Hi Sam, sounds like you've stitched together a couple of "best of breed" solutions to accomplish what you need: a data collection interface builder, a database, and a dashboard.
If you want a "whole in one" solution that gives you a flexible database, you could try Five (I'm one of the co-founders). Five builds data-driven web apps.
The advantages of using Five are:
1. You're only paying for one tool instead of three.
2. Five gives you a customizable MySQL database. You can create tables and relationships visually.
3. Five gives you an easy form builder to collect data. You can also create data grids to collect data.
4. You can also create different user roles with different permissions, or public forms for people without their own login.
5. Five lets you create charts and dashboards, but our dashboarding is not as sophisticated as PowerBI (that's the trade-off).
So in a nutshell, if you're looking to replace your current setup with one web application then Five could be a solution.
What are the challenges? The biggest challenge seems to be that you're collecting different data from different users. If you want this data to be collected in a proper database, you'll have to come up with some standardized way of doing this. Conditional ("show-ifs") can easily be created inside of Five and could be one way of setting this up.
If you would like to have a chat with us about how to do this, feel free to sign up on our website and I'll reach out to you separately to set up a Zoom call. Our URL is https://five.co