automated data entry software - Docparser

Data Entry Automation Software: Automate Document Based Workflows

Keeping your business competitive in today’s fast-paced markets requires efficient and streamlined processes. If your business relies on data that is not available in an easy-to-access format, manual data entry can quickly become a bottleneck and harm your business. Data entry automation software can help your company eliminate such bottlenecks and automate entire workflows. We will review how data entry automation can help your business and improve your overall business processes.

A Rising Need for Automated Data Entry Software

Today’s businesses run on data and having quick and reliable access to data is a significant competitive advantage. But what are the options if your business relies on data trapped inside PDF or printed paper documents?

All too often, manually re-keying data is the answer. But manually extracting data from PDF documents or other sources is not only time-consuming and tedious. It also comes with elevated costs, high error rates, and scaling issues.

Luckily, there is a better way. Automated data entry is a viable solution for businesses of all sizes to automate document-based workflows.

Automate Tedious Tasks with Docparser

Save time and money by automating data extraction. 


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How to Automate Data Entry with Data Entry Software


The more you can automate in today’s digital age, the better. Data entry is the perfect task to automate because much of it is mundane and repetitive: you enter a name into a spreadsheet, press enter, enter another name in a spreadsheet, and so on, with the process repeating itself until your eyes are bloodshot and bored out of your mind. There are various ways to automate data entry, whether converting documents to a PDF or from a PDF to an Excel spreadsheet. Automated data entry makes your life easier and saves your business time and money. 

Nearly every business can reap the rewards of data entry automation software. It’s typically used for: 

  • Extracting data from invoices, bank statements, receipts, or other accounting records
  • ID verification 
  • Scraping documents for data collection
  • Organizing customer information for account executives
  • Digitizing important business paperwork

Data Entry Automation Tools

docparser

Docparser

Docparser is the most popular data automation OCR tool, and our customers will tell you as much. We parse text from PDF, DOC, DOCX, and other formats like JSON and CSV. It’s easy to use as it’s as simple as scanning your printed documents and sending them to your Docparser account. All you need is a valid email address and an internet connection. Once you establish your parsing rules, you can extract the text you need right from your printed documents, and then, you can send the parsed data out to our list of our integration partners like Zapier, Excel, Google Sheets, and more. 

The key features of Docparser include:

  • Parsing presets: We cover common use-cases like extracting names and addresses from bank statements and more. 
  • Uploading files in batches: You don’t need to upload a file at a time (or else what’s the point of automating the task?). Instead, you can upload your files in batches.
  • Immediate document processing: Importing your documents takes less than a minute to preprocess, extract the data, and send it to other applications. 
  • OCR support: Docparser features Zonal OCR technology to set designated zones in your data and extract where you need them. 
  • Image Preprocessing: Deskewing, noise removal, and the removal of scanning artifacts.
  • Among many more. 

If you don’t see an integration you want to use, contact us, and we can try to see how we can help you and your business automate your workflow. 

Docparser extracts data from documents, but what if you need to extract data from emails? We have just the right solution, and it’s our sister company, Mailparser. 

Automate Your Workflow

Save time and money by automating data extraction. 


Try Docparser for free. No credit card required. 

Mailparser

Mailparser is a web-based email processor and automation software that allows you to pull data fields from emails and copy the extracted data into spreadsheets or other web applications. 

With Mailparser, you can send your email data to Salesforce, Zoho CRM, Mailchimp, Google Spreadsheets, or any of the hundreds of web applications supported by Zapier.

Like Docparser, registration only requires an email address and an internet connection. Once you create your free Mailparser account, we guide you through setting up your email parser. The entire process only takes a few minutes. 

Learn more about Mailparser here:

So, what Is Data Entry Automation?

Data entry automation software is a product that streamlines data processes, making it easier for users to enter and transfer information from different sources. Automated data entry systems can read information from a difficult-to-access data source like PDF files, printed documents, emails, websites, and more. Then, it transforms the data into a better storage method like databases or spreadsheet files.

