8 Best Mobile Forms Automation Software Going into 2026

Workflow automation and routing options

In a business setting, forms shouldn’t exist in isolation. The best platforms let you set up automatic workflows that trigger actions based on form completion — like routing completed inspections to supervisors, notifying managers when certain conditions are met, or updating spreadsheets and dashboards in real time.

Look for tools that can instantly send completed forms to the right people, generate pre-filled follow-up forms, and push data to connected systems without manual intervention. If your team still has to email PDFs or re-enter data into other systems manually, you're not automating anything.

Offline connectivity support

Field work rarely comes with reliable Wi-Fi. Your forms platform needs to cache data locally on mobile devices and sync automatically once connectivity returns. The best solutions handle this seamlessly — users can collect data and complete tasks while completely disconnected, with everything uploading in the background once they're back online.

Rich input & data entry capabilities

Basic text fields won't cut it anymore. Look for platforms that support: 

• GPS tagging (provides location context that's critical for industries like construction and field services)
• Video capture 
• Photo capture with annotation (lets technicians document issues on the spot)
• Barcode and QR code scanning
• Digital signatures
• Conditional logic that shows or hides fields based on responses
• Dropdowns, date/time pickers, prefilled input fields based on known information, etc. (these can save minutes on completing each form, which adds up)
• Automatic calculations (e.g., automatically totaling labor hours or material costs)

When you have access to all of those tools, it’s way easier to create effective, well-designed mobile forms.

Ease of use & no-code form creation

Your field supervisors and operations managers should be able to build and modify forms without calling IT. Drag-and-drop form builders with customizable templates make this possible.

If building a form requires technical knowledge or coding skills, adoption will be slow, and modifications will bottleneck with developers. The best platforms let non-technical users create beautiful, complex forms through intuitive mobile form builders and easy-to-follow guides.

Scalability & governance

Large organizations often need role-based permissions, form versioning, audit trails, and centralized management. Look for platforms that let you control who can create, edit, and approve forms, store templates in searchable repositories, and track changes over time.

Without proper governance, you'll end up with dozens of rogue form versions, no visibility into who changed what, and compliance headaches during audits. Plan for scale from day one.

Integration capabilities

Your forms platform should connect seamlessly with your existing tech stack — CRMs, ERPs, databases, cloud storage platforms, and analytics dashboards. Pre-built integrations with common business tools (Google Drive, QuickBooks, HubSpot, Power BI) save weeks of custom development.

Data silos kill efficiency. If captured data doesn't automatically flow into your systems of record, you're just digitizing paperwork instead of truly automating workflows.

Security, compliance & data residency

Depending on your industry, you may need HIPAA compliance for healthcare data, GDPR for EU customers, or specific data residency requirements. Look for platforms that offer encryption in transit and at rest and SOC Type 2 certification.

Pricing & licensing models

Pricing structures vary wildly — per user per month, per form, per submission, flat enterprise rates, or hybrid models. What looks cheap at first can get expensive fast when you factor in additional fees for integrations, extra storage, API calls, premium features, or overage charges.

Get clear answers upfront: What's included in the base price? When do you pay more? What happens if you exceed limits? A $50/month tool that charges per integration and per submission might cost more than a $200/month flat fee platform.

8 Best mobile forms automation software on the market right now

You've decided to ditch the clipboards, but now you're staring at dozens of platforms that all blur together. We've tested the top contenders and narrowed it down to eight that actually deliver for teams in construction, field service, manufacturing, and facilities management.

Before we go into each tool, here is a quick comparison table.

1. Forms On Fire — the best no-code form builder for businesses

Forms On Fire is a no-code mobile forms and workflow automation platform that lets organizations digitize paper forms, deploy them as apps on iOS/Android/Windows devices (even offline), and route the data into systems of record. 

Its purpose is to streamline field operations, inspections, audits, and data collection by replacing manual paperwork with mobile-friendly forms and instant dispatch/analysis. It's particularly strong in construction, agriculture, field services, facilities management, and manufacturing.

Forms On Fire aims to give you highly flexible, mobile-first, enterprise-grade forms — with a fantastic support team that goes above and beyond.

