How Schools Save 80% on Workflow Tools with Form Approvals

Morgan Hopkins, Customer Success Manager

Last Updated: Feb 1, 2026

Schools and educational institutions face a unique challenge: they need enterprise-grade workflow automation but operate on tight budgets. Many schools end up paying thousands per year for workflow tools when a far more affordable option exists — one that works with the Google Forms they already use every day.

The Problem with Enterprise Workflow Tools in Education

Traditional workflow automation platforms are designed for large enterprises with large budgets. They typically charge per user per month, which creates a significant cost problem for schools:

• A school with 100 staff members using a $15/user/month tool pays $1,500/month ($18,000/year) just for workflow approvals
• Setup requires IT resources that many schools don't have
• Staff need training on yet another new platform
• Data is stored in a third-party system, raising privacy concerns

How Form Approvals Solves This

Form Approvals is built specifically for organizations that use Google Workspace — and schools are among its most active users. Here's how schools save up to 80% compared to traditional workflow tools:

1. No Per-Seat Pricing

Form Approvals does not charge per teacher, per administrator, or per staff member. Whether your school has 10 or 1,000 staff submitting and approving requests, the price is the same. Only the workflow administrator (typically 1 person) needs a license.

2. Uses Existing Google Forms

Most schools already use Google Workspace for Education. Your staff already knows how to create and submit Google Forms. Form Approvals adds approval workflows on top of this existing infrastructure — no new form builder, no data migration, no IT project.

3. Setup in Minutes, Not Months

A department head can set up an approval workflow in minutes without any IT involvement. Create a Google Form (or use an existing one), add approvers through the Form Approvals add-on, and you're live. No vendor onboarding calls, no implementation timeline, no consulting fees.

4. Data Stays in Google Sheets

All form response data is stored in your own Google Sheets, within your school's Google Workspace domain. This means your data stays under your control, in your jurisdiction, subject to your school's existing data governance policies.

Real-World School Use Cases

Schools use Form Approvals for a wide range of approval workflows:

• Professional development requests
• Leave and time-off approvals
• Purchase requisitions and expense reimbursements
• IT equipment and service requests
• Student activity approvals
• Facility and room booking requests
• Parent permission forms
• Budget allocation approvals

Cost Comparison for a Typical School

Consider a school with 150 staff, 1 workflow administrator, and 200 approval requests per month:

• Enterprise workflow tool: 150 users x $15/month = $2,250/month ($27,000/year)
• Form Approvals Team plan: $43-65/month ($516-780/year)
• Savings: Up to 98% ($26,220/year)

Trusted by Schools Worldwide

Form Approvals is installed by over 10 million users globally and is actively used by thousands of schools and educational institutions. As Aznan Nagor, Head of Technologies Unit at The International School of Penang, says:

"I continue to be shocked at the usability and simplicity of this add-on. It is highly configurable, yet so simple. The customer service is also extremely reliable."

Get Started for Free

Try Form Approvals with our free plan — 20 responses per month, all features included, no credit card required. View pricing or get started today.