Retyping what you already knew
An existing client or applicant is asked for their address, their programme, their account number. You hold all of it, and asking again invites a typo into a record that was previously clean.
FormAssembly · Form Automation
Count the manual steps after submit. That is the automation backlog.
Someone re-keys the data. Someone chases the missing attachment. Someone calculates the fee, sends the confirmation, files the signed copy. Twopir Consulting removes those steps from a single submission — prefill, live calculation, signature, payment, documents and notifications — and designs what happens when one of them fails. If a person retypes it, it should not have been typed twice.
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Trusted by 500+ organizations — including healthcare, higher education, nonprofit and financial services teams removing manual steps from high-volume processes.
Built for Regulated Data Collection
- Salesforce Partner
- HubSpot Partner
- Prefill & Secure Links
- E-Signature
- Payment Capture
- Save & Resume
- Document Generation
- Notifications
Six jobs a person is still doing that the form could do
None of these are anybody's job description. They are the residue of a process that was digitised without being redesigned, and they scale linearly with volume. Every one of them is also a step that can be skipped under pressure.
Chasing the thing that was left out
A form arrives without the attachment, the signature or the required detail, and someone spends a week in email getting it. Validation at the point of entry removes the entire exchange.
Working out the number by hand
Fees, totals, pro-rated amounts, eligibility scores — calculated by staff after the fact, or worse, by the respondent on paper. Both are slow and both produce disputes.
Sending the confirmation manually
Someone opens a template, pastes in the details and sends it. At low volume it is a minor cost; at high volume it becomes the queue that everything else waits behind.
Building the document from the submission
Copying form values into an agreement, receipt or summary by hand. It is the slowest step in most processes and the one where transcription errors are introduced.
Starting over because they could not finish
A long form with no way to save means a respondent who has to fetch a document either abandons or submits something incomplete. You then pay for the follow-up either way.
What This Covers
One submission, from the link they open to the record it becomes
FormAssembly form automation is everything that happens around a single submission without anyone doing it: the form arriving already prefilled from records you hold, calculations and validation running as it is completed, a draft saved and resumed days later, a signature and a payment captured at the point of submission, the record written to your CRM, a document generated from the values, and the confirmations sent. It is the automation of one person filling in one thing — which is most of the volume in most organizations.
Where this page stops. The moment a process needs a second participant or an approval decision, it stops being form automation and becomes FormAssembly workflow automation, which is designed differently. How the form looks and what it asks is FormAssembly customization services. The mapping, lookup and deduplication logic that decides what the record becomes is FormAssembly Salesforce integration. Sequencing several destination systems on one submission is FormAssembly integration services.
What Twopir does, and what the product does. Prefill, formulas, validation, save and resume, e-signature, payment connectors, notifications, document generation and response reprocessing are FormAssembly capabilities. What we contribute is the sequencing and the failure policy: which step happens first, what the respondent is told at each point, what occurs when the payment succeeds and the record write does not, and who finds out. Product documentation is the FormAssembly Resource Center.
Six automations, ordered by how much work they remove
Most organizations get the largest return from the first two and never reach the rest. We would rather deliver those properly than deliver all six thinly.
Prefill & Secure Links
The form arrives knowing who they are. Faster to complete, and the data comes back cleaner because confirming beats retyping.
- Prefill from existing CRM records, including related objects
- Secure, personalised links for known respondents
- Read-only display of values that must not be edited
- Pre-selected programme, fee or eligibility context
- Fewer questions asked, so shorter forms overall
Validation & Live Calculation
Bad data is rejected where it is typed, and the arithmetic is done by the form. Both remove a downstream correction cycle entirely.
- Required, format and range validation with clear messages
- Totals, fees and pro-rated amounts calculated live
- Scores and eligibility shown to the respondent as they answer
- Date arithmetic for deadlines and durations
- Nothing submitted that a person will have to correct
E-Signature & File Capture
Agreement and evidence collected in the same submission as the data, rather than in a separate exchange that takes a week.
