Outsource data entry to a managed team

Outsourcing data entry means a trained team moves information from where it sits to where you need it: scanned forms into a database, old records into a new system, supplier updates into your price list. Deepen AI runs that work as a managed service, inside your own tools, at a rate you can see before you talk to anyone.

What data entry outsourcing covers, and who buys it

Most buyers are operations, finance or customer teams with a backlog that keeps growing, or a recurring job that pulls skilled staff away from their real work. Common triggers are a system migration, a new supplier feed, a paper process that finally needs to be digital, or a team member who left and took the routine with them.

There are three usual ways to cover the work. An in-house hire suits work that needs daily context about your business. A freelancer suits a small job you can check yourself. A managed team suits steady or large volume with rules you can write down, when you want someone else to train, supervise and check the people doing it. That third case is what we do.

What our team does

The team works on accounts you create in your systems: your CRM, ERP, accounting tool, admin panel or a shared spreadsheet. Typical jobs:

• Enter data from scanned forms and PDFs into your database or CRM
• Move records between systems during a migration, mapping old fields to new ones
• Update prices, stock or contact details from supplier files
• Key web form submissions and paper sign-up sheets into your back-office tool
• Check entered records against the source and flag gaps or mismatches
• Clear a one-time backlog, then hand over to a smaller ongoing team

Anything unreadable or ambiguous goes to the team lead. It is flagged, not guessed. For more on the service itself, see data entry. If most of your source material is documents such as invoices, applications or claims, see document processing outsourcing.

How it runs

1. You share the task and examples. Send a sample of source records, your field rules and the names of the systems involved. Field rules can be short: formats, required fields, and what to do when a value is missing.
2. We agree scope and train. Our ops team sets the people and hours in your pilot plan. The team trains on your samples, and we build a gold set of records with known-correct entries for you to confirm.
3. We deliver, with a named team lead and QA sampling. The team enters live records. Your team lead answers rule questions, keeps a decision list, and sends anything the rules do not cover to your contact.
4. You get a weekly report. Hours worked, records entered, QA sample results, error types and open questions.

Illustrative example: one record moved during a CRM migration

Illustrative only. The company and data are invented.

• Input, legacy export row: ACCT 00412 · Hartley & Sons Plumbing · contact M. Hartley · ph 555.010.7781 · 12 Elm St Unit 4, Dayton OH 45402 · terms "net 30, pays by check"
• Your field rules: phone in +1 format · address split into street, unit, city, state and ZIP · payment terms from the picklist (Net 15, Net 45, Due on receipt)
• Output, account: Hartley & Sons Plumbing
• Output, contact: first name M (initial only, as in the source) · last name Hartley
• Output, phone: +15550107781
• Output, address: 12 Elm St · Unit 4 · Dayton · OH · 45402
• Output, payment terms: left blank and flagged. Net 30 is not on the new picklist, so your contact decides.
• Who did what: one team member entered the record. A QA reviewer re-checked it as part of the weekly sample and found no errors.

How we keep entries accurate

Accuracy starts with written field rules. Your team lead logs each answer in a decision list, so the whole team handles the same question the same way. The gold set measures each person against known-correct records, in training and in live work. QA reviewers then re-check a sample of finished records, field by field, against the source. They do not re-check every record. The weekly report shows how many records were sampled, the acceptance rate on that sample, and which fields caused the most errors. See how we check quality.

Pricing scope

Data entry is a standard task at $5 per person-hour. The rate includes a named team lead, QA sampling and the weekly report. Work starts with a two-week prepaid pilot: people × hours per week × 2 weeks × $5, with at least 20 hours per person per week. For example, two people at 25 hours a week for two weeks is a $500 pilot. That is an example, not a quote. After the pilot, we invoice weekly in arrears. Entry in a language other than English, or entry that needs specialist knowledge such as medical coding, is quoted after our ops team reviews the task. Full terms are on the pricing page.

When to use the enterprise team instead

Labeling camera frames, lidar point clouds or other sensor recordings from vehicles or robots is not data entry. It is specialized annotation, and the Deepen AI enterprise team scopes and prices that work per project. See enterprise AI data services.

Tell us the records, the systems and your weekly volume. We email you a pilot plan with a quote.

Request a pilot plan