Data entry
Type it once. Never again.
Orders, receipts, timesheets and forms are copied into the right systems for you, so nobody spends the evening re-keying.
In short
Invoices, receipts, orders and forms are read by AI, checked, and copied into your accounts, CRM and spreadsheets. Anything that looks wrong is held for you to check.
Works with
- Xero
- QuickBooks
- Sage
- Google Sheets and Excel
- Airtable
- Your CRM
What it takes off your plate
Invoices, receipts, delivery notes and forms, whether emailed, scanned or photographed, are turned into tidy data.
One entry updates your accounts, CRM, job sheets and spreadsheets, so the same details are never typed twice.
Totals, VAT and duplicates are checked. Anything that does not add up is held for you instead of going through.
Every record links back to the original document, so you or your accountant can always see where a figure came from.
An example. Illustrative, not a client result.
Example project
An accountancy practice with four staff
Before
Clients sent receipts by WhatsApp, email and post. Someone spent most of Monday keying them into Xero and chasing the clients who had not sent anything.
What could be built
- Receipts sent by photo or email are read, checked for VAT and posted to the right client in Xero
- Anything unclear, such as a missing date or a duplicate, waits in a short review list
- Reminders for missing records go out on a schedule and stop when the client replies
- A Monday summary of which clients are up to date and which are behind
Could save
About 10 hours a week
Could free up around 10 hours a week across the team.
Example cost
£3,800 to build, then £145 a month
Time to build
5 weeks
How it works
We follow the paperwork
What comes in, where it gets typed, and who checks it.
I build and test it
Reading, checking and copying, tried on a batch of your real documents.
It goes live
With a simple way to review anything it was unsure about.
What I'll need from you
To get started
- A batch of recent paperwork, such as invoices, receipts or forms
- Access to the systems it goes into, such as Xero or your CRM
- The checks you do now, even if they are only in your head
- Who should review anything it is unsure about
Don't worry if you don't have all of this. We work it out together on the first call.
What it could cost
Most data entry builds cost £2,000 to £4,000, depending on how many document types and systems are involved.
You get a fixed price before anything starts, and you pay any software subscriptions directly.
Questions people ask
How accurate is it?
Printed documents are read very reliably, and every record is checked against rules you agree, such as totals adding up and VAT being right. Anything it is unsure about waits for a person.
Does it replace my bookkeeper?
No. It does the typing, so your bookkeeper or accountant spends their time checking and advising instead of keying in figures.
Which software does it work with?
Most accounts packages, CRMs and spreadsheets that small businesses use, including Xero, QuickBooks and Google Sheets. I will check yours on the first call.
Is my data safe?
Documents only go where they need to, and access is kept to the accounts you choose. If your paperwork is sensitive, see private AI.
What happens if something breaks?
With support, I fix it, usually the same working day. Without support, you have the instructions, and I can fix it at a fixed price.
Do I own what you build?
Yes. It runs in accounts in your name, and you get the documentation. You are never locked in to me.
What’s the one job you’d
like off your list?
Tell me on a free 20-minute call. We’ll look at how you do it now, what could change and whether it’s worth doing.
No preparation, no pressure. You’ll speak directly to Neil.