Data entry software solutions make data collection and organization faster and more efficient. It can significantly accelerate processing time, and decrease human errors.
Therefore, businesses looking to excel in 2025 must possess relevant knowledge about the top data entry software.
However, there is a cost-associated problem with these tools. Most software solutions for data entry come with big commitments and hefty costs.
That’s why we’re here: to break down the best free data entry software. This article analyzes the 17 best free data entry software for your convenience. Let’s explore them!
Best Free Data Entry Software List
Let’s take a look at our data entry software list. Our list consists of 17 of the best free data entry software that you can use in 2025.
We have a summary table below of the software that we are going to explain:
| SL | Software Name | Free Availability Conditions | Website |
|---|---|---|---|
| 1 | Form Tools | Free and open-source | formtools.org |
| 2 | Open Data Kit (ODK) | Free and open-source in demo | getodk.org |
| 3 | EpiData | Free and open-source | epidata.dk |
| 4 | Google Sheets | Completely free with a Google account | sheets.google.com |
| 5 | EmailMeForm | A free tier with limited features for 15 days | emailmeform.com |
| 6 | Jotform | Free plan with limited submissions and storage | jotform.com |
| 7 | KoboToolbox | Free with some limited features | kobotoolbox.org |
| 8 | Zoho Forms | Free with basic features | zoho.com/forms |
| 9 | Typeform | Free plan with basic functionality | typeform.com |
| 10 | DKAN | Free and open-source | getdkan.org |
| 11 | Docparser | Offers a free trial with limited features for 14 days | docparser.com |
| 12 | MoreApp | Free tier available for 14 days | moreapp.com |
| 13 | Formaloo | Free Trial Available | formaloo.com |
| 14 | Cognito Forms | Free plan with basic form creation features | cognitoforms.com |
| 15 | Airtable | A free tier with limited rows and storage | airtable.com |
| 16 | Wufoo | A free tier with limited forms and submissions | wufoo.com |
| 17 | REDCap | Free for non-profit organizations | projectredcap.org |
Form Tools is a free and open-source PHP/MySQL script that can be installed onto websites for managing data and forms.
It has multiple customizable options, for your specific needs. Additionally, the user interface is intuitive.
This means for most users, the learning curve will be low. You can create forms simply using their different modules, and generate visualized data.
The best part about Form Tools is that it’s completely free to use.
Features:
- Easy form creation through the form builder module
- Simple report generation
- Data visualization module available
- PHP API can be used to integrate custom forms with the script
- Customizable field types
Pricing:
- Free and Open Source.
Pros and Cons:
| Pros | Cons |
|---|---|
| Offers customizable options | Security measures are unclear |
| Easy drag-and-drop interface | Limited functionality for report generation |
| Has good integration systems | Can be complex for newer users |
Open Data Kit (ODK) is an open-source data entry and data collection software. It’s one of the best free data entry software solutions that can help users collect, manage, and use data.
Additionally, businesses can also analyze their data with ODK through integration with other apps like R, Excel, or Python.
Users can create dashboards and allow automation for data analysis processes.
ODK is the go-to data collection software across multiple industries, including public health, global development, and crisis response.
Features:
- Powerful form builder features
- Allows users to work offline through the mobile app
- Easy to integrate and connect to other apps
- Offers multi-language support
- Open-source software
Pricing:
- ODK is an open-source software that allows users to self-host and self-support it for free, with instructions available on their website.
- Standard: $199/ month
- Professional: $499/ month
- Enterprise: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Is highly customizable | Professional paid plans are very expensive |
| Offers easy integration with other apps | There is a steep learning curve |
| Technical users can self-host for free | It offers limited support to users in the first two tiers |
EpiData is a free data entry and analysis software, focusing on research and epidemiological data.
It is completely free to use and offers integration with statistical software.
EpiData Entry is used for free data entry and documentation. This has optimized documentation capabilities and can detect errors during data entry.
