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Solution

Data entry automation: from paper, PDFs and inboxes into your systems

Somebody in your business retypes information that already exists. Purchase orders into QuickBooks. Emailed orders into the CRM. Forms into a spreadsheet. An agent can do that job, and it can do it without you buying new software.

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Who this is for

  • Offices where orders, applications or forms still arrive by email, fax or paper
  • Bookkeepers re-keying vendor bills and receipts into QuickBooks
  • Sales teams updating the CRM from emails and call notes by hand
  • Field-service and trade businesses turning job sheets into invoices

How AI data entry works

Traditional automated data entry software needs a template: the same form, the same layout, every time. Real inboxes don't cooperate.

An AI agent reads the document the way a person does. It finds the customer, the line items, the dates and the totals wherever they sit on the page, checks them against what your system already knows, and enters them. When it isn't sure, it asks a person instead of guessing.

  • PDF invoices, purchase orders and quotes, including scans and phone photos
  • Emails with the details in the body, or buried in a forwarded thread
  • Web forms and shared spreadsheets that need to land in a real system
  • Paper forms, once someone scans or photographs them

Where the data goes

The agent enters data into the system that should own it, through that system's real API, not by simulating keystrokes.

  • QuickBooks Online: bills, invoices, purchase orders, customers and vendors
  • Salesforce: leads, accounts, opportunities and activity
  • Airtable and Google Sheets: anything that lives in a table
  • Slack or email: a summary of what was entered and what needs a look

Eliminate manual data entry without eliminating the check

Every entry the agent isn't confident about goes to a person as a short approval card: here's what I read, here's what I'm about to enter, approve or fix.

Approved entries teach it. Over a few weeks the exception rate drops, and the person's job becomes reviewing, not typing.

What it replaces, and what it doesn't

It replaces the retyping. It doesn't replace judgment about whether an order is right, and it shouldn't. That's why we don't sell data entry automation tools that run unattended on day one.

Questions we get asked

Is this just OCR?

OCR is one step. OCR turns pixels into text; the agent turns text into the right fields in the right system, and knows when to ask. Older automated data entry software stops at the first step.

How accurate is AI data entry?

On clean PDFs and emails, very. On scans and photos, good, with a person checking the flagged ones. We measure the exception rate weekly and show it to you rather than quoting a percentage up front.

Do we need new software?

No. The agent enters data into the QuickBooks, Salesforce, Airtable or spreadsheet you already have.

What about data security?

Documents are processed through model providers' APIs under their business terms, which don't use your data for training. Credentials for your systems are scoped and revocable by you.

Tell us the job that keeps eating your week.

Thirty minutes. We'll tell you whether an agent can take it, what it would touch, and what it would cost. No deck.

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