Stop Typing the Same
Information Twice.
A web form arrives, someone copies it into the CRM, then into accounting, then into a spreadsheet for the weekly meeting. Each copy takes a few minutes and adds a chance to get it wrong. We build the automation that moves that data for you and sends only the unusual cases to a person.
Signs This Is Costing You
Two screens, one record
Someone has one system open on the left and another on the right, and reads from one into the other.
Copy, paste, repeat
Orders, sign-ups or requests arrive by email or form and are retyped rather than imported.
Mismatched records
A customer’s address or phone number is different in two systems, and nobody knows which one is right.
The backlog after a day off
When the person who does the entry is out, the work waits for them to come back.
Fixing typos weeks later
Errors surface on an invoice, a report or a customer call long after they were keyed in.
Hiring to keep up
More volume means more hours of typing, so growth shows up as payroll instead of profit.
What It Actually Costs
Data entry rarely looks expensive because it arrives in small pieces. Added up across a year, it usually is. Here is the arithmetic for a modest example.
- 2 people
- doing the work
- 12 minutes
- each time
- 60 times a week
- across everyone
- $40 an hour
- loaded cost per person
About 12 hours a week, or $22,080 to $24,960 a year
Try It With Your Own Numbers
Wages plus taxes and benefits. $40 is a common starting point.
Estimated annual cost of this work
$9,200 to $10,400
About 260 hours a year
An estimate from the numbers you entered, not a quote and not a promise of savings. Automation rarely removes every minute of a task.
Show Us This WorkflowHow We Automate It
The goal is not to remove people from the process. It is to stop using people as the cable between two systems.
Map the path
We follow one record from where it arrives to every place it ends up, and note each field and each rule a person applies along the way.
Choose the connection
We use each system’s API, import tools or webhooks where they exist, and only fall back to reading screens or files when nothing better is available.
Build the rules
Required fields, formats and duplicates are checked before anything is written. Records that fail a check wait for a person instead of going through wrong.
Log and hand over
Every record moved is logged, so you can see what happened and when. You get documentation and the accounts stay yours.
Before and After
An illustration of a common workflow, not a client project.
A quote request comes in through the website. The office manager creates the contact in the CRM, opens accounting to create the customer, then emails the details to the estimator.
The request creates the contact and the customer automatically and posts a summary to the estimator. If the email address is invalid or the customer already exists, the office manager gets a single task to review it.
Is Automation the Right Answer?
A good candidate
- The same data moves the same way most of the time
- It happens many times a week
- The systems involved offer an API, import or export
- Errors cost money, time or customer trust
Probably not worth it yet
- Each entry needs a judgment call nobody can write down
- It happens a few times a month
- The process is about to change or the system is being replaced
- The only way in is a system that forbids automated access
Typical Starting Points
Work is priced by scope, not by the hour. You get a written scope with a fixed price before anything starts, and larger builds are split into milestones. The ranges below show where engagements typically start.
See Starting Prices
| Engagement | When it fits | Investment |
|---|---|---|
| Automation Opportunity Review | You know the workflow hurts, but not yet what, if anything, to build: one workflow reviewed, with the smallest worthwhile fix in a written action plan. | $495 fixed fee |
| Quick Win Automation | One tightly bounded problem with a clear finish line. | From $1,500 |
| Core Automation or Integration Build | Workflows and system connections the business runs on, priced in a written scope. | From $5,000 |
| Operations Automation Partnership | After a build: monitoring, maintenance, vendor and API changes, and small improvements. | From $750 / month |
Hosting, domains, licenses, subscriptions, and processing fees stay in accounts you own and are billed to you directly by each vendor whenever practical. Where we must place an approved charge on your behalf, that amount is collected before we incur it.
After the Build
Every build ends with documentation and a handoff, so your team can run it. If you would rather not, a monthly partnership covers monitoring, vendor and API changes, and small improvements under its own written agreement.
See Partnership LevelsServices and Decisions Behind This
Before You Ask
- Do we have to replace our software?
- Usually not. Most data entry automation connects the systems you already use. Replacing software is only worth discussing when a system has no way to exchange data at all.
- What happens when a record does not fit the rules?
- It is held and routed to a person with the reason attached, rather than written into the system incorrectly. Deciding what counts as an exception is part of the scope.
- Can you automate data entry from paper or PDF documents?
- Yes, but that is document processing rather than moving data between systems, and it needs a confidence check and a human review step. See our AI Document Processing service.
- Why not use an off-the-shelf connector tool?
- For simple, low-volume cases that is often the right call, and we will say so. Custom automation earns its cost when the rules, volume or error handling go beyond what those tools handle reliably.
- How do we know it is worth it before we pay for a build?
- Use the estimator on this page, or start with the Automation Opportunity Review, which puts the annual cost of the current process and an implementation range in writing.
Figures on this page are illustrations based on the stated inputs, not client results, and are not a promise of savings. We do not guarantee any particular business, time-saving or technical outcome. This page is a summary for convenience; our Terms of Service govern.
Full terms: Terms of Service
Which Information Gets Typed Twice?
Tell us where it arrives and where it has to end up. We will tell you whether it is worth automating and what the next step is.