EpiData Analysis offers data management.
This includes basic statistical analysis, graph generation, and comprehensive data management.
Businesses with a focus on collecting and analyzing statistical and epidemiological data are the target audience of EpiData.
Features:
- Allows for collaboration through multi-user features
- Data entry forms and templates are available
- Easy integration of statistical analysis
- Robust measures for data visualization
- Completely free
Pricing:
- Completely free.
Pros and Cons:
| Pros | Cons |
|---|---|
| Is completely free to use, and offers no paid plan | Offers limited customization options |
| Easy to use, low learning curve | Lacks cloud-based collaboration |
| Offers integration with statistical software | Limited advanced data processing features |
Google Sheets is an online, cloud-based, free spreadsheet application. Users can create, edit, and share spreadsheets, with simple formulas for easy automation of repetitive tasks with it.
One of the most commonly used data entry tools, it has a low learning curve and a user-friendly interface.
It also offers multiple templates for calendars, monthly and annual budgets, and finance investment trackers.
Features:
- Very user-friendly, a low learning curve
- Easy collaboration between users
- Simple formulas for repetitive calculations, easy to automate
- Google Forms makes it easy to collect data
- Cloud-based data storage
Pricing:
- Free
Pros and Cons:
| Pros | Cons |
|---|---|
| Allows real-time collaboration | A limited number of advanced features |
| Easy integration with other Google services | Security concerns may arise due to shared files |
| Offers cloud-based data storage | Not ideal for large datasets |
EmailMeForm is a custom form builder data entry software to power workflows and automate repetitive tasks. It is a cloud-based, survey-building platform, specifically catered to businesses in retail, non-profit, and travel.
This specializes in gathering insights from customers through gathering surveys. Not to mention, it has strong security measures, and can also integrate with multiple payment platforms.
It has a free trial for 15 days and multiple paid plans.
Features:
- Has diverse field selections and allows multiple file uploads
- Notification and autoresponder settings
- Employees conditional logic for dynamic forms
- Offers easy integration across various applications like Zapier
- Has payment integrations
Pricing:
- Beginner: $30/ month
- Experienced: $50/ month (free trial available for 15 days)
- Veteran: $85/ month
- Agency: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Strong security measures | Paid plans can be quite expensive for small businesses |
| Compliant with PCI, GDPR, and HIPAA | Free-tier design functionality is limited |
| Secure payment processing through integration methods | The reporting features are quite basic |
JotForm is a free online form builder and form creator data entry software. It offers custom form builder templates and report generation templates. There are multiple custom features available, including custom form and report builders.
Payment integration is made easy in JotForm via easy integration with payment processing tools. A mobile app is also available, and there are cloud storage and high-security measures.
JotForm offers a completely free plan with limited functionality.
Features:
- Custom form builder available
- Report builder to generate accurate reports
- Conditional logic and workflows
- Easy payment integration
- Has cloud storage and data encryption
- The mobile app builder is available
Pricing:
- Free Plan
- Bronze: $34/ month, billed annually
- Silver: $39/ month, billed annually
- Gold: $99/ month, billed annually
- Enterprise: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Robust security measures for data encryption | The free version is very limited, with a 5-form limit |
| Offers extensive integration options | Paid plans are quite expensive for small businesses |
| Provides dedicated, real-time support | Complex forms have a higher learning curve |
KoboToolBox is a software solution that describes itself as a technology non-profit, with a large vision for the betterment of the world.
In simple terms, it is a data entry software that is free and allows users to collect, manage, analyze, and use data.
It uses multiple technologies for the generation of powerful forms. This facilitates easier data collection for users.
Additionally, there are multiple collaborative features available.
This is a perfect software solution for businesses that are looking for software with good customer support and intricate security measures.
The best part is that it has a completely free version with numerous features.
KoboToolBox’s free version is the most popular plan used by small and medium-sized businesses looking for a reliable data entry software solution.
