Outsourced data entry is becoming a strategic option for many U.S. businesses as labor costs rise, data volumes expand, and compliance requirements grow more stringent. While data entry is essential for maintaining accuracy and regulatory compliance, managing it in-house is often costly and inflexible. As a result, outsourcing data entry services enables organizations to balance better cost efficiency, data quality, and operational scalability. In this article, DIGI-TEXX explains what outsourced data entry is, examines key data entry types with practical examples, outlines risk management considerations, and reviews 10 data entry outsourcing companies in the USA worth considering in 2026.
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What Is Data Entry Outsourcing?
Data entry is the process of collecting, inputting, updating, and maintaining data in digital systems such as databases, spreadsheets, ERP platforms, or CRM software. The data may originate from paper documents, scanned files, PDFs, emails, or audio recordings.
Data entry outsourcing refers to hiring a third-party service provider to manage these tasks instead of handling them internally. The provider is responsible for entering, updating, and maintaining company data based on defined rules, quality standards, and service-level agreements (SLAs). For many US businesses, outsourcing data entry helps reduce operational workload, improve accuracy, and scale data processing capacity without expanding internal teams.
Types Of Data Entry With Examples
Data entry includes multiple task types depending on data sources, formats, and business use cases. Understanding these differences helps companies decide which data entry tasks are suitable for outsourcing and how to manage them effectively. Below are the most common types of data entry with practical examples.
Image Data Entry
Image data entry involves extracting information from scanned documents or image-based files and converting it into structured digital data. It is suitable for businesses in healthcare, insurance, and finance that still handle large volumes of paper-based records. Outsourcing helps improve accuracy by combining OCR technology with manual verification while reducing internal processing time.
For example: a hospital digitizes scanned patient intake forms, lab reports, and handwritten medical notes into its electronic health record (EHR) system. By outsourcing image data entry, the hospital ensures patient data is accurately captured and searchable, while medical staff focus on clinical care instead of administrative tasks.
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E-commerce Product Data Entry
E-commerce product data entry involves entering, updating, and standardizing product information such as titles, descriptions, prices, SKUs, and images across online sales platforms. It is best suited for e-commerce retailers, brands, and marketplaces managing large or multi-channel product catalogs. Because product data changes frequently due to pricing updates or promotions, outsourcing helps maintain consistent listings while reducing internal workload.
For example: A-based electronics retailer selling on Amazon, Walmart, and Shopify needs to update hundreds of listings whenever suppliers release new models or pricing changes. By outsourcing product data entry, the company ensures bulk updates are handled accurately across all platforms, allowing internal teams to focus on sales optimization and customer acquisition.
Remote Data Entry
Remote data entry refers to the process of entering, updating, and maintaining business data by offshore or remote teams through secure online systems such as cloud-based databases, CRM platforms, and ERP software. This model is commonly adopted by businesses that outsource online data entry services to handle high volumes of digital data across multiple sources and require continuous updates without maintaining in-house data teams. Outsourcing remote data entry helps improve turnaround time, data consistency, and operational flexibility.
For example: A B2B SaaS company collects lead data from webinars, paid ads, and partner referrals in multiple formats such as online forms, spreadsheets, and email lists. When handled internally, data cleaning and CRM updates often fall behind sales activities. By outsourcing remote data entry, the company assigns a dedicated team to standardize, deduplicate, and upload data into the CRM overnight, ensuring sales teams work with accurate and up-to-date information.
Textual Data Entry
Textual data entry involves entering and validating text-based information from documents such as contracts, reports, emails, or forms. It is suitable for industries like legal, HR, and consulting that manage large volumes of documentation. Outsourcing helps standardize data and reduce administrative workload for internal teams.
For example: A consulting firm manages a large volume of contracts, reports, and client documentation in PDF and Word formats. Professionals spend significant time searching and manually updating documents instead of focusing on advisory work. By outsourcing textual data entry, the firm converts documents into structured, searchable records, reducing administrative effort and improving document accessibility.
Insurance Claims Data Entry
Insurance claims data entry focuses on entering claim-related information such as policy details, incident reports, and settlement data. Outsourcing helps prevent processing backlogs while maintaining accuracy and compliance requirements.
For example: An insurance provider experiences spikes in claim submissions during peak seasons. Claim data arrives as scanned forms, photos, and handwritten incident reports, overwhelming internal teams. Outsourcing insurance claims data entry allows claims information to be captured and validated using standardized templates, preventing backlogs and supporting timely claim processing.
