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PandaDoc is an all-in-one tool to create, edit, send, track, and eSign documents quickly and easily. Discover a better way to generate professional-looking and error-free proposals, quotes, and contracts with PandaDoc. Win more de...Read more about PandaDoc
With the Formstack Platform, it only takes a single tool to automate workdays. Anyone in the organization can employ the no-code, visual workflow builder to combine the power of data capture, document generation, and eSignature to...Read more about Formstack Platform
Formstack is a cloud-based solution that helps businesses automate processes of creating digital forms and collecting data for surveys, leads, registrations and more. Key features include routing, file uploads, data encryption, di...Read more about Formstack Forms
Connecteam was designed and built as a true all-in-one solution. Easily engage and manage non-desk employees with a true all-in-one mobile app. Connecteam offers a powerful, mobile-first platform that helps improve communication, ...Read more about Connecteam
monday.com is an award-winning work and project management platform that helps teams of all sizes plan, prioritize, manage, and execute their work more effectively. The platform offers solutions for a wide range of use-cases such...Read more about monday.com
Submittable powers you with tools to launch, manage, measure, and grow your social impact programs, locally and globally. From employee giving, volunteering, and corporate social responsibility programs to grants, awards and schol...Read more about Submittable
Zealous offers you the ability to launch, analyse and grow the impact of your project with a few clicks, all from one visually striking platform. Whether you’re running awards, grants, residencies, exhibitions or any project that...Read more about Zealous
Qntrl is workflow orchestration software built by Zoho Corporation. Created for people who orchestrate processes for their team, department, or organization, Qntrl is the easiest way to bring visibility, control, and automation to...Read more about Qntrl
Gavel is a document automation software designed to help businesses create interview questions to collect information, populate client data into forms, upload documents to be tagged to interview questions and share them with colle...Read more about Gavel
iAuditor by SafetyCulture is an inspection checklist application that allows users to build checklists, file reports and conduct inspections through a tablet or mobile phone. The solution is designed for a wide range of industries...Read more about iAuditor
The DocuPhase Enterprise Automation Platform delivers document management, workflow automation, and OCR capture tools. The DocuPhase solution is designed for companies of all sizes. It is available in both cloud-based and on-premi...Read more about DocuPhase
Jolt is a comprehensive digital operations platform that is available on smartphones and tablets. Jolt helps restaurants, retail, hospitality, and other businesses create accountability, enhance food safety compliance, and boost ...Read more about Jolt
Auditus is a cloud-based software which helps clients perform inspections, audits, compliance checks or quality assurance tests. Auditus inspection app helps you empower your workers in the field to collect data with ease while th...Read more about Auditus
Regpack is a comprehensive online registration platform trusted by more than 7,000 organizations worldwide. Regpack gives you the tools you need to manage every aspect of your event or program including flexible form building, rea...Read more about Regpack
Pointerpro is your platform to easily create assessments that allow your respondents to download personalized reports immediately. The innovative tool allows you to provide users with tailored advice at scale. This allows everyone...Read more about Pointerpro
Jotform is a cloud-based form automation solution that enables users to publish online forms and record customer responses. It helps users to generate leads, collect order payments, conduct customer surveys, manage job application...Read more about Jotform
Caspio is a cloud-based, no-code, application development solution for organizations of all sizes. The platform is suitable for industries such as health care, media, government, education, nonprofits, consulting, churches and com...Read more about Caspio
ProntoForms offers cloud-based field service software that assists businesses via their web app and mobile interface. Field agents can fill out and submit invoices, work orders, and signatures within the mobile app. One of th...Read more about ProntoForms
Forms On Fire
Forms On Fire
Forms On Fire is a mobile app for capturing and dispatching mobile forms such as inspections, audits, safety reports, orders, and many other tasks. Designed for businesses in construction, agriculture, field service management, fo...Read more about Forms On Fire
Bitrix24 is an online workspace for small, medium, and large businesses. It features over 35 cross-integrated tools, including CRM, tasks, Kanban board, Gantt chart, messenger, video calls, file storage, workflow automation, and m...Read more about Bitrix24
Buyers GuideLast Updated: March 16, 2023
When was the last time you heard someone say they love doing paperwork? Chances are you never have. For most employees, filling out forms is an annoying, if necessary, part of their workflow.
With forms automation software, businesses can cut down on the amount of time staff spends on paperwork while improving the way they record, track and store important data.
In this guide, we’ll provide the information you need to choose the right forms automation system for your team, such as:
Common Functionality of Forms Automation Software
Forms Automation Software Benefits
What Is Form Automation?
