Top 10 Best Forms Automation Software Of 2025

Form Automation Software is a tool designed to streamline the process of creating, managing, and processing forms. It automates tasks that typically require manual input or intervention, such as data entry, form submission, and data validation. These types of software often allow businesses to create custom forms that users can fill out online or offline, and then automatically collect, store, and process the data submitted.

Discover the Top 10 of the best forms automation software

Cognitoforms

Cognito Forms is a robust and user-friendly online form builder that helps you eliminate paperwork, automate workflows, and accomplish more tasks online.

Easily create personalized forms with a drag-and-drop builder
Add different field types like text, dropdowns, checkboxes, and more
Tailor form behavior based on user responses, showing or hiding questions based on previous answers
Perform complex calculations within your forms (e.g., pricing, tax rates, discounts)
Ensure data security with built-in encryption for sensitive information
Integrate with payment gateways like Stripe and PayPal to process payments directly through forms
Set up automated actions like email notifications or task assignments triggered by form submissions
Easily integrate with CRMs, marketing platforms, and other business tools for seamless data synchronization
Set up multi-step workflows for reviewing and approving form submissions before final actions are taken
Automatically generate documents (e.g., contracts, invoices) based on form responses
Store and manage form submissions securely, with the ability to generate detailed reports and export data
Create responsive forms that work perfectly on desktops, tablets, and smartphones
Personalize the look of your forms with custom branding, including logos, colors, and themes
Embed forms on your website or share via links or email to collect data from your audience
Set up automated email responses for both form respondents and internal teams to keep everyone informed

Formstack

Formstack provides your organization with the tools to create online forms, gather data, integrate systems, automate processes, and turn data into a valuable strategic asset.

Whether you’re an individual or part of an enterprise, Formstack makes it easy for your team to create digital forms and automate processes, minimizing the need for IT support
By seamlessly integrating with CRMs, ERP systems, and more, Formstack ensures your data flows directly into central systems, boosting accuracy and reducing manual work
Our automated form builder helps organizations maintain data integrity by cutting down on errors and discrepancies from manual entry, paper-based processes, and disconnected systems
Turn your captured data into actionable insights by routing it to core business systems, generating AI-powered documents, enabling e-signatures, and tracking form performance

Mightyforms

MightyForms is an online form builder platform that helps businesses create forms, collect data, and automate workflows. It offers a wide range of customizable templates for various types of forms, including contact forms, surveys, quizzes, and lead generation forms.

Create new forms or surveys, or import your existing ones into our builder
Track detailed analytics to see how users engage with your form, and receive AI-powered suggestions for improvement
Boost conversions with features like A/B testing, Abandoned Form Recovery, custom notifications, and more
Customize form fields based on user responses to make it quicker and easier for people to complete your form.
Generate quotes and collect payments directly from order forms, with pricing calculated from submitted data
Keep your contact lists and CRMs up to date by automatically syncing specific form data to them

Paperform

Paperform is a form and landing page builder that comes with built-in marketing automation, seamless integrations, and powerful analytics.

Design stunning forms and landing pages, automate emails, utilize thousands of integrations, and dive deep into advanced form analytics to extract actionable insights from your data
Leverage our built-in email automation engine to send targeted emails to anyone engaging with your forms and landing pages
With Paperform’s question logic feature, your forms dynamically adjust based on respondents’ answers
Thanks to over 130 integrations with CRM tools, including top platforms like Marketo and HubSpot, you can automatically sync form data and leads to your preferred tools – no manual effort needed

Nintex

Nintex is a leading provider of process management and automation software.

Simply type what you need in your form, and the Nintex Forms Designer handles the rest
It supports all types of form fields, including text inputs, dropdowns, checkboxes, and more
Easily translate your forms in real-time to any language based on browser settings, presets, or user preferences
Quickly convert your digitized paper forms into Nintex Forms that can capture data, initiate workflows, or be assigned as tasks
You can convert any section of a PDF or the entire document into a digital form

Pipefy

Pipefy – Streamline requests for HR, purchasing, customer support, marketing assets, and more with an online workflow and form builder that allows you to engage stakeholders at every step of the process.

