. At the same time, like any platform, it comes with trade-offs.

Understanding both the strengths people consistently praise and the limitations they flag will help you decide whether it’s the right fit for your organisation. Below are the notable pros and cons of FlowForma.

Pros

• Business users find it easy to build workflows without heavy IT involvement.
• Workflow automation feels smooth, speeding up approvals and routine process steps.
  
  

  Source: Review of FlowForma from Kishore R.

• Teams report stronger operational efficiency across departments and shared processes. 
  

  Source: Review of FlowForma from Beth R. 

• Reduces manual errors by standardizing steps, fields and required documentation.
• Noticeable productivity gains, including for teams running high-volume workflows.

 Source: Review of FlowForma from Kumarappan M. 

Cons

• Effective use requires structured process design and a thoughtful, well-planned setup.

  Source: G2 review of FlowForma from a customer in the mining industry

•  The learning curve can feel steep, especially without structured onboarding and training. 
  

Source: G2 review of FlowForma from Pablo B

•  Navigation takes time to get used to for new or occasional users. 

  Source: G2 review of FlowForma from Dianne V.

FlowForma Pricing

FlowForma follows a transparent, process-based pricing model, so your costs are tied to the workflows you run rather than layered user licenses or hidden feature gates. When your teams adopt more workflows, departments expand their usage, or even when external parties are involved, the price stays the same.

 3. JotForm

Best for: Scalable forms with HIPAA/GDPR compliance

Jotform Enterprise supports organisations that require centralised oversight of large-scale form operations. Administrators can manage user permissions, enforce compliance standards such as HIPAA or GDPRand monitor submission activity across departments.

In addition to collecting data, the platform facilitates payment processing, structured reporting and secure handling of sensitive information within controlled environments.

Key Features of Jotform

1. Built-in payment processing within forms

Jotform allows you to collect payments directly through your forms using multiple gateways such as credit cards, PayPaland Stripe. This is useful for registrations, event bookings, donations, or service payments where submission and payment need to happen in one step. It removes the need to redirect users to separate payment systems.

2. Real-time notifications for instant follow-up

As soon as a form is submitted, automatic email or app notifications can alert the right person. This ensures requests, sign-ups, or inquiries are acknowledged immediately, reducing response time and keeping processes responsive.

3. Extensive template library for faster setup

Jotform offers a wide range of ready-made templates tailored to different industries and use cases. Teams can quickly adapt these templates for applications, surveys, registrations, or internal requests without building forms from scratch. This makes it easier to launch new processes quickly.

4. Google Sheets integration for live data tracking

Form submissions can sync directly with Google Sheets, allowing teams to view and analyse responses in real time. This is helpful for tracking entries, monitoring trends, or sharing data across teams without manual exports.

Jotform’s User Ratings on G2

Jotform’s user ratings on G2

Jotform Pros and Cons

Pros:

• Extremely easy to implement and use for rapid form deployment.

Source

• Extensive customization options for tailored, user-friendly forms.
• Intuitive builder with templates and workflow automation support.

Source

• Quick form creation with minimal setup effort.

Source

Cons:

• Pricing becomes expensive at higher usage tiers.

Source

• Limited advanced customization for complex design requirements.

Source

• Missing features restrict flexibility for advanced workflows.

Source

4. Microsoft Power Apps 

Power Apps Home Page

Best for: Office 365 users building custom low-code apps

Rather than functioning solely as a form builder, Power Apps allows organisations to embed forms within fully customised business applications. Data can be pulled from SharePoint, Dataverse, or other Microsoft services, enabling teams to design case management systems, approval portals and internal service apps.

Business logic, permissions and automation rules are applied at the application level to support complex operational requirements within the Microsoft ecosystem.

Key Features of Microsoft Power Apps

1. Dynamic form building with drag-and-drop controls

Power Apps lets you design custom digital forms using a visual canvas. You can arrange fields, buttons and validation rules without writing code, making it easier to replicate paper- or spreadsheet-based forms in a structured format. This flexibility helps teams create intake forms, request submissions and data capture apps tailored to their workflows.

