1. Paper or PDF
- Rekeyed by hand
- Lost in email
- Hard to find for an audit
Live now on Workbooks and Microsoft Dynamics. Other CRMs live within 24 hours of request.
Stop chasing forms.
Get clean CRM data automatically.
Digitise your paper and PDF forms with AI. Pre-fill them from your CRM, collect signatures with an audit trail, and keep the signed original on the record.
Digitised by AI from your PDF or Word form
Pre-filled from your CRM
Signed PDF on the record
Signature audit trail
Compliant by design: your data stays in your CRM
Fill in the form and we'll send your form back pre-filled from your CRM. Free.
A CRM Insights product. No accounts for your customers, and no re-keying.
Jane Doherty
jane@example.co.uk
Missing Gap
Jane Doherty
jane@example.co.uk
Type here…
Known details are already filled in. Jane only completes the gap.
Jane Doherty
jane@example.co.uk
+44 7700 900123 Synced
Updated just now, no rekeying
The problem
Every form is still a PDF pretending to be efficient.
You already hold most of this data. Your customer is asked to fill it in again anyway: print, scan, email it back, and someone on your team rekeys it into the CRM, introducing errors, then chases whatever's missing or wrong.
Swipe
01PDF sent
→
02Print
→
03Scan
→
04Email back
→
05Staff rekey it
→
06Errors
→
07Chase
Fill in the form and we'll send your form back pre-filled from your CRM. Free.
Get a free exampleBefore and after
The same form, three stages.
An illustration of a sample site survey: the paper form, the same form pre-filled from the CRM, then the signed PDF saved on the record, ready for an audit.
Digitised by AI in minutes
2. Pre-filled from the CRM
- Known answers from your CRM
- Fields mapped to your CRM
- Secure unique link, no login needed
3. Signed PDF on the record
- Your original PDF, filled in
- Signed and stamped: date, time, IP and device
- Saved to the CRM record
- Copy emailed to the customer
Compliance and records
- Answers and uploads go straight into your CRM, so they sit under the same security and GDPR controls you already rely on
- We don't keep a copy of uploads
- Every signature stamped with date, time, IP and device
- Fields lock once signed
- Your own domain and branding
Fill in the form and we'll send your form back pre-filled from your CRM. Free.
Get a free exampleHow it works
One admin. Any CRM.
Design the form once, map it to your CRM, and send it out. It pre-fills what you already know, validates the rest, and writes straight back on submit.
Connect your backend
CRM, database, or email-only delivery
Build and map the form
Drag-and-drop, field by field
Distribute
Secure link, or embed on your site
Pre-fill and validate
Known values in, gaps guided
Submit and sync
Update or create, automatically
Scale
One admin, every form
What it handles
- Visual, drag-and-drop form builder; multiple forms, one admin
- Pre-fill from CRM or database; two-way sync; update or create records
- Secure unique links; no accounts for end users
- Nested, one-to-many data: properties → rooms → doors, delegates → speakers, assets → inspections
- Conditional logic and validation
- Embed on your site, or send by email
- Email-only mode for confidential workflows, such as HR
- Works with Salesforce, Dynamics, HubSpot, Workbooks, monday.com, Zoho, a custom database, or spreadsheets
The differentiator
Most form tools stop at collection. Form Fill Automation closes the loop: your CRM already knows most of the answer, the customer only fills the gap, and it writes straight back. Nested and repeating data is where other tools give up. It's where we start.
Use cases
Built for the forms that turn into email chains.
Every one of these starts life as a PDF, a generic web form, or an inbox full of attachments. Here's what changes.
CRM hygiene
Update missing contact details
Send a secure link. The customer only changes what's wrong or missing. A strong first form to prove the value.
Feedback
NPS, without scanner pollution
No more email link-checkers "clicking" every score and corrupting the data. One link, one score, clean sync.
Onboarding
Credit account applications
Stop emailing forms to finance. Submission creates the CRM record automatically, with the fields you need.
Service
RMA and returns
A guided form that creates a case record automatically and links it to the right customer, every time.
Professional services
Legal intake, many forms, one admin
Every practice area gets its own branded form, all managed from a single admin view.
Field operations
Site surveys and inspections
Nested sections, checklists, and signature capture, synced cleanly instead of arriving late on paper.
Membership
Events and delegate profiles
Speakers and members update their own profile, photo, and bio, and it writes straight back.