Streamline submissions with standardized steps and activities
Centralize all your forms in one shareable webpage for easy access
Enable internal and external stakeholders to track their requests in real-time
Set triggers to automatically send notifications to your team and clients
Get started quickly with pre-built templates designed for your needs
Use conditional logic to tailor forms to various scenarios
Automate tasks effortlessly by setting triggers and actions
Seamlessly integrate Pipefy with your everyday tools for enhanced efficiency

Frevvo

Frevvo – Easily automate processes & forms with drag-and-drop tools using this simple workflow software.

Drag & drop form builder
Visual workflow designer
Responsive, mobile forms
Easy, visual business logic
Integrations & APIs
Built for business

Default

Default – Default simplifies workflows and reduces tech stack complexity by combining automation, scheduling, qualification, routing, reporting, and data enrichment into one seamless solution.

Transform, enrich, and automate all lead form submissions from web forms or standalone links
Turn abandoned form submissions into more qualified meetings
Enhance your sales process and data quality by enriching leads before they enter your CRM

Flowwright

FlowWright’s top-tier form capabilities enable you to quickly build forms, apply form logic, and create workflows for processes that rely on forms.

Fully graphical, web-based form designer
Drag-and-drop form builder
Supports data lookups
File attachments within forms
Digital signature support
Sub-forms and grid views
Auto-population of data tables from form submissions for querying and reporting
Import/export forms to HTML or XML
Revision history tracking
Archiving of form instances
Form routing capabilities
Customizable form widgets (build and configure your own!)
Ability to create custom UI controls
Standard and enhanced form widget controls
Paging functionality between forms

Zenphi

With Zenphi, you can easily automate a wide range of Google Forms tasks – from simplifying response collection to managing follow-up actions like email notifications and task assignments across Google Workspace apps.

Zenphi’s intuitive drag-and-drop interface lets users create and customize workflows without any coding skills required
It comes with built-in integrations across all Google Workspace apps, including Gmail, Google Admin Console, Sheets, Docs, Drive, Vault, Slides, and more
Zenphi enables automatic collection of data from Google Forms responses, seamlessly processing it within any workflow that fits your business needs
Incorporate conditional logic into workflows to trigger different actions based on specific criteria or Google Forms submission events
Choose how your workflows are triggered – whether by predefined schedules or specific events, such as a new form submission
Manage permissions by controlling who can create, edit, or execute workflows tied to Google Forms
Scale workflows as needed and tailor them to fit your unique business processes

What is Form Automation?

Form Automation refers to the use of technology and software tools to automate the creation, collection, processing, and management of forms. It aims to reduce the manual effort, improve accuracy, and streamline workflows related to form handling. Essentially, form automation eliminates the need for paper forms and manual data entry by digitizing the entire process.

Forms come in many types depending on their purpose and the context in which they are used:

Contact Forms
Registration Forms
Survey Forms
Application Forms
Order Forms
Feedback Forms
Consent Forms
Invoice Forms
Survey Forms
Timesheet Forms
Medical Forms
Legal Forms
Tax Forms
Order Cancellation Forms
Event Registration Forms

How does automated form processing work?

Automated form processing involves the use of technology to handle the collection, extraction, validation, storage, and analysis of data from forms without requiring manual intervention.

Form Creation and Design

Step 1: You start by designing the form using an automated tool. This might be an online form builder that allows you to drag and drop fields like text boxes, checkboxes, drop-down menus, etc.

Customization: You can set rules for field validation, and even integrate conditional logic (e.g., certain fields appear based on previous answers).

Form Submission

Step 2: Once a user fills out and submits the form, the data is sent to a backend system or cloud-based storage where it can be processed.

Integration: The form may also be integrated with other platforms (CRM, database, email system, etc.) to ensure seamless data flow.

Data Validation

Step 3: The system automatically checks the submitted data for accuracy and completeness.

For example:

Required fields: Ensures that mandatory fields aren’t left empty.
Format validation: Verifies that data types are correct (e.g., an email address is in the proper format, a phone number contains the right number of digits).
Duplicate detection: Checks if the same user or response has been submitted multiple times.
Range or logical validation: Ensures numbers or dates fall within expected ranges or conditions (e.g., a user’s age is greater than 18).

