back every week
About 40 statements a day, no longer typed by hand
Service · Data entry automation
Data entry automation for teams that are done retyping.
Data entry automation reads the invoices, bank statements, and forms your team types in by hand, pulls out the details you need, and files them in the tools you already use. A person only checks the few items the system flags. We build it around your documents in under 30 days.
data-entry-automation.flow
NEW WORK ITEMNorthside_Plumbing_20417.pdfInbox · 1,284.50 USD · due Oct 3
- 01Read9 fields extracted0.9s
- 02ValidateTotals match · vendor found1.3s
- 03Human checkPO number missingReview
- 04DeliverDraft bill created in XeroReady
WHAT CHANGES
What changes when your data enters itself?
saved on every report
38+ photos laid out automatically, every time
clears every empty location
No more removing records one at a time
THE OPERATING MODEL
Four stages. One visible exception queue.
The automation does not hide uncertainty. It moves clean work forward and stops exactly where a person is needed.
- 01
Collect
Documents arrive the way they do now: email, a shared folder, a phone photo, or a form.
Gmail · Google Drive · Forms - 02
Read
AI pulls out the exact details you use, in the same format every time. It reads. It doesn't guess.
OpenAI · Claude - 03
Check
Simple rules test the result: totals add up, the vendor is known, the date makes sense.
Rules you approve - 04
File
Clean data lands in your system with a link to the original. Anything unsure waits for a person.
Xero · QuickBooks · Airtable - H
Judgment stays with your team
Approving payments · Anything flagged as unsure · Vendor disputes · Tax treatment of odd items · Deciding when a number looks wrong
What it handles
Which documents can be automated?
If your team reads the same kind of document the same way every week, it can usually be automated.
Invoices and bills
Vendor, dates, line items, tax, and total, checked and filed as draft bills.
Bank statements
Receipts
Reports from forms
A form with notes and photos becomes a finished PDF in your layout.
Contracts and renewals
Names, dates, and terms pulled out, with a reminder before anything renews.
File cleanup
PUBLISHED RESULT~15 hrs
saved every week, with no manual data entry left
The Financial Document Reader
BeforeAn old scanner pulled numbers from bank statements, and someone still checked its work by hand.AfterAn AI reader pulls out every transaction in a fixed format, and each client's data stays walled off.
Read the full case study WHAT YOU OWN
Built in your accounts. Documented for your team.
We connect what you already have instead of adding another subscription. If a tool can connect to other apps, it can usually join the workflow.
Your logins and dataNo dependency on our accounts
Exception and error handlingFailures are visible, not silent
GmailGoogle DriveJotformXeroQuickBooks
AirtableSupabase
OpenAI
AirtableSupabaseOpenAIQUESTIONS, ANSWERED
Questions owners ask first
Clear scope, clear ownership, and no black-box handoff.
What is data entry automation?
Data entry automation is software that moves information from documents into your systems without anyone typing it. It reads invoices, bank statements, receipts, and forms, pulls out details like names, dates, and amounts, and files them in tools such as Xero, QuickBooks, or Airtable. A good setup checks its own work and sends anything unsure to a person.
How much does data entry automation cost for a small business?
At Whispers Lab it starts with a $250 Automation Audit that measures which documents take your team the most time. If you go ahead, one standard workflow starts from $2,500 at a fixed price, and the $250 is credited toward it. Automation Care starts at $500 a month for existing workflows; AI Growth Partner starts at $1,250 a month when you also want one standard new workflow each month.
How long does it take to set up?
A data entry automation built in the Whispers Lab Core Build goes live in under 30 days. That includes planning how the data should flow, building and connecting it, testing it on your real documents, and showing your team how to check flagged items.
Is it accurate enough for financial documents?
Yes, when it is built to be checked. The AI is told exactly which details to return and in what format, simple rules confirm totals and dates, and anything that fails a check goes to a person instead of being filed. In the Financial Document Reader that Whispers Lab built, bank statement transactions come out in the same format every time, which removed manual data entry completely.
Will it work with the software we already use?
Usually, yes. Data can go into accounting tools like Xero and QuickBooks, into Airtable or Google Sheets, into a CRM like HubSpot, or into your own database. Documents can come from email, shared folders, or forms. The $250 Automation Audit confirms the exact connections before anything is built.
Does data entry automation replace admin staff?
No. It removes the typing, not the judgment. The people who used to type data spend that time checking flagged items, fixing real problems, and doing work that needs a person, such as approving payments or answering a client's question about a number.
A CLEAR FIRST STEP
Find out which documents are costing you the most.
In 7 days, the Automation Audit maps your document work and hands you a build plan you keep either way. Build it with us and the $250 is credited.
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