2. Data-driven forms powered by Dataverse

When forms are built on Microsoft Dataverse, they automatically follow a structured data model. This ensures consistent data capture across departments and reduces duplication or formatting inconsistencies. It works particularly well for organisations that need standardized forms connected to centralized records.

3. Extensive connectors for form-to-system integration

With access to 1,000+ connectors across Microsoft and third-party services, submitted form data can flow directly into tools like SharePoint, Outlook, Dynamics, or external CRMs. This eliminates manual data entry and allows form submissions to trigger downstream workflows automatically.

4. AI Builder for intelligent form processing

AI Builder enhances form automation by extracting data from uploaded documents, recognizing structured inputs and generating predictions based on historical patterns. This is useful for scenarios such as invoice capture, document-heavy approvals, or forms that rely on uploaded attachments. It reduces manual review and speeds up data validation within automated workflows.

Microsoft Power Apps User Ratings on G2

Microsoft Power App’s user ratings on G2

Pros and Cons of Microsoft Power Apps

Pros

Extremely easy for rapid custom app development.

  Source: G2 review of Power Apps from Sree K.

• Deep integration across the Microsoft ecosystem.

  Source: G2 review of Power Apps from Mario V

•  Strong no-code capabilities for business users. 

  Source: G2 review of Power Apps from Sumath G.

•  Connects easily with multiple external data sources. 

Cons

• Learning curve for advanced features and data modeling.

Source: G2 review of Power Apps from Nicolaos N. 

•  Slow performance with large datasets or complex apps. 

Source: G2 review of Power Apps from Daniel G

• Licensing structure is complex and costly with Dataverse requirements.  

  Source: G2 review of Power Apps from Konjengbam M 

5. Nintex Forms

Screenshot of Nintex Forms

Best for: Enterprise-grade document-driven form workflows

Nintex Forms is structured to support document-centric workflows that demand traceability and system integration. Forms can include advanced enterprise field types, while version control and audit logs ensure that changes remain trackable over time.

Because it connects with platforms such as SAP, Oracle and SQL Server, it is frequently used in contract management, regulatory documentation and enterprise approval processes where governance and system consistency are essential.

Key Features of Nintex

1. Responsive, mobile-optimized forms for field teams

Nintex forms are designed to work smoothly across desktops, tablets and smartphones. This allows employees in the field to complete inspections, submit requests, or capture data in real time without returning to a desk. It keeps processes moving even when teams are distributed across locations.

2. Advanced enterprise form fields for structured data capture

The platform includes specialized field types such as people pickers, lookup fields and calculated columns. These fields pull data from existing systems, validate inputs and perform automatic calculations within the form itself. This reduces manual errors and ensures submissions follow defined business rules.

3. Version control with audit trails for compliance

Every form and workflow change is tracked through built-in version history. Teams can review previous versions, monitor updates and roll back if needed. This level of traceability supports regulated environments where documentation and change control are essential.

4. Pre-built connectors for enterprise system integration

Nintex offers connectors for systems like SAP, Oracle and SQL Server, enabling submitted form data to flow directly into core business applications. This removes the need for duplicate data entry and ensures that information captured in forms stays aligned with enterprise records.

Nintex User Ratings on G2

Nintex user ratings on G2

Pros and Cons of Nintex

Pros:

• Intuitive no-code interface for fast workflow and form creation.

Source: G2 review of Nintex from real estate customer

• Strong automation with good cross-system integration support.
• Adapts well to both simple and complex processes.

Source: G2 review of Nintex by Mark M.

•  Quick setup without heavy technical expertise required. 

 Cons:  

• Pricing becomes expensive as workflows, environments and users scale. 

  Source: Image of Nintex G2 review by Genesh S.

• Requires governance and technical oversight for complex process implementations.

  Source: Image of Nintex review by Ashish S. 

• Advanced customization often needs developer involvement beyond business users.

