Data entry: what to know

What the job involves, what changes the price, and what to ask a pro.

What data entry is

A data entry worker types or transfers information from documents, forms or images into spreadsheets or databases, checking it for accuracy on a set schedule. Businesses hire them to clear backlogs, move records between systems or keep a steady flow of data up to date.

Signs you need it

  • You have a stack of paper forms, invoices or intake sheets that need to go into a spreadsheet or system
  • Your team is falling behind on entering orders, contacts or records, and errors are creeping in
  • You are moving data from an old system to a new one and need the fields matched carefully
  • You have scanned documents or photos of forms that must be typed into a database
  • You need regular entry each week, such as daily sales or inventory counts, and no one has time

What the pro does

  • Review the source documents and the target format, including which fields go where and what each one means
  • Set up a sample entry batch and check it with you before starting the full job
  • Type or transfer the data from forms, documents or images into the spreadsheet or database
  • Check each batch against the source, flagging unclear entries and missing fields for you to decide
  • Keep a record of each batch, the date entered and the number of records completed
  • Deliver the finished file in the agreed format, with a short summary of any exceptions

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The number of documents or records to enter and how many fields each one has
  • How legible the source material is, since handwriting and poor scans take longer
  • Whether the data must be checked twice or matched against another source
  • The target system and whether the entry needs special formatting or validation
  • How quickly the work must be finished and whether it must fit a set schedule
  • Whether the data is confidential and needs secure handling, such as health or financial records

What a written quote should spell out

  • The number of records or documents covered and the fields to be entered
  • The format and location of the finished file or the system where the data goes
  • The accuracy checks that will be done, and whether a second person reviews the work
  • How unclear or missing data will be flagged and who decides on it
  • How source files are stored, shared and destroyed after the job

Questions to ask before you hire

  • How do you check your accuracy, and what error rate do you aim to keep under?
  • Can you do a sample batch first so I can review it before the full job?
  • What tools and software do you use to enter data?
  • How will you handle records that are unreadable or incomplete?
  • Will you sign a confidentiality agreement before you see my records?
  • How do you deliver finished files, and how do you keep them secure in transit?

Red flags

  • Will not do a sample batch or show a sample of past work
  • Asks you to send sensitive files through a personal messaging app or an unsecured link
  • Promises perfect accuracy with no checking process
  • Asks for full access to your system with no written limits

What you can do yourself

For a small pile of records, you can enter them yourself or use your spreadsheet's import tools, and check a sample of the rows by hand. Hire a data entry worker when the backlog is large, the source is hard to read, the data is confidential or the work must keep pace with a schedule.

Licenses and permits

No license is usually required for data entry work. Ask instead for a sample batch completed for a similar project, references from past clients and a written confidentiality agreement; check with your state or local business licensing office if the worker operates as a registered business.

Data entry questions

How do I know the data is accurate?

Ask for a sample batch and check it against the source. Ask the worker how they check their own work, and whether a second person reviews a share of the batches.

Can I send the documents by email?

Only if your email and the worker's systems are secure enough for the data involved. For sensitive records, use a secure file transfer that both sides agree on in writing.

What should I prepare before the work starts?

Give a clear list of the fields, one or two example records with the correct entries and a note on how to handle unclear items. Good instructions reduce errors more than any other step.

Pro reviewers

Pros who offer data entry remotely can improve this guide, like Wikipedia. We check every edit before it goes live. Every approved edit is credited in the edit history and on the pro's profile.

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