Cognito Forms vs EasyFill.ai: A Non‑Profit Manager’s Real‑World Comparison

Working at a non‑profit means balancing limited budgets with high expectations. We collect donations, handle volunteer sign‑ups and manage sensitive client information, often without dedicated IT staff. Cognito Forms and EasyFill.ai are two tools we’ve explored to streamline our processes. Here’s what I’ve learned.

Cognito Forms: features and limitations

Cognito Forms offers a robust set of features: data encryption, conditional logic, secure payments, multi‑page forms, save‑and‑resume and strong reporting tools. It’s developer‑friendly, with support for calculations, CSS styling and webhooks. Payment integration via Stripe is available even on the free plan. You can connect Cognito Forms with third‑party apps using Microsoft Flow or Zapier, and the Enterprise plan provides HIPAA‑compliant security features for healthcare data.

The drag‑and‑drop editor is flexible: you can adjust column widths and field sizes to create custom layouts. Adding new fields, rearranging them and adjusting options is intuitive, and there are helpful links to support articles if you get stuck. You can publish forms via different embed codes or share them via email and social media.

However, some features are only available on paid plans. The free plan limits you to 500 form submissions per month and 100 MB of storage. Advanced capabilities like electronic signatures, save‑and‑resume and full data encryption require higher‑tier subscriptions. Pricing can climb quickly as you add users or need HIPAA compliance.

Why EasyFill.ai may be a better fit for non‑profits

EasyFill.ai tackles form building from a more automated, AI‑driven angle. Instead of manually creating forms, you can upload existing PDFs or images and have them converted into interactive forms. The AI Form Builder can craft intelligent forms based on your requirements and automatically branch questions as needed. That’s invaluable when we’re creating volunteer applications or donation forms.

The platform includes secure payment processing, multiple signers and file attachments. With Smart Paths, you can trigger next steps like sending donation receipts or scheduling follow‑up calls automatically. EasyFill.ai also provides version control, cloud backup and advanced security measures, which helps protect sensitive donor and client data. Upcoming features such as voice‑to‑form and AI‑driven reports promise to make data collection even more accessible and insightful.

Final assessment

Cognito Forms is powerful and flexible, especially if you need custom calculations or HIPAA compliance. But the free plan limits submissions and storage, and the most useful features live behind paid tiers. For a resource‑constrained non‑profit, that can be a challenge.

EasyFill.ai offers many of the same features — secure payments, conditional logic and integrations — while automating more of the process. It converts existing documents, scales as you grow and includes built‑in security and backup. For organizations that handle a lot of paperwork but lack development resources, EasyFill.ai is the more practical choice. Give it a look at EasyFill.ai and see how it can help your mission.

Sources

• WebsitePlanet – “Cognito Forms Review”
• ai – Features page