Features:
- Allows for powerful form development
- Easy data collection, analysis, and management
- Collaborative features are available for easy data access between users
- Offers robust security measures
- Provides custom features and support available on demand
Pricing:
- Community: Free
- Professional: $159/ month
- Enterprise: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Offers a high level of user support on demand | Limited storage on the free plan |
| The free plan allows for an unlimited number of data collectors and collaborators | Reporting features are limited |
| Good offline capabilities | Has a higher learning curve compared to other software |
Zoho Forms is an online form maker. It allows businesses to create customizable business forms and fosters a collaborative environment through easy drag-and-drop features.
Allowing for multiple customization options, this software will help you create dynamic and visually appealing forms.
Not to mention, its customization options are vast. There are also multiple easy integration options, especially with other Zoho apps.
The best part is that Zoho Forms has a no-code builder. This means you can create your interesting forms without knowing, learning, or inputting any codes!
Offering a free plan and multiple affordable pricing plans, Zoho Forms is a fantastic solution for businesses looking for free data entry software.
Features:
- Visually appealing forms
- No-code, online form builder
- Instant SMS or email notifications
- Easy to employ UTM tracking and form analytics
- Offers seamless integration with other Zoho apps, as well as Google Sheets
Pricing:
- Free version
- Basic: $10/ month, billed annually
- Standard: $25/ month, billed annually
- Professional: $50/ month, billed annually
- Premium: $90/ month, billed annually
Pros and Cons:
| Pros | Cons |
|---|---|
| Easy-to-use user interface | Limited reporting capabilities |
| Pricing plans are affordable | Although there are integration options, the options are limited to Zoho apps and Google Sheets |
| A large number of customization options | The free plan has form restrictions |
Typeform is a SaaS company that specializes in custom, unique forms, offering services along the lines of online form building and online surveys.
The core software focuses on creating dynamic, interactive, and captivating forms based on user needs.
Multiple price tiers are available, including a new trio of “growth plans” in addition to their existing “core plans.”
This means there is something in here for businesses of all sizes and budgets. A free version with basic features and functionalities is also available.
Features:
- Attractive, customizable forms
- Prioritizes and enriches unique data
- Gathers deeper insights through specific questions
- Allows 300+ integrations
- Data encryption and security
Pricing:
Core Plans
- Basic: $25/ month (Billed annually
- Plus: $50/ month (Billed annually)
- Business: $83/ month (Billed annually)
- Enterprise: Custom Pricing
Growth Plans
- Growth Essentials: $166/ month (Billed annually)
- Growth Pro: $291/ month (Billed annually)
- Custom Pricing for the last tier
Pros and Cons:
| Pros | Cons |
|---|---|
| Customizable, and interactive form designs | The free plan has limited advanced features |
| Advanced survey features, even in the free version | Complex forms can often lead to slowness |
| Numerous integration options | Premium plans are more expensive compared to their counterparts |
DKAN is a community-driven, free, and open-source data entry software solutions platform. It provides highly customizable options for creating, retrieving, managing, and updating data.
Although the initial learning curve may be difficult, once you get used to it, the UI becomes easy to navigate.
Additionally, it has metadata standardization for higher usability and offers data entry for different data types.
It is one of the best free data entry software solutions that has had completely open development.
This means there is total transparency about the creation and development of this software. Hence, there is utmost transparency ensured.
The best part is, it is completely free to use. There are no licensing costs or subscription fees. It is community-owned and community-funded.
Features:
- Makes data Findable, Accessible,
- Interoperable, and Reusable (FAIR)
- Has Metadata standardization
- Highly customizable
- Has followed open development, to ensure transparency
Pricing:
- Free
Pros and Cons:
| Pros | Cons |
|---|---|
| Highly flexible, offers maximum adaptability | The user interface is difficult to understand |
| Offers support for multiple data types | The high learning curve requires technical expertise |
| Has customizable options | Advanced analytics features are limited |
Docparser is a data extraction tool that specializes in extracting structured data from documents. Users can extract important data from Word, PDF, CSV, XLS, TXT, XML, and images.
