Top Forms Automation Tools for you in 2025

Quixy Editorial Team

November 21, 2024

15% of the average organization’s revenue is spent managing and distributing documents?

If you feel you are in the same boat, you can save money by automating your forms.

Forms automation, in simple words, means going digital with forms. With a forms automation software, you can create and distribute your forms digitally, and the recipients can also fill them on their phones or computer.

If you’re wondering what tools can help you create such forms, we did some research and listed the best ones below. Continue reading to learn the basics of forms automation, and find the ten best forms automation software you can use to automate your forms and save yourself a lot many resources.

What is Forms Automation?

Forms automation is the process of creating, managing, and processing forms digitally. It automates the form fields per your specifications and allows you to set rules or if/then statements so that questions get filtered as per the entered answers. You can create applications, surveys, work orders, contracts, invoices, reports, etc. It helps you eliminate manual data entry and automate standard operating procedures in an organization.

Also read: RIP Paper Based Forms – It’s time to go Paperless with Forms Automation

Need for the Form Automation

1. Manual Data Entry: Customers may struggle with the time-consuming and error-prone nature of manual data entry processes, which can lead to inefficiencies and inaccuracies in their data management.
2. Inconsistent Data Collection: Without standardized processes, customers may find it difficult to ensure consistency in the way data is collected across their organization, resulting in fragmented or unreliable information.
3. Workflow Bottlenecks: Traditional paper-based or manual form processes can create bottlenecks and delays in workflows, hindering productivity and causing frustration among employees.
4. Limited Visibility: Customers may lack visibility into the status of form submissions, making it challenging to track progress, monitor performance, and enforce accountability within their organization.
5. Compliance Concerns: Compliance requirements, such as data privacy regulations, may pose challenges for customers who need to ensure that their form processes adhere to legal and industry standards.

Customers may be facing these challenges and seeking a solution that can streamline their form processes, improve efficiency, and enhance data accuracy through automation.

What are the Benefits of Forms Automation?

Listed below are some benefits of forms automation:

1. Quick and easy file sharing

Digital forms can be shared with a huge audience at once in any format (PDF, excel, web form). It also helps save costs that otherwise come with printing, postage, and storage of paper forms.

2. Rule-based data entry

You can set rules and conditions in form fields. For example, you can make answering certain questions mandatory or limit the size of image files uploaded to the form. Such rules help create a consistent data set.

3. Faster data processing

Data captured via digital forms can be processed and retrieved faster than paper forms. The faster data processing means the workflows move efficiently, and the data analysis takes less time. It also helps enable the efficient flow of standard operating procedures (SOP) in an organization.

4. Environment friendly

Paper forms lead to a huge amount of paper consumption which eventually goes to waste of equal size. Whereas digital forms can be created as often and distributed to as many people without the fear of waste generation, making them an environment-friendly alternative.

How does Forms Automation work with Workflow Automation?

Forms and workflow automation align the tasks together and make the business processes efficient. This way, you can easily route form responses to the appropriate place and streamline repetitive and time-consuming tasks.

For instance, a pre-programmed approval workflow automatically triggers a chain of actions when an employee submits an expense report form. The system will automatically send the request to HR and finance departments and alert them to take necessary measures. The workflow can have as many steps per the complexity of the task.

Also read: Why Choose Quixy as your Workflow Automation Tool?

What are the examples of Automated Form Processing?

Here are some examples of tasks that forms automation can make efficient:

• Onboarding of employees
• Learning and training requests
• Maintenance requests
• Purchase form
• Employe feedback

What are the core features of Forms Automation software?

To qualify as a best forms automation software, a platform must have the following features:

1. Form Designer

This allows you to scan paper forms and convert them into digital forms. It also digitally helps you design a form from scratch using various tools and templates.

2. Form storage

This allows you to store your forms and form templates in a central location and categorize them for quick retrieval.

3. Access control management

Enables you to set user roles and permissions to ensure that only authorized people access the stored forms.