Think of form automation as the creation of digital versions of your paper forms, including:
Internal company records (e.g., financial reports)
Client-facing documents (e.g., invoices)
When forms are automated, there’s no need to write anything by hand—just open or create the form you need on a computer or mobile device and have it filled out electronically.
Your electronic forms can be designed to resemble the physical ones you already use, but the computerized versions usually require less work and time. Software vendors offer the tools to do this and much more.
Forms automation software provides you with the platform to create, manage, access, complete and authorize forms without using paper.
When entire companies (rather than individuals or small groups) employ a forms management system, it’s called “enterprise forms automation.” Forms automation software vendors cater to every business size. We’ll cover deployment options later in this guide.
Common Functionality of Forms Automation Software
Vendors offer a variety of functional breadth and depth in their solutions, especially the ones that cater to particular industries, such as health care, construction or field service.
Specialty-specific features aside, we’ve compiled this list of the most common capabilities in forms automation software:
Form design and creation
Many vendors allow you to simply send scanned versions of your existing paper forms, and they convert them into digital ones. Or, design your own forms from scratch using a variety of templates, layouts and tools (e.g., drop-down menus, check boxes and radio buttons).
Software programs keep templates and completed forms in a centralized location, allowing users to categorize and easily retrieve documents.
Set up forms to prefill certain fields with default values. Automatically populating sections in this way makes forms easier to complete.
Customers, clients or supervisors can sign forms electronically through the software. This is especially valuable for documents that require validation, review or approval.
Many cloud-based solutions remain functional in offline settings. Remote teams can submit automated forms through the program and the forms update on their own once internet access is regained.
Business administrators can set user roles and permissions to ensure only authorized parties within their companies have access to particular forms.
Forms Automation Software Benefits
Here are some of the ways form automation solutions can help businesses with their paperwork processes:
Top Benefits of Forms Automation Software
Forms automation software can be deployed in several different ways. Before you begin evaluating vendors, you'll have to choose between the following options:
Click here for detailed definitions of these terms
Best-of-breed vs. integrated suite: If you’re strictly looking for forms automation capabilities, this will be an easy decision: best-of-breed solutions will give you exactly what you’re looking for with no excess functionalities. However, some businesses, such as marketing companies or retailers, may benefit from purchasing software that offers forms automation in addition to other useful applications in one total package. A content management software suite, for example, includes forms automation, plus e-commerce, social networking and content publishing applications.
Perpetual license vs. subscription license: Would you rather pay an upfront lump sum for your software or make periodic payments over time? It’s important to note that most subscription license software vendors have tiered pricing depending on the number of users; more users typically means higher monthly or annual fees.
Cloud-based vs. on-premise: Since most cloud-based products allow you to update forms when you’re offline, you shouldn’t let concerns about remote access factor into this decision. However, be aware that some vendors charge fees for additional storage on the cloud.
As you begin evaluating products, you’ll notice that most cloud-based deployments require a subscription license regardless of whether they’re best-of-breed or integrated suite solutions. The one you choose will ultimately depend on your budget, needs and expected number of users.
Market Trends to Understand
As you begin the process of software comparison and evaluation, there are some emerging market trends in the field of forms automation that you should consider before making your final selection. These trends will help you understand recent developments in the field of forms automation and guide you in selecting the ideal system for your business.
Technology that enables rich content will be built into forms. Modern forms automation solutions are being developed with rich content, such as interactive content, animations and more to improve the overall user experience and decrease the chances of abandonment. Also, the rise of digital media in customers’ personal devices, such as modern input methods and new cameras, is the driving factor behind the creation of more rich content in forms.
Use of mobile forms increases. Mobile forms previously allowed only simple workflows such as approvals, but they are now expanding to encompass more critical tasks and complex forms, making them useful for field operations, real estate, field sales and insurance businesses.
Cloud-based solutions to be the priority. Forms automation software offerings are mostly cloud-based, so form data can be stored completely in the cloud.
Adoption among health care providers rises. Currently, health care providers, such as hospitals, clinics and ambulatory facilities, are continuously dealing with rising financial pressures that may directly affect the delivery of quality care among patients. So, providers are looking for innovative solutions, such as forms automation systems, to improve their overall revenue. In addition, advanced forms automation solutions are enabling hospitals to cut operating costs and optimize their revenue cycles. These solutions also ensure data integrity across the health care provider’s administrative, financial and clinical systems.