February 16, 2026
Tools and Software

15 Best Data Entry Software to Reduce Manual Work

By Mira

Data entry software has become indispensable for businesses aiming to manage increasing volumes of information accurately and efficiently. The global data entry software market was valued at approximately USD 4.5 billion in 2024 and is projected to almost double by 2033, driven by automation and digitization across industries.

With rising demand for error-free data and faster processing, companies are turning to smart tools that reduce manual effort, enhance productivity, and support data-driven decisions.

Around 38% of organisations now automate data entry tasks, reflecting how technology is reshaping traditional administrative workflows. In this blog, we’ll explore the top 15 data entry software solutions that empower businesses to streamline operations, boost accuracy, and scale with growth.

What is Data Entry?

Data entry is the process of collecting, entering, and managing information in digital formats such as spreadsheets, databases, or software systems. It involves converting raw data from paper documents, audio files, or other sources into structured digital records that can be easily stored, accessed, and analysed.

Data entry tasks may include typing text, updating records, verifying information, and organising data accurately. This process plays a key role in maintaining clean and reliable business information. Accurate data entry helps organisations track performance, support decision-making, and ensure smooth day-to-day operations across departments.

Why is Data Entry Important for Businesses?

Ensures Accurate Business Records: Data entry helps maintain correct and up-to-date records of customers, sales, inventory, and finances. Accurate data reduces errors and prevents costly mistakes in operations.
Supports Better Decision-Making: When data is organised and reliable, businesses can analyse trends, measure performance, and make informed decisions. Good data entry forms the base of meaningful reports and insights.
Improves Operational Efficiency: Well-maintained data allows teams to work faster and collaborate better. Employees spend less time searching for information and more time focusing on productive tasks.
Enhances Customer Experience: Accurate customer data ensures timely communication, correct billing, and personalised service. This builds trust and improves long-term customer relationships.
Helps Meet Compliance Requirements: Many businesses must maintain proper records for legal and regulatory reasons. Data entry ensures documentation is complete, consistent, and ready for audits or reviews.

What are the Major Forms of Data Entry?

Online Data Entry: This means that they will be entering data through web-based systems, including online forms, CRM systems, or cloud databases. It is usually applied in surveys, registration, and customer records.
Offline Data Entry: Offline data entry involves the use of a spreadsheet or software without the use of the internet. The information is then uploaded to central systems in case there is a connection.
Image or Document Data Entry: Data is read and transferred out of scanned documents, PDF files, or images and turned into an editable digital format. This is commonly applied to invoices, forms, and records.
Audio Data Entry: This is also referred to as “transcription,” and this type involves listening to audio files and converting the spoken words into written form.
Database Data Entry: This aims at updating, maintaining, and structuring organized data in databases to be accessed and retrieved easily.

Advantages of Data Entry Tools for Your Business

Improved Accuracy: Data entry tools minimize human error by performing validation checks, auto-fill options, and standardization. This will give uniform and dependable information.
Time Efficiency: Smartness and automation enhance the speed of data entry and processing. Automation of tasks that require hours can be done within minutes when the right tools are used.
Cost Savings: Cutting down on the manual work and data errors, businesses save labor costs and prevent losses in case of the wrong information or rework.
Better Data Management: The data entry tools facilitate the organization of a large amount of data in a structured format. This simplifies storage, retrieval, and updates.
Enhanced Security: Most tools provide access controls, encryption, and backups, which guarantee that sensitive business information is kept safe.
Scalability: As business increases, data entry tools can process growing volumes of data with no impact on performance; thus, they are suitable for long-term use.

List of 15 Best Data Entry Software

1. Alteryx

Website: https://www.alteryx.com

Alteryx is an effective data preparation, data blending, and automation tool. It assists analytics and operations units in working with massive data, cleansing information and developing automated processes. Workflow diagrams support integrating with spreadsheets, databases, and APIs without coding.

It is best suited to messy or complex data that is managed by teams and is time-efficient and accurate. Handles big data volumes, which is why it is ideal in businesses that require analytics to be performed effectively.

Key Features

Drag-and-drop data workflows
Data cleaning and preparation
Connects to databases and APIs
Automation for repetitive tasks
Handles large datasets
Advanced analytics support

Pros

Very powerful for complex data
Saves time with automation
No heavy coding required
Scales well for big data
High accuracy

Cons

Expensive for small teams
Steep learning curve
Desktop-focused tool
Not beginner-friendly

Pricing:

Starter Edition: $250 per user/month ($3,000 billed annually); includes basic cloud data prep and flat-file connectivity.
Professional Edition: ~$4,950–$5,195 per user/year; adds AI insights and 100+ connectors like Snowflake and Databricks.
Enterprise Edition: Custom pricing; features full automation, advanced governance, and unlimited viewer licenses.