Confidential
HR, email-only delivery
When data shouldn't sit in a shared system at all, forms can be delivered by email only.
Fill in the form and we'll send your form back pre-filled from your CRM. Free.
Get a free exampleFeatures
The form you already have, without the rekeying.
Upload a PDF or Word form, send a pre-filled link, and keep the signed PDF on the CRM record. Everything below is in the product today.
A PDF or Word form becomes a web form
Upload the form you already use. In minutes the AI reads it and builds the web form: every question, in the right order, split into steps, with signature boxes where the paper had them. Each field is mapped to the matching CRM field. You check the draft, then save.
The signed PDF, saved back to the CRM
Each submission can produce your own PDF: your layout, your logo, ticks in the right boxes, signatures included. It attaches to the CRM record automatically, and the answers are written into the CRM as well. The customer can be emailed a copy at the same time.
Signed in stages, with an audit trail
People sign by drawing or typing their name. A form can pass from engineer to supervisor to customer on the same link, saved between each person. Once someone signs, everything above that signature locks. Each signature is stamped with the date, time, IP address and device, taken from our server.
Nested forms
Repeat a section for several delegates, rooms, assets or line items. It writes back as structured data on the record, rather than another spreadsheet to rekey. Show a later question only when an earlier answer calls for it.
- Place the answers on your own PDF. Drag each field to where it should print, or let the AI place them, ticks included. A preview shows the filled-in page before anyone else sees it.
- Files and photos on the record. People attach a PDF or a scan, or take a site photo on their phone. The file is checked by what is inside it, and it sits on the CRM record. Document upload is live on Workbooks.
- Your domain and your branding. Run the form on your own address, or on a subdomain of ours, with the certificate handled for you. Set the logo, colours, header and thank-you message, including a different look on each form.
- See where people stop. Views, starts, completions and drop-off for each form, so you can tell whether the new form is doing its job.
- The whole submission, on the record. As well as the CRM fields, each submission can be saved on the record and on linked records. Staff can open it later, laid out as the form, with signatures and photos, through a secure link that expires.
- The signed copy, by email. On submission, send a branded email with merge fields and attach the completed PDF. Your team can be notified too, with no extra admin step.
- Webhooks for the rest of the stack. Every submission can also be sent to Zapier, Make, or any other tool that accepts a webhook.
- Long forms, one step at a time. Split a long form into steps with a progress indicator. Each step is checked before the next.
- Find or create the right record. Search the CRM for a company, link to it, or create it if it isn't there, so you don't add a duplicate. A link can also pre-fill from a related record, such as the project.
- One inbox for every form. Search, filter and export submissions to CSV, and see which CRM record each one updated.
- Safe to change. Every save is kept, and an earlier version can be restored. Duplicate a form to start the next one, and preview it before you send the link.
Proof patterns
Where this has already been built.
We're still early with named case studies, but these are real patterns already in build or in use.
Legal
A UK law firm with around 10 offices, embedding 50+ forms across practice areas.
Membership
Events and membership data covering thousands of delegates and hundreds of speakers.
Field ops
Multi-site inspections and equipment hire, with nested checklists and signatures.
Finance
Asset and net-worth capture using nested data instead of spreadsheets and attachments.
Patterns anonymised for now. Ask us and we'll talk through the detail.
FAQ
Questions we get asked
Doesn't our CRM already have forms?
Often, for simple lead capture. Built-in forms tend to struggle with two-way pre-fill, nested data, and real validation, which is exactly where PDF and email workflows still hide.
We're too busy to take on something new.
Start with one high-pain form. Prove the time saved, then roll out form by form. Most first builds are scoped as a single-form MVP.
We're not on Salesforce, or a "big" CRM.
That's fine. We connect to any CRM or database, or run an email-only workflow if that suits your data better.
Where is it hosted?
Typically in a dedicated environment, scoped to your stack, so it can integrate cleanly and embed on your site where needed.
Get a free example
Tell us about your worst form.
Fill in the form and we'll send your form back, pre-filled from your CRM. Free. We'll send your free example within 2 business days. Live now on Workbooks and Microsoft Dynamics. Other CRMs live within 24 hours of request.
- Your free example within 2 business days
- We'll ask a few questions about the form and where the data needs to land
- Early partners typically see meaningful admin time and cost savings