  Source: G2 review of Nintex by Samuel K

 6. Zoho Forms  

Zoho forms home page

Best for: Cost-effective form automation within the Zoho ecosystem

Zoho Forms captures structured data and routes it directly into connected systems, particularly within the Zoho ecosystem. Submissions can automatically create CRM records, initiate workflows, or trigger follow-up communications.

With features such as e-signatures, file uploads, conditional logic and role-based access, it supports lead management, service requests, field data collection and collaborative business processes.

Key Features of Zoho Forms

1. Automatically turn submissions into leads

When someone fills out a form, their information can flow directly into your CRM as a new lead. This removes the need for manual data entry and helps sales teams respond faster. For businesses already using the Zoho CRM, this connection feels seamless and keeps prospect data organized from the very first interaction.

2. User management with SSO, roles and audit trails

Zoho Forms includes built-in controls for managing access and accountability. You can assign roles, enable single sign-on (SSO), track activity through audit logs and import users from directories. This is especially helpful for larger teams that need tighter governance and visibility into who is accessing or editing forms.

3. Flexible form design with smart logic

The drag-and-drop builder makes it easy to create forms without technical expertise. Card-style layouts improve the user experience, while conditional logic allows forms to adapt based on responses. This keeps forms clean, relevant and easier for users to complete.

4.Scalable integrations across business systems

Zoho Forms connects smoothly with other Zoho applications and a wide range of third-party tools. Whether syncing data with CRM systems, marketing platforms, or productivity apps, these integrations help ensure information moves where it needs to go without manual effort.

Zoho Forms User Ratings on G2

Zoho Forms user ratings on G2

Zoho Forms Pros and Cons

Pros:

• Affordable pricing suitable for small teams and growing businesses.

Source: G2 review of Zoho forms from Jon P.

• Centralized form management simplifies operational data collection.
• Good customization for tailored business and client workflows.

  Source: Review of Zoho Forms By Darshan B. 

• Fast deployment for personal, website and internal use cases.

Source: Review of Zoho Forms by Jeremiah O. 

Cons

• Integration issues with external apps and mobile environments.

Source: G2 review of Zoho Forms by Viviana C

• Learning curve, along with customisation limitations for automation and advanced workflow features. 

Source: G2 review of Zoho forms by Tejender K

•  Platform limitations affect seamless cross-application connectivity. 

7. Kissflow

Kissflow home page

Best for: Teams seeking form automation tied to simple workflows

In Kissflow, forms act as entry points into broader workflow processes. Once submitted, requests can be routed dynamically based on role, workload, or predefined conditions, while SLA timers and visibility controls help teams track progress.

This structure supports use cases such as HR requests, procurement approvals, finance authorisations and other operational workflows that depend on controlled routing and status transparency.

Key Features of Kissflow

1. Pre-built templates for common form-driven processes

Kissflow provides ready-to-use templates for approvals, requests, purchase orders and other routine workflows. These templates give teams a structured starting point, which can then be customized to reflect internal policies. It helps organisations move away from email-based forms without building every process from scratch.

2. Dynamic task assignment for smoother routing

Tasks can be assigned automatically based on user roles, workload distribution, or availability. This ensures form submissions reach the right person without manual intervention and prevents bottlenecks caused by uneven task allocation. As a result, approvals and reviews move forward more consistently.

3. Real-time analytics for process visibility

Built-in dashboards allow teams to monitor submission volumes, turnaround times and pending approvals. This visibility makes it easier to identify delays and improve how forms and workflows perform over time. Instead of chasing updates, managers can see exactly where things stand.

4. Mobile-first access for on-the-go approvals

Kissflow supports full workflow access on iOS and Android devices, allowing users to submit forms, review requests and approve tasks from anywhere. This flexibility keeps processes moving even when decision-makers are away from their desks.

Kissflow User Ratings on G2

Kissflow user ratings on G2

Pros and Cons of Kissflow

Pros:

• It is very easy for business users to automate processes quickly.

  Source: G2 review of Kissflow by Carlos S.

•  Strong cross-department workflow collaboration and visibility. 

Source: G2 review of Kissflow from Mark B. 