2. Airtable

Website: https://airtable.com/

Airtable is a powerful data entry software that combines the simplicity of spreadsheets with the functionality of databases. This data entry software enables teams to organize, track, and manage structured information using customizable views such as grids, Kanban boards, and calendars. As a flexible data entry software solution, it supports real-time collaboration, workflow automation, ready-made templates, and seamless team coordination to help users get started quickly.

Airtable can be used in marketing, project management, and creative operations, as it allows centralizing the data and still being flexible and clear. Its automation and cooperation capabilities enable the management of structured data to be fast and simple.

Key Features

Spreadsheet + database hybrid
Custom views (Kanban, Calendar)
Real-time collaboration
Built-in automations
Ready-made templates

Pros

Easy to use
Highly flexible
Great for collaboration
Visually clean interface
Good integrations

Cons

Limited advanced analytics
Can get costly at scale
Not ideal for heavy data
Automation limits on lower plans
Needs internet

Pricing:

Free ($0): For individuals; 1,000 records/base, 100 automations/month, and up to 5 editors.
Team ($20/user/month): For growing teams; 50,000 records/base, 25,000 automations, and Gantt/Timeline views.
Business ($45/user/month): For scale; 125,000 records/base, 100,000 automations, admin controls, and SSO.
Enterprise: Custom pricing; 500,000+ records, advanced security, and dedicated support.

3. Thunderbit

Website: https://thunderbit.com/

Thunderbit is an artificial intelligence web scraper that facilitates data entry on websites, PDFs, and images without difficulty. It can extract data in structured tables with only two clicks. It deals with pagination, subpages and recurrent scraping processes automatically.

It is integrated with Google Sheets, Excel, Airtable, and Notion. It best suits the sales, e-commerce, and real estate teams that require the information of unstructured sources.

Key Features

AI web scraping
Extracts data from PDFs, images
Handles pagination automatically
Two-click data extraction
Exports to Sheets, Excel, Notion
Scheduled scraping

Pros

Extremely easy to use
No coding needed
Saves hours of manual work
Great for unstructured data
Free exports

Cons

Chrome extension only
Credit-based pricing
Internet required
Not a database tool
Limited offline use

Pricing:

Free ($0): 100 automation steps/month, 6 pages/month, and unlimited data exports to Sheets/Airtable/Notion.
Starter ($9/mo billed annually): 5,000 credits/year, 5 scheduled scrapers, and subpage/bulk scraping capabilities.
Pro ($16.50/mo billed annually): 30,000 credits/year, unlimited scrapers, 25 scheduled runs, and 5-minute monitoring frequency.
Custom: Tailored credit limits and dedicated support for high-volume enterprise needs.

4. Google Sheets

Google Sheets refers to a spreadsheet database, which is a cloud-based tool where one can collaborate in real time. Several users can edit and comment at the same time in any place. It can be linked to Google Forms, Zapier, and other applications with ease and has a version history to keep track of changes.

Google Sheets is not paid and is part of Google Workspace, which is paid for by companies. It is suitable for small and medium-sized teams, at-home workers and those who need to collaborate on data entry and easy automation with an easy, cloud-based solution.

Key Features

Cloud-based spreadsheets
Real-time collaboration
Version history
Google Forms integration
Add-ons and scripts

Pros

Free and accessible
Easy collaboration
Works on any device
Simple automation
Beginner-friendly

Cons

Limited advanced features
Slows with large data

Pricing: Free

5. Microsoft Excel

Website: https://www.microsoft.com/en-in/microsoft-365/p/excel/cfq7ttc0pbmf

Microsoft Excel is an ancient data entry software and analysis tool. It has gone ahead to provide spreadsheets, tables, formulas, and data validation. Excel is amenable to automation in macros and Power Query and is also deeply integrated with Microsoft 365. It is ideal when one has finance, operations, and teams already using Microsoft 365.

Although it is effective with structured data, Excel does not fit unstructured data and massive automation well unless it is used alongside other tools. It is based on pricing as a Microsoft 365 subscription or standalone licence.

Key Features

Spreadsheets and tables
Formulas and pivot tables
Macros and Power Query
Data validation
Microsoft 365 integration

Pros

Very flexible
Powerful analysis tools
Widely used
Works offline
Strong formula support

Cons

Manual errors possible
Not ideal for unstructured data

Pricing:

Price: ₹13,199.00 (inclusive of GST)
License Type: One-time purchase for 1 PC or Mac.

