Most organizations reach this question the same way: a paper form that people print, fill in by hand, scan crookedly and email back. Someone retypes the answers. Everyone agrees it should be digital but digital how?
There are two main routes. A fillable PDF keeps the document as a document, with boxes people can type into. An online form turns the questions into a web page that collects answers for you. Neither is better in general. One is usually better for your form.
Choose a fillable PDF Form when the document itself matters — it must look a certain way, be signed, printed or filed. Choose an Google form when the answers matter most — you want them collected automatically, mostly from phones.
1. Where will people fill it in?
If most people will open it on a laptop, a fillable PDF works well. On phones it's less predictable: the free Acrobat Reader app handles forms properly, but some built-in phone viewers show the fields without letting people type, or skip calculations entirely.
If your audience is mostly on phones — event sign-ups, customer surveys, job applications — an online form is the safer choice. It adapts to any screen with nothing to install.
2. Does the layout have to stay fixed?
Some documents must look exactly the same for everyone: an official application, a contract, a form that gets printed and filed. That's what PDFs are for — the page is identical on every device and on paper.
Online forms reflow to fit the screen. That's great for usability, but a submitted response won't look like your original document unless the platform generates a PDF copy of it.
3. Where do the answers need to end up?
A fillable PDF comes back as a file — usually by email. If you handle a few a week, that's fine. Acrobat Pro can also combine data from many returned PDFs into a spreadsheet, provided the fields are named sensibly.
If you receive dozens or hundreds of responses, an online form wins easily: every answer lands in one table automatically, ready to sort, filter and export.
4. Does it need a signature?
Both can collect signatures, in different ways. A PDF can include signature fields people sign in Acrobat Reader, or be loaded into an e-signature platform for tracking and reminders. Many online form tools offer a draw-your-signature field too.
For formal agreements with several signers, a signable PDF or e-signature template is usually the cleaner record. Rules on electronic signatures vary by country and document type, so check what your situation requires.
5. Do you need calculations or logic?
PDFs can calculate totals, tax and dates, and show or hide sections — but only in viewers that run form scripts, mainly Acrobat Reader. Online forms handle conditional logic natively and work the same in every browser.
If the logic is heavy (“if they answered yes to question 4, skip to section C”), online usually feels smoother. If it's a printed order form with totals, a calculating PDF is ideal.
Side by side
| Fillable PDF | Online form | |
|---|---|---|
| Best on | Desktop, print | Phones, any browser |
| Layout | Fixed, identical everywhere | Adapts to the screen |
| Collecting answers | File returned by email | Automatic, into one table |
| Signatures | Strong — fields or e-sign template | Depends on the platform |
| Calculations | Yes, in script-capable viewers | Yes, everywhere |
| Works offline | Yes | Usually not |
When the answer is both
Plenty of organizations keep two versions: an online form for the public, and a fillable PDF for people who need to print, sign by hand or work offline. Built from the same question list, the two stay consistent, and each audience gets the format that suits them.
Still unsure? Send us your form and a line about who fills it in. We'll recommend the route that fits — even if that means telling you the simpler option is enough.