What it does
Cognito Forms combines online data collection with calculations, payments and approval workflows. It suits businesses handling requests that need a reviewer as well as an initial form. The free Individual plan includes one user, unlimited forms and 100 entries a month. Workflow and approval features are part of paid plans.
A request can continue after submission
Cognito Forms treats each submission as an entry with statuses, actions and roles. For example, a purchase request can calculate a total and route the entry to a reviewer based on the entered amount. Conditional logic controls the route, and each role can receive its own view of the request.
Match the plan to the process
| Plan | Entry allowance | Main distinction |
|---|---|---|
| Individual | 100/month | Free, one user, 100 MB storage and Cognito Forms branding |
| Pro | 2,000/month | Paid; adds signatures, save-and-resume and branding removal |
| Team | 10,000/month | Paid; adds workflow and approval controls |
| Enterprise | Unlimited | Paid; adds organization access controls |
Create a Cognito Forms account to build forms. The workflow page offers a 14-day Team trial, useful if approvals are the reason for choosing it. A simple contact form can use Individual, but a request routed among reviewers needs the relevant paid workflow features.
Strengths
- Calculations and payment collection can be part of the form
- Workflow roles, statuses and actions can be customized
- Individual offers continuing free collection for one user
Watch out for
- Individual allows 100 entries per month and 100 MB of storage
- Workflow approvals require a paid workflow plan
- Free forms retain Cognito Forms branding
Best for
- Requests that require calculations and sign-off
Sources
- Free Online Form Builder With Workflow Automation (Oct 25, 2026)
- Cognito Forms pricing (Oct 27, 2026)
- Cognito Forms workflow automation (Oct 27, 2026)