11 Best Data Entry Tools to Automate Your Workflows

Data entry tools were once essential yet time-consuming for manually inputting information into computer systems or enterprise resource planning (ERP) software. Data entry is still crucial, but automation can remove much of the tediousness.

Today’s advanced data entry tools also make the collection and organization of huge amounts of data fast and much more efficient. This is achieved with the use of techniques like optical character recognition (OCR), intelligent character recognition (ICR), optical mark recognition (OMR), and barcode recognition (BCR).

Used separately or together, these technologies are enough to capture and input alphabetic, numeric, or symbolic information into databases for downstream processing. Data entry tools also help individuals and companies save time and money, increase accuracy, and lower dependence on task work—enabling employees and entrepreneurs to focus more on productivity and profits.

Let’s take a look at our picks for the best data entry software available.

Best data entry tools for automation

After conducting extensive research and using various data entry automation tools, we’ve zeroed in on a few that we thought were the easiest to use, most effective, and best value for the cost.

nTask

nTask’s data entry management software has built-in risk management features designed to reduce errors, increase accuracy, and improve clarity. It offers a user-friendly interface that simplifies complex data processes. 

Packed with a multitude of innovations that allow easy access to inputted data in multiple formats (e.g., interactive charts, calendars, or boards), this automated tool is ideal for teams that are scaling. nTask makes it easy for project managers to track progress and keep multiple teams in sync.

Key features:

• Agile methodologies. Allows solutions to evolve through collaboration.
• Activity management. Improves transparency and accountability of team members.
• Project management. Allows complex projects to be broken into sections, resulting in easy planning and everyday task management.

Pricing:

• Premium. $3 per user per month
• Business. $8 per user per month
• Enterprise. On request

Infinity

A highly customizable data entry tool that can help improve collaboration and increase productivity, Infinity can simplify day-to-day tasks for all kinds of industries. Its flexibility allows visualization of data in different formats, enhancing ease of use. 

Its biggest USP is the flexibility that allows individuals and businesses to adapt the platform to their specific requirements. Infinity makes it easy to visualize data in different formats, with a drag-and-drop interface that offers an unlimited ability to create and combine attributes. It lets project managers declutter their workflows for improved transparency and more efficient task assignments.

Key features:

• Advanced data security. Includes twice-daily data backups and encrypted data exchange between users and servers.
• App integration. Infinity allows easy integration with workflow productivity apps like Trello, Zapier, and Clockify.
• Customizable access control. Ensures only authorized users and groups have access to sensitive data.

Pricing:

• Basic. $6 per user per month
• Pro. $9 per user per month
• Enterprise. On request

ProntoForms‍

ProntoForms is a no-code, mobile data entry tool geared for field teams. It enables remote teams to input data from the field on mobile devices, access company data, and automatically share work documents with managers and administrators, ensuring data quality and ease of use. 

You can choose from a library of digital forms or design your own to input various data formats (like photographs, timestamps, signatures, barcodes, and more). Field teams can use it across industries, from logistics to construction.

Key features:

• App connectivity. ProntoForms also allows easy integration with other field apps like Dropbox and SharePoint for comprehensive reports.
• Cloud-based. Allows easy field data sharing with back-office systems for continuous monitoring and field process analysis.
• Safety and compliance. Easy embedding of safety and compliance protocols for entire teams.

Pricing:

• Essentials. $25 per user per month
• Advanced. $45 per user per month
• Enterprise. On request

Typeform‍

‍Typeform is another mobile automated data entry tool that combines simplicity and functionality to fit a variety of use cases. It makes the inputting and sharing of information interesting, with a built-in form builder, photo and video libraries, custom layouts, and themes. Typeform prides itself on data collection through online forms, website-embedded surveys, and quizzes—“happy” processes people enjoy.

Key features:

• Conditional logic. Allows you to ask follow-up questions based on a respondent’s answer.
• Creative interface. Typeform uses interactive mediums instead of “text and blank box” templates to encourage respondents to answer.
• Easy integration. Helps you generate shareable reports or sync with apps like Google Sheets or analytics tools.

Pricing:

• Basic. $25 per month for one user
• Plus. $50 per month for three users
• Business. $83 per month for five users
• Enterprise. On request

Zoho Forms

Zoho Forms allows users to customize situation-specific, no-code, custom forms and share them as website embeds, in social media links, or through email. The platform offers customizable solutions like instant email or SMS notifications and updates. Simple drag and drop features let you create dynamic forms to share easily among teams.

