Comparison
A form with a QR code, or a report that knows the asset.
Generic form builders and QR form tools collect text. PODFY QR Reporting knows which asset was scanned, so every report arrives with the asset number, the location and the group.
The core difference
A generic form builder gives you one form and one QR code. Whoever scans it has to say which machine they mean, where it stands and what is wrong. Typed asset numbers are missing, misspelled or guessed, and someone on your side has to sort it out before anything can be fixed.
PODFY works the other way round. Every asset gets its own QR code, linked to your asset register. The scan already identifies the asset, so the reporter only says what is wrong. The report arrives with the asset number, the location and the group, and it is added to the history of that asset.
- One QR code per asset, linked to the asset register
- Asset number, location and group arrive with every report
- A history of all reports per asset
- Routing, status and webhooks, not only an e-mail with answers
Side by side
Generic form tools differ from each other, so the middle column describes the category in general. Check your own tool on each line.
| Feature | Generic form builder with a QR code | PODFY QR Reporting |
|---|---|---|
| Asset identified automatically | Usually one shared form. The reporter types the asset number, or you build and maintain one form per asset by hand. | Yes. One QR code per asset, linked to the asset register. |
| What arrives with the report | The answers the reporter filled in, including any typing mistakes. | Asset number, location and group, added automatically. |
| Asset register with import and retire | Not part of the tool. The list lives in a spreadsheet. | Upload your assets from a template. Move or retire assets yourself; retired assets are free. |
| Stickers with your own text | A plain QR image that you place in your own layout. | Print-ready stickers per asset with your logo and your own text, such as "Scan to report an issue". |
| Photo optional or required | Usually a file upload field that you configure per form. | Required, optional or off, per form. |
| Categories and extra fields | Yes, you build every field yourself. | Your own categories and fields for your equipment, in every language. |
| Routing and follow up status | Typically an e-mail to one address. Follow up happens in a spreadsheet or inbox. | Routing per location or category. Status from new to resolved, with priorities and duplicate reports grouped. |
| Webhooks | Depends on the tool and the plan. Often needs a paid tier or a connector. | Webhook to your ticketing or maintenance system. Open API: soon. |
| EU hosting and GDPR | Depends on the vendor and the plan. Check where answers and uploads are stored. | Reports and photos stored in the EU, a data processing agreement and deletion on request. |
| Pricing | Often per user, per form or per response, so the bill follows the volume. | €0.75 per active asset per month, down to €0.40 at volume. Nothing per report, per user or per QR code. |
| No lock in | You can usually export answers, but printed QR codes point to the vendor's form. | Export all your data. QR codes stay linked to your own IDs and keep working through a redirect for 12 months after you leave. |
When a generic form is enough
A form builder with a QR code is a fine choice in some situations. Be honest about which one you are in.
It starts to hurt when assets multiply, when several teams handle reports, or when someone asks which machine fails most often. That is where an asset register pays off.
- You have a handful of assets in one place and someone reads every message
- You want feedback or a survey, not a fault report tied to a specific machine
- You do not need a history per asset, routing or follow up status
- A one-off event or a short project where setup time matters more than structure
How to switch
From a form to a register in four steps
Export your asset list
Take the list from your spreadsheet or maintenance system. Asset numbers, names and locations are enough.
Upload it to PODFY
Fill in the template and upload it. Every asset number becomes the reference behind its own QR code.
Set up categories and routing
Choose the issue types, the photo setting and who receives which reports, with an optional webhook.
Print and replace the stickers
Print one sticker per asset with your own text and replace the old QR codes. A free 6-week pilot for up to 100 assets lets you try it first.
FAQ
Questions about the comparison
Why not just use a form builder with a QR code?
You can, and for a few assets it works. A generic form does not know which asset was scanned, so the reporter must type it. PODFY gives every asset its own QR code linked to the asset register, so the report arrives with asset number, location and group.
Can we keep our existing categories and questions?
Yes. You set your own categories and fields per form, in every language, and decide whether a photo is required, optional or off.
What happens to our existing QR codes and stickers?
Stickers from a generic tool point to that tool's form, so they need to be replaced by PODFY stickers. The new stickers carry your logo and your own text, and the QR codes stay linked to your own asset IDs.
Do reports go to our ticketing or maintenance system?
Yes. Reports can be routed per location or category and sent by webhook to your ticketing or maintenance system. An open API for your own integrations is coming soon.
What does PODFY cost compared with a form tool?
€0.75 per active asset per month, down to €0.40 for fleets above 2,500 assets, with a minimum of €25 per month. Nothing is charged per report, per user or per QR code, and retired assets are free. The pilot is free for 6 weeks.
Where is the data stored and can we leave?
Reports and photos are stored in the EU. You can export all your data at any time, and after you leave your QR codes keep working through a redirect for 12 months.
See the difference on your
own assets.
A 15-minute demo with your asset types, categories and sticker text.