6. Zoho Forms

Website: https://www.zoho.com/forms/

Zoho Forms is a business form builder online that is required to have custom business forms and workflow automation. It endorses offline data gathering, collaboration, and integration with more than 150 applications. Form generation is a fast drag-and-drop interface with responses being handled as a team.

Zoho Forms is best suited to SMBs and human resources, sales, and operations departments that need to streamline the data collection process.

Key Features

Drag-and-drop form builder
Workflow automation
Offline data collection
App integrations
Team collaboration

Pros

Easy to build forms
Affordable pricing
Good automation
Works offline
Strong Zoho integration

Cons

Limited design flexibility
Best inside the Zoho ecosystem

Pricing:

Free ($0/month): Best for individuals needing a few forms with up to 500 submissions and basic reports.
Basic ($10/month): Ideal for solo users wanting unlimited forms, custom branding, and 10,000 submissions.
Standard ($25/month): Designed for teams of 10, adding 25,000 submissions and form approval workflows.
Professional ($50/month): Suited for growing businesses with 25 users, 75,000 submissions, and 5 GB of storage.
Premium ($90/month): The top-tier plan for 100 users, featuring 150,000 submissions and high-level HIPAA security.

7. JotForm

Website: https://www.jotform.com/

JotForm is an easy-to-use form generator that has more than 10,000 templates. It is connected with such tools as Google Sheets, HubSpot, and payment gateways. Forms are responsive to phones and are available on all devices. Users are able to tally analytics to view form submissions and performance.

It is ideal for use by marketing, customer services, and administrative teams that require complex and user-friendly forms to enter data.

Key Features

10,000+ templates
Payment integrations
Mobile-friendly forms
Analytics dashboard
App integrations

Pros

Very user-friendly
Fast form creation
Great template library
Good integrations
Mobile responsive

Cons

Expensive paid plans
Limited customization logic

Pricing:

FREE Plan ($0): Includes 5 forms, 100 monthly submissions, 1 user, and 100 MB of space.
Bronze Plan ($34/month): Provides 25 forms, 1,000 monthly submissions, 1 user, and 1 GB of space.
Silver Plan ($39/month): Offers 50 forms, 2,500 monthly submissions, 1 user, and 10 GB of space.
Gold Plan ($99/month): Includes 100 forms, 10,000 monthly submissions, 1 user, and 100 GB of space.

8. Typeform

Website: https://www.typeform.com/

Typeforms are interactive and conversational to enhance engagement and completion rates, making them a powerful data entry software solution for modern businesses. It features an interface that shows one question at a time and uses custom logic to tailor forms according to user responses. It also integrates with more than 120 applications and offers analytics to understand how users interact with the forms.

It can be used in surveys, onboarding, and feedback. Typeform business forms tend to increase the response rate compared to the traditional forms, which are not very engaging.

Key Features

Conversational forms
Conditional logic
App integrations
Analytics and insights
Custom branding

Pros

High completion rates
Clean design
Great user experience
Easy to personalize
Strong analytics

Cons

Higher pricing
Limited forms on the free plan
Not ideal for bulk data

Pricing:

Basic ($28 USD/mo): Supports 1 user with 100 responses per month and unlimited forms/questions.
Plus ($56 USD/mo): Supports 3 users with 1,000 responses per month and allows removal of Typeform branding.
Business ($91 USD/mo): Supports 5 users with 10,000 responses per month and includes conversion tracking.
Enterprise (Contact Sales): Provides tailored limits, VIP support, and HIPAA/GDPR compliance.

9. ProntoForms

Website: https://truecontext.com/

ProntoForms (TrueContext) is used for field data collection. Offline data collection can be collected by teams on mobile devices and uploaded online when the team is connected. The platform automates processes, delivering data to the systems, such as Salesforce or ServiceNow.

Field activities are easily monitored in real time by means of real-time dashboards. ProntoForms would suit operations, logistics, field service teams, and manufacturing teams. Its automation is time-saving and guarantees efficient data entry for on-the-go teams that handle inspections, service calls, or any other field activities.

Key Features

Mobile-first data collection
Offline mode
Workflow automation
Enterprise integrations
Real-time dashboards

Pros

Perfect for field teams
Works without internet
Strong automation
Enterprise-grade
Accurate data capture

Cons

Not for small teams
Higher cost

Pricing:

Essentials ($25/user/month): For basic field data collection with cloud storage (Google, Dropbox, etc.) and offline capability.
Advanced ($45/user/month): For complex workflows. Adds conditional logic and integrations with systems like Salesforce and Zendesk.
Enterprise (Custom): For large-scale operations. Includes AWS integrations, Single Sign-On (SSO), and unlimited forms.