Key features:

• AI form builder: Upload a PDF, describe what you need, or let the AI recreate your form automatically — no hours of manual setup.
• Native mobile apps & offline support: Full offline functionality on iOS, Android, and Windows — work keeps going regardless of connectivity.
• 200+ templates: Pre-built forms for inspections, audits, safety reports, risk assessments, checklists.
• Rich data capture: Access powerful device capabilities such as GPS mapping, video and photo capture, NFC, OCR, contactless signatures, and more to further streamline data entry and form completion.
• White-label capabilities: Customize the mobile app, dashboards, and automatically generated reports with your branding for a consistent, professional look and user experience.
• Workflow automation: Set up automated email triggers, conditional routing, and rules-driven workflows to dispatch forms based on specific conditions.

Here’s what real users say about Forms on Fire:

“What I like most about Forms On Fire is how easy it is to create and manage forms. Setting everything up took way less time than I expected, I was able to create fully functional forms in no time. It is very reliable, especially when working offline. It saves a lot of time in organizing field data, and the ability to customize forms exactly the way we need is a big, big win. Additionally, the support team is extremely helpful and quick to respond whenever I have questions. Another thing I appreciate is how efficiently it integrates with other tools like Google Drive and Dropbox.” —  Mohd R. on G2

“I really liked the way it creates forms and that its user-friendly interface is excellent. Also, the features are excellent, especially the customization and optimization of data collection. Also, with Forms On Fire, I was able to have a good system and convert user documents and processes to electronic format. I loved all of that.” — Ana B. on G2

“I have built a fully comprehensive digital paperwork system with Forms on Fire for a client. It has transformed their business, automating many manual tasks and saving dozens of hours every month ongoing. The return on investment is off the charts.” —  Geoff on Software Advice

“Forms on fire was exactly the middle ground we needed between being offline using paper and developping our own mobile app for internal use. Within the first 3 weeks of using FoF we were able to increase productivity and decrease paper to computer entry completely. Reports that usually took 1 hour to gather the information and another hour to digitize and publish could be done on the fly during the data gathering phase.” — Matthew Maximo V. on Capterra

Pricing:

• Free plan: No
• Free trial: Yes, you can start your 14-day trial here. 
• Paid plans: Start at $32/user/month (annual billing); custom pricing available for enterprise with white-labeling and privately managed servers

2. Formstack

Formstack goes beyond basic forms — it's a full workflow platform with document generation and e-signatures built in. Drag-and-drop builder, conditional logic, payment processing, and 250+ integrations make it solid for mid-market teams that need professional features without heavy IT involvement. Strong on security too, with HIPAA compliance, encryption, and all the bells and whistles for healthcare and finance. 

Key features:

• AI-powered form builder: Create custom forms using AI assistance with a no-code interface that non-technical users can navigate easily.
• Multi-step forms: Break long forms into manageable sections to improve completion rates and user experience.
• Document automation and e-signatures: Pull data from forms to automatically generate contracts, proposals, invoices — then collect digital signatures, all in the same platform.
• Form prefill and data routing: Automatically populate form fields with existing data and route submissions to the right people or systems based on custom rules.
• HIPAA and data security: Encryption, workflow approvals, and password-protected forms ensure sensitive data stays secure and meets regulatory requirements.

“I love Integration options. One drive, Dropbox, Zapier, web plugins, all of this is what we use on a daily basis with Formstack, very easy to implement changes without stopping services. Support is great, very smooth interaction, and a good experience.” — Ismet C. on G2

“Formstack is a great tool for collecting data and integrating with other services we use (Salesforce, Box, SmartSheet, etc). Forms are user-friendly for the submitters.” — Erin S. on G2

Potential limitations:

The main complaint is price. Users consistently say Formstack costs more than competitors, especially once you factor in add-ons and tier jumps. Form limits on lower plans feel restrictive, and upgrading means a big price increase that doesn't always match what some teams need. Besides that, some users reported issues with form design and the learning curve.

“Absolutely criminal pricing. Next to impossible to cancel...HUGE waste of time, there's no cancel button. I've been trying to cancel for 2 months.” — Verified reviewer on Capterra 

“It's ugly and all your forms will look pretty drab and similar. You can definitely dress them up a bit, but it requires a fair amount of CSS knowledge. It's also not as user-friendly as one might hope. It is a jack of all trades and a master of none.” — Michael M. on G2

Pricing:

• Free plan: No
• Free trial: Yes (14 days)
• Paid plans: From $99/month to $299/month; custom pricing available for enterprise

3. GoFormz

GoFormz is a cloud-based digital forms and data‐capture platform that enables organizations to easily convert paper forms into mobile/online versions, fill them on devices, and route the data for reporting and workflows. Its goal is to streamline field operations and administrative workflows by replacing manual paperwork, reducing errors, improving data visibility, and accelerating approvals. Particularly popular in construction, healthcare, and manufacturing.

