Key Takeaways
- Manual data entry is still widely used but is time-consuming, error-prone, and difficult to scale.
- AI-powered data entry software transforms the industry, automating workflows and reducing errors.
- Popular manual data entry tools include Microsoft Excel, Google Sheets, and Zoho Forms.
- Automated solutions like Parseur extract and process data with AI, integrating seamlessly with Zapier, Google Sheets, and CRMs.
Are you tired of spending hours copying and pasting data from documents, emails, or forms? Manual data entry isn't just tedious – it's a significant drain on your time and resources. Data entry is the backbone of modern business operations. Companies input, organize, and process vast amounts of data daily. But in 2025, the way we handle data is evolving rapidly.
The good news? Automation is changing the data entry process. Imagine eliminating repetitive tasks, reducing human errors, and freeing time for more valuable work. AI-powered tools allow businesses to extract and process data instantly, seamlessly integrating with software like Google Sheets, Excel, and CRMs.
This guide will help you navigate the best data entry software in 2025. We’ll cover manual and automated solutions, showing how businesses can transition from old-school data entry to modern, AI-powered efficiency. Whether you need a simple spreadsheet or a robust automation tool like Parseur, this article will list the top choices to help you find the right fit.
What is data entry software?
Data entry software helps you enter information into your systems more efficiently, whether it's customer data, sales orders, or inventory records. Think of it as an intelligent assistant that helps you transform messy data into organized information you can use. These tools can range from simple spreadsheets to advanced AI-powered platforms.
Types of data entry software
There are two main categories of data entry software:
- Manual Data Entry Software – These tools require human input to organize and store data. They are helpful for structured entry but can be slow and error-prone.
Examples: Microsoft Excel, Google Sheets, Zoho Forms, Typeform, Airtable.
- Automated Data Entry Software – These tools use AI and automation to extract, process, and structure data with minimal human effort. They are faster, reduce errors, and integrate with other systems.
Examples: Parseur, UiPath.
Top manual data entry software in 2025
Manual data entry remains a common practice in many organizations. It often involves collecting data using traditional paper and digital forms.
A significant portion of businesses continue to rely on manual data entry methods. For instance, a recent survey revealed that 70% of manufacturers still collect data manually. (Manufacturing Leadership Council)
Microsoft Excel (Best for complex calculations & spreadsheets)
Description: A powerful spreadsheet application by Microsoft that is widely used for data organization, analysis, and visualization.
Features:
- Advanced formulas and functions for complex calculations.
- Pivot Tables and charts for data analysis.
- Integration with other Microsoft 365 applications.
Pros:
- Comprehensive analytical tools.
- It is a familiar interface for many users.
- Extensive customization options.
Pricing: MS Excel is free, but if you want more options, you can always subscribe to Microsoft 365, starting at $9.99/month.
Cons: Scalability issues with large datasets, prone to manual errors, limited real-time collaboration compared to cloud-based options.
Google Sheets (Best for cloud collaboration)
Description: A web-based spreadsheet by Google that enables real-time collaboration and accessibility.
Features:
- Simultaneous editing by multiple users.
- Integration with Google Workspace apps.
- Cloud storage with automatic saving.
Pros:
- Facilitates teamwork with real-time updates.
- Accessible from any device with internet access.
- Free for individual users.
Pricing: Free for personal use; business plans start at $6/user/month.
Cons: It can become slow with very large datasets and have limited automation and scalability.
Zoho Forms (Best for structured form-based data entry)
Description: A form builder that allows the creation of customized forms for data collection.
Features:
- Drag-and-drop form builder.
- Conditional logic for dynamic forms.
- Integration with Zoho suite and third-party apps.
Pros:
- User-friendly interface.
- Automated workflows.
- Strong data management capabilities.
Pricing: Plans start at $10/user/month.
Cons: Still requires manual data entry and limited automation.
Typeform (Best for survey & form data collection)
Description: An interactive form and survey builder designed to enhance user engagement.
Features:
- Conversational form design.
- Customizable templates.
- Analytics and reporting tools.
Pros:
- High response rates due to engaging formats.
- Easy to design and launch..
- Integrates with various applications.
Pricing: Free basic plan; premium plans start at $25/month.
Cons: Data still has to be input manually.
Airtable (Best for database-style data organization)
Description: A hybrid between a spreadsheet and database offers flexible data management.
Features:
- Customizable fields and views.
- Collaboration tools.
- Integration with popular apps and services.
Pros:
- Versatile data organization.
- User-friendly interface.
- Supports complex relationships between data.
