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Surveys · head to head

KoboToolbox vs Wufoo

KoboToolbox logo

KoboToolbox

Surveys

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

From
Free
Rated
-
Full reviewWebsite
Wufoo logo

Wufoo

Surveys

Build online forms in minutes

From
Free
Rated
-
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.; Wufoo free plan caps at 5 forms and 100 entries
  • Prices and features above were last checked on 1 September 2026.

Where they differ

Only the attributes on which KoboToolbox and Wufoo actually diverge.

Attributes where KoboToolbox and Wufoo differ
AttributeKoboToolboxWufoo
Pricing modelPer month by submission countfreemium
PlatformsWeb, Android, Self-hostedWeb

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

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 Wufoo

Nothing recorded that KoboToolbox does not also cover.

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 Wufoo
  • A ministry of health running a national survey that must be self-hosted in country for data protection reasonsnot Wufoo
  • An NGO running the same longitudinal household survey in four languages across three countriesnot Wufoo
  • A research group that needs a free instrument for a modest sample and an SPSS export at the endnot Wufoo

Wufoo

  • Event registration and attendee managementnot KoboToolbox
  • Lead capture and sales qualificationnot KoboToolbox
  • Customer feedback and survey collectionnot KoboToolbox
  • Online order processing with payment collectionnot KoboToolbox
  • Employee onboarding and registration workflowsnot 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.

Wufoo

  • Free plan caps at 5 forms and 100 entries
  • Starter plan ($16.25/mo) still limits to 10 forms and 1,000 entries per month
  • Accepting payments requires the Professional tier ($33.25/mo) or higher; Free and Starter tiers cannot take payments at all

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

Wufoo

Free

No published plan breakdown. See the Wufoo review.

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 Wufoo if

  • You want to start without paying.
Wufoo review

Questions people ask

Is KoboToolbox or Wufoo better?
Neither clearly leads. KoboToolbox starts at Free and Wufoo at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, KoboToolbox or Wufoo?
KoboToolbox starts at Free and Wufoo at Free.
Does KoboToolbox or Wufoo run on more platforms?
KoboToolbox runs on Web, Android, Self-hosted. Wufoo 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 Wufoo is typically brought in for.
What can KoboToolbox do that Wufoo cannot?
KoboToolbox covers Offline data collection, XLSForm and browser form builder, Skip logic and validation, Multilingual forms.

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.

Wufoo: What happens if I exceed my monthly entry limit?

On PAID accounts, if you exceed the number of entries allowed for the month, a fee of $0.05 USD per entry over the limit will be charged to your account at the end of your billing period.

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.

Wufoo: Are there file upload restrictions?

Maximum individual file size is 25MB per field and 100MB per form (on higher-tier plans). Storage is only available on paid accounts.

Source
KoboToolbox: Can I host it myself?

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

Wufoo: What happens to free accounts that exceed limits?

On FREE accounts, forms will be deactivated once they have exceeded the maximum number of entries allowed for a given month.

Source
KoboToolbox: Are forms portable?

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

Wufoo: How many fields can I add to a form?

Approximately 100 fields max, though this depends on field type (paragraph fields are limited to 10 per form).

Source
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