You can send the data to Excel or Sheets. Docparser allows over a hundred different formats and integrations.
It also features no-code data extraction, which means you can extract data without needing to use any complicated codes.
Although there may be a bit of a learning curve at the beginning, the UI becomes easier to use once you get used to it.
If you’re in doubt, you can opt for the 14-day free trial. The best part: no credit card is required!
Features:
- Easy no-code data extraction
- Document-specific filters, and smart layout
- Multi-layout parsers
- Easy financial transactions
- Integration with REST API
Pricing:
- Starter: $32.5/ month (billed annually)
- Professional: $61.5/ month (billed annually)
- Business: $133/ month (billed annually)
- Enterprise: Custom pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Offers multi-format document support | No completely free version is available |
| Has cloud-storage integration | Business plans are expensive |
| Quick and efficient data extraction | Complex layouts may result in limited support |
MoreApp is a data entry software solution that specializes in collecting data from field operations.
It offers unique customizable features, has an easy-to-use interface, and offers offline functionality.
The UI is very easy to use, and the learning curve is low.
Additionally, you can choose from a variety of widgets, build smart forms with rules, and you can also send emails after filling in a form.
If you’re still not sold, you can opt for a 14-day free trial, with no credit card required.
Features:
- Easy and intuitive interface to build your forms
- High levels of customization
- Easy to build smart forms with rules
- A variety of widgets are available to choose from
- Offers offline data collection
Pricing:
- Leaf: €44/ month (billed annually)
- Branch: €174/ month (billed annually)
- Tree: €585/ month (billed annually)
- Forest: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| Great offline functionality | Paid plans are very expensive |
| The user interface is intuitive | Limited customization options on the free plan |
| Customizable options | Offers limited integration |
Formaloo is a web-based data entry platform. It follows a no-code formula and allows users to create, customize, and generate custom applications.
It’s a form builder, dashboard, CRM, and allows AI-powered analytics.
Unlike most other data entry software, Formaloo’s free version has lots of advanced features.
Trusted by industry leaders worldwide, Formaloo can quickly build smart forms, surveys, and quizzes.
Features:
- Highly customizable options
- AI-powered analytics, that is objective and data-driven
- Multiple integration options
- Easy to create and share surveys and questionnaires
- Offers unlimited pages, fields, and blocks
Pricing:
- Free
- Pro: $12/ month (Billed annually)
- Team: $38/ month (Billed annually)
- Enterprise: Custom Pricing
Pros and Cons:
| Pros | Cons |
|---|---|
| High levels of integration capabilities | Multiple admin seats are only included in expensive tiers |
| The free version offers a large amount of features | Limited reporting functionalities |
| Highly customizable | Scalability is limited, as the software quickly becomes more expensive as you scale up |
Cognito Forms is a free online form builder that offers workflow automation. It lets users create and manage forms without having to code.
A highly customizable software, Cognito Forms allows you to have consistent and complete employee data.
They have different templates and segments of forms you can use. These include HR, Project Management, Sales, Marketing, and Information Technology.
You can streamline your workflow, increase employee engagement, and simplify performance evaluations.
Automate workflows, and power your business to work more efficiently using this software.
The best part is there is a separate free tier, called the “individual tier.” This is suitable for one user, and you can create unlimited forms.
Features:
- Internal and external “user role” features are available
- Quick and easy email notifications
- Automatic in-app task assignments
- Has conditional logic and workflows
Pricing:
- Free
- Pro: $19/ month
- Team: $39/ month
- Enterprise: $129/ month
Pros and Cons:
| Pros | Cons |
|---|---|
| You can add users for an extra $5 per user/month | Limited user capabilities, only allow for 20 users even in the highest tier |
| Unlimited forms even in the free version | Limited advanced features |
| Easy payment integration | The free version has low storage |
Airtable is a spreadsheet database that has powerful AI integration to automate workflows and processes.