Data Extraction

Step 4: For forms that involve unstructured data (like scanned documents or handwritten forms), Optical Character Recognition (OCR) may be used to extract text and data. OCR tools convert images into readable text that can be processed further.

Structured forms (like online forms) are easier to process as the data is already in a digital, machine-readable format.

Data Routing and Processing

Step 5: The validated data is then routed to the appropriate system or process for further use.

This could include:

CRM systems for customer or lead management.
Databases for storage and analysis.
Email platforms for triggering follow-up messages.
ERP systems for financial or operational processing.

The data can also be used to trigger workflows, such as generating invoices, creating tickets, or notifying staff.

Notifications and Actions

Step 6: Automated workflows can trigger notifications once a form is processed.

For example:

Confirmation emails: Automatically sent to the user who submitted the form.
Team alerts: Notify relevant staff members about new submissions or important changes.
Follow-ups: Send automated reminders or additional questions if certain conditions are met.

Data Storage and Analytics

Step 7: The data from the form is stored securely in a database or cloud service. Over time, the collected data can be analyzed for insights, such as trends, performance metrics, or customer feedback.

Reporting: Automated tools often provide real-time dashboards to visualize form submission data, which can be used to make informed decisions.

Integration with Other Tools

Step 8: Many automated form processing systems allow you to integrate with third-party tools and services. This can include syncing data with other platforms, exporting information to spreadsheets, or even pushing data into AI-based systems for further processing.

Key Technologies Behind Automated Form Processing

Artificial Intelligence (AI) & Machine Learning (ML): AI algorithms can recognize patterns in data and learn over time to improve accuracy, especially for unstructured forms.
Optical Character Recognition (OCR): Converts images of text (from paper forms or scanned documents) into machine-readable text.
Robotic Process Automation (RPA): Automates repetitive tasks like data entry, reducing manual work and improving speed.
Application Programming Interfaces (APIs): APIs allow seamless integration with other software tools (e.g., CRM systems, databases, email platforms) to transfer data automatically.

Benefits of Automated Form Processing

Speed: Data is processed instantly, reducing the time spent on manual entry.
Accuracy: With built-in validation and error-checking, the system ensures higher accuracy compared to manual processing.
Cost Savings: Automation eliminates the need for paper forms, printing, and manual labor.
Scalability: Automated systems can handle a high volume of forms and data without additional resources.
Improved User Experience: Users benefit from faster processing and more intuitive form submission.

The Ultimate Form Automation Checklist

Define Your Goals and Objectives

Clearly define the purpose of your form (e.g., lead generation, feedback collection, order processing).
Identify the actions or outcomes you expect after a form submission, like triggering an email or adding a lead to your CRM.

Choose the Right Tool for Form Automation

Select a form builder with essential features like drag-and-drop functionality, integration capabilities (CRM, email platforms), conditional logic, and reporting/analytics.

Design and Build User-Friendly Forms

Keep forms simple and only ask for necessary information.
Make sure forms are mobile-friendly and easy to navigate, providing clear instructions and labels.
Implement conditional logic to show relevant questions based on user responses.

Set Up Validation Rules

Add validations for required fields, correct formats (emails, phone numbers), and logical checks (age ranges, number limits).
Implement duplicate detection to avoid repeated submissions from the same individual.

Integrate the Form with Other Tools

Sync form submissions with your CRM to manage leads or customer data.
Connect with email marketing platforms to trigger follow-up emails or campaigns.
Store responses securely in databases or cloud services.
Set up payment gateways if applicable for order forms.
Link with analytics platforms to track form performance.

Automate Follow-Up Actions

Use automation to send confirmation emails to users, notify your team, or trigger workflows like updating records or sending reminders.
Personalize follow-up communications based on form responses.

Test the Form

Test the form to ensure it functions correctly, from submission to integration with other systems.
Check for usability, mobile compatibility, and data validation.
Verify the integration with your CRM, email tools, and storage systems.

Ensure Security and Compliance

Implement encryption for sensitive data.
Add CAPTCHA or reCAPTCHA to protect against spam submissions.
Ensure the form complies with privacy regulations (e.g., GDPR, HIPAA) and establish access controls for data.

