stepbase
The form builder with approvals built in

Forms that route themselves.

Build the form, then say who approves what. Every submission goes to the right reviewer and gets tracked through to done — by a person, or by AI on the steps that don't need one.

Build a form for free

Free · No credit card required

See how it works

One form, one workflow. The route through it depends on the answer.

Purchase request

Anyone in the company can submit this.

Standing desk converter
How much?
Current desk is fixed height and I'm on calls most of the day.
Submit request
Rule
Under $1,000
AI approves
$1,000 – $10,000
Manager
Over $10,000
FinanceCFO
Approved

Under $1,000 — AI checks it against policy and approves. Nobody's inbox.

Type a number — the route follows.

Collect

Build the form

Drag fields onto the page, set the rules, publish.

18 field types
Text, numbers, dates, dropdowns, file uploads, photo and voice capture, plus repeating tables for line items.
Show and hide questions
Any field, or a whole section, based on what someone already filled in. No formulas to write.
Dropdowns fed by your own data
Options come from your tables, users, or teams, so a cost-centre list is never out of date.
Public links, QR codes, embeds
Share it without an account on the other end. Links can be single-use, or expire on a date you set.
The stepbase form builder, with the field palette on the left and a purchase request form on the canvas
Then what

What happens after submit

The submission opens a tracked request: routed on what was filled in, assigned to someone specific, with every decision recorded.

The stepbase flow designer, showing a multi-stage purchase approval with a conditional branch

Draw the process once. Branch on the amount, the department, the risk score, whatever the form collected. People outside your workspace can take a step from an emailed link, without an account.

The My Work task inbox, showing assigned reviews with deadlines
AI

Some steps don't need a person

Describe the process to build it. Let AI take the routine calls.

Describe it, don't draw it

A sentence becomes stages, branches, assignees and forms.

When someone submits an expense claim, anything over $500 goes to their manager first, then finance approves it.

Claim form
Over $500?
Manager
Finance
Paid

AI takes the step

It reads the claim, picks the action, and records why.

FinanceAI step
Claim · $312Approved
94% sureyour mark: 70%
Picks one of the step's actions
Approve
Ask for a receipt
Reject

It hands off when unsure

Below the mark you set, a person gets it.

Claim · $2,480Finance
41% sureyour mark: 70%
The step becomes an ordinary task for the person you named. Nothing stalls, nothing advances on a guess.

AI only runs where you put it

Every other step stays a person's.

Reads only the fields you pick

Nothing else in the record.

Every decision in the audit trail

Confidence, reasoning and model.

Security & governance

Move fast without losing control

Built-in controls keep every workflow auditable, isolated, and access-controlled, from day one.

AES-256 encryption

Connector credentials are encrypted at rest with AES-256-GCM.

Workspace isolation

Every workspace's data is fully isolated, end to end.

Complete audit trail

Every action is recorded: who did what, and when.

Role-based access

Granular role and permission checks gate who can do what.

Build your first form

No credit card, no setup fees. Start from a template, or from a blank page.

FAQ

Common questions

No. Drag fields onto the form, then drag stages onto a canvas and connect them. If you can describe the process in words, you can build it.
5 users, 3 flows, and 50 requests a month, no credit card. Paid plans scale with team size and volume; get in touch and we'll point you at the right one.
Yes, and they don't need an account. Share a form as a public link, a QR code, or an embed. External reviewers (a vendor, a referee) can also take a step mid-process from an emailed link.
You get 18 field types, show/hide logic on fields and whole sections, repeating tables, file, photo and voice capture, and dropdowns fed live from your own data. Not yet: multi-page forms, custom themes and branding, and save-and-resume. They're on the way.
Yes, through HTTP connectors: pull data in from or push it out to any system with an API. There's no one-click app directory yet; each connection is set up once against that system's API.
Only on the steps you give it, under instructions you write, reading only the fields you allow. It rates its own confidence on every call; below the mark you set, or if the call fails, the step goes to the person or team you nominated instead. Every AI decision is recorded in the audit trail alongside its reasoning and confidence.
Each workspace is fully isolated. Credentials for external systems are encrypted at rest with AES-256. Every action is recorded in a complete audit trail.