Data Entry Automation: Expert Tips & Tools

It's an all too important, yet frustrating task– we’re talking about data entry. Manual data entry is error-prone, time-consuming, and oftentimes frustrating. With data entry automation, teams can save time, improve accuracy, and free up resources to focus on high-value responsibilities. 

We’re going to dive into how automated data entry software can be implemented, as well as review some of the best data entry automation tools. 

Coming Up

What is Data Entry Automation?

Data entry automation is exactly what it sounds like– the use of technology and software to eliminate or minimize manual data entry efforts. Data entry automation tools collect data and input your necessary data into systems for use. 

Rather than having to rely on your employees to manually complete these duties, automated data entry technologies take over this critical responsibility. As a result, employees have more time to focus on strategic and decision-making endeavors. 

How to Automate Data Entry?

Data entry automation already sounds like something you want to do, right? In order to successfully transform your organization from one that manually deals with data to one that leverages the power of automation, consider following these steps: 

1. Identify Tasks

Begin by reviewing your business processes and tasks. Make note of all the tasks that require a lot of data entry, such as inventory lists, expense management, or customer onboarding, for example. 

2. Implement Technology

Depending on which tasks you’ve identified, you can find the right data automation software that fits the bill. To exemplify, you may wish to opt for finance automation software like SolveXia, which can be applied to automate many finance functions, such as: reconciliation, expense management, regulatory reporting, process optimization, and more. 

3. Test and Refine

Once you’ve selected the necessary software, it’s time to test it out on a small scale, perhaps with one process to start. Monitor the performance to ensure everything is running smoothly. 

4. Expand Use Cases

If all is going as planned, you can expand the application of the software to whichever processes are fitting. One of the great benefits of using a finance automation solution like SolveXia is that it integrates with your existing tech stack, requires no coding to automate processes, and scales with your business’ growing data needs. 

5. Monitor Continuously

Plan to regularly check in on your automated processes. There may be opportunities to improve or adjust as time goes on. 

What Technologies are Used in Data Entry Automation?

Automation capabilities continue to evolve on a daily basis, which is great news for businesses looking to optimize their operations and boost efficiency.

The three main types of technologies involved in data entry automation are: 

1. Robotic process automation: RPA is trained to mimic human actions and complete repetitive, data-heavy, and high data volume tasks. 

2. Artificial intelligence: Artificial intelligence is a broad term that refers to a machine’s ability to perform duties that would otherwise require human intelligence, like decision-making and learning. For data entry automation, AI-enabled solutions like optical character recognition (OCR) can scan documents to input data. 

3. Finance automation: Finance automation streamlines accounting and financial data processes, reducing manual input and ensuring accuracy in tasks like payment processing, expense tracking, and reconciliation. Finance automation solutions, such as Solvexia, use data-driven workflows to automate complex calculations, reporting, and compliance tasks, helping businesses achieve faster, error-free financial management.

What is the Best Data Entry Software?

When searching for the best data entry software, you’ll come across countless technologies to choose from. 

To help ease the burden of sifting through the stack, take a look at this list of the five best automated data entry software options that have great reviews and features: 

1. SolveXia

SolveXia is a finance automation software that combines all your data systems so that you can access centralized and cleansed data, ready for use. 

No longer do you have to rely on disparate spreadsheets because SolveXia’s library of supported data connectors and integrations means that you can create a centralized repository for trusted data that is automatically transformed into insights. 

Along with data automation, SolveXia automates entire processes, making audit trails easily accessible with version history. Therefore, users can leverage SolveXia to automate reconciliation, regulatory reporting, expense management, APRA reporting, and more. 

It also delivers real time reporting that makes it easier to make more informed decisions with greater insights. With SolveXia, teams are able to expedite process completion by up to 85x and reduce errors by 90%. 

2. Docparser

If you’re looking to find an OCR tool, Docparser can scan data from documents in a variety of formats, including DOCX, PDF, DOC, CSV, and more. With nothing more than an internet connection and email address, you can set up rules to extract the data you seek. The software also allows you to upload files in batches to save time. 

3. Nanonets

For AI-powered workflows, Nanonets transforms unstructured data across sources into usable insights. Data can be pulled from databases, documents, emails or tickets. With the no-code platform, users are also able to automate workflows, such as accounts payable, invoicing, and order processing, to name a few. 

4. UiPath

UiPath is an AI-powered automation platform that can be used across industries to streamline workflows. The platform is capable of process mining, task mining, communications mining, and the like. It provides realt-ime analytics and governance for operational efficiency. 

5. Phantombuster

If you’re looking for a technology that can perform web-scraping, Phantombuster delivers. By scraping data from social media platforms, it can be used to source leads. Phantombuster integrates with existing tools and provides prebuilt workflows. 

What are the Benefits of Data Entry Automation?

With data entry automation comes plenty of benefits, and they are immediately recognized. The benefits of data entry automation include: 

1. Time Savings

Data entry tasks inherently take a lot of time and close attention to detail. This presents an opportunity cost for your team, who can be better spending time on responsibilities that can provide greater insights to the business.

2. Increased Accuracy

One of the most notable benefits of data entry automation is the accuracy it provides by preventing manual human error. In fact, an automation solution like SolveXia has proven to reduce errors by 90%. ‍

3. Improved Security

With cloud-based data automation solutions, you can rest assured that your data is being properly stored and protected with bank grade security. Not only is it safe, but it is also more accessible to those who need it, no matter where they may be. 

4. Greater Employee Satisfaction

Since employees get to allocate more time towards high-level tasks, they can sense their own value to the organization in a greater way. This leads to improved satisfaction and potentially decreased turnover. 

5. Operational Savings

It’s possible that you’ll be able to hire fewer human resources to complete the same amount of work when implementing data automation, enabling better resource allocation which means lower costs and saved time. 

What are Use Cases of Data Entry Automation?

Data entry automation is useful in any industry, for any size business. A few use cases are:

1. Finance

Every finance function relies on data. Even the slightest mistake when it comes to accounting can turn into a massive issue, especially when audits occur. Rather than having to worry about compliance and audit trails, businesses are using automation software to improve accuracy, compliance and save time. 

2. Real Estate

Real estate thrives on relationships, which all begin as leads. In order to categorize and organize leads, it requires a lot of time, especially when they all stem from various sources. Data entry automation can streamline workflows, transforming leads into close business by organizing information for the agent and broker into a system. 

3. Healthcare

Data entry automation is useful in healthcare, science, and research to process results from experiments in a system. This frees up scientists’ time to conduct analysis and understand outcomes better. 

Final Thoughts

With an estimated 402.74 million terabytes of data created every day, it’s clear to see why data entry automation technologies are so important and popular. For businesses, raw data means nothing unless it can be transformed into insights and carefully cared after for its accuracy. 

Data entry automation saves time, reduces mistakes, and provides valuable information for decision-making. To see how an automation solution like SolveXia can increase accuracy and boost your business’ efficiency, request a demo today.