10 Best Form Automation Software in 2025

Online forms have become the backbone of every business process, yet managing them manually is a productivity killer. Whether it’s onboarding, incident reporting, or approvals, manual forms create delays, errors, and wasted time. You’ve already felt the frustration—now it’s time to automate and take control.

In this guide, we’ve narrowed down the 10 best form automation software that will streamline your processes and eliminate inefficiencies. We’ve curated the best form automation solutions based on their ease of use, scalability, features, and pricing, so you can quickly find the perfect solution.

Core Features to Look for in the Best Forms Automation Software

While evaluating form automation software solutions, look for the following core features:

10 core features of enterprise form automation software

1. Customizable form creation

Customizable form creation lets you design forms around your specific needs, such as tailored fields, dynamic content, and flexible layouts. In that way, only the necessary information is gathered, improving data accuracy and saving time. 

Adopting a similar approach, Abingdon & Witney College replaced their paper-heavy processes like accident & incident, expenses, trips & visits, etc., with configurable digital forms aligned to multi-campus operations. As a result, it reduced incomplete form submissions and rework. Read the complete case study. 

Mark Lay’s remark on FlowForma’s configurable forms feature

2. Automated workflow integration

Automated workflow integration triggers the next step, approvals or notifications, automatically, speeding up processes and eliminating delays or missed actions.

Take the case of Blackpool Teaching Hospitals NHS Foundation Trust. The college moved multidisciplinary requests into defined steps with automatic routing and handoffs, improving timeliness and governance compared to manual email chains.

FlowStudy summary of Blackpool Teaching Hospitals

The result? Saved time, improved accuracy, and simplicity around user permissions. 

3. Real-time data capture and validation

With real-time validation, users can check errors as they’re entered, whether it’s an incorrect email address or a blank required field. 

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

Collecting information is just the beginning; transforming it into a usable document is where document generation makes a difference. This feature enables essential document automation, like contracts or reports, directly from the data entered in your forms, saving valuable time.

By swapping legacy forms with electronic flow, Ireland-based Eurofound modernized its HR processes, driving compliance and efficiency across the organization. Learn more about its experience with FlowForma Process Automation in this video. 

When Microsoft InfoPath reached its limits, Eurofound rebuilt critical HR forms with FlowForma Process Automation, transforming manual reviews into streamlined digital workflows.

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

Long, generic forms can frustrate users. Conditional logic and dynamic fields make forms smarter by adjusting in real time based on user responses. In processes like vendor or employee onboarding, where errors and back-and-forth are common, this makes a big difference.

6. Automated notifications and alerts

Automated notifications and alerts ensure that stakeholders are kept informed at every step of the process. 

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

Multi-device compatibility ensures forms can be accessed and completed on desktops, tablets, and smartphones, enabling field inspectors to complete safety inspections on the go.

At Morgan Construction, for instance, the organization captures site data on mobile devices, allowing supervisors to submit safety checks and approvals instantly. 

Meanwhile, the recruiting team stays organized with digital task lists in SharePoint, receiving automated notifications and accessing real-time, customized reports, available on both desktop and mobile, for executive updates, site reports, and historical analysis. Read the full case study here. 

8. Reporting and analytics

Automated form software does more than just collect data. It transforms that data into actionable insights. With built-in reporting and analytics, it becomes easy to spot trends, track performance, and identify areas for improvement. 

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)

Role-based access control (RBAC) ensures that only authorized individuals can access, modify, or approve certain forms. This helps prevent unauthorized access and ensures that only authorized personnel handle sensitive data. 

Use cases of FlowForma Engage

Tools like FlowForma allow external stakeholders to access forms without needing direct access to your Office 365 environment. With its no-code tool, any process step can be made accessible externally via a unique web link, and users can log in using their Microsoft, Gmail, or Facebook account. 

This ensures secure, anonymous access to assigned steps, allowing external participants to engage as if they were part of your internal team.

10. Cloud storage and integration

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 reduces manual entry, eliminates silos, and improves operational efficiency.

The 10 Best Form Automation Software (Tabular Comparison)

Here's a quick comparison of the top form automation software:

The 10 Best Form Automation Software (Detailed Comparison)

For enterprises dealing with complex workflows, disjointed approvals, and slow form processing, choosing the right form automation software is critical to streamlining operations and driving efficiency. Below is a detailed comparison of the best form automation software in 2025. 

1. FlowForma

Best for: Best for no-code form and workflow automation in regulated industries

 Get introduced to FlowForma’s AI-powered form automation 

FlowForma is a no-code, all-in-one process automation tool where forms go beyond capturing data—they shape how work gets done. With intuitive form design, step-based rules, and automated approvals, teams can turn submissions into actionable documents without reliance on IT or developers.

