How Can I Get Outsourcing Data Entry Project?

Handling a huge volume of data entry is time-consuming and technically makes the procedure difficult. But no need to worry! Many data entry project companies offer precise and efficient services and analysis.

No matter how many records your company has to digitize and manually input, some services can complete the task for you affordably and efficiently.

The majority of the companies work on a global scale and are affordable. Some countries are the United States, the United Kingdom, Canada, India, Australia, France, and Germany. They offer unique and advanced outsourcing.

Are you still confused about outsourcing data entry? Read in detail and find out more!

Data entry is a diversified and time-consuming activity that requires qualified experts.

However, most startups and Companies may find it too expensive to hire a lot of staff to handle the data entry procedure. Even major corporations may require outsourcing to handle any additional data entering the job.

So, how can I outsource the data entry project, and how does it work?

This guide will help you learn three main advantages and things to know before choosing the right one for your project.

What is Data Entry Outsourcing?

It is all about hiring someone to manage all of your company’s data entry activities. It involves document transcription, product, survey, data conversion services, document management, form processing, essay editing, and many more.

These are only a few tasks you can assign to a provider of data input services.

Here is a complete list of data input outsourcing roles.

  • Online Data Entry
  • Product Catalog Data Entry
  • Transcription
  • Audio to text data entry
  • Image-to-text data entry
  • Invoice data entry
  • Real estate data entry
  • Data capture
  • Offline data entry

Why outsource the data entry process?

It lets you focus on the company’s main objective and helps you achieve your goal. Some of the reasons why it is a go-to option are: 

Save Money

When you outsource data input, you can save a lot of money. For instance, hiring an expert will enable you to spend less money on training your staff to perform the jobs.

Additionally, you won’t have to pay for software, and you would be able to reduce many operating expenses and save money that you could put back into your company. Therefore, it is an effective way to save money. 

In general, this service provider greatly lowers your costs.

Here are three reasons:

  • You don’t need to invest a lot of money in hiring and training an internal staff member to do this.
  • You do not need to purchase the software.
  • You will save money on operational costs such as allowances and insurance.

Saving time

Time is highly essential these days, and one of the main benefits of these services is that it saves you time and can help you focus on other major productive work and help you grow. 

Assigning duties to every individual takes time, and they won’t be able to do the job you hired them for. Therefore, you can hire various operators from different standard times. In this manner, even while you are asleep, your work will still be going on. Consequently, you can spend your time as efficiently as possible.

Accurate & Effective Data Entry

It provides you with more accuracy and leads to high performance. Data entry experts have vast experience in the field and know how to perform tasks on time and with accuracy. Hiring an experienced specialist will ensure that your data is entered correctly and accurately in the file format required.

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But how is it usually carried out?

There are different ways to outsource:

  • Onshore outsourcing is the practice within your own country (on-site or remote). While the business process can be costly, it is easy to communicate and collaborate with the services provider.
  • Offshore outsourcing involves engaging with a foreign country, such as India or the Philippines, to complete your data entry task. Although you often save a lot of money by doing this, there may be teamwork problems.

5 Factors to Know Before Outsourcing Data Entry

Those were some great benefits, weren’t they?

But wait before selecting an outsourcing partner provider.

Let’s go through 5 factors to take into account while choosing the best data input company:

1. Analyze Possible Cost Benefits

Before deciding, you first need to take out the beneficial cost, and you have to know how much you can earn profit from those services. Also, figure out how much it would now cost to complete the project in-house with your employees.

Once you have the info, you can use it as a guide for selecting specialists. The idea is to avoid hiring an agency or specialist who will cost you more than doing it in-house

2. Check the Service Provider's Security Measures

Many companies’ main concerns are security and safety. So, knowing that your data is shared safely with external sources is essential. Therefore, when selecting a data input service provider, you should see the security measures the company/agency provides.

In general, these measures must fulfill industry standards.

For example, if you work in the healthcare industry, you could face major legal concerns if your information pipelines aren’t HIPAA compliant.

Similarly, you risk your client data if you work in the banking sector, so security is essential. 

In conclusion, security must be kept in mind regardless of your field, whether e-commerce or accounting. 

3. Consider Your Needs

The third thing to consider is your requirements. Before choosing, you should thoroughly go through your needs and wants. 


Every company has its requirements, so before choosing one, go through things like:

  • data capture
  • data mining
  • data conversion
  • data extraction

Find a business that can meet your varied needs, for instance, if you require some complex analysis and processing of your data.

Also, you should look that you have 24 hours customer service, which will help you solve your problem quickly. Further, you should check that the latest tools are there for work, resulting in higher-quality services for less money.