• Fast digitalization with a simple, guided process setup.
• Flexible customization for adapting workflows to business needs.

Source: Review of G2 review of Kissflow by Palak K

Cons:

• Reporting and mobile functionality lack advanced capabilities. 

 Source: G2 review of Kissflow by Saksham A

• Integration challenges with external enterprise systems.

Source: G2 Review of Kissflow by Hamza D

• Access control setup can feel inconsistent and restrictive.

8. Typeform 

Screenshot of Typeform home page

Best for: Engaging, design-forward forms and surveys

Typeform approaches data collection through a conversational interface that presents one question at a time and adapts subsequent questions based on previous answers. Multimedia elements such as images and video can be embedded to guide responses and branching logic personalises the flow for each participant.

The platform is commonly used for surveys, customer feedback, lead qualification and campaign engagement, where response experience influences completion rates.

Key Features of Typeform

1. One-question-at-a-time format for higher completion rates

Typeform presents questions one at a time, creating a conversational flow that feels more natural than traditional long forms. This focused format reduces overwhelm and helps lower drop-off rates. It works especially well for surveys, feedback forms and lead capture where user experience directly affects completion.

2. Rich media integration for more engaging responses

You can embed videos, images and GIFs directly into your forms to add context or create a more interactive experience. This makes forms feel less transactional and more engaging, which can encourage more thoughtful responses. It’s particularly useful for marketing campaigns, onboarding flows and brand-led experiences.

3. Dynamic paths based on user answers

With conditional logic, each respondent can follow a personalized path depending on their previous responses. This keeps questions relevant and prevents users from seeing sections that don’t apply to them. The result is cleaner data and a smoother experience.

4. Built-in sharing prompts to encourage organic reach

Typeform includes simple prompts and share options that make it easy for respondents to distribute your form. This helps extend reach without additional campaigns, especially for event registrations, quizzes, or referral-driven initiatives.

Typeform User Ratings on G2

Typeform’s user ratings on G2

Typeform Pros and Cons

Pros:

• Very easy to use with smooth, engaging form navigation.

  Source: G2 review of Typeform by Toliha B

• Friendly and aesthetic interface improves response rates and user experience.  

  Source: G2 Review of Typeform by MD R.

• Strong customization for on-brand conversational forms

  Source: G2 review of Typeform by consultant customer

•  Quick creation of personalized surveys and interactive forms. 

Source: G2 review of Typeform by Nitin M

Cons:

• Pricing high for small teams scaling advanced features.

Source: G2 review of Typeform by Tori F

• Restricted customization reduces creative control for complex forms.

Source: G3 review of Typeform by Nelson P

• Missing features like CAPTCHA affect usability in some scenarios.

Source: G2 review of Typeform by Phillippe L

9. Google Forms (with Workspace)   Screenshot of Google Forms home page

Best for: Basic internal and streamlined data collection

Google Forms provides a straightforward way to gather structured information and automatically sync responses to Google Sheets. Validation rules can be applied to maintain data accuracy, while built-in charts offer immediate visual summaries.

Within Google Workspace environments, teams can collaborate on form design in real time and use submissions for surveys, event registrations, internal requests, or feedback collection.

​​Key Features of Google Forms

1. Automatic Google Sheets sync for real-time data capture

Every form submission can flow directly into Google Sheets, where responses update instantly. This makes it easy to track entries, share data with teammates and perform quick analysis without exporting files. For teams already working inside Google Workspace, the integration feels seamless.

2. AI-powered smart suggestions for faster completion

Google Forms uses smart features that learn from previous responses and suggest answers where relevant. This speeds up form creation and, in some cases, helps respondents complete repetitive fields more efficiently. It’s particularly useful for internal forms that regularly submit similar information.

3. Response validation for cleaner data entry

You can set rules that require specific formats, number ranges, or email structures before a form can be submitted. These built-in checks reduce incomplete or incorrect entries and improve the overall quality of collected data.