At every step, users collect accurate, real-time data, thereby building a transparent audit trail that keeps decision-makers informed and confident. AI-powered automation streamlines the process further, reducing manual effort, accelerating workflows, and enabling teams to focus on high-priority tasks.

Also read: Get started with process management software

FlowForma Key Features

• Agentic AI for quick form building and optimization 

Instead of building one from scratch, ask FlowForma Agentic AI to build a form for you in no time. Use natural-language prompts or uploaded PDFs to scaffold new processes with steps, questions, and rules. 

For example, if an administrator needs a student approval form for a field trip, they can simply input Agentic AI with a simple, contextual prompt.

Tell or show FlowForma Copilot what  process you want to automate

Next, Agentic AI analyzes the request and designs the necessary structure by mapping steps and conditions.

Agentic AI analyzes your request

Once done, it automatically generates steps for student submission, parent consent and payment, teacher review, and final principal approval.

Watch your process get automated in seconds

Users can then refine logic, validations, and routing. This is especially useful for rapidly prototyping workflows or converting legacy paper forms into digital processes, reducing manual effort and speeding time to implementation.

• AI Copilot and Discovery Agent for form-driven processes 

FlowForma’s AI Copilot lets users design and modify form-based workflows simply by describing them in plain language. 

For example, an insurance manager can say, “Create a workflow for processing policy renewals with data capture from clients, automated approvals, compliance checks, and notifications to underwriters,” and the AI Copilot will generate the complete process automatically. 

Watch this quick demo to see how FlowForma AI Copilot creates an insurance renewal process in under a minute.

This eliminates technical barriers, reduces setup time, and ensures every step—from data collection to audit-ready documentation—is included without any coding.

On the other hand, FlowForma’s Process Discovery Agent analyzes meeting conversations and captures how work actually happens, automatically identifying steps, required data, and owners. 

FlowForma Discovery Agent turns conversations into automated processes

The agent can automatically suggest the forms, fields and approval steps needed for a process, including a ready-to-test workflow within minutes. 

• No-code form designer

How FlowForma’s no-code process builder benefits users

You can create forms directly on SharePoint lists and libraries without writing a single line of code. Common field types such as choice, lookup, people picker, dates, and numbers automatically map to SharePoint columns, so every submission creates or updates an item with accurate metadata. 

• Intelligent, guided forms with data integrity

Complex processes require forms that guide users, protect sensitive data, and ensure accuracy. FlowForma combines step-based design, dynamic logic, and validations to make this seamless. Here’s how: 

• Automated document generation at scale

With FlowForma Document Generation, users can turn form submissions into polished, ready-to-use Word documents instantly. Instead of manually creating contracts, letters, or reports, the platform automates the process, ensuring consistency, accuracy, and significant time savings—all at the click of a button.

Automated document generation merges form data into approved Word or PDF templates, applies consistent naming and versioning, and stores the documents in SharePoint automatically. 

For instance, after a client onboarding form is submitted, a contract and welcome pack can be generated instantly, eliminating manual rekeying and ensuring uniformity for audits or external reporting.

• Notifications, reminders, and SLA/escalations

FlowForma keeps your workflows moving smoothly with automated notifications, reminders, and escalations. Users receive emails or Teams alerts at each stage (submission, approval, or rejection), and overdue items can be automatically escalated, helping teams meet deadlines and maintain service-level agreement (SLA) compliance. 

• Secure external access

FlowForma allows external participants to securely complete specific form steps via a unique web link, without requiring full tenant access.

For example, a supplier can submit onboarding documents directly through the form while internal approvals remain protected, reducing back-and-forth emails and accelerating collaboration.

• Analytics for a transparent view of bottlenecks and outputs

FlowForma analytics gives you a clear view of how your forms and workflows are performing, so you can act quickly. See submission volumes, average cycle times, overdue items, rejection reasons, and rework loops at a glance. 

FlowForma analytics

For example, if a question is consistently slowing approvals, you can adjust it or reroute the workflow to keep things moving. These insights help you work more efficiently, remove bottlenecks, and make informed decisions that keep your team on track.

• Cost-effective path to digital transformation

By digitizing key processes, users can directly reduce operational expenses, including printing and paper costs, as well as storage and manual labor. 

 ROI of FlowForma’s implementation

Moreover, it enables a cost-effective path to digital transformation with clear, process-based, and transparent pricing. No hidden fees or extra costs.  

