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Jotform

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

PandaDoc

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

IntakeQ

IntakeQ is an online forms intake platform designed to help healthcare professionals convert existing forms, manage client notes, send custom reminder messages and accept credit card payments. Key features include appointment sche...Read more about IntakeQ

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

SafetyCulture

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 SafetyCulture

Formstack Suite

With Formstack, automate manual processes, deliver solutions quicker, and go from idea to workflow in minutes and save hours—all with clicks, not code. Combining a visual workflow automation builder with digital forms, document ge...Read more about Formstack Suite

3.0 (1 reviews)

Formstack Forms

Formstack Forms 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 data routing, file uploads, data en...Read more about Formstack Forms

Submittable

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

Bitrix24

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

DocOrigin

DocOrigin is a document generation solution that is reliable, fast, space-efficient, cost-effective, enterprise-class, multinational, highly customizable, and one that has impeccable customer support. DocOrigin was designed to int...Read more about DocOrigin

Youreka

Youreka is a smart forms solution built entirely on Salesforce. With Youreka, users can achieve omnichannel service excellence through a suite of mobile forms, guided assessments, and inspections, all powered by advanced mobile te...Read more about Youreka

FSM Lite

FSM Lite is a forms based task management solution that enables you to effectively manage your data, create and share forms, schedule, assign and track tasks and more. With FSM Lite, you can step into the cutting-edge world of adv...Read more about FSM Lite

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Typeform

Typeform is an interactive data collection tool that lets you create forms, surveys, and quizzes that people enjoy answering. By asking questions one at a time, you get more thoughtful responses and higher completion rates. Plus, ...Read more about Typeform

FormsCenter

FormsCenter is an online electronic data capture and forms automation software. It helps small to large businesses across industries gather, store, retrieve, track and centralize information from customers, employees, and external...Read more about FormsCenter

4.4 (5 reviews)

monday.com

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

Devum

Welcome to the future of software development with Devum® - your ultimate one-stop low-code platform revolutionising how businesses create, deploy, and manage enterprise-grade web and mobile applications. Discover the transformati...Read more about Devum

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SurveyJS

SurveyJS is a set of UI components that fully integrate in any JavaScript application; it allows you to set up a robust form management system with user access control where form creators can build, style and modify unlimited numb...Read more about SurveyJS

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Visualogyx

Visualogyx is a platform that helps teams conduct digital inspections, verifications, and audits. An intuitive design empowers users worldwide to conduct inspections and audits for safety, quality control, logistics, insurance, h...Read more about Visualogyx

PaperSurvey

PaperSurvey is a cloud-based survey management software that helps organizations create, collect, print, scan, and upload surveys from a unified platform. It lets staff members customize survey designs, organize page orders, and a...Read more about PaperSurvey

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XForms

XForms is a forms automation software that helps businesses create custom data capture forms to collect field data. The platform enables managers to view submitted forms and gain insights into time sheets, expense reports, call re...Read more about XForms

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Buyers Guide

Last 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:

What Is Form Automation?

Common Functionality of Forms Automation Software

Forms Automation Software Benefits

Deployment Options

Market Trends to Understand

What Is Form Automation?

Think of form automation as the creation of digital versions of your paper forms, including:

  • Applications

  • Surveys

  • Contracts

  • Work orders

  • 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).

Form storage

Software programs keep templates and completed forms in a centralized location, allowing users to categorize and easily retrieve documents.

Autofill

Set up forms to prefill certain fields with default values. Automatically populating sections in this way makes forms easier to complete.

Digital signature

Customers, clients or supervisors can sign forms electronically through the software. This is especially valuable for documents that require validation, review or approval.

Offline access

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.

User permissions

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

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Deployment Options

Forms automation software can be deployed in several different ways. Before you begin evaluating vendors, you'll have to choose between the following options:

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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.