Key features:

• Data validation. Lets you validate answers in real time as a form is being filled.
• Multiple formats. Break a long form into sections, or allow respondents to add multiple items in one section using subforms.
• Connectivity. Easily import data to your CRM or integrate with apps like Salesforce or Google Apps.

Pricing:

• Free. For one user
• Basic. $10 per month for one user
• Standard. $25 per month for 10 users
• Professional. $50 per month for 25 users
• Premium. $90 per month for 100 users

All prices are billed annually. 

Nintex RPA

Nintex RPA lets users simplify and streamline their business processes. The platform is dynamic enough to let everyone from small businesses to large enterprises improve efficiency and productivity while lowering human capital costs. It allows easy automation of repetitive processes that are both time and labor intensive.

Key features:

• Easy deployment. Nintex RPA works perfectly with and between existing web and installed applications.
• Leverage bots. The platform allows the use of trained bots to learn and automate routine tasks quickly.
• Excel integration. Nintex RPA allows users to easily scrape data from previously filled Microsoft Excel spreadsheets into their customer database.

Pricing:

Contact Nintex RPA for a pricing quote.

FastField

FastField is another highly customizable mobile solution that makes it easy to create forms, collect data, and share it with teams. It’s primarily geared toward field use. FastField comes packed with features that allow easy collaboration, version control, data duplication detection, image capture, and more.

Key features:

• Offline data capture. Allows easy collection of data from the field even without an active internet connection.
• Geo-tagging and timestamps. Users can see when and where data elements were collected with latitude and longitude tags and timestamps.
• Dynamic workflow automation. FastField allows automated dispatch and delivery of data sets and reports to multiple teams.

Pricing:

• $25 per user per month billed monthy
• $22.50 per user per month billed annually

Tabidoo‍

Tabidoo is a cost-effective solution that allows users easy control over their data and projects. Its simple user interface makes it easy to compose and organize data quickly and intuitively. Tabidoo’s quick data storage, retrieval, and sharing processes make it easy for teams across various industries to automate and collaborate on projects.

Key features:

• Modular approach. Users can create, update, monitor, and search data across multiple project modules.
• Easy integration. Enables easy sync with thousands of other mobile apps on Zapier.
• Unlimited users. Tabidoo charges according to data usage, not by the number of users.

Pricing:

• Free plan. 
• Basic plan. 60 EUR per month
• Standard plan. 120 EUR per month
• Pro plan. 250 EUR per month 
• Enterprise plan. Contact for inquiries

Conexiom‍

Conexiom is document process automation software dedicated to eliminating the manual processing of transactional data. It’s primarily applied toward trade documents. Conexiom allows easy extraction and accurate data delivery from both structured and unstructured sources.

Key features:

• Minimal supervision. Conexiom can process over 80% of documents without human intervention.
• Fast processing. Users can access data from documents in less than two minutes.
• Higher visibility. Monitor document processing speed and volumes easily with reports and dashboards.

Pricing:

• On request

Fluix‍

Fluix is a nimble data automation tool that allows users to gather reliable data and digitize document processing. It offers lightning-fast deployment with drag-and-drop functionality for creating forms and customizing workflows. Fluix is backed up by a reliable support team that empowers individuals and organizations to speed up operations and increase productivity.

Key features:

• Accessibility. Easy to use, no-code platform that enables the digitization of routine processes.
• Security and compliance. Helps office and field teams access real-time data in keeping with security and compliance protocols.
• Third-party cloud integration. For efficient data pipeline management between different cloud-based systems.

‍Pricing:

• Fluix Core. $50 per user per month (10 users included in the plan)
• Add-ons. From $5 to $100 per user per month

HubSpot

HubSpot is a versatile CRM platform that integrates advanced data entry features, helping businesses streamline their customer interactions and data management. With its intuitive design and robust capabilities, HubSpot is suitable for businesses of all sizes looking to enhance their data entry processes.