- Electronic signature captured at the point of submission
- Supporting document upload with type and size rules
- Secure handling and scanning of uploaded files
- Uploads attached to the CRM record they belong to
- Consent and disclosure recorded with the submission
Payment at Submission
The money and the record created together, with the ordering decided deliberately so a reconciliation problem is never designed in.
- Stripe, PayPal, Authorize.Net and Deluxe connectors
- One-time and recurring payment capture
- Calculated amounts driven by what was answered
- Transaction reference written to the CRM record
- Explicit policy for a payment taken when a later step fails
Save, Resume & Reminders
For long or document-heavy forms this is usually the largest single improvement to completion, because those forms are never finished in one sitting.
- Drafts saved and resumed days later
- Secure resume links with a defined retention window
- Reminder design for drafts that go quiet
- Partial data usable for follow-up where consent allows
- Abandonment visible instead of invisible
Documents & Notifications
The confirmation, the agreement and the internal alert all produced from the submission, so nobody opens a template to send a routine message.
- Documents generated from submitted values
- Respondent acknowledgement with their own answers
- Internal notifications routed by what was submitted
- Conditional messages per path through the form
- Delivery to the CRM record as well as the inbox
What the respondent is told when a step fails
Automating a step means deciding what happens when it does not work. Left at the default, the respondent is told everything succeeded — which is the right answer for a newsletter signup and the wrong one for a payment.
| Automated step | When it runs | Failure policy we set |
|---|---|---|
| Prefill from existing records | As the form opens, before the respondent answers. | Fall back to a blank form rather than blocking access entirely. |
| Validation and calculation | Live, as the form is completed. | Nothing to fail downstream — the value is settled before submission. |
| Payment capture | At submission, before the respondent is redirected. | Stop. Never confirm a submission whose payment did not clear. |
| CRM record write | At submission, so a failure can still be shown. | Stop and log, so the respondent is not told it worked when it did not. |
| Document generation | After submission — it is not what the respondent is waiting for. | Continue and alert internally; regenerate from the stored response. |
| Notification and acknowledgement | After submission. | Continue and alert. A missed email should never fail a good submission. |
Count the manual steps first, then remove the expensive ones
Durations describe typical engagements for one high-volume process. You get a fixed shape after stage one.
Manual-Step Inventory
We walk the process as it runs today and count every human touch after submit, with rough time and volume against each. Three to five days.
Sequence & Failure Design
Which step runs when, what the respondent sees at each point, and what happens when one fails — settled before anything is built. Three to five days.
Build & Connect
Prefill, calculations, signature, payment and document steps configured against a sandbox, with the connector mapping built to match the sequence. One to three weeks.
Failure-Path Rehearsal
Declined payments, rejected validations, failed uploads and abandoned drafts run deliberately, so the first production incident is one your team has already seen. Three to five days.
Launch & Measure
Go-live with the manual-step count as the baseline, so the improvement is measured against your own process rather than asserted. One week, then optional retainer.
The processes where manual steps cost the most
High volume or high consequence, and usually seasonal — which is when a manual step stops being an irritation and becomes the constraint on the whole process.
Higher Education
Applications and scholarship submissions arriving in a compressed season. Prefill, save and resume, and automatic acknowledgement are what keep an admissions team from becoming the bottleneck.
Healthcare
Patient intake, where a form completed before arrival removes a queue at the desk — and where validation matters because an incomplete history is a clinical problem, not an admin one.
Nonprofit
Donation and volunteer forms where payment, receipt and record all belong to the same moment. A small team gains the most from removing the confirmation-sending step entirely.
Financial Services
Account opening and loan applications, which are document-heavy and rarely finished in one sitting. Save and resume plus signature capture in the same submission removes most of the follow-up.