4. Turnaround Time

If your company has a lot of data entry duties, you should look into the service provider’s turnaround time. It is essential to work in the healthcare sector, which demands quick decisions.

Ensure your providers have the necessary tools to handle the demand, including knowledgeable personnel and cutting-edge technology.

Another common thing that you should check is emergency services. It will help you in getting quick services at peak times. Also, let them know if your company needs these facilities.

5. Reputation

Dealing with experts is essential for business functions. Reputation plays a main role, especially when dealing with medicine and insurance processing because you can’t afford human data errors and security concerns.

Therefore, investigate the outsourcing company before selecting and ensure they have a good background and tools for your projects. 

Check their customer reviews as an added precaution to get a sense of the level of service and client pleasure they offer.

How to Manage Your Outsourced Data Entry

Although outsourcing is beneficial for effective results, you need proper management to overcome the problems during the services. So, the use of proper tools is very important. If you want to manage your data successfully, here are three tools you can use:

Communication and Collaboration Tools

Communication is the key to success, reducing the chances of errors and misinterpretation.

However, you cannot only use emails for all of your communication. Emails have limited information, so you need to have task-related communication. For instance, you can’t simply cite a specific data set from emails and have a comment thread for more information.

Tools for team collaboration:

These three essential tools for business communication are a must-have in your toolbox:

  • Use Slack-like, an instant messaging platform for file sharing and channel organization for collaboration around certain tasks.
  • Use video conferencing solutions like Zoom and Microsoft Teams for online meetings with your staff. You may also share your screen to get more in-depth explanations.
  • You can use Google Drive and Google Sheets for sharing data. Also, you can use cloud storage and document collaboration solutions. It is a safe place to keep your data, and you can also like comments and updates on the datasheets.

Productivity Tracking Tools

Another tool you need to have for proper management is the tracking tool. It will allow you to track the info and check whether the team is working properly or not. Also, you will know how much time you spent working on your project productively.

Therefore, you only require a capable time-tracking program like Expert Helping Businesses.

Tools for Project Management

It isn’t easy to streamline your company’s functions, especially if you are using outsourcing your info. Tool for project management will help you to have a check balance on the overall project environment. By doing so, you can guarantee that everyone is working on productivity.

Here is the list that you can follow:

  • You are systematically giving work.
  • Monitor how their job is progressing.
  • You’ve planned out a systematic workflow for them.
  • You can handle these things and more by using an effective project management solution!
  • You may also do complex management operations like job prioritization, dependency mapping, and measuring the overall development of your entire organization.

To get started, choose one from the many project management tools available, like Jira, Trello, ClickUp, and others.

5-Step Guide to an Effective Data Entry Process

Putting Together a List of Conditions for Your Process

Making a proper list of all the requirements like

  • Specify the main objectives.
  • Make a list of the system’s flaws or issues you want to address.
  • Make a list of all the software you wish to be used and explain how it helps to improve productivity while addressing the drawbacks of the current data input method.
  • Does the new system have validation and error detection to assist you in preventing costly mistakes? Add a second option to avoid duplication.
  • Is the process or system working as efficiently as possible?
  • How many workers will the new system use?

Comparing Software Systems

After making your list:

  1. Start identifying and comparing several data input system options.
  2. Sort them by how well they fulfill the various criteria from the previous phase and how much they affect the operator’s output, service, and performance.
  3. Look at how much they save and how easy they are to use.

Conduct a Cost-benefit Analysis of the Software

You can pick the best program that suits your requirements in this phase. The steps involved in a cost or benefit analysis include identifying the program’s advantages, expenses, and other essential aspects.

Install the Software Package

The best software for you is chosen from among the top competitors after the three steps before examining. Use technical, support, and cost differences as deciding factors if there is little difference between data input software. Get the best hardware with your program and configure it before moving on to the final step.

Installation and Implementation Schedule

You should Install, configure, and engage your staff with the new hardware and software before moving on to the implementation process. Training the software maintenance team and users, creating tutorials and documentation on these topics, and providing quality assurance techniques are all part of the implementation.

Wrapping Up

Data entry outsourcing gives you a more accurate and timely procedure and spares your in-house team from doing tiresome, repetitive work. Expert helping businesses provide you with a convenient way and quality services to enter a diversified format with clarity. 

However, keep in mind that careful outsourcing is required to maintain secure and correct data.

Consider the list in this guide and the advice we provided to help you choose the most appropriate provider.

So, all you have to do is use these tools to outsource your data entry work, and you’ll be able to save a tonne of time and money! You can ask for a free quote if you want the best entry solution!