10. Salesforce Data Loader

Data Entry Software - Salesforce Data Loader

Website: https://dataloader.io/pricing

Salesforce Data Loader is a bulk importation, exportation and updating tool used in Salesforce CRM. It takes care of millions of records and assists in scheduling recurring tasks. The software is well integrated with Salesforce processes, and it is ideal when managing complex customer data in the case of large enterprise teams.

Data Loader guarantees the integrity and effectiveness in the process of migrating or updating information in CRM. It comes with Salesforce subscriptions and is ideal for teams that require scalable and automated bulk data management in the Salesforce ecosystem.

Key Features

Bulk data import/export
Scheduling support
Salesforce integration
Handles millions of records
Secure data handling

Pros

Fast bulk operations
Reliable for CRM data
Free with Salesforce
Enterprise-ready
Accurate migrations

Cons

Salesforce-only use
Technical interface

Pricing: Connect with the team

11. Quickbase

Website: https://www.quickbase.com/

Quickbase is a low-code system that allows teams to create custom data entry software without the need to write code. It automates processes such as approvals, notifications and reporting. Quickbase is connected to hundreds of business applications, and it has real-time dashboards to monitor data.

It is optimal in the case of teams that have special processes or multi-team cooperation requirements. Quickbase is used to assist the business in centralising data, minimising manual workload and operating intricate business processes in an efficient manner, even by non-technical staff members.

Key Features

Low-code app builder
Workflow automation
Custom dashboards
App integrations
Role-based access

Pros

Customizable solutions
No heavy coding
Scales well
Strong automation
Centralized data

Cons

Expensive pricing
Setup time required

Pricing:

Free Trial: $0 for 30 days with full access to business features and no commitment.
Team Plan: Starts at $35/user/month (billed annually) with dashboards, automation, integrations, security controls, and audit logs.
Business Plan: Starts at $55/user/month (billed annually) and includes SSO, advanced workflows, collaboration tools, Gantt charts, sandbox, and compliance support.
Enterprise Plan: Custom pricing with advanced performance tools, strong encryption, custom integrations, and features built for large organizations.

12. HubSpot Forms

Website: https://www.hubspot.com/products/marketing/forms

HubSpot Forms is a drag-and-drop form solution that allows capturing lead and customer data into HubSpot CRM. It initiates automated workflows, analytics and follow-ups. Close connections with the marketing and sales tools offered by HubSpot are why it best suits inbound-driven teams.

It comes at no cost with HubSpot CRM, whereas extra functionality is offered in paid versions. It works perfectly in sales and marketing departments that wish to make the lead capture process easier, data entry simpler, and have precise records of customers.

Key Features

Drag-and-drop builder
CRM integration
Automated follow-ups
Lead tracking
Marketing analytics

Pros

Free to use
Easy setup
Strong CRM connection
Great for lead capture
Automated workflows

Cons

Limited design control
Best inside HubSpot
Advanced features cost more

Pricing: Connect with the team

13. Cognito Forms

Website: https://www.cognitoforms.com/pricing

Cognito Forms also has sophisticated form logic and computing as well as conditional flows. Users are able to display or hide fields depending on responses and calculate quotes, invoices or any other business requirement. It can be used with Zapier, Microsoft Flow and so on in workflow automation.

The Cognito Forms would suit the needs of the finance, HR and operations teams that need advanced calculations and validation.

Key Features

Conditional logic
Calculations
Secure data handling
Workflow automation
App integrations

Pros

Advanced form logic
Affordable pricing
Good for calculations
Secure data
Flexible workflows

Cons

UI not very modern
Limited templates
Learning curve

Pricing:

Individual (Free): Free plan for one user with unlimited forms, 100 entries per month, payment acceptance, and 100 MB storage, but no guest access.
Pro ($19/month): Designed for two users with unlimited forms, 2,000 entries per month, payment acceptance, no ads, and 1 GB storage.
Team ($39/month): Supports five users and five guests, offers unlimited forms, 10,000 entries per month, payment acceptance, flexible workflows, and 10 GB storage.
Enterprise ($129/month): Built for large teams with 20 users and guests, unlimited forms and entries, payment acceptance, advanced collaboration, and 100 GB storage.

14. Smartsheet

Website: https://www.smartsheet.com/pricing

Smartsheet is for project management and data entry software. It provides templates, alerts, approval automation, and real-time dashboards. The teams will find it easy to work together and monitor the tasks and resources. Smartsheet can be used in operations, cross-functional groups, and PMOs that require managing data in a structured manner and providing project tracking.