Monitor and Analyze Data

Use analytics to track submission rates, abandonment, and conversion metrics.
Look for patterns in user responses and identify areas for improvement.
Perform A/B testing to optimize form design, copy, and layout.

Optimize and Improve Continuously

Review user feedback and adjust forms accordingly.
Make iterative improvements to the form’s design or functionality based on insights from data analysis and testing.
Streamline the process to reduce friction and abandonment rates.

Stay Updated

Regularly update the automation tool to access new features and improvements.
Keep track of changes to data privacy laws and regulations to ensure compliance.

Document Your Process

Maintain a record of how the form automation process works within your organization, including workflows and integration details.
Provide training to team members to ensure proper use and understanding of the automation tools.

Examples of Form Automation

Lead Generation Forms (Marketing & Sales) – Example: A company uses an automated lead generation form on their website to capture visitor information (e.g., name, email, company name).

Customer Feedback and Survey Forms – Example: A company sends an automated survey form to customers after a purchase to gather feedback on their experience.

Employee Timesheet Forms (HR & Payroll) – Example: Employees submit their weekly hours using an automated timesheet form.

Event Registration Forms (Event Management) – Example: An organization uses an event registration form to collect attendee information for a conference.

Order Forms (E-commerce) – Example: An e-commerce site uses an automated order form for customers to purchase products.

Job Application Forms (Recruitment) – Example: A company uses an automated job application form for candidates to apply for positions.

Medical Intake Forms (Healthcare) – Example: A healthcare provider uses an automated medical intake form for new patients to fill out before their visit.

Customer Support Request Forms (Customer Service) – Example: A customer submits a request via an automated support form to report an issue with a product.

Tax Filing Forms (Finance/Taxes) – Example: A company or individual submits an automated tax filing form to the relevant authorities.

Booking Forms (Travel & Hospitality) – Example: A hotel uses an automated booking form for customers to reserve rooms online.

Subscription Forms (Content Providers) – Example: A content provider (e.g., news website, online course platform) uses an automated subscription form for users to sign up for a paid or free subscription.

FAQ about Form Automation Software

How does Form Automation Software work?

Form Automation Software allows users to create digital forms using intuitive builders (no coding required). Once the form is filled out and submitted, the software validates the data (e.g., ensuring emails are correctly formatted), stores it in a database, and can trigger automated workflows like sending a confirmation email or creating a new record in a CRM. The software often integrates with other systems like CRMs, email platforms, or analytics tools to automate follow-up actions and reporting.

What types of forms can be automated?

You can automate a wide variety of forms, including lead generation forms, surveys, order forms, application forms, registration forms, feedback forms, medical intake forms, and even payment or tax forms. The flexibility of form automation allows you to customize the types of data collected and how it’s processed for various needs.

How secure is Form Automation Software?

Security is a critical feature in most Form Automation Software. Typically, these platforms implement strong security protocols like encryption (SSL/TLS), data backups, and role-based access control to protect the information being collected. Compliance with data protection laws such as GDPR or HIPAA is also a common selling point for many platforms.

Can Form Automation Software be used by non-technical users?

Absolutely! Many Form Automation Software platforms are designed to be user-friendly and require little to no technical knowledge. They often come with drag-and-drop form builders, pre-built templates, and simple integration tools that make it easy for non-technical users to create and manage forms.

Does Form Automation Software help with customer follow-up?

Yes, most form automation tools include workflows that automatically send follow-up emails, confirmations, or notifications based on the responses or actions taken in the form. For example, after a lead submits their contact info, they might automatically receive a welcome email or be added to a marketing list.

What kind of businesses benefit most from Form Automation Software?

Any business that collects data via forms can benefit, especially those dealing with large volumes of submissions.

E-commerce businesses for order processing and customer feedback forms.
Event organizers for registration forms and attendee surveys.
Healthcare providers for patient intake forms.
Marketing teams for lead generation and customer surveys.
Human resources for job applications and employee onboarding.

Key takeaways

Form Automation Software helps businesses save time, reduce errors, and streamline operations by automating the creation, processing, and management of forms.

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