Picture the days before data entry automation. You begin your work by inventorying the items on your desk:
- Ruler to keep the lines straight? ✓
- Pencil to tick off amounts? ✓
- New paper in the adding machine, just in case? ✓
- Five-hundred-line journal entry ready to enter? ✓
- Large coffee? ✓
With one last sigh, the data entry begins.
This was an all-too-familiar scenario for many of us in years past. Thankfully, data entry is no longer a tedious and time-consuming task.
In this post, I’ll:
- Define data entry automation.
- Walk you through a quick example of a data entry import tool’s ROI.
- Briefly discuss where the future of data entry is headed.
Let’s begin.
What is data entry automation?
Data entry automation refers to the process of using technology, specifically software, to automatically input, validate and manipulate data with minimal human intervention.
This approach significantly reduces or eliminates the manual work involved in entering data into systems and databases.
Automated data entry benefits
- Save time: Information is entered into systems much faster than manual methods, helping you respond more quickly to data needs.
- Reduce errors: Mistakes commonly associated with manual data entry (transposition errors, data duplication, ommissions) are nearly eliminated.
- Increase productivity: By automating repetitive tasks, employees can focus on more meaningful work, leading to an increase in their overall job satisfaction and productivity.
- Improve profitability: Reducing the time spent on manual data entry can lead to significant cost savings for businesses, as staff can allocate their time to higher-value tasks.
Today, data entry automation is transforming how businesses handle data. Automated data entry tools like Rightworks Transaction Pro allow large journal entries to be imported into accounting software in minutes, eliminating hours of manual work and reducing the risk of errors like “fat finger” mistakes. This shift not only saves time but also alleviates physical strain from repetitive tasks.
Beyond journal entries: Automating other data processes
Journal entries are just one example of a manual process turned automatic. Any repetitive data entry task can potentially be automated. By integrating your accounting software with automation tools, you can streamline processes that are both time-consuming and monotonous. Once you’ve invested in automation software, it’s wise to explore all possible applications to maximize efficiency.
From 60 hours to 90 minutes: RMSS’s story
Rocky Mountain Sire Services (RMSS) faced the challenge of manually transferring invoicing and payment data to their parent company using QuickBooks. The manual data transfer took about 50 to 60 hours a month.
Unhappy with this tedious, time-consuming process, they sought out a faster solution. Using Transaction Pro Importer, they consolidated multiple raw data files into one file for simple upload.
The entire process now takes 60 to 90 minutes a month, demonstrating the substantial impact of automated data entry’s ROI. Learn more about how RMSS is using Transaction Pro.
The future of integration software
Initially, integration software required specific file layouts, making it cumbersome to arrange data for import and export. However, modern solutions have evolved.
- They now recognize column headers regardless of order, allowing for flexible data importation. This means you can import only the data you need, in the format you prefer, further simplifying the process.
- They allow you to import in a “column as rows” format, meaning that each detail line does not need to be on a separate row. Instead, all data for a single transaction is on the same row.
- They allow for asynchronous data processing: Some data automation tools, like Transaction Pro, have enabled simultaneous processes of multiple tasks, enabling users to import, export and delete data all at once.
Data entry automation = immediate ROI
Every industry and profession involves some form of data entry, especially in accounting.
If you use QuickBooks Desktop or QuickBooks Online, we invite you to test Transaction Pro during your next data-handling task. You’ll notice the immediate timesaving, error-reducing benefits. And ultimately, you’ll get more time back in your day to focus on more profitable work.