Pricing: Free for individuals; premium plans start at $20/user/month.
Cons: It requires manual data entry and less automation than advanced tools.
Limitations of manual data entry tools
Manual data entry is notably time-consuming. Reports indicate that over 40% of workers spend at least a quarter of their workweek on manual, repetitive tasks, including data entry. (Smartsheet)
With businesses still spending countless hours on manual data entry, the need for smarter, automated solutions has never been greater. The right software can save time, reduce errors, and allow teams to focus on more strategic work.
Businesses are Shifting to Automated Data Entry Software
You love using Excel, Google Sheets, or Airtable to organize and analyze data. These tools are essential for managing information, but the real challenge isn’t in the organization—it’s in getting the data into them.
Think about it: How much time do you or your team spend copying and pasting data from emails, invoices, or forms into spreadsheets? Not only is it repetitive, but it also increases the risk of human errors, misplacements, and delays.
This is where data entry automation steps in—not as a replacement for your tools, but as an upgrade to how you use them.
Automation can reduce operational costs by up to 30% to 50%, as highlighted by Gartner, allowing businesses to allocate resources more effectively. (Gartner)
According to a report by McKinsey, automation can reduce the time spent on data collection and processing by up to 80%, leading to substantial improvements in overall efficiency. (Wishup)
Key technologies driving data automation include:
- OCR (Optical character recognition): OCR converts images and scanned documents into editable text, enabling the extraction of data from paper-based sources.
- Intelligent document processing (IDP): IDP uses AI and machine learning to understand and extract data from unstructured documents, such as invoices and contracts.
- RPA (Robotic process automation): RPA automates data entry tasks across multiple applications, mimicking human actions to simplify workflows.
- NLP (Natural language processing): NLP extracts meaningful information from unstructured text, such as emails and customer feedback.
Reports indicate that AI adoption has jumped to 72% globally, reflecting a significant increase in interest and implementation across various industries. (McKinsey)
Choosing the right data entry software for your business
With so many data entry tools, selecting the right one can feel overwhelming. The right choice depends on your business needs, whether you require a simple spreadsheet-based solution or a data automation tool.
Manual vs. Automated:
- Begin by assessing your data entry needs. Manual tools like spreadsheets might suffice if your tasks are simple and require human oversight. However, automated solutions are essential for high-volume, repetitive tasks. Determine which approach best aligns with your business processes and future scalability goals.
OCR and document recognition:
- OCR capabilities are essential if your business deals with scanned documents or images. Ensure the software can accurately extract data from these sources, reducing the need for manual transcription.
Integration capabilities:
- Check if the software seamlessly integrates with your existing tech stack. Compatibility with your CRM, ERP, and other applications is crucial for smooth data flow and workflow automation.
Workflow automation:
- Explore the software's workflow automation features. Can it automate data entry processes, reduce manual intervention, and improve efficiency? Look for capabilities to create quick workflows and automate repetitive tasks.
Keep Using Excel, Google Sheets, and Your Favorite Tools—Just Automate the Data Entry Part
We’re not here to tell you to stop using Excel or Google Sheets. You already rely on them to track and organize data. The problem isn’t your tools—the problem is the manual data entry that slows you down.
Parseur – The Best Data Entry Software for AI-Powered Automation
If you already use Google Sheets, Excel, or Airtable and want to eliminate manual data entry without disrupting your workflow, Parseur is the perfect fit.
Parseur is an AI-powered data extraction tool designed to automate data entry from emails, PDFs, and scanned documents. It efficiently converts unstructured data into structured formats for seamless integration with business applications.
Michael Levengood, CEO of Rex Marketing in Washington, D.C.,** praised Parseur’s AI functionality and custom mapping capabilities, which allow for highly accurate file generation with minimal manual work. He also emphasized excellent customer service and support, which made adoption seamless.
How Parseur integrates with your existing tools
One of Parseur’s key strengths is its ability to seamlessly integrate with various popular business tools, enabling you to build robust, automated workflows.
Zapier & Make (Automating workflows):
Parseur’s integrations with Zapier and Make empower you to automate complex workflows across multiple applications. When Parseur extracts data from emails or documents, it can automatically trigger actions in other apps, such as updating CRM records, creating tasks in project management software, or sending notifications. This eliminates manual data transfer and improves your business processes.
Excel & Google Sheets (Sending extracted data in real-time):
Parseur allows you to send extracted data directly to Excel or Google Sheets in real time. This ensures that your spreadsheets are always up-to-date with the latest information, enabling you to perform data analysis and generate reports without manual data entry. This feature is handy for businesses that rely on spreadsheets for data management and reporting.