Key Features

Project templates
Automation rules
Dashboards
Collaboration tools
Resource tracking

Pros

Strong project tracking
Saves time
Good automation
Scales well
Easy collaboration

Cons

Not a pure data tool
Learning curve

Pricing:

Pro Plan: $9 per member/month, best for small teams.
Business Plan: $19 per member/month, ideal for growing businesses.
Enterprise Plan: Custom pricing for large organizations.
Advanced Work Management: Custom plan for large-scale project portfolios.

15. Kissflow

Website: https://kissflow.com/

Kissflow is a drag-and-drop business process and data entry workflow automation. Users are able to build their unique forms, automatise approvals and integrate with HR, finance tools and procurement tools. Kissflow is the product that is best suited to the team that needs to minimise the number of repetitions and make the operations efficient.

The platform assists companies in enhancing efficiency, properly collecting data, and automating processes across various departments without necessarily having technical knowledge.

Key Features

Workflow automation
Custom forms
Approval management
App integrations
Process tracking

Pros

Easy workflow setup
No-code platform
Good for automation
Clean interface
Multi-department use

Cons

Limited reporting
Customization limits

Pricing:

Basic: Starts at $2,500/month with limited features and support.
Enterprise: Custom pricing with advanced features, AI, unlimited apps, and full support.

Comparison Table Best Data Entry Software

Tool Name	Price	Free Plan	Best Used For
Alteryx	Starts at $250/user/month	No	Advanced data analytics and automation
Airtable	From $20/user/month	Yes	Team collaboration and structured data
Thunderbit	From $9/month	Yes	AI web scraping and unstructured data
Google Sheets	Free	Yes	Simple data entry and collaboration
Microsoft Excel	₹13,199 (one-time)	No	Offline data analysis and reporting
Zoho Forms	From $10/month	Yes	Online and offline form-based data entry
JotForm	From $34/month	Yes	Quick form creation and data collection
Typeform	From $28/month	No	Interactive surveys and feedback
ProntoForms	From $25/user/month	No	Field data collection with offline access
Salesforce Data Loader	Included with Salesforce	No	Bulk CRM data import and export
Quickbase	From $35/user/month	No (Trial available)	Custom business apps and workflows
HubSpot Forms	Free with CRM	Yes	Lead capture and marketing data
Cognito Forms	From $19/month	Yes	Forms with calculations and logic
Smartsheet	From $9/user/month	No	Project tracking and data management
Kissflow	From $2,500/month	No	Workflow automation across teams

Top Tips to Choose the Best Data Entry Software for Your Business

Know Your Business: Determine what sort of data your business deals with, how much and how complicated. Being aware of your needs would mean that you will only choose software that will really help streamline your workflow.
Emphasise Accuracy and Reliability: Select programs that ensure accurate data processing. Trustworthy tools minimize mistakes, guard against expensive errors in your business, and boost trust in decision-making.
Use Automation Capabilities: Search automation that deals with repeatable functions such as data entry, validation, and formatting. This saves time; it becomes efficient and leaves your team to do the strategic work.
Make Integration Smooth: Your software must be compatible with other systems such as CRM, accounting and inventory systems. Effective integration will eliminate duplication and maintain efficiency in the workflow.
Evaluate Cost vs. Value: Balance has pricing and ROI maximisation. The appropriate software will save time, minimise mistakes, and enhance the overall performance, which is a smart long-term investment.

Ending Note

Finding the appropriate data entry software may prove to be a breakthrough for any organisation or individual handling a high amount of data. These tools are not only fast but also accurate, automated, and efficient, eliminating manual errors and saving on precious strategic time.

Be it customer databases, financial records, or inventory logs, the correct software gives you confidence and accuracy in dealing with data. Switch to the modern world and witness the difference in productivity and efficacy in data management.

FAQs

1. What are the Characteristics of Efficient Data Entry Platform in Large Businesses?

Efficient software has automation, real-time validation, bulk import/export, customisable templates, and integration with other tools to provide smarter decision-making.

2. Why is Data Entry Tool Advantageous to Team Productivity?

It enables teams to spend time on strategic activities instead of data handling, as it automates repetitive tasks, minimizes errors, and simplifies workflows.

3. Will Data Entry Software Support Multiple Data Formats at the Same Time?

Yes, new solutions deal with multiple formats, such as CSV, Excel, PDF, and API data, which can be easily consolidated without using manual conversion.

4. What is the Security Degree of the Information in these Tools?

Higher-tier software is encrypted and authorised by roles and adheres to standards of data protection to prevent any breach or unauthorised access to sensitive business information.