4. Autofill

Let you create forms to populate certain fields based on default values.

What are the top Forms Automation software?

Listed below are the ten best forms automation solutions that you can use:

1. Google Forms

Google Forms helps you create forms and surveys and share them via email, link, or website to collect responses. It also lets you analyze the collect responses in real-time. It offers multiple types of questions that you can select from to create your forms or surveys. You can re-order your questions using the drag-and-drop tool and customize the values by simply pasting a list.

You can also change the look and feel of the form by customizing the colour, images, and fonts. This tool automatically summarizes the responses and creates charts that get updated in real-time as more responses come in. You can also see the raw data with Google Sheets for deeper analysis or automation.

2. Typeform

The forms automation tool, Typeform, helps you create forms, surveys, polls, quizzes, and tests without coding. To keep the audience engaged, it presents one question at a time as it helps get higher completion rates. It has a built-in photo and video library that you can add to make your question pages interesting. It also comes with customizable layouts and themes that you can use to represent your brand in the best way possible.

You can insert conditional logic to the questions so that the right follow-up question appears next. This tool provides response and completion rates and generates sharable reports. You can also send the data to tools like Mailchimp that can automatically sort the collected data. Other tools that you can integrate Typeform with include Zapier, Google Sheets, Slack, Google Analytics, Hubspot, and Salesforce.

3. Quixy 

Quixy is a no-code business process automation platform that you can use to build forms. You can add 40+ form fields to your forms and include fields to capture geolocation, e-signature, audio, video, and much more. Its advanced features include calculating fields, facial recognition, access management and QR code scanning. 

This tool allows you to import data to the forms from other apps and external sources. The forms created via Quixy can be embedded into any website. The tool generates reports that you can use to monitor process performance and identify bottlenecks in the system. You can also identify trends and resource consumption using these reports.

Explore Infographic: 15 Ways to Transform your Business with Mobile Forms!

4. Jotform

Form builder tool, Jotform, helps you build professional-looking forms with no coding requirements and helps you eliminate paper forms. It lets you style the form with your logo, fonts, and colours. With this tool, you can host your online forms using a custom URL on your company domain. You can control who has access to your forms and can submit responses. 

Jotform lets you convert your PDFs into HTML web forms and download and store the collected data in one place. These forms can be embedded on the website or shared as a link directly with the people you want to get responses from. You can integrate this tool with 150+ external applications to enhance its capabilities and functionalities. It also offers templates like account opening form templates, medical application form, guest application form etc.

5. Fulcrum

Fulcrum is a field inspection management tool with the features of a forms automation solutions and acts as a data collection platform. It helps you build complex custom forms, and collect, store, and present data the way you want. You can leverage conditional logic to present fields based on inserted values in other areas. You can also automate actions with this tool, for example, set custom alerts when certain events are triggered.

The forms created via Fulcrum can support images, videos, audio recording, and geotagging. You can also use this tool to create custom reports for your clients and internal stakeholders. Besides, Fulcrum offers mobile app training for field employees and management training for administrators. Additionally, there are dedicated webinars for up to 25 people.

6. GoFormz

The forms automation solution, GoFormz, helps you create forms, capture data, and automate workflows. The forms created via this tool are mobile-friendly, meaning they can be accessed and filled out through a mobile phone. This tool features a drag-and-drop form builder, making it easier to create the form. With its Public Forms feature, you can share the links to forms with anyone so that they can access and fill out the forms.

You can equip your forms with logic so that it automatically populates fields with data and complete calculations. You can route these forms to teammates and customers based on triggers and logic. Moreover, this tool can be integrated with other business applications such as Google Drive, Gmail, Microsoft Sheets, Microsoft forms, Salesforce, and QuickBooks.

7. forms.app

forms.app is an online form builder tool that helps you to create forms, surveys and quizzes without coding knowledge. It offers over 5,000 pre-made templates in different languages for every need and an AI form generator feature that enables you to create any form in seconds with questions and options.