Key features:

• AI form builder: Upload a PDF and watch the AI map your fields in seconds — text boxes, checkboxes, signatures, conditional logic, all handled automatically.
• Offline mobile app: Fill out forms on iOS or Android without internet, and everything syncs when you're back online.
• External sharing: Send forms to people outside your company — they can fill them out without creating an account.
• Workflow automation: Set up triggers to automatically route completed forms to the right people and systems.
• Form prefill: Pull data from connected databases and systems to prepopulate form fields, reducing manual entry and improving accuracy.

“GoFormz has accurately digitized the process of field data collection. We access forms using mobile devices, and we can capture signatures and photos and update them easily. We customize our forms to match the needs for field data collection. We consistently conduct audits to ensure reliability and accuracy.” — Marledvuka L. on G2

Potential limitations:

The interface feels dated compared to newer tools, and setting up integrations takes some work. Customization can be challenging: developing processes, auto-fill properties, and modifying form designs can take long and often requires help desk support.

“The platform could feel more modern—some parts of the interface are a bit clunky compared to other tools. Integrations, while available, can take extra time and effort to configure. Pricing may also be a hurdle for smaller teams.” — Gordon B. on G2 

“It can be difficult to develop processes and auto-fill properties. Not user-friendly in that sense.” — Verified User in Construction on G2 

Pricing:

• Free plan: Yes (1 template, 1 user)
• Free trial: Yes (14-day trial of the advanced plan)
• Paid plans: $24/user/month to $48/user/month (annual); custom pricing available for enterprise
• The HIPAA add-on costs $15/month extra

4. TrueContext (formerly ProntoForms)

TrueContext is a low-code platform built for field operations — utilities, manufacturing, construction, and other asset-intensive industries where accuracy, compliance, and real-time data matter. 

Key features:

• Guided workflows: In-form resources and conditional logic guide field workers through multi-step processes, reducing errors and ensuring completeness.
• Enterprise integrations: Native connectors for Salesforce and ServiceMax, plus seamless integration with FSM, EAM, and CRM platforms.
• Full offline capability: Works without connectivity and syncs when back online — critical for remote job sites.
• Template library: Pre-built form templates for common use cases like inspections, work orders, and delivery requests — modify them or build from scratch.
• Customizable reports: Generate branded, fully customizable PDF reports and records that match your company's documentation standards.

“The best thing that I like about TrueContext is the way that I can see all of the information regarding a job/project that my team is currently working on. They are able to leave notes/comments as well as take pictures for me to see.” — Tonja H. on G2 

Potential limitations:

Form design can be cumbersome — there's a steep learning curve, and the complexity of analytics features can get in the way. Some teams struggle with visibility issues when multiple contractors need to see notes during job completion.

“Since the forms are used by big companies, I am expecting the limitation on the size of the form should not be limited to 20 MB.” — Verified User in Oil & Energy on G2 

“The form design process can become complicated, especially when dealing with large forms or forms with advanced logic. This can make editing and maintenance difficult. The navigation within the platform, especially when managing forms, can be frustrating due to the structure of the menu system. Changes to forms can affect their functionality, and there are challenges in keeping forms up-to-date without breaking existing automations.” — Manuel H. on G2

Pricing:

• Free plan: No
• Free trial: Yes
• Paid plans: $25/user/month – $45/user/month; custom pricing available for enterprise

5. GoCanvas

GoCanvas advertises itself as mobile fieldwork management software. It's all about simplicity and volume, with a large pre-built app templates in its application store. Ideal for small to mid-sized service businesses (like HVAC, pest control, and facility management) looking to quickly get up and running with templates, rather than building from scratch.

Key features:

• 30,000+ app templates: World's largest collection of pre-built, customizable templates — choose one, tweak it, deploy it.
• Reference data integration: Connect external databases to auto-populate dropdowns with account numbers, parts lists, materials — no manual entry.
• Dispatch calendar: Create, assign, and manage tasks from one screen — send service requests directly to techs' phones.
• Unlimited storage: Submit and store unlimited forms with no extra fees or data caps.
• Strong customer support: Responsive support team that'll help you design and set up forms if you don't have time to learn the platform yourself.