Data entry software aims to replace a workflow that a human data entry clerk usually performs with a fully or partially automated process.

Popular Use Cases for Automated Data Entry

Data entry automation has a wide range of use-cases. In a typical office setup, automated invoice scanning probably belongs to the better-known use-cases. Another popular use case for data entry automation is form processing. Automated form processing is used heavily in various industries, for example, insurance claims, medical forms, or mortgage applications.

Next to automating document-based workflows, obtaining data from websites is another application for data entry automation. For example, web scraping (see below) is used to read pricing information from eCommerce websites or extract contact information from business websites.

The Process of Data Entry Automation

An automated data entry system consists of multiple independent processing steps. The diagram shown below shows the basic steps of an automated document processing system.Automated Data Entry Process

From left to right, the steps in the diagram are: 

  1. Import the original documents.
  2. Preprocess each document (OCR).
  3. Extract the data fields you are after.
  4. Validate the extracted data.
  5. Dispatch the data to where it belongs. 

The Data Entry Automation process looks a little like this:

  1. First, importing the original documents: Your business collates unstructured data in the form of documents, images, or other file types. These files will be important later in Docparser, the data entry automation software. 
  2. Preprocessing each document (OCR): This step transforms files into machine-readable formats. Advanced OCR technology, like Docparser, has algorithms that analyze documents. 
  3. Recognizing and extracting the data: Using OCR technology, Docparser recognizes and extracts only the relevant data or data you specify. You can set up our software to identify zones of interest.
  4. Validating the extracted data: Ensuring the information you’re extracting is processing correctly.
  5. Sharing and sending the extracted data: The last step in the data entry automation process, Docparser sends the extracted data to a specified destination. The extracted data will show up in whatever final format you selected, whether that’s CSV, XML, JSON, Excel, and more. 

Let’s cover some of the process steps in even more detail. 

Preprocessing And Parsing Documents

One of the challenges of automating a data entry process is to obtain the data in a machine-readable format. While humans are trained to understand visual representations of data (like an invoice or a report), it is sometimes challenging to teach a computer to find and extract the correct data. Programmatically obtaining the correct data from a visual representation designed primarily for humans (documents, computer displays, and more) is called data scraping.

Optical Character Recognition (OCR) is used heavily in data scraping. OCR is used to convert a visual representation of text (like a scanned document or text shown on a computer display) to a machine-readable string of characters.

Web scraping is another frequently used method to obtain data from documents primarily built for humans. Web scrapers can extract specific data fields from websites and internet applications. As websites are built using text-based markup languages like HTML, web-scrapers can leverage the structuring HTML tags (HTML DOM) to identify the correct data more efficiently.

Once the full text of the document is available, it’s about time to identify and extract all relevant data points. This process is called “parsing,” and different approaches to this. For example, Docparser is a PDF parser that offers a point-and-click interface to create custom layout parsers without any coding.

Augment And Validate Data Manually (Optional)

While full automation is ideal for most businesses, having an additional human-operated step in the process is sometimes necessary.

Depending on where your data was initially stored (like a scanned document), you might want to add a manual validation step to correct wrongly detected text values. For example, this additional step is needed if the accuracy of your OCR process is not high enough due to low-quality scans.

Another case for human intervention is to augment data sets before sending them to your target system. For example, a human operator can search for additional information in another data source and manually augment the initial data set.

Automate Tedious Tasks with Docparser

Save time and money by automating data extraction. 


Try Docparser for free. No credit card required. 

Move The Data to Where It Belongs

Obtaining a clean set of structured data (like CSV, XML, or JSON) is just one part of the equation. The full power of data entry automation is obtained whenever the extracted data is automatically moved to a target system of choice, for example, a fully automated PDF to the database, PDF to CRM, or PDF to Excel conversion.

At Docparser, we offer various integration options that automatically import documents and send the parsed data to hundreds of apps in real-time.