Furthermore, forms.app directly integrates with popular tools such as Google Sheets, Slack, and Hubspot. You can easily integrate your forms with the needed tool and automate your workflow. You can share forms via social media, generate a QR code, or directly embed it on your website. You can also get detailed statistics about your form and obtain insights about your data via AI Insights.

8. ProntoForms

ProntoForms is a platform for field teams that helps you deploy no-code mobile form apps. It lets you generate and distribute custom professional work documents. The forms created with this tool can be filled out without connectivity on the site and are automatically submitted once the network is restored. You can record the time and location of form submissions and capture photos with OCR.

With this tool, you can scan multi-page documents, reports, and contracts with the camera and convert them into PDF files. This solution can be used for installation and maintenance purposes, warranty claim repair, EHS, job hazard, site safety assessment, and employee training.

9. Forms On Fire

Forms On Fire helps capture and dispatch mobile documents, including inspections, orders, and safety reports. It lets you design forms using its drag-and-drop designer. It has smart fields feature that you can use to pre-populate form fields. You can add your logo and other brand information to the forms and send them in any format. 

Using these forms, you can collect data, assign work to the team or pass work from one person to another. You can create rules and send automatic email notifications about the assigned task to co-workers. The tool also features a dashboard that can provide a consolidated view of all the information.

10. Process Maker

Process Maker is a workflow automation platform that includes the features of a form builder. It is a no-code solution, meaning there are no coding requirements to build a form. You can design the forms using its drag-and-drop tool and use them to capture data, display data from other systems, and get approvals.

Its Actions by Email feature enables the decision-makers to approve or reject requests directly from their emails. It also works offline, so executives can access forms online and even when there’s no internet connection. Process Maker’s dashboard can monitor processes and ensure business goals, objectives, and Service Level Agreements are met. Its Business Activity Monitoring feature automatically notifies the stakeholders in real-time when certain business process conditions are fulfilled.

11. Fastfield Forms

The forms automation software Fastfield forms is a fully customizable solution that helps create dynamic mobile forms. You can build forms using its forms builder, collect rich data, and distribute data and reports per your business workflows. Using this tool, you build forms for audits, checklists, inspections, and timesheets. You can also tag data elements with latitude/longitude coordinates and timestamps to pinpoint when and where the data was collected.

This tool comes with a mobile app that can be used to fill out the forms. Once the forms are filled, the tool automatically generates reports and routes data to your system choice. You can use the reports and dashboard to identify trends in data and compare key performance indicators (KPIs).

Also read: 5 reasons going paperless reduces paper trail risk for any business

Now, why we suggest you choose Quixy for its unparalleled user-friendliness and seamless integration capabilities. Streamline your workflows effortlessly and maximize efficiency with our intuitive platform.

Seamlessly Integrating Forms with Quixy

Integrating forms into your existing system can greatly enhance efficiency and streamline workflows. With platforms like Quixy, this process becomes even simpler.

Quixy offers seamless integration capabilities, allowing you to embed forms directly into your existing applications or workflows. Whether you’re using CRM software, project management tools, or document management systems, Quixy can integrate with your current setup effortlessly.

By leveraging Quixy’s form integration features, you can collect and manage data more effectively, automate tedious manual tasks, and ensure consistency across your organization. Plus, Quixy’s intuitive form designer makes it easy to create custom forms tailored to your specific needs, without requiring any coding expertise.

With Quixy, you can take your existing systems to the next level by incorporating powerful form automation capabilities, driving productivity, and maximizing efficiency across your organization.

Also Read: Why Quixy Stands Out From its Competitors?

Conclusion 

Automating your forms will not help your business but will also help the environment. All in all, it is a win-win situation. But be careful while choosing the right forms automation platform for your business. Thoroughly check the offered features and ensure they solve your needs. Also, check the pricing plans and see which forms automation solutions are within your budget.

Frequently Asked Questions (FAQs)