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Surveys · head to head

KoboToolbox vs Woopra

KoboToolbox logo

KoboToolbox

Surveys

Offline-first data collection for humanitarian, development and research field work

From
Free
Free plan
Yes
Full reviewWebsite
Woopra logo

Woopra

Marketing

Real-time customer intelligence platform

From
Free
Free plan
Yes
Full reviewWebsite

The short version

  • Each has a real cost: KoboToolbox the free Community plan caps at 5,000 submissions a month and 1 GB of file storage, and any form collecting photographs exhausts storage long before it exhausts the submission count.; Woopra the entry Pro plan starts at $999 per month, and no lower or free tier is published
  • They diverge on capability: KoboToolbox covers Offline data collection, Woopra covers Real-time analytics.
  • Prices and features above were last checked on 1 September 2026.

Where they differ

Only the attributes on which KoboToolbox and Woopra actually diverge.

Attributes where KoboToolbox and Woopra differ
AttributeKoboToolboxWoopra
Pricing modelPer month by submission countfreemium
PlatformsWeb, Android, Self-hostedWeb
CategorySurveysMarketing
FoundedUnknown2011

Identical on both: starting price (Free), free tier (Yes), user rating (Not yet rated).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in KoboToolbox

  • Offline data collection
  • XLSForm and browser form builder
  • Skip logic and validation
  • Multilingual forms
  • GPS and media capture
  • Case management
  • Exports and analysis
  • Self-hosting

Only in Woopra

  • Real-time analytics
  • Customer tracking
  • Segmentation
  • Automation
  • Salesforce
  • HubSpot
  • GDPR
  • Cloud deployment

What people use each for

The jobs each tool is most often brought in to do.

KoboToolbox

  • A rapid needs assessment after a disaster where enumerators work for days without mobile coveragenot Woopra
  • A ministry of health running a national survey that must be self-hosted in country for data protection reasonsnot Woopra
  • An NGO running the same longitudinal household survey in four languages across three countriesnot Woopra
  • A research group that needs a free instrument for a modest sample and an SPSS export at the endnot Woopra

Woopra

  • Tracking individual customer journeys across web, app and support touchpointsnot KoboToolbox
  • Product and behavioural analytics with retention and funnel reportsnot KoboToolbox
  • Triggering downstream actions from customer behaviournot KoboToolbox

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

KoboToolbox

  • The free Community plan caps at 5,000 submissions a month and 1 GB of file storage, and any form collecting photographs exhausts storage long before it exhausts the submission count.
  • The Starter paid plan allows only 1,000 submissions a month for $21, which is fewer than the free nonprofit tier, so a small commercial user pays more for less than a charity gets free.
  • Eligibility for the free plan depends on Kobo's assessment of your organisation and purpose, which introduces an approval step that a consultancy working on behalf of an NGO may not clear.
  • Self-hosting is genuinely possible but the stack is substantial to deploy and maintain, so a ministry choosing it for data residency reasons takes on real infrastructure staffing cost.
  • Analysis and reporting inside the platform are basic compared with dedicated tools, so most serious use exports to Excel, Power BI or statistical software, and that export step is where data governance often gets loose.

Woopra

  • The entry Pro plan starts at $999 per month, and no lower or free tier is published
  • Single Sign-On requires the Enterprise plan
  • Data warehouse sync, data governance, organisation-level B2B tracking and the AI prediction features are Enterprise only
  • Pro is capped at 50 user seats and 2 years of data retention
  • Dedicated support and onboarding are Enterprise only; Pro gets online support
  • Enterprise is custom priced with no published rate

Pricing, plan by plan

KoboToolbox

Free
  • CommunityFree
    • Free for qualifying nonprofit and public good organisations
    • 5,000 submissions per month
    • 1 GB file storage
  • Starter$21/month
    • 1,000 submissions per month
    • 0.5 GB file storage
    • For private and for-profit use
  • Professional$129/month
    • 25,000 submissions per month or 300,000 per year
    • Unlimited file storage
    • Priority support
  • Teams$undefined/month
    • 50,000 submissions per month or 600,000 per year
    • Shared team administration
    • Pricing published by plan tier

Woopra

Free
  • FreeFree
    • Real-time analytics
    • Basic dashboards

Which should you pick?

Choose KoboToolbox if

  • You need offline data collection.
  • You want to start without paying.
  • You work on Web, Android, Self-hosted.
  • You also want xlsform and browser form builder.
KoboToolbox review

Choose Woopra if

  • You need real-time analytics.
  • You want to start without paying.
  • You also want customer tracking.
Woopra review

Questions people ask

Is KoboToolbox or Woopra better?
Neither clearly leads. KoboToolbox starts at Free and Woopra at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, KoboToolbox or Woopra?
KoboToolbox starts at Free and Woopra at Free.
Does KoboToolbox or Woopra run on more platforms?
KoboToolbox runs on Web, Android, Self-hosted. Woopra runs on Web.
Can I use KoboToolbox for free?
Both have a free tier, so you can try either at no cost before committing.
What is KoboToolbox best used for?
KoboToolbox is most often used for a rapid needs assessment after a disaster where enumerators work for days without mobile coverage, a ministry of health running a national survey that must be self-hosted in country for data protection reasons, an ngo running the same longitudinal household survey in four languages across three countries, a research group that needs a free instrument for a modest sample and an spss export at the end. Of those, a rapid needs assessment after a disaster where enumerators work for days without mobile coverage and a ministry of health running a national survey that must be self-hosted in country for data protection reasons are not what Woopra is typically brought in for.
What can KoboToolbox do that Woopra cannot?
KoboToolbox covers Offline data collection, XLSForm and browser form builder, Skip logic and validation, Multilingual forms. Woopra covers Real-time analytics, Customer tracking, Segmentation, Automation.

Answered from the vendors’ own pages

KoboToolbox: Is KoboToolbox free?

Free for qualifying nonprofit and public good organisations under the Community plan, currently 5,000 submissions a month and 1 GB of storage. Commercial use requires a paid plan from $21 a month.

Woopra: What is the starting price and how does billing work?

Woopra starts at $999/month for the Pro plan, with the first month free during the 30-day trial. Billing starts in the second month and recurs every 30 days.

Source
KoboToolbox: Who funds it?

Kobo Inc is a US nonprofit funded roughly 38 per cent by grants and contributions and 62 per cent by service contracts, subscriptions and training, based on its 2024 figures.

Woopra: What happens if I exceed my event quota?

Overage fees apply if you surpass the limit of your plan, though data collection continues.

Source
KoboToolbox: Can I host it myself?

Yes. The server stack is open source and is regularly deployed in country for data residency reasons.

Woopra: Can I cancel anytime?

Yes, you may cancel your subscription at any time.

Source
KoboToolbox: Are forms portable?

Yes. It uses XLSForm and ODK standards, so instruments move between Kobo and other ODK-compatible servers.

Woopra: How long is my data retained?

Pro plan retains data for 24+ months; Enterprise offers customized data retention for extended periods.

Source
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