4. Instant charts and summary insights

As responses come in, Google Forms automatically generates visual summaries such as bar charts and pie charts. This provides quick visibility into trends and patterns without needing additional analytics tools, making it ideal for surveys and feedback collection.

Google Forms (Google Workspace) User Ratings on G2

Google Workspace’s user ratings on G2

Google Forms Pros and Cons

Pros

• Extremely easy to use for managing work from anywhere.

 Source: G2 review of Google Forms by Shareare Khan

• Real-time collaboration across Docs, Sheets, Slides and Drive.

 Source: G2 review of Google Forms by George T

• Strong native integrations across the Google ecosystem.

• Excellent organisation for email, files and shared resources.

Cons

• Fewer advanced features than Microsoft Office for power users.

  Source: G2 review of Google Forms by Anshul

Source: G2 review of Google Forms by George 

•  Heavy internet dependency reduces performance in low-connectivity environments. 

  Source: G2 review of Google Forms by Abhiraj J.

10. Cognito Forms 

Screenshot of Conito Forms home page

Best for: Mid-sized teams needing logic-heavy, affordable forms

Cognito Forms supports scenarios that require advanced calculations and rule-based logic within the form itself. It can process tiered pricing models, tax computations, time-based formulas and data relationships across linked forms.

These capabilities make it suitable for order forms, invoicing workflows, application processes and other use cases where numeric accuracy and conditional branching are central to the submission process.

Key Features of Cognito Forms

1 Advanced calculations for pricing and tax rules

Cognito Forms can handle complex pricing scenarios, including tiered rates, conditional discounts, time-based formulas and tax calculations. This makes it well suited for registrations, service quotes, order forms, or applications where pricing changes based on user input.

2. Linked forms for relational data management

You can connect multiple forms to create relationships between entries, similar to how records connect in a database. For example, a parent record can link to multiple related submissions. This is useful when managing repeat customers, memberships, or structured datasets that go beyond one-off submissions.

3. Built-in payments with flexible tax settings

Payments can be collected directly within the form, with rules that adjust taxes based on product type or customer location. This helps ensure pricing accuracy without manual adjustments and keeps the entire transaction process in one place.

4. Secure file uploads with added protection

Cognito Forms supports file uploads with built-in security features such as virus scanning and malware checks. It also optimizes file size where possible, helping maintain performance while keeping uploaded documents safe.

Cognito Forms User Ratings on G2

Cognito Forms user ratings on G2

Cognito Forms Pros and Cons

Pros

• Intuitive drag-and-drop builder for fast form creation.

Source: G2 Review of Cognito Forms by Tony E.

•  Simple setup with minimal technical knowledge required. 

  Source: G2 Review of Cognito Forms by Felix F

• Easy form management for everyday business use cases.
• Quick implementation for teams needing rapid deployment. 

  Source: G2 review of Cognito Forms by Bracy C

Cons:

• Limited design flexibility for advanced layouts and branded form experiences.

  Source: G2 review of Cognito Forms by Niko B

• Printed form formatting and spacing often require manual adjustments.

  Source: G2 review of Cognito Forms by Russell B

•  User interface feels dated compared to newer form builders. 

Source: Cognito Forms G2 Review by Shannon S

6 Key Benefits of Form Automation Software For Regulated Industries

In regulated environments, forms rarely move in a straight line. They pass through reviews, approvals, checks and record-keeping steps that can slow teams down and introduce risk. Form automation removes much of this friction by turning each submission into a structured, trackable process.

Let’s look at the immediate benefits of a form automation platform for businesses operating in regulated industries like healthcare, finance, procurement, to name a few:

1. Reduced data entry errors and rework

With form automation software in place, validation rules prevent incomplete or incorrect forms from reaching the source. For example, if a procurement request is missing a cost center or exceeds a budget limit, the form cannot be submitted until it is corrected. This way, teams no longer waste time chasing missing details after the fact.

2. Quicker approvals without constant, manual follow-ups

Forms now automatically move to the appropriate reviewers based on role and stage. A leave request goes to the reporting manager. A high-value purchase request goes to finance and compliance. No one needs to send reminder emails or ask, “Who is this waiting on?”

