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.
While evaluating form automation software solutions, look for the following core features:
10 core features of enterprise form automation software
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
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.
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.
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.”
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.
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.
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.
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.
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.
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.
Here's a quick comparison of the top form automation software:
|
Tool |
Ease of Use |
Scalability |
Pricing |
Integrations |
|
FlowForma |
No-code, intuitive interface for building and managing forms |
Scalable for large organizations and complex processes |
Transparent, tiered, per process pricing |
Seamless integration with Microsoft 365 (SharePoint, Teams, Outlook) |
|
Formstack |
Easy-to-use form builder with conditional logic |
Scalable for SMBs and enterprise teams alike |
Starts at $59/month, no free plan |
Integrates with CRMs, API/webhook support |
|
Jotform Enterprise |
User-friendly, drag-and-drop builder |
Built for enterprises with centralized data management |
Custom pricing based on requirements |
Google Sheets, integrations with multiple apps |
|
Microsoft Power Apps |
Low-code platform with Excel-like formulas |
Ideal for Microsoft ecosystem users, flexible app building |
Complex and expensive licensing model |
Deep integration with the Microsoft ecosystem (SharePoint, Dynamics 365) |
|
Nintex Forms |
Requires some technical setup, but offers advanced features |
Enterprise-level scalability for document-driven workflows |
Premium pricing targeting large organizations |
Integrates with SAP, Oracle, SQL Server |
|
Zoho Forms |
Drag-and-drop builder with advanced features like digital signatures |
Scalable within the Zoho ecosystem |
Cost-effective, free plan available |
Integrates seamlessly within the Zoho suite |
|
Kissflow |
Simple to use with a drag-and-drop form and workflow designer |
Scalable for small to mid-sized teams |
Pricing increases with features and users |
Integrates with Google Workspace, Microsoft, and more |
|
Typeform |
Highly intuitive with a conversational form experience |
Works for both SMBs and enterprises, depending on complexity |
Advanced features require premium pricing |
Integrates with CRMs and marketing tools |
|
Google Forms |
Simple and easy to use |
Best for internal, small-scale use |
Free for unlimited use |
Integrates natively with Google Workspace |
|
Cognito Forms |
Easy-to-create forms with logic and calculations |
Ideal for mid-sized teams with complex form needs |
Affordable, especially for small teams |
Limited integrations, but it integrates with Zapier |
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.
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
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.
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.
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.
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:
|
What it does |
How it benefits |
|
Step-based visibility |
|
|
Conditional logic and routing |
|
|
Data validation and cross-field rules |
|
|
Prefill and lookups |
|
|
Save-and-resume + audit trail |
|
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.
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.
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.
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.
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 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.
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.
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.
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.
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.
Also read: Check out these 10 Nintex alternatives.
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.
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.
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 Pros
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.
Also read: All you need to know about workflow automation
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.
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:
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.