Key features:

• CRM integration: HubSpot's data entry tools are seamlessly integrated with its CRM platform, allowing for smooth data flow between sales, marketing, and customer service teams.
• Automation: Automate repetitive tasks and workflows, reducing manual data entry and increasing efficiency.
• Customizable forms: Create and customize forms to capture specific data points, making it easier to organize and manage information.
• Data quality management: Built-in tools ensure the accuracy and consistency of entered data, reducing errors and improving overall data quality.
• User-friendly interface: HubSpot's intuitive interface makes it easy for users to navigate and utilize the platform's features without a steep learning curve.

Pricing:

• Free plan: Includes basic CRM features and data entry tools
• Starter: $20 per month per user
• Professional: $890 per month for up to 3 users
• Enterprise: $3,600 per month for up to 5 users

5 benefits of data entry tools

Deploying automated data entry tools can translate to windfall gains for individuals and businesses. 

Businesses and individuals can use automatic data entry tools across various industries (finance, planning, construction, health) and departments (HR, accounting, administration, customer care). Let’s look at the top advantages that data entry automation can bring individuals and organizations.

Increases accuracy

The average error rate for manual data entry is 1%, or 100 errors per 10,000 data points. Such a huge margin of error is unacceptable in any industry, but especially in sensitive ones like health care and finance. Moreover, the error rate can increase depending on factors like the types of data and their complexity, handwriting legibility, deadline pressure, and so on.

Automated data management can decrease the error margin significantly, requiring manual intervention only in exceptional cases. This helps businesses minimize risks and improve the customer experience.

Improves efficiency

Automation also increases the efficiency of data entry processes. It is ideal for handling big data (large volumes) or sudden spikes in data entry demand.

Automation translates to more precise data extraction and processing, enabling individuals and organizations to structure and classify data by type or source quickly. This makes it easier and faster for downstream teams to analyze and deliver actionable solutions, helping streamline workflows and speed up achievement targets.

Data entry automation also eliminates the monotony of repetitive manual data entry, allowing for the allocation of resources and manpower to more meaningful tasks that add value to a business.

Saves money

Automated data entry systems are generally less expensive than either outsourcing or hiring dedicated data entry professionals. Their cost-saving benefits include lower upfront costs for hardware and software integration, maintenance, licenses, and upgrades.

Automation also enables individuals and companies to reduce time taken to rework manual errors, which can otherwise take up a significant amount of a full-time employee’s schedule.

Automation can also help cut operational costs, overheads, and training needs related to inefficient manual processing.

Saves time

Automation can help companies save time while simultaneously improving job satisfaction and employee morale. Automating data entry tasks can help employees get back a quarter of their annual work time. This can mean huge time savings companies can use for tasks that improve their productivity and profitability.

Reduces paperwork

Automation can help reduce a company’s paper dependency. Invoices, requisition requests, and purchase orders can all be easily digitized. This can help companies cut on-premise expenses, free up space, and improve the efficiency of internal processes.

FAQ

When selecting a data entry tool, it's important to consider your specific needs and how each tool can address them. Below are some frequently asked questions to help you choose the right data entry tool for your business.

Can these tools handle raw data effectively?

Yes, many data entry tools are equipped to handle raw data efficiently. Tools like Tabidoo and ProntoForms offer features that make it easy to input, organize, and process raw data for further analysis.

How do these tools ensure data quality?

Data quality is ensured through features like real-time validation, error detection, and integration with other software tools. For example, Zoho Forms allows real-time data validation, while Conexiom processes data with minimal supervision, ensuring high accuracy.

Are these tools compatible with other software applications?

Most data entry tools offer API integrations with other software applications. For instance, ProntoForms integrates with Dropbox and SharePoint, and Infinity syncs with workflow productivity apps like Trello and Zapier.

How secure is the data entered into these tools?

Data security is a top priority for all these tools. Infinity offers advanced data security with encrypted data exchanges, while FastField ensures data safety even during offline data capture.

Simplify data entry by hiring a professional

Not sold on the idea of automating your data entry process yet? Or maybe you’d rather trust a human over software?

In either case, Upwork makes it easy for you to hire an independent data entry clerk. We have some of the best professionals in this field at your service. Browse through the top data entry professionals on our platform and hire someone today!

And if you’re a data entry professional looking for work, Upwork is the place to go. Create an account and get started today! 

Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyse and determine the tools or services that would best fit their specific needs and situation.

Prices are current at the time of writing and may change over time based on each service’s offerings.