Best Form Automation Tools in 2025

Form automation tools provide companies with means to make their operations paperless. It also allows users to store sensitive information via documents and forms securely. These tools usually come with a powerful search engine that you can use to easily find the right forms. And, they allow admins to grant the proper access authorizations to the right users. As these tools are now quite common, most of them come with comprehensive feature sets and have high out-of-the-box usability. Hence, choosing can be very difficult. And, we aim to help you with this. In this buyer’s guide, we will provide you with key details and important considerations in selecting the software with the best form automation tools that best fit your needs. In this way, you can cut down on your product research time and get on to shortlisting the best platforms out there. 

The best way to find out which product fits your needs best is to get a first-hand experience of the system. And, this is what savvy software hunters do. They sign up for free trials or demos to get a feel of their shortlisted products. In this way,  they get a chance to see for themselves software features and the potential benefits that these form tools would afford them. And, we recommend that you do so as well. So, to start you off, you can try out these top online form tools: KiSSFLOW, ProntoForms, FORM.com, Pardot, and Jotform. From among the web form tools that our experts reviewed, these offer the most comprehensive features and have garnered the best usability ratings so far.

• Businesses of all sizes, from SMEs to large enterprises, use form automation tools not only to go paperless but also to build and maintain accurate records.
• It is also good to note that different online form tool vendors offer specialized products that cater to the needs of particular industries, including field service, sales, maintenance, construction, and health care.

• KiSSFLOW. This is one of the best form tools out there to create custom workflows and business applications. The platform offers an intuitive no-code, 5-step app wizard to create hands-off workflows for any business function. It is prized for empowering the people who understand the processes and issues best to create the perfect solution. And, it also comes with around 50 pre-installed business apps, including those for managing vendor payment, employee onboarding, and purchase orders.
• ProntoForms. Arguably the best form tool for mobile field service teams, ProntoForms offers easy-to-use customizable form automation solutions for real-time field-office collaboration. It has an intuitive workflow builder that allows you to create powerful data distribution rules and triggers. It is also fitted with advanced controls and capabilities such as photo/sketch, audio captures, and GPS stamps.
• FORM.com. This is another popular mobile forms automation software solution. This online form tool provides users with a no-code mobile app builder. And, it is flexible enough to cater to the workflow needs of different industries. It is widely used among organizations in retail, transportation, insurance, government, manufacturing, and the oil and gas sectors. And, it has robust productivity features for task management, risk management, and real-time audit data analysis.
• Pardot. This form tool by Salesforce is created specifically for B2B marketing automation and lead generation. It allows both marketing and sales teams to create workflows for personalized campaigns and pipelines. This is popularly used for functions such as email marketing, personalized messaging, sales alignment, automated engagements, and activity tracking. Also, it is fitted with powerful ROI reporting and B2B marketing analytics tools.
• Jotform. Is a no-code online form builder that allows users to create professional-looking custom forms. Moreover, it integrates seamlessly with other business apps. Hence, you can automatically send submissions to project management tools, email marketing services, storage apps, and CRM. What’s more, it allows users to collect online payments from sales and even donations. Its comprehensive set of tools and capabilities makes it a go-to solution not just for SMEs and large enterprises but also for freelancers.

There are different types of form automation tools on offer today. The main type, however, is the enterprise forms automation solution that provides a company-wide platform for information collection and dissemination such as surveys and electronic contracts. Typically, form automation software platforms are very flexible. So, users can really make it their own. Here, however, are the most common types based on primary use:

• Workflow Builders
• Survey Creators
• Field Service
• Case Management

• User permissions: This allows administrators to provide access to employees based on their roles and tasks. In this way, only authorized users can access and modify sensitive information. 
• Offline access: This is a very important form automation tool feature, especially for field service teams. Without such, remote teams won’t be able to update task status and other key information. Of course, the system automatically syncs and updates automatically when internet access is restored.
• Digital signature: This is a very important feature not just for customers and clients but also for employees. With this, companies can easily make contracts for sales, employment, lease, and many others legally binding documents as quickly and as conveniently as possible. Moreover, the feature can also be used for reviewing, validating, and approving documents and workflows. 
• Autofill: With this, users can configure forms to have fields prefilled with default values. So, end users will have an easier time completing forms. This is especially when filling out mundane clerical fields.
• Form design, conversion, and generation: This feature allows users to create their own custom forms for whatever use. And, there are also platforms that convert scanned paper forms into digital versions. The form builder also comes with a wide range of customization controls and templates. 
• Centralized storage: This is a key feature that every form automation tool should have. Software solutions should have secure storage for information gathered via completed forms and even designed templates in one place. This makes it easy for users to search for and access important documents.
• Smooth workflow: The feature allows users to streamline business processes by automating various pipelines such as those for tasks, sales, leads, and even personalized marketing campaigns. With this, users can reduce errors and inefficiencies, and, of course, increase productivity metrics.
• Enhanced inspection & audit. Form automation software tools typically have inspection and audit capabilities. With these, users can easily spot duplicates and errors.