FlowForma Pros

• AI-powered automation auto-populates data and summarizes form input
• Transparent, process-based pricing
• Intuitive, no-code interface
• Built-in compliance and audit trails
• Step‑level permissions reduce parallel form variants
• One-click document generation complements forms
• Audit‑grade traceability

FlowForma Cons

• SharePoint dependency

FlowForma Pricing

FlowForma offers transparent, tiered, process-based pricing, ensuring that your costs remain predictable. 

This pricing structure allows mid-sized and large companies to scale their use of FlowForma’s features as their needs evolve, without the worry of hidden fees or unexpected charges.

2. Formstack

Best for: SMBs and teams needing flexible digital forms

Formstack’s online form builder page

Formstack is a no-code form builder that creates workflows from form submissions to document generation and e-signatures. It functions as a complete data collection and process automation platform rather than just a form creator.

Formstack’s Key Features

• Conditional logic hides irrelevant sections to reduce “N/A” responses in complex forms
• Automatic email routing notifies the submitter’s manager or director directly
• Role-based access enables departmental editing while safeguarding sensitive data
• Export analytics for analyzing trends 

Formstack’s Pros

• Handles complex, long forms without performance issues
• Self-tallying calculation capabilities
• Seamless integration with CRMs with API/webhook capabilities for custom integrations

Formstack’s Cons

• Lacks sleek and contemporary visual designs
• Complicated cancellation process
• Slow customer support response

3. Jotform Enterprise 

Best for: Scalable forms with HIPAA/GDPR compliance

Jotform’s enterprise form builder 

Jotform Enterprise is a multi-user form platform designed for organizations requiring centralized data management and strict compliance controls. It provides admin-level oversight and team collaboration features beyond standard form building.

Jotform’s Key Features

• Instant payment processing with multiple options
• Real-time notifications on form completion
• Extensive template library with industry-specific forms
• Seamless Google Sheets integration for immediate data analysis 

Jotform’s Pros

• No-code conditional logic with strong customization capabilities
• SSO (single sign on) and Multi SSO to let users log in with multiple providers, access and edit forms easily
• Enterprise-level data privacy and compliance checks

Jotform’s Cons

• Form completion delays on the sender side
• Slow performance and high RAM usage
• Limited branding with an unremovable watermark

4. Microsoft Power Apps

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

Microsoft Power Apps form builder 

Power Apps is Microsoft's low-code application development platform that creates business applications with forms as components. It integrates deeply with the Microsoft ecosystem to build complete business solutions rather than standalone forms.

Power App Key Features

• Direct SharePoint integration for storage and collaboration
• Build once, deploy across desktop, mobile, and tablets with unified UX
• Auto-pull employee data and permissions from Office infrastructure
• Create business logic using familiar Excel formulas

Power App Pros

• Familiar Office ecosystem integration
• Unlimited app-building possibilities 
• Automatic Microsoft 365 security inheritance

Power App Cons

• Steep learning curve 
• Performance issues with large data sets
• Complex and expensive licensing model

5. Nintex Forms 

Best for: Enterprise-grade document-driven form workflows

 Nintex’s digital form creation page 

Nintex uses Agentic AI to create forms automatically with simple instructions and context. The platform also uses advanced logic that dynamically responds to a customer’s every input. 

Nintex Key Features

• Responsive, mobile-optimized design for seamless field operations
• Advanced enterprise field types like people picker, lookup fields, and calculated columns
• Complete version control with audit trails and rollback for compliance
• Pre-built connectors for SAP, Oracle, and SQL Server to enable seamless data flow

Nintex Pros

• Enterprise-level scalability processing with load balancing and performance optimization
• Compliance-ready with audit trails, retention policies, and reporting
• Expert support for enterprise deployment and training

Nintex Cons

• Feature differences between on-prem and cloud, needing rebuilds
• Fragmented documentation on theming and layouts
•  Slow load/render times

Also read: Check out these 10 Nintex alternatives. 

6. Zoho Forms

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

 Zoho Forms homepage 

Zoho Forms is a secure, enterprise-grade form builder that goes beyond basic data capture with advanced features like e-signatures, file uploads, geolocation, and conditional logic. It integrates seamlessly with Microsoft 365, Google Workspace, and the Zoho ecosystem to enable scalable collaboration, automated workflows, and data-driven decision-making.

Zoho Forms Key Features

• Auto-create leads from form submissions
• User management & SSO with roles, audit logs, and directory imports
• Flexible form design with drag-and-drop, card layouts, and logic
• Scalable integrations with Zoho apps, CRM, and third-party tools

Zoho Forms Pros

• No per-user pricing, team-friendly
• Native and seamless automation across the Zoho suite
• Robust field data collection for remote work scenarios

Zoho Forms Cons

• Slows with complex, high-volume online forms
• Limited and Zoho-focused third-party integrations
• Outdated themes and visuals 

7. Kissflow

Best for: Teams seeking form automation tied to simple workflows

 Kissflow enterprise form builder page 

Kissflow form builder allows users to create intelligent, drag-and-drop forms with AI suggestions, conditional logic, and advanced validations, seamlessly integrated into workflows, reports, and enterprise apps—all accessible on web and mobile.