Logistics Data Entry
Logistics data entry involves entering shipment details, tracking numbers, delivery statuses, and inventory records into logistics systems. It is suitable for logistics providers, 3PL companies, and fulfillment centers handling high transaction volumes. Outsourcing helps maintain data accuracy during peak shipping periods.
For example: A logistics service provider handles shipment data from multiple carriers, each using different data formats. Manual in-house entry leads to delayed tracking updates and data inconsistencies. By outsourcing logistics data entry, shipment statuses, tracking numbers, and inventory records are updated continuously, improving visibility across the supply chain.
Invoice Data Entry
Invoice data entry involves capturing invoice details such as vendor information, amounts, payment terms, and tax data into accounting systems. It is suitable for businesses with high invoice volumes in manufacturing, retail, and finance. Outsourcing reduces manual errors and improves financial processing efficiency.
For example: A manufacturing company receives hundreds of supplier invoices each month in scanned and PDF formats. Manual invoice entry slows down accounts payable and increases reconciliation errors. Outsourcing invoice data entry ensures invoice details are accurately captured and validated, improving payment cycles and financial control.
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Why Do We Need Outsourcing Services?
Outsourcing data entry services helps businesses reduce operational strain caused by repetitive, high-volume data tasks. By working with experienced providers, companies can lower costs, improve data quality, and keep internal teams focused on core business priorities.
Reduce Operational Costs
Maintaining an in-house data entry team involves ongoing fixed costs such as salaries, training, and infrastructure. By utilizing professional data entry services, businesses can convert fixed labor costs into variable expenses, paying only for the volume of data processed rather than a full-time salary.
Focus More on Core Business Activities
Data entry is essential but not strategic for most companies. When internal teams get bogged down in manual data tasks, higher-value work like product innovation, customer experience, and market expansion can suffer. Outsourcing these routine tasks allows staff to concentrate on core operations that directly impact business growth and profitability.
Leverage Skilled Data Entry Professionals
Outsourcing provides access to trained data entry professionals who are experienced with structured workflows and quality controls. This typically results in faster processing and higher accuracy than ad-hoc internal handling.
Scale Operations Up Or Down Easily
Data volumes often fluctuate due to seasonality or project-based work. Outsourcing enables businesses to scale data entry capacity up or down quickly without the risks of hiring or downsizing internal staff.
Ensure High Accuracy And Consistent Quality
Errors in data entry can have compounding effects on reporting, analytics, compliance, and operational decisions. Outsourcing data entry services typically involve rigorous quality control processes, multi-stage verification, and standard workflows that reduce human error and ensure consistent, reliable output. This results in data that can be trusted for decision-making and business continuity.
Industries That Need To Outsource Data Entry
Outsourcing data entry benefits industries with high data volumes and time-sensitive workflows. By offloading repetitive tasks, businesses can improve efficiency and let internal teams focus on strategic priorities.
Restaurants
Restaurants generate data from reservations, POS transactions, inventory usage, and customer feedback daily. Managing this data internally can divert staff from customer service and kitchen operations. Outsourcing helps standardize menu updates, inventory logs, and reservation records so operations run smoothly without distracting frontline teams.
Healthcare
Healthcare generates large amounts of sensitive data such as patient records, billing information, laboratory results and insurance claims. Outsourcing data entry ensures accurate digitization of medical forms and administrative records while allowing clinicians to focus on patient care and compliance requirements.
E-commerce
E-commerce companies must manage product listings, inventory changes, order records and customer data across multiple channels. Outsourcing product data updates and order entry enables retailers to keep catalogs accurate and stock levels synchronized without pulling internal staff off growth initiatives.
Finance
The finance sector processes huge volumes of transactional and reporting data such as invoices, ledgers, payroll, and audit logs. Outsourcing financial data entry facilitates accurate invoice recording, reconciliations and reporting that meet industry standards while lowering administrative burden.
Real Estate
Real estate organizations manage multiple data types including property listings, client leads, legal documents, and transaction histories. Outsourcing data entry helps property managers and agents handle large volumes of listing updates and client information without distracting them from client engagement and closing deals.
Logistics
Logistics relies on accurate tracking of shipments, inventory, delivery statuses and carrier data. Outsourcing logistics data entry ensures real-time updates and clean records that help companies meet delivery commitments and optimize routing and warehouse operations.