Industry-specific benefits:
- Finance: Parseur automates invoice data extraction, eliminating manual data entry and reducing accounts payable and receivable errors. This enhances financial processes and improves cash flow management.|
- Logistics: Parseur automates the extraction of order and shipment data from emails and documents, enabling real-time tracking and efficient supply chain management. This improves operational efficiency and customer satisfaction.
- Human Resources: Parseur extracts candidate data from resumes and job applications, automating the initial screening process and saving recruiters valuable time. This accelerates the hiring process and improves the quality of candidate selection.
Hear From the Experts: The Future of Data Entry
We reached out to industry experts for their perspectives on the biggest challenges of manual data entry and where it is headed over the next decade. They answered three key questions:
- What are the biggest pain points of manual data entry that businesses still struggle with today?
- What do you think data entry will look like in the next 5-10 years?
- Will manual data entry ever fully disappear?
Here’s what they had to say:
Highlighting Data Source Disconnect
"The biggest pain point I keep seeing is the disconnect between different data sources—like when companies manually copy data between their CRM, accounting software, and spreadsheets. Modern APIs and machine learning are already reducing manual entry by about 80% in my clients' workflows, though complete automation is tricky due to unstructured data formats. Looking ahead, I expect we'll see more specialized AI assistants that can handle complex data entry tasks like processing handwritten notes or extracting data from emails, but there'll always be some need for human oversight."
— Joshua Odmark, CIO and Founder, Local Data Exchange
Addressing Manual Entry Challenges
"Mistakes like typos, missing data, and misinterpretation of handwritten notes often lead to inaccurate records, which can cause bigger problems down the line. Many companies still rely on outdated data entry methods, either because of budget constraints or a lack of awareness about better solutions"
Businesses are already moving toward automated data capture tools that improve accuracy and reduce the need for manual input. The reality is that businesses adopting automation early will have a competitive edge, while those clinging to outdated methods will struggle with inefficiencies. Manual data entry may not fully disappear, but its role will shrink as technology improves."
— Konrad Martin, CEO, Tech Advisors
The Benefits of Smart Forms
"Working with our sales teams, I've noticed that inconsistent data formats and time-consuming validation processes are still major bottlenecks in our CRM updates. Just last month, we implemented smart forms with predictive fields, which reduced our data entry time by about 40% and improved accuracy significantly. While AI and automation will handle most routine data entry in the coming years, I believe human input will remain crucial for complex decision-making and maintaining data quality standards."
— Yarden Morgan, Director of Growth, Lusha
Discussing Data Integrity Issues
"One of the persisting pain points of manual data entry is the difficulty in maintaining data integrity across diverse technology stacks. This often results in significant discrepancies during data migration or analytics processes."
"In the coming decade, I believe that the intersection of robust IT infrastructure and evolving SaaS solutions will lead to more cohesive data management systems, addressing these issues head-on.
— Steve Payerle, President, Next Level Technologies
The Role of AI in Healthcare Data Entry
"At Etna Interactive, I've seen healthcare practices waste countless hours on manual data entry, often leading to costly errors in patient records and insurance claims. Just last month, one of our clients switched from manual entry to AI-assisted software, cutting their data processing time by 65% while improving accuracy to 99.8%."
— Ryan Miller, Founder & CEO, Etna Interactive
Targeting Data Entry Fatigue
"The biggest pain point isn't just the time spent on data entry—it's the mental fatigue that leads to costly mistakes and decreased team morale. At Easy-Tutor, we reduced data entry errors by 78% by implementing computer vision and natural language processing to automatically extract information from documents and forms. While complete automation is still far off due to edge cases and the need for human judgment, I expect that by 2030, most data entry will be handled through a combination of AI, augmented reality interfaces, and smart validation systems."
— Alexander Liebisch, Founder, TinderProfile
Key Takeaways from the Experts:
- Data integration remains a significant challenge—businesses struggle to unify data across multiple platforms.
- Automation reduces manual entry by up to 80%, but full automation is still tricky for unstructured data.
- AI-powered tools are already improving data accuracy and efficiency.
- Manual data entry won’t disappear completely, but its role will continue to shrink, with human oversight focused on complex cases and data validation.
The future of data management lies in automation and AI-powered solutions. As businesses handle increasing volumes of data, relying on manual entry is no longer sustainable. AI data extraction software, like Parseur, offers a smarter, faster, and more reliable way to process information, saving time, reducing costs, and improving accuracy.
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