Things To Consider When Setting Up an Automated Data Entry System

Data Entry Automation Is About Saving Time

Saving time is the most significant selling point of an automated data entry system. Measuring how long it takes to perform one single data entry task manually will give you an instant idea of the time savings you can achieve. Multiply this with your monthly task volume, and you get an idea of the time savings involved and your return on investment (ROI).

Measuring your estimated time savings also allows you to fix a budget for setting up an automated system. If setting up an automated system takes months and costs a fortune, you might just be better off continuing with manual data entry.

Other Questions to Ask Yourself

There are a couple of other things you should consider before setting up an automated system. In a nutshell, you need to ask yourself:

  • If your task can be automated from a technical point of view
  • If it makes sense from a business point of view

From a technical point of view, you can ask the following questions when choosing a data automation provider:

  • Can the data in its current form be read by the system?
  • Is it possible to correctly interpret your text data and convert it into well-structured data objects?
  • If OCR is needed, what level of accuracy can be achieved, and what level is required?
  • Can you automatically validate the data with a set of custom rules?
  • Is a manual data validation step required?
  • Does your target system provide an API to import the data automatically?
  • From a business point of view, the following questions should not stay unanswered:
  • Are you legally allowed to access this data programmatically? (many websites forbid web-scraping)
  • How much does it cost to set up an automated system?
  • Who will set up and maintain the system?
  • After how many weeks/months is the automated setup generating a positive ROI?

Where To Get Started

There are many different data entry applications on the market and each of them comes with its specialty. Traditionally, many data entry applications were custom solutions for rather big enterprise customers. With the rise of cloud applications, data entry software for small businesses is available nowadays though.

If you are looking for a document workflow automation solution, you are already at the right address. Our solution, Docparser, (see screenshot below) offers a powerful and affordable set of tools to extract data from PDF, and to automate entire document-based workflows. You can create a free account right now without any strings attached. Setting up Docparser is easy, and most users have their first documents parsed within a couple of minutes.

If you don’t want to automate a document-based workflow, read about Robotic Process Automation (RPA) or web scraping. Spoiler alert: RPA is a technology primarily used in big enterprise corporations.

If your data is currently available in a cloud application, and you want to move it to another software automatically, check out integration platforms such as Workato, Zapier, or Microsoft Flow might be a good fit. Docparser integrates with all of the mentioned platforms seamlessly. 

 

So, are you tired of having to spend hours each day entering data into your spreadsheet? There is good news – there are ways to automate this process with data entry automation software. We discussed a few methods for automating data entry and tips on using data entry software that is best suited for your needs. So, what does your data entry workflow look like? Do you want to automate your data entry workflow? Let us know in the comments or contact us by email.

Automate Your Workflow

Save time and money by automating data extraction. 


Try Docparser for free. No credit card required. 

4 Responses

  1. Hello Team,
    HIV/AIDS Testing data is captured on a form and then sent to the data entry department where data is entered in the database of the organisation .
    i would like to propose a system where data is scanned and pre-checked by the data team the entered into the database.
    is it possible.

    1. Hi John Baptist! Thanks a lot for reaching out and your interest in Docparser! I’m afraid Docparser is not a good fit for your use-case as we don’t support parsing of health related data. For parsing sensitive data like health records I would recommend choosing a document parsing solution which can be installed on-premise. Docparser is however a cloud-only application.

  2. Looking for a solution where we can upload 5-10 different types of documents as templates, then have a scan technology extract the required information from said documents. The challenge seems to be then entering this information into the fields for a web application we are using to store this data digitally. Instead of manual data entry, it would be nice to have this automated.

    1. Hi Michael,

      Thanks for reaching out and for your interest in Docparser! Your use case sounds like a great fit for our app as you can send your parsed data anywhere on the internet with an API interface. I would recommend creating an account at Docparser.com (no credit card required) and let us know if you have any questions or get stuck getting set up at support@docparser.com!

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