Kissflow Key Features

• Pre-built templates for approvals, requests, and orders
• Dynamic task assignment based on role, workload, and availability
• Real-time analytics to track bottlenecks and performance
• Mobile-first access with full iOS/Android workflow support

Kissflow Pros

• Field-level validations prevent invalid entries without custom scripts
• Stage-based visibility ensures audit-stable role-based views
• SLA timers & escalations automate time-bound routing without external tools

Kissflow Cons

• Limited customization for complex requirements
• Mobile apps lack full feature parity with web platform capabilities

8. Typeform

Best for: Engaging, design-forward forms and surveys

Caption: Typeform homepage 

Typeform enables enterprises to capture richer customer intelligence through interactive, branded forms and AI-driven analysis, turning every response into actionable business insight. 

Typeform Key Features

• Streamlined, one-question-at-a-time experience reducing drop-offs and boosting completion rates
• Video, image, and GIF integration to engage respondents and capture insights
• Dynamic paths tailored to each response
• Built-in prompts that fuel organic growth

Typeform Pros

• Professional visual design options and extensive customization
• Supports contact/campaign IDs for cleaner CRM automation
• Retains logic, tracking, and analytics events within site embeds

Typeform Cons

• Advanced features require expensive subscriptions
• Limited data export and analysis tools
• A one-size-fits-all conversation format is unsuitable for complex data collection layouts

9. Google Forms (with Workspace)

Best for: Basic internal and streamlined data collection

Google Forms online form builder 

Alt-text: Screenshot of Google Forms online form builder

Google Forms is a free form builder that automatically integrates responses into Google Sheets for immediate data access and collaboration. It provides basic form functionality with instant availability across all Google Workspace users.

Google Forms Key Features

• Automatic Google Sheets Sync with real-time response capture
• AI smart fill learns from past entries and accelerates completion
• Response validation enforces rules with accurate, high-quality data entry
• Auto-generated charts and stats without extra tools

Google Forms Pros

• Free, unlimited usage and scalable
• Cross-device compatibility
• Real-time collaboration while co-editing forms with live comments

Google Forms Cons

• Restricted logic with comparatively less flexibility than specialized form automation platforms
• Minimal design controls
• Lacks workflow automation

Also read: All you need to know about workflow automation

10. Cognito Forms

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

Cognito Forms homepage 

Cognito Forms provides advanced mathematical calculation engines and complex conditional logic at affordable pricing. It handles sophisticated form requirements like dynamic pricing, time-based calculations, and multi-form data relationships.

Cognito Forms Key Features

• Handles tax, tiered pricing, discounts, and time-based formulas.
• Links multiple forms for relational data management.
• Built-in payments with location and product-based tax rules.
• Secure file uploads, including virus scanning, malware checks, and size optimization.

Cognito Forms Pros

• Produces invoice-ready outputs without custom code
• Link data across forms for real-time checks without external databases
• Per-field validation enforces rules instantly

Cognito Forms Cons

• Email-only support
• AI form generation limits often require manual fixes before use
• Lacks a drag-and-drop layout

How FlowForma Simplifies Enterprise-Level Form Automation

 FlowForma is trusted by industry leaders for designing processes quickly and independently

Multi-step forms often get stuck in silos, with unclear ownership, missing approvals, and scattered data. 

FlowForma counters this by offering transparency and visibility to form owners, including added advantages: 

• AI innovations for quicker building and execution: Ask Copilot and Agentic AI or just let Discovery Agent scour calls to form-intuitive processes for you—get it done in under a few minutes.
• Complete process visibility: Track exactly where each submission is, highlight blockers, display due dates, and summarize overall progress.
• Collaborative workflows: Notes and messages within steps keep stakeholders aligned and reduce back-and-forth communication.
• Mobile-first access: Approve, submit, or track progress from any device, without compromising functionality.
• Continuous improvement: Capture feedback directly in the process, feeding enhancements through the designer dashboard.
• Intuitive interface: A modern layout makes forms easier to navigate while maintaining familiar workflows.
• High-speed performance: Upgraded technology ensures faster, reliable operation for all users.

Ready to experience powerful form automation that is built for scalability and ease of use?

Request a FlowForma demo to see how your team can automate forms, accelerate decisions, and regain control of every process.