3. Clear compliance records with full traceability

Platforms like FlowForma offer complete audit trails for every action with full traceability. Each step in the process leaves a clear trail, showing who acted on the form, when they did it and what changed.

So when an audit happens, you can quickly demonstrate who approved a vendor, when an exception was allowed and how the request progressed—without searching through long email threads.

4. Ability to handle higher volumes without adding workload

The process scales without adding pressure on the team. Automated routing, reminders and live status updates keep requests moving even when volumes increase. For example, during a hiring spike, HR can process dozens of onboarding forms without juggling emails or manually tracking progress.

5. More reliable data for reporting and system integration

Information is captured in a consistent structure that other systems can read and use. When details from an onboarding form flow straight into the HRMS or ERP, teams avoid re-entering data and correcting formatting mistakes later.

6. Reduced operational effort from paper handling

Paperwork no longer slows the process down. Forms can be submitted, reviewed, approved and stored digitally, whether they are compliance declarations or incident reports, cutting down on time spent printing, scanning and filing documents.

10 Important Features To Look For In Form Automation Software

When evaluating form automation platforms for regulated industries and complex enterprise workflows, these capabilities matter most.

1. Customizable form creation

Forms need to adapt to your specific compliance requirements and business processes. Platforms with tailored fields, dynamic content and flexible layouts help you gather only the information you need.

Take Abingdon & Witney College, for example, which replaced paper-heavy processes across accident reporting, expenses and trip approvals with configurable digital forms. The multi-campus institution reduced incomplete submissions and rework by aligning forms to their operational needs. Read the Abingdon & Witney College digital transformation case study.

2. Automated workflow integration

Seamless handoffs prevent approval bottlenecks. Workflow integration triggers the next steps, approvals, or notifications without requiring manual intervention.

3. Real-time data capture and validation

The platform should check entries while the user is filling out the form. Required fields, format checks and validation rules prevent incorrect or partial data from entering the process. For instance, Abingdon & Witney College enforced completeness ('no half-filled-in boxes'), which eliminated partial submissions and reduced back-and-forth across three campuses and six satellite sites. If someone enters an invalid phone number or leaves a mandatory field blank, the system will alert them to correct the issue immediately. This means fewer corrections later and faster processing now.

4. Automated Document Generation

Submitted data should flow directly into pre-approved document templates to create contracts, letters, or reports without manual drafting. When Microsoft InfoPath reached its limits, Ireland-based Eurofound rebuilt critical HR forms with process automation tools. As Dave Pritchard (Systems Analyst at Eurofound), who focused on internal HR processes and became familiar with FlowForma, puts it:

"The beauty of something like the training request form is that HR will no longer have to enter reams of paper documents into a database or spreadsheet to provide metrics on how much training has been requested."

5. Conditional Logic and Dynamic Fields

Forms should adapt to responses in real time. If a user makes a high-value purchase or selects an international vendor, additional questions may appear automatically to collect the right compliance details at the right time.

6. Automated notifications and alerts

Users should be able to complete, review and approve forms from any device. Whether a form has been submitted, approved, or needs attention, alerts go to the right people at the right time—ensuring the chance of oversight. For example, when a purchase order is submitted, finance gets an instant notification to review and approve it, keeping the process on track.

7. Multi-device compatibility

Field teams and remote workers need to access forms from any device. Platforms should work equally well on desktops, tablets and smartphones.

Morgan Construction captures site data on mobile devices. Supervisors submit safety checks and approvals instantly, while the recruiting team receives automated notifications and accesses customised reports on both desktop and mobile.

8. Reporting and analytics

The software should provide visibility into how forms move through the process, showing where delays occur, how long approvals take and where improvements are possible. For example, a manager could run a monthly incident report to identify recurring issues and implement preventive measures, fostering real-time, data-driven decision-making.

9. Role-based access control (RBAC)

Sensitive data needs protection through permission controls. RBAC restricts access, modification and approval rights to authorized individuals only.