• Save on Costs: Businesses can reduce their costs on hardcopy-related processes such as printing, postage, and physical storage. 
• Waste reduction: Companies will be able to reduce waste and subsequently reduce costs. Going paperless can have many benefits other than savings on paper purchases. It can also save companies valuable time and effort through automation and push notifications. 
• Improved workflows: By creating workflows from scratch or customizing templates, companies can save time and effort on clerical processes. In this way, they can concentrate on more mission-critical processes. 
• Optimized data entry: With this, companies can standardize data entry by having set fields and also by narrowing entry options through drop-down input choices. Also, with form tools, they will cut down on informational dead spaces caused by human mistakes and inefficiencies such as illegible penmanship or incomplete forms.
• Make data-driven decisions: Thanks to digital conversion, it will be easier for companies to generate reports and arrive at actionable insights from the data.
• Enhanced collaboration: Usually, form automation tools have collaboration features that allow users to work simultaneously on forms, reports, workflows, and other tasks. This breaks down operational workflows and provides a singular workspace and source of truth.

There are many reasons for and benefits to keeping yourself updated with the latest trends and developments in the forms automation software market. However, there are two main reasons. Firstly, you will have a better idea of which platforms and tools that not only optimize your workflows but also extend their capabilities. Secondly, you will get to know industry best practices. This is because having the best platform is not enough. It should be paired with a good operational understanding of techniques and a spirit of innovation to get the best out of the form automation tool. To wit, here are the overarching trends in form automation technology and practice.  

Forms have rich content

Forms don’t have to be boring. Rich content such as interactive modules, animations, and other media make them more engaging and understandable. This improves user experience and also lowers the risk of abandonment. And, this also increases the chance for the adoption of form-based apps created by workflow builders. Also, this leverages new technology by allowing the sharing of digital media for remote teams such as those in sales and maintenance. 

Increased usage of mobile forms

Today, mobile forms are ubiquitous across digital touchpoints. They can be found in customer-facing channels such as ecommerce platforms and social media. Plus, they are also rampantly used for in-house company processes such as employee onboarding, field service apps, employee surveys, workflows, and many more. This is because, now, they can handle more complex logic rules and integrate with various platforms. They are not only for data entry anymore. Mobile forms can be used for managing projects, tasks, and other key business functions.    

Selecting overly-complex software

Sometimes, software hunters tend to choose the “best” software with the most comprehensive and powerful features available. So, they tend to end up getting a platform with more features and capabilities than they actually need. Moreover, this could also tempt users to overcomplicate procedures like including more workflow junctions or fields than needed. And, they can spend more time creating custom reports with unnecessary details. So, look for the best fit and not simply for “the best.” 

Overconcentration on single-use

It is good to note that form automation tools are very flexible. This means that they have tons of use cases. They can be deployed as simple survey solutions or used as complex app builders. So, it is best to be creative on how you can use them to benefit your organization. You can use it for marketing, IT case management, employee onboarding, and many more.

There are different deployment options available for form automation tools. So, you need to consider which deployment type suites you best. However, we recommend that you choose a tool that supports multiple ones including offline access. Here are the two most common types:

• On-Premise. This type of software solution needs to be installed on your machine. Nowadays, however, business workflows are getting migrated to the cloud. So, while it is useful to have locally-saved files, you should also look for a platform that has an online counterpart. Usually, on-premise platforms are made available via a one-time license purchase. Sometimes, software providers also offer software updates and customer service prioritization for a fee.
• Cloud-based. This is the most popular deployment solution today. With this, users don’t have to install the product on their machines. They can just access the platform via its web portal using any device. And, many times, these also have mobile versions, so you can access them on the go.
• Standalone vs. Integrated. Aside from standalone offerings, form automation tools can also come integrated into other suites. For instance, if you want a form-based workflow app-building solution right inside your project management workspace, then monday.com can be a good option. But, if you only need a standalone form solution, then you will not go wrong with the platforms listed here.

As there are different types of form automation tools available today, you should consider not only which one fits your need but also which type suits you. Here are a few important considerations:

1. Have a clear understanding of your organizational needs so you can identify which business functions you would like to use the form automation tool for.
2. Create a shortlist of the products that can fit those needs. Also, make sure that the tool is not just easy to use but also highly customizable.
3. Sign up for free trials or request product demos to check out the software firsthand. See what features are available and the potential benefits they can bring to your company.
4. Survey the available packages. Don’t only focus on the features and pricing but also on the payment scheme. In this way, you can make a decision based on your revenue cycle.
5. If you have field teams, it is best to choose a platform with intuitive mobile applications so both field and office teams can keep in constant communication.
6. Check for integrations. It is best that your new form automation tool works seamlessly with other software in your digital ecosystem. You don’t want to create process siloes.
7. Share your initial shortlist and evaluation with prospective end-users in your organization. Also, have them conduct independent evaluations and tests. In this way, you can get more objective feedback.