Data Entry Services
Accurate data. Fast turnaround. Scalable capacity.
Data Quality Is a Business Asset
Gartner estimates that poor data quality costs organisations an average of $12.9 million per year. That figure encompasses more than obvious errors — it includes the compounding inefficiencies that stem from sales teams working from outdated contact records, operations teams pulling reports from databases that have never been reconciled, and marketing teams segmenting audiences against fields that were populated inconsistently across two different CRM migrations. Bad data is not a technology problem; it is a process problem that accumulates in the absence of a disciplined data entry function.
A professional data entry team does not simply transcribe. It enforces the schema — standardising formats, flagging anomalies, and applying validation rules that prevent garbage from entering the system in the first place. The value of that discipline compounds over time: a clean database in year three is dramatically easier and cheaper to maintain than one that has never been subject to quality controls. The businesses that treat data entry as clerical overhead consistently discover that the cost of remediation is multiples of what systematic quality management would have cost.
Services: Entry, Cleansing, Processing & Migration
Our core data entry service covers form-to-database transcription — converting physical documents, PDFs, scanned forms, or unstructured spreadsheets into structured database records with defined field mappings and validation rules. Document digitisation handles legacy paper archives, handwritten records, and printed reports that need to be searchable and queryable. For clients dealing with high-volume inbound data — online enquiry forms, order records, survey responses — we operate as a processing function that ensures every record reaches your CRM or ERP in the correct format within the agreed turnaround window.
Data cleansing and CRM migration projects typically involve more complex logic. Deduplication requires matching algorithms applied across name variants, email domains, and phone number formats. Standardisation normalises address fields, date formats, and product SKU conventions across source datasets that were maintained by different teams. CRM migration — from HubSpot to Salesforce, from a legacy Excel-based system to any modern platform — requires field mapping documentation, data transformation scripts, and a validation run against the target schema before a single record is imported. We manage the full pipeline.
Quality Control, SLAs & Turnaround Guarantees
Every record processed by our team passes through a two-stage verification protocol. The first operator handles transcription; a second operator independently reviews the output against the source document and checks it against the validation rules defined in your project brief. Error rates are tracked at the record level, reported weekly, and benchmarked against the project SLA. Our standard accuracy commitment is 99.5% or above. For projects requiring tighter tolerances — medical records, financial data, legal transcriptions — we apply a three-stage review cycle and document the QC trail for audit purposes.
High-volume batch work is where our capacity model matters most. We can scale processing teams within 48 hours of receiving a large batch submission — a deliberate structural decision that means your quarterly data migration or end-of-year records digitisation project does not sit in a queue waiting for headcount to free up. Turnaround commitments are written into every project agreement, with daily progress reporting and a defined escalation path if volumes exceed forecast. We have never missed a committed delivery date; we intend to keep that record intact.
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Service Parameters & FAQs
How do you ensure data accuracy?
Accuracy is enforced at three levels: input validation rules that prevent incorrectly formatted entries from being submitted, a second-operator verification pass that catches transcription errors the first operator missed, and a statistical sampling audit at the project close that validates the overall error rate against the SLA commitment. For recurring projects, we maintain a running accuracy log that both parties can review. If a batch falls below the SLA threshold, we re-process the affected records at no additional cost and document what caused the deviation.
What formats can you output data in?
Output format is determined by your downstream system, not by what is convenient for us. We deliver in Excel, CSV, JSON, XML, SQL insert scripts, or direct CRM/ERP import formats (including HubSpot, Salesforce, Zoho, and custom API endpoints where access is provided). For clients with legacy systems that require proprietary data formats, we can produce the format specification documentation and map our output to it. The only requirement is that the target format is defined in the project brief before work begins — mid-project format changes require a scope revision.
Outsourcing Intake
Select your team capacity and receive hourly resource quotes.