It can help users with operations, marketing, portfolio project management, sales and CRM, and finance.
Businesses can streamline requests, manage budgets, and automate reporting.
You can also increase your profit margins and expand your business because Airtable will win you, customers, by providing smarter workflows and connected data.
Not to mention, Airtable allows you to streamline requests, manage budgets, and automate reporting.
Airtable has a free version with unlimited bases and 1000 records per base, with up to 5 editors and 1 GB of attachments per base.
Features:
- Powerful AI integration to automate processes
- Has Cobuilder, to build apps in a short amount of time
- Provides shared datasets, and standardized processes
- Offers easy integration with other apps
Pricing:
- Free
- Team: $20 per seat/ month (Billed annually)
- Business: $45 per seat/ month (Billed annually)
- Enterprise: Custom
Pros and Cons:
| Pros | Cons |
|---|---|
| Offers powerful integrations with numerous apps | Advanced database process functions are limited |
| Highly customizable, and collaborative | Paid plans are quite expensive |
| UI is easy to use and intuitive | The difficult learning curve for new users |
Wufoo is a no-code, online data entry software. It allows users to build, customize, and generate online forms, gather data, and generate reports, without coding.
An easy-to-use online form builder, Wufoo makes it easy to create registration forms, application forms, surveys, contact forms, payment forms, and more.
Create forms you need to collect data, files, and payments, without any code writing.
Most importantly, Wufoo’s forms can help build and maintain a brand identity. You can create aesthetically pleasing that match the look and feel of your personal branding strategy.
Wufoo offers a free version that you can use to build and share basic forms and collect a limited number of responses.
Features:
- Easy to build and customize online forms
- Real-time notifications are available
- Powerful integration options for workflow automation
- Easy payment integration
- Custom report generation
Pricing:
- Free
- Starter: Billed $195 annually
- Professional: Billed $349 annually
- Advanced: Billed $889 annually
- Ultimate: Billed $2199 annually
Pros and Cons:
| Pros | Cons |
|---|---|
| A large number of templates to select from | The free plan has limited integrations |
| Highly customizable options | Unlimited forms are only available in higher tiers |
| Powerful integration capabilities | Basic analytics capabilities |
REDcap is a website application for data entry. Non-profit organizations can join the global REDCap consortium, therefore it is catered toward non-profits.
REDCap Cloud is a third-party company that offers fee-based hosting in their custom version of REDCap.
It allows users to build and manage online surveys and databases and can be used to collect virtually any type of data.
Used by over 7000 institutions across 160 countries, REDcap is secure, trusted, and can easily manage online data.
REDCap can be used to collect virtually any type of data in any environment.
However, it is specifically geared for supporting online and offline data capture for research studies and operations.
REDCap software has generated over 2,264,000 projects from over 3,556,000 users.
Features:
- Allows the collection of many different types of data
- Data management and validation capabilities
- Has access control and user role permissions
- Allows for fast data export
Pricing:
- FREE for non-profit organizations.
Pros and Cons:
| Pros | Cons |
|---|---|
| Robust security measures are in place | It is good for clinical research but has limited functionality outside of that |
| Fast data management and validation | A subscription-based model, requiring institutional subscription |
| Data fields are highly customizable | UI is complex, and there’s a huge learning curve associated with it |
Benefits of Using Data Entry Software
Data entry remains a huge part of businesses, continuing to pose significant challenges. Using the top data entry software, these problems are reduced.
There are several benefits of using data entry software. Let’s take a look at the benefits:
Increased Efficiency: Businesses need to extract and process big data, which refers to large data volumes. Automation leads to precise, fast, and efficient data extraction and processing. This allows companies to focus on core business tasks, instead of manual repetitive tasks.