“I found GoCanvas to be a great software in general. It is easy to use and allows you to build forms, collect data, and transfer data to most any platform. It is easy to search and filter your information as well. I would have continued to use it if I were able to customize it to fit a grooming salon. I still would recommend it to others.” —  Lena V. on Capterra

Potential limitations:

Some users complain that the interface feels outdated and could use a refresh, resulting in scheduling features that are clunky and less intuitive than they should be. Forms can only be submitted through the app, not via a web browser, which limits flexibility.

“Scheduling was not a good fit for us. It seemed outdated or more complicated than it needed to be.” — Jennifer H. on G2 

“I am a Chromebook user and am unable to download the Canvas App to my laptop, and have to use my phone.” —  Verified User in Public Safety on G2 

Pricing:

• Free trial: Yes
• Free individual plan: Yes, limited features
• Paid plans: $49 – $79/user/month (annually); minimum 3 users 

6. Zoho Forms

Zoho Forms is the obvious pick if you're already in the Zoho ecosystem — it integrates seamlessly with other Zoho apps without needing third-party connectors. Drag-and-drop builder, mobile apps for iOS and Android, offline capability, and a generous free plan make it accessible for small businesses and freelancers. 

Key features:

• Deep Zoho integration: Data flows directly into Zoho CRM and Campaigns without third-party tools — everything stays in one ecosystem.
• AI form builder: Type a prompt or upload a PDF/image and convert it into a functional online form in seconds.
• Offline mobile app: Native iOS and Android apps work offline — collect data in the field, sync when back online.
• Payment integrations: Accept payments through PayPal, Stripe, Razorpay, Authorize.Net, and 2Checkout directly on forms.
• Approval workflows: Set up task assignments and approval routing to keep submissions moving through your team.

“Zoho Forms is easy to use because I just drag and drop things to make a form without needing to know coding or computers.” — Monica L. on Capterra

“I love how easy it is to create forms and immediately start collecting data. It is very easy to create the necessary fields and indicate the required ones, and create conditional fields. It facilitates the collection since it allows you to share it both on your social networks, by email, or WhatsApp.” — Alexis C. on Capterra

Potential limitations:

The interface can feel hard to navigate for some, requiring more clicking around than necessary to find the features you need. There's a learning curve when you first start, and it takes time to get comfortable with all the options. If you manage field or industrial operations, the previous options on this list are a better fit. 

“Not so helpful to merge with different apps and on the phone.” — Viviana C. on G2 

“Zoho Forms gives a pool of features, which, sometimes, as a new user, you have to learn, which might take some time to adopt.” — Darshan B. on G2 

Pricing:

• Free plan: Yes (1 user, 3 forms, 500 submissions/month, 200 MB storage)
• Free trial: No, but there is a free plan to test out features
• Paid plans: Basic starts at $12/month, premium is $110/month — but you're paying for submission and storage limits, not per-seat licenses

7. Jotform Enterprise

Jotform Enterprise is an extension of Jotform that is built for large organizations that need multi-user collaboration, SSO, white labeling, and HIPAA compliance all in one platform. They have a huge template database and over 200 integrations. It’s popular with healthcare, education, nonprofits, and government agencies that need secure, branded forms with role-based access controls and built-in compliance features.

Key features:

• Single Sign-On (SSO) and Multi SSO: Let users log in with Google, Microsoft, or multiple identity providers at once — streamlines access across geographically dispersed teams.
• White labeling and custom domains: Host forms on your company domain, remove Jotform branding completely, and create a seamless branded experience.
• HIPAA compliance: Encrypted forms, audit trails, customizable Business Associate Agreements — available on Gold and Enterprise plans for healthcare data.
• Multi-user collaboration: Add unlimited users with role-based permissions — control who can view, edit, or approve forms and submissions.
• Dedicated support: Enterprise customers get a dedicated customer success team for real-time assistance, not just email tickets.

“As long as you are adding basic fields, it's very straightforward to make a way to collect information directly from your phone. You can share the link or invite others to send responses to the form without leaving your phone. I love that when someone fills out the form, I have the option to be notified with a pop-up on my phone in addition to an email.” — Verified user in Non-Profit Organization Management on G2

Potential limitations:

Some users report that the drag-and-drop builder can feel clunky. In general, the more intricate your forms get, the more issues you will encounter. This problem is exacerbated by the fact that people are not happy with their support team. 