Some platforms like FlowForma let external stakeholders access specific form steps without granting them access to your internal environment. Users get secure, controlled access to their assigned tasks. With FlowForma, you can invite external stakeholders to access forms without needing direct access to your Office 365 environment. Its no-code tool makes any process step accessible externally via a unique web link and users can log in using their Microsoft, Gmail, or Facebook account.

10. Cloud storage and integration

Form data should be stored securely in the cloud and easily connected to HR, finance, CRM, or document management systems. When form data is stored securely in the cloud and connected to your other systems, everything stays in sync. A customer onboarding form can automatically feed data into a CRM, ensuring sales, service and operations all work with the same up-to-date information. This keeps information synchronized across tools, avoids data silos and removes the need for manual data entry.

Wrapping Up: How To Choose Suitable Form Automation Software

Once you’ve finalised a list of form automation platforms, the final step is finalising the best fit. Since form automation works across multiple departments, the right platform should remove friction from these processes while integrating with your existing systems and governance model.

Before reviewing vendors, take time to map out where forms are currently slowing things down. Once this is done, look for the below five factors while evaluating the appropriate fit for your business or organisation:

1. Ease of use

Adoption often depends on how comfortable business users feel working inside the system. HR teams updating onboarding forms or finance managers adjusting approval thresholds need a builder that feels intuitive.

No-code tools, drag-and-drop workflow design and simple configuration screens reduce training time and allow teams to manage day-to-day updates without technical support.

2. Compliance features

Regulated industries require visibility and control at every step. Audit trails show who submitted, reviewed, or approved a form, while encryption and role-based access protect sensitive data.

Retention policies help ensure records are stored correctly and can be retrieved when audits or inspections arise. Strong compliance capabilities reduce operational risk and provide peace of mind.

3. Integration capabilities

Forms rarely operate in isolation. Employee information may need to flow into HR systems, purchase requests into finance tools and customer data into a CRM.

A platform that offers API support, prebuilt connectors and seamless integration with environments such as Microsoft 365 helps keep data consistent and eliminates duplicate entries.

4. Scalability

Process volume and complexity often increase as organisations grow. A platform that performs well for a single department should also handle cross-functional workflows and higher submission volumes without performance issues. Clear user limits, flexible architecture and the ability to support multiple teams or regions help ensure long-term viability.

5. Support and training

Implementation success depends on more than software features. Structured onboarding, accessible training resources and responsive support help teams transition smoothly from manual processes to automated workflows.

Ongoing assistance becomes especially valuable when new departments adopt the system or when workflows grow more complex.

Final Roundup of The Popular Form Automation Platforms (Based On Our Evaluation)

Selecting the right form automation software becomes clearer when the evaluation connects directly to real workflows, compliance needs, integration requirements and long-term growth plans. Below is a final round-up of the best form automation software and where they might be a good fit according to our evaluation:

Final round up of the best form automation software and where they excel

Manage Enterprise-Level Form Automation with Greater Control and Less Hassle Using FlowForma

As your processes expand, multi-step forms can easily become fragmented. Approvals sit in inboxes, ownership becomes unclear and tracking status requires manual follow-ups. In regulated environments that lack visibility creates operational and compliance risk.

FlowForma is structured to keep form submissions moving within a defined, traceable workflow. Instead of separating data capture from approvals and documentation, you configure the entire process in one place and control how each step progresses.

Here’s what that means in practice:

• Faster setup with AI assistance: Generate draft workflows from prompts, documents, or meeting discussions, then refine rules and routing before launch.
• Clear process visibility: See where each submission stands, who owns the next step and what’s overdue.
• Built-in collaboration: Keep comments and updates tied directly to the form step to reduce scattered communication.
• Mobile access: Review, approve, or track submissions from any device.
• Continuous refinement: Adjust logic and steps as patterns emerge, without rebuilding the process.

If your goal is to move beyond basic form collection and introduce structure, oversight and accountability into enterprise workflows, this approach keeps everything contained within a governed system.

See FlowForma in Action to see how your team can automate forms, accelerate decisions and regain control of every process.