If you’re reading this, you probably need to wrangle forms and workflows for your business. Maybe you’re already using something like Google Forms and it’s just not cutting it, or maybe you’re staring down the barrel of a full-on process overhaul. Either way, you want to know if Formstack is worth your time—or if another form automation tool makes more sense. This guide is for folks who care less about glossy marketing pages and more about getting stuff done: ops leads, IT managers, and anyone tasked with “fixing forms.”
Let’s break down how to actually compare Formstack against other tools, minus the fluff.
1. Get Clear on What You Need
Before you get lost in feature lists, stop and figure out what you’re really after. This sounds basic, but skipping it is how you end up with shelfware.
Ask yourself:
- What business processes need improvement? (Onboarding? Approvals? Customer requests?)
- How complex are your forms? (Are you doing simple surveys or multi-step, logic-heavy workflows?)
- Who needs to fill these out? (Employees, customers, both?)
- What’s broken with your current setup? (Manual data entry, lost submissions, slow response times?)
Pro tip: Write down your dealbreakers and nice-to-haves. You’ll thank yourself when every tool claims to “streamline business processes.”
2. List the Contenders (Don’t Overdo It)
There are dozens of form automation tools, but most teams only seriously consider a handful. Here are the usual suspects:
- Formstack
- Typeform
- Jotform
- Google Forms
- Microsoft Forms
- Gravity Forms (for WordPress folks)
- Wufoo
- Cognito Forms
- Paperform
- Airtable (with forms)
Narrow it down to 3–4 that fit your budget and technical comfort level. The “perfect” tool doesn’t exist, so don’t waste weeks chasing it.
3. Compare Features That Actually Matter
Ignore the features that sound cool but won’t move the needle for your business. Focus on the stuff that’s painful to live without:
a. Ease of Use
- Is the form builder intuitive or do you need a manual?
- Can non-technical folks create and edit forms?
- How much can you customize without code?
Formstack: Generally straightforward, but can feel clunky for very complex logic.
b. Workflow Automation
- Can you route forms for approval, trigger emails, or kick off other processes?
- Are there templates for common workflows?
- How deep does the automation go—just notifications, or real multi-step approvals?
Formstack: Pretty solid here, especially if you need conditional routing and branching workflows.
c. Integrations
- Does it connect to the apps you’re already using (Google Workspace, Microsoft 365, Salesforce, Slack, etc.)?
- Are integrations built-in or do you need Zapier/similar?
- How reliable are those integrations in practice?
Watch out: Just because a tool “integrates with Salesforce” doesn’t mean it does so well. Check reviews and, if possible, test it yourself.
d. Data Handling and Security
- Where’s your data stored? (Important for compliance.)
- Is there granular access control?
- Does it support e-signatures, file uploads, or HIPAA compliance if you need them?
Formstack: Strong on data security and compliance features—one of its selling points.
e. Reporting and Analytics
- Can you easily see submission trends, export data, and build reports?
- Is the reporting built-in or do you need to plug it into something else?
f. Mobile Experience
- Are forms easy to fill on a phone?
- Can people complete them without needing to log in or download an app?
g. Pricing
- Is there a free tier (and is it actually usable)?
- Are costs per user, per form, or per submission?
- Watch for hidden fees—API access and integrations sometimes cost extra.
4. Run a Real-World Test (Not a Demo)
Once you’ve got your shortlist and feature matrix, don’t trust the sales demo—build a real form or workflow that matches something you use every day.
- Pick your trickiest process. If the tool can handle that, it can handle the easy stuff.
- Test with real users. Get feedback from people who’ll actually use the forms, not just the IT team.
- Break it on purpose. Try weird inputs, skip required fields, or attach huge files to see where it fails.
Honest take: A lot of tools look great until you hit a limitation that the marketing site never mentioned. This is where you’ll find them.
5. Evaluate Support, Documentation, and Community
You won’t notice these until something goes wrong—but when it does, they matter a lot.
- Is there live chat or just email support?
- Are the help docs actually helpful, or just SEO fodder?
- Are there active user forums or communities?
- How often does the company update the product (and do they listen to feedback)?
Formstack: Support is generally responsive, but documentation can be a bit hit-or-miss on edge cases.
6. Understand the Downsides (Nothing’s Perfect)
Here’s what to keep an eye out for—not just with Formstack, but any tool:
- Feature bloat: Lots of options you’ll never use can make things confusing.
- Lock-in: How easy is it to get your data out if you switch tools?
- Nickel-and-diming: Some tools charge extra for basic features like logic or integrations.
- Learning curve: Even “simple” tools can take a while to master if your processes are complex.
- Performance: Slow loading forms or unreliable submissions will drive everyone nuts.
Don’t just look at the pros—actively hunt for the cons. Ask other users about what bugs them.
7. Ignore the Hype and Focus on Fit
Vendors love to throw around buzzwords like “AI-powered,” “no-code,” and “end-to-end automation.” Most of the time, you just need:
- Reliable forms people will actually fill out
- Decent automation
- Data in the right place, at the right time
If the tool nails those, you’re in good shape. Don’t pay extra for stuff you’ll never use.
8. Make Your Pick—But Don’t Overcommit
Here’s the reality: you probably won’t get it 100% right the first time. That’s fine.
- Start with a pilot or a single department.
- Don’t sign multi-year contracts until you’re sure.
- Document what works and what’s still painful.
Iteration beats perfection. You can always switch tools or expand later.
Keep It Simple, Test, and Iterate
Comparing tools like Formstack to the competition isn’t about chasing every shiny feature or falling for the slickest UI. It’s about finding what actually solves your business process headaches—without creating new ones. Stay skeptical, test with real workflows, and keep your setup as lean as possible. You’ll save time, money, and a lot of frustration down the road.