Improved Accuracy: Manual data entry has a high error rate. Using data entry software eliminates that probability. There is no chance of human error when you have automated data entry.
Cost Savings: If you’re opting for using data entry software, you’re eliminating the need for dedicated data entry staff. This massively reduces costs, since you don’t have to invest in hiring specific people just for data entry.
Organized and Scalable Data Management: Data entry software and tools provide unique features for better data management. You can easily perform data cleansing, validation, and standardization. Businesses can therefore respond better to consumer needs and changes in the market.
Real-Time Updates and Accessibility: Data entry tools and software allow multiple people to simultaneously work on the same data. By providing shared documents and databases, you can obtain real-time validation from your tools.
Enhanced Collaboration: Cloud-based collaborative features allow users to access data from anywhere in the world. These types of software also provide automatic syncing, allowing users to access the most recent data.
Customizability: Data entry tools provide customizable templates and automation tools to streamline the whole process. Customizable features also include tailoring validation rules and settings according to user preferences.
Data Security and Audit Trails: Data security and audit trials are provided through access control and record-keeping mechanisms. Multiple levels of access control exist. You can limit user permissions, or have access levels that assign different access levels depending on roles.
Integration with Other Tools: Many integration options exist for seamless data entry. Data entry tools can integrate with web applications. This will automatically ensure your data is entered from Excel to the web.
Additionally, they can also integrate with different business tools, to automate processes and update CRM records.
Read More: What is Data Entry Virtual Assistant?
How to Choose the Best Data Entry Software?
Now that you have our list of the best software, let’s unpack some more information. How will you choose the best software for data entry? Below are a few steps you need to take before choosing the correct software for yourself.
- Ease of use: The most important thing is ensuring the software is easy to use. Choose software with simple drag-and-drop interfaces, and user-friendly UIs. Look for tools and data entry software with intuitive designs and simple navigation systems that prioritize ease of use.
- Customizability: Check if you can customize validation rules, data format, themes, layouts, and field types. Just make sure you go through the options properly, to make sure there’s proper alignment with what you need.
- Integration: The tool you choose must be compatible with your existing digital infrastructure. Therefore, you need to prioritize software with good integration capabilities. Integration will reduce manual data entry, and improve data security.
- Security: Before deciding on the software you’re going to use, take a good look at its security measures. Look for password-protected encryption and access controls. Analyze what the software uses to detect fraud, and how well its record system activity works.
- Technical support: Last, but not the least, the software company must provide technical support for its users. You can’t resolve software glitches, unexpected bugs or random software crashes on your own. Additionally, technical support can help guide users to correctly input data into the software.
Conclusion
There are uncountable benefits to using free data entry software solutions. Businesses cannot survive in this competitive landscape without data entry automation.
Using data entry solutions will make your business more cost-effective, efficient, and error-free. There are plenty of free software solutions to choose from, as per our list.
FAQs
1. What is the difference between free and paid data entry software?
Paid data entry software usually has more advanced features and capabilities. But there is a limitation of features in free software.
2. Is open-source data entry software safe to use?
Yes, open-source data entry software also has security measures in place to prevent breaches.
3. Which data entry software is best for team collaboration?
Many data entry software have collaborative features, including Google Sheets, Typeform, and Zoho Forms.
4. Do free data entry tools integrate with other software?
Yes, free data entry tools also have integration capabilities.
5. How can I automate data entry tasks using free software?
You can automate data entry tasks using free software through its integration capabilities with other apps like Zapier.
6. Are there free data entry tools that support offline usage?
Yes, there are free data entry tools like Zoho Forms and JotForm that have offline usage.
7. What types of industries benefit the most from data entry software?
All types of industries benefit from data entry software, from healthcare to real estate, to digital marketing.
8. Can I customize forms and fields in free data entry software?
Yes, free data entry software and tools offer customization options.