“The drag-and-drop builder is nice, but it feels a bit clunky sometimes. Like when you're trying to rearrange questions, the elements don't always snap into place smoothly. Sometimes I have to try 2-3 times to get something where I want it.” — Joseph T. on G2 

“The technical reliability and software support are very poor. The more complex forms bog down the system, fail to save, fail to download into PDF format, and often "hang". The forms get more glitchy the more complex they are. And the ticket support is very poor; they can provide some direction on usage, but troubleshooting and resolving issues that come up is virtually a nonexistent skill for their support team.” — Jeff F. on Capterra 

Pricing:

• Free plan: No
• Free trial: No formal trial for the Enterprise plan, but a free Starter plan is available for testing
• Paid plans: Custom pricing according to your needs
• 50% discount for nonprofits and educational institutions

8. SafetyCulture

SafetyCulture brands itself as a workplace operations platform for frontline teams. It dominates the Asia-Pacific safety inspection market with scalable mobile-first solutions. Drag-and-drop template builder lets you convert paper checklists into smart digital forms with conditional logic in minutes. Best for construction, manufacturing, hospitality, and facilities management teams focused on safety and quality.

Key features:

• QR code incident reporting: Anyone can report hazards, near misses, or observations by scanning a QR code — no app login required, instant notifications to the right people.
• Huge template database: SafetyCulture offers 10k+ customizable templates to adapt fast and get results.
• Photo integration: Take photos during inspections and annotate them directly in the app — visual evidence embedded right in your reports.
• Instant report generation: Professional reports auto-generate after inspections, export as PDF, DOCX, XML, or CSV, and share immediately.
• Real-time analytics: Automatic syncing between mobile and desktop gives you live dashboards tracking productivity, compliance, and failed inspection items.
• Offline inspections: Complete inspections without connectivity; everything syncs automatically when you're back online.

“I love how easy it was to generate quality information with Safety Culture. Additionally, the integration with Power BI made data analytics and reporting efficient and visually appealing. I also appreciate that my suggestions were taken into account and some were implemented in the updates, which was very positive.” — Salvador P. on G2

“What I like the most is how fast I can create or modify a checklist, and that is something I do almost daily. I appreciate that I no longer have to chase paper forms or email thread,s as all the logs are captured in the application and can be reviewed easily.” — Haimal K. on Capterra 

Potential limitations:

If you're working in areas with weak cell service, images can fail to upload, and the app slows down. Some users find that the reporting customization is limited and that the ownership and access controls can be tricky. Since there are many features, there is also a learning curve.

“I dislike Ownership of inspections and templates. If our quality auditor completes an inspection, it can sometimes be tricky for me to get access to share with clients.” — Verified User in Facilities Services on G2 

“I wish reporting were a bit more customizable. I know that core metrics are super valuable, but being able to manipulate these for exact needs around compliance reporting would be even better. Some of the advanced features do take some time to get used to, though once you're familiar with them, the value they have makes it worth the time invested. A few more onboarding resources could shorten the learning curve.” — Nora A. on G2 

Pricing:

• Free plan: Yes
• Free trial: Yes (30 days)
• Premium: $29/user/month; custom pricing for enterprise

What makes Forms On Fire stand out as a top form automation software

With eight solid options on the market, picking the right mobile forms platform comes down to what your team actually needs. Forms On Fire stands out because it nails the balance between power and simplicity — you get enterprise-grade features without needing a developer on speed dial.

Here's why Forms On Fire consistently ranks as a top choice:

• AI that actually saves you time: Upload your existing paper form (PDF or Word doc), and Forms On Fire's AI recreates it as a mobile form in seconds. No rebuilding from scratch, no starting over. Your team gets the digital version of the forms they already know.
• Built for the field: Native apps for iOS, Android, and Windows work fully offline. Your crew can fill out forms in tunnels, basements, remote job sites…anywhere. Everything syncs automatically when they're back online.
• Support that actually helps: You get a team that'll help you design forms, troubleshoot issues, and figure out workflows. Real people, not just a help center full of articles.
• Integrations that work: 3,000+ connections through Zapier plus an open REST API mean your forms talk to the systems you already use — Salesforce, Google Workspace, Microsoft 365, Procore, QuickBooks, you name it.

This mix of AI-powered efficiency, rock-solid mobile performance, and hands-on support makes Forms On Fire the go-to choice for safety, maintenance, risk, and field teams that need forms automation they can actually count on.

Sign up for Forms On Fire and test it out — no credit card needed. You get 14 days to poke around and see if it fits. Paper forms slow you down. Digital forms done right? They make your operation faster, cleaner, and way easier to manage.

FAQ about form automation solutions