Case Study Summary
- Industry: Specialty manufacturing & professional presentation services
- Business type: B2B/B2C custom products & printing services
- Project type: Replacing a HotDocs questionnaire subscription with Gravity Forms
- Market: National, headquartered in Gainesville, FL
- Platforms: WordPress, Gravity Forms, Gravity Forms DOCX, Gravity PDF
- Service: Website Support
This website support case study shows how Prosoft Binders, a Florida manufacturer processing hundreds of custom binder and interview kit orders each month, removed a five-submission monthly limit by having Pronto rebuild its questionnaire in WordPress using Gravity Forms and an add-on that automatically generates Word documents.
Background
Prosoft Binders makes custom binders and pilot logbook interview kits in Gainesville, Florida. The pilots who buy the kits are preparing for airline interviews, and each one starts with a questionnaire. By the time the tool behind it became a problem, Prosoft asked its support team for a HotDocs alternative.
Prosoft has been on Pronto’s Website Support plan since November 2024. The plan covers day-to-day changes on its WordPress and WooCommerce store, and the same team had recently set up the two service pages described in an earlier case study.
Prosoft’s Interview Questionnaire on prosoftbinders.com, the first of four steps a pilot completes online.
The Challenge: A HotDocs Plan Capped at Five Questionnaires a Month
The questionnaire ran on HotDocs Advance, a subscription document-automation tool. Trish emailed each pilot a link to what HotDocs calls an interview, the pilot answered the questions online, and the finished documents came back for the pilot to keep and update.
When Prosoft first signed up, the subscription let it send as many questionnaires as it needed. Over the years HotDocs was sold from one company to the next, and the plan Prosoft was left with allowed just five questionnaires per month. Prosoft’s aviation business had grown well past that.
“We have hundreds of new orders a month. This has become the bread and butter side of our business."
Upgrading meant paying more for a tool Prosoft used for one thing, so Trish asked her support manager whether the questionnaire could move onto Prosoft’s own site instead.
The Solution: Moving the Questionnaire to Prosoft’s Own Website
The support team’s answer was to recreate the questionnaire in Gravity Forms, a WordPress form plugin, so that it would belong to Prosoft, run on the site the team already maintains and have no limit on submissions.
Recreating the HotDocs Questionnaire in Gravity Forms
The support manager went through the HotDocs questionnaire and Trish’s Word templates and briefed the developers. They set up the new questionnaire on a staging copy of the site, a private copy used for testing, as a four-step form: Pilot Information, Document Selection, Logbook Inventory and Career Milestones.
The branching logic from the original was kept, so a pilot who only needs the Logbook Inventory never sees the milestone pages. The first version of the form took submissions, emailed a copy to the pilot and produced a PDF.
Getting the Answers Into a Word Document
Pilots edit these tables as their careers progress, so a PDF on its own was not going to work. The PDF came from Gravity PDF, a free add-on, and neither it nor Gravity Forms can produce a Word file, so the developers compared two third-party add-ons that can. They recommended Gravity Forms DOCX, a one-time $45 add-on from CodeCanyon that fills a Word template with the form’s answers, over an $87-a-year alternative.
Gravity Forms Pro itself is covered by Pronto, so the add-on was the only cost to Prosoft. The support manager put the choice to Trish before spending anything and offered a refund if the add-on fell short. She approved it the same day, and the questionnaire was soon producing a Word document for every submission.
Working Around the Add-on’s Limits
The add-on has its limits. It only replaces simple text and images, and the table-style fields in Gravity Forms only accept plain text.
The developers wrote small custom scripts to add the dropdowns and date pickers Trish had asked for inside those tables, reformatted multi-row entries so each value sits on its own line in the Word file, and based the templates on Trish’s own Word files so the output matched what pilots already knew.
The five steps Pronto’s support team took to move the questionnaire onto Prosoft’s own site.
The Results: Unlimited Questionnaires, Delivered as Editable Word Files
Trish tested the finished questionnaire on the staging copy and gave the go-ahead.
“Looks good. When can we go live?“
The page then went live on prosoftbinders.com. Pronto’s QA team ran the questionnaire through all four document combinations a pilot can choose, and each one produced an email with both files attached.
| Metric | Before with HotDocs Advance |
After with Gravity Forms Pro |
Change |
| Questionnaires per month | 5 | Unlimited | No cap |
| Ongoing cost of the questionnaire | Subscription | None (paid by Pronto) | One-time plugin only |
| Where submissions are stored | Third-party platform | Prosoft’s WordPress site | Owned by Prosoft |
| What the pilot receives | Documents from the platform | Word + PDF by email | Automatic |
| Before and after at launch. The five-a-month limit is the HotDocs plan Prosoft reported at the time; third-party plans and pricing change over time. | |||
While the work was under way, Trish reviewed Pronto’s support on G2.
“Pronto assists us with so many website and order processing issues. They immensely benefit our ability to take care of our customers.”
Prosoft now sends the questionnaire to as many pilots as it likes and pays no subscription for it. The documents go out automatically when a pilot submits the form, so nobody at Prosoft has to email files by hand. Every submission and document lives on a site its support team already looks after, and pilots get a file they can keep editing as their careers progress.
Learn more about Pronto’s Website Support plan and find out how a support manager and a WordPress team can bring the tools your business relies on onto the site you already own.
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