FormAssembly Customer Story
We’re building up a really powerful database, and we’ll be able to do some pretty powerful marketing going forward.
Greg Devine Manukau Road Consulting, on the Child Matters deployment — quoted in FormAssembly’s published case study, not a Twopir engagement
Adjacent Work — Capture to CRM
We have not published a FormAssembly-scoped case study, and we will not present one that does not exist. The closest published evidence of how we remove manual capture steps is this integration engagement.
100% Call attribution to campaign source
Auto Lead creation on every qualifying enquiry
We automate the step, and the failure of the step
We help growing and mid-market companies solve complex CRM, integration and business system challenges, and we work with enterprise organizations on the same problems at larger scale.
We count before we automate
The manual-step inventory usually shows two steps consuming most of the time. Removing those properly beats removing six of them thinly.
We settle the ordering
Payment before record, or record before payment, is a reconciliation decision with consequences. We make it explicitly instead of inheriting whatever the build order happened to be.
We never confirm what did not happen
A respondent told their application succeeded when the record was never created will find out at the worst possible moment. Stage placement is how that is prevented.
We can change the CRM side
As a Salesforce Partner and HubSpot Partner, when an automation needs a field, a record type or a rule changed, we can do it rather than raise a ticket with someone else.
We measure against your own baseline
The manual-step count from stage one is the benchmark. That keeps the result honest and specific to you, rather than a generic efficiency claim.
What teams ask before automating a process
Form automation is everything that happens automatically around one submission: the prefilled link, the live calculation, the signature, the payment, the confirmation email and the record write. Workflow automation is what happens when a process needs more than one form or more than one person — a second participant, an approval decision, a conditional route to a different path. If your process is one person filling in one thing, this page covers it. If someone has to approve it or add to it afterwards, that is workflow, and the two are designed differently.
Yes, and for long or document-heavy forms it is usually the single change that most improves completion. Applications that require gathering paperwork, financial detail or a second person's input are rarely finished in one sitting, and without save and resume those respondents either abandon or submit something incomplete. The design questions worth settling are how long a draft is retained and how the resume link is secured, because both are governance decisions rather than convenience settings.
Yes. FormAssembly supports electronic signature capture and connects to payment processors including Stripe, PayPal, Authorize.Net and Deluxe for one-time and recurring payments, and both can sit on a single submission alongside the record write. The architecture point is ordering: a payment taken before a record exists, or a record created before a payment is confirmed, produces a reconciliation problem. Which happens first, and what occurs if the second step fails, is a decision we make deliberately rather than accepting by default.
That is the case worth designing for, because it is the one that reaches a customer. FormAssembly logs each connector run, so the failure is visible and the response can be corrected and reprocessed — in bulk on Essentials plans and above. What we add is the policy: which step is allowed to fail without stopping the others, who is alerted, and how the money and the record are reconciled afterwards. Left at the default, a payment can be taken while the record it belongs to never appears, and the first person to notice is the payer.
Yes — a confirmation, an agreement, a receipt or a summary produced from the submitted values and delivered to the respondent, an internal team, or a record in your CRM. It is most valuable where a person currently copies form data into a template by hand, which is both the slowest step in the process and the one where errors are introduced. Where documents need to route to several approvers before they are final, that is workflow rather than form automation.
Almost all of it. Prefill, calculations, validation, conditional paths, notifications, signature, payment capture, save and resume and document generation are configuration — nothing deployed and nothing for your team to maintain through platform updates. Custom code becomes necessary when a requirement reaches past what the builder offers, and there is one specific limit worth knowing early: a JavaScript calculation on the form does not carry into a connector, so anything that must shape what gets written to your CRM has to be built as connector logic instead.
Next Step
Walk us through what happens after someone hits submit
Every hand it passes through, and roughly how long each one takes. That walkthrough is usually enough for us to say which two steps are worth removing first, and whether it is configuration or something more.
Or contact the team — we automate the step and the failure of the step