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Problems and Remedial Measures Of Outsourcing
Outsourcing data entry also comes with risks related to data security, communication, and quality control. Understanding these challenges is essential to managing outsourcing relationships effectively.
Data Security
Data security is a major concern in data entry outsourcing, as weak controls can lead to customer data leaks and violations of regulations such as HIPAA or GDPR. To mitigate this risk, businesses should work with outsourcing partners that hold recognized security certifications like ISO 27001 and SOC 2, and enforce strict nondisclosure agreements (NDAs) to protect sensitive information.
Effective Communication
Poor communication can cause misunderstandings and project delays, especially when outsourcing teams operate across different time zones. Without clear coordination, work may not align with original requirements. This issue can be addressed by using project management platforms such as Jira or Slack and scheduling regular meetings with a dedicated project manager to ensure clarity and progress alignment.
Quality Control
Quality control becomes challenging when data entry is performed externally, as output may fail to meet required standards and contain frequent errors. To ensure reliable results, businesses should apply a two-layer quality control process (QC/QA) and conduct pilot runs before full implementation to validate data accuracy and consistency.
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Top 10 Data Entry Outsourcing Companies Best Of 2026 USA
Below is a curated list of data entry outsourcing companies serving U.S. businesses in 2026. By evaluating service scope, delivery models, and outsourced data entry reviews, businesses can better identify partners that align with their operational and compliance needs.
1. DIGI TEXX
DIGI TEXX is a Germany-origin data entry and data processing service provider with over 20 years of experience in the BPO and digital services sector. The company delivers data entry, document digitization, and data extraction services by combining OCR technology with controlled manual processing to ensure accuracy. DIGI TEXX complies with security standards such as ISO 27001 and GDPR requirements, meeting the data processing needs of businesses in the US and European markets. With a continuous operating model and multilingual support capabilities, DIGI TEXX is suitable for organizations handling large data volumes that require stability and long-term scalability.
2. Digital Minds BPO
Digital Minds BPO is a data entry outsourcing provider headquartered in Naga City, Philippines, offering cost-competitive services such as invoice data entry, CRM entry, e-commerce product data, and copy-paste tasks. The company delivers a mix of data processing work across industries, with particular strength in e-commerce data tasks and catalog management. This provider is suitable for organizations looking to outsource online data entry services for e-commerce, CRM, and recurring digital workflows, especially businesses that require flexible execution without large internal resource investment. Its trained data entry teams, secure workflows, and scalable approach support consistent data quality across digital channels.
3. Acquire BPO
Acquire BPO is an international outsourcing company headquartered in Melbourne, Australia, with operations across multiple global offices. The company provides data entry, data cleansing, and payment processing support, serving organizations that require accuracy and consistency in operational data handling. Originally established in 2005, Acquire has expanded from contact services into a broader BPO provider supporting industries such as healthcare, insurance, finance, and telecommunications. Its services are suitable for enterprises seeking scalable outsourcing solutions with established delivery standards.
4. Ardem Incorporated
Ardem Incorporated is a US-based outsourcing company headquartered in New Jersey, with delivery operations supported by a small number of offices. The company provides data entry and back-office data processing services, with a focus on logistics data entry, healthcare data entry, and order processing. Ardem combines technology-enabled workflows with structured quality controls to support organizations that require accuracy and timely execution. Its services are commonly used by businesses in accounting, logistics, retail, manufacturing, and healthcare that manage transaction-heavy or operational data.
5. Rely Services Inc.
Rely Services Inc. is a US-based outsourcing company headquartered in Illinois, with more than 20 years of experience in data entry and business process outsourcing. The company provides services including online and offline data entry, data extraction, data collection, and catalog management, supporting organizations across both the private and public sectors. With industry experience in healthcare, mortgage, insurance, and finance, Rely Services is suitable for businesses that require scalable data processing support aligned with operational needs and compliance requirements.
6. WNS Global
WNS Global is a multinational Business Process Management (BPM) provider headquartered in Mumbai, India, with a global delivery network spanning dozens of offices worldwide. The company offers data entry and data processing as part of a broader portfolio that includes data management, analytics, and cloud-based solutions. With a workforce of over 59,000 professionals, WNS supports large enterprises across industries such as finance, accounting, customer experience, human resources, and data analytics. Its scale and integration capabilities make WNS suitable for organizations that require high-volume data processing combined with advanced analytics and enterprise-grade governance.
7. Open Access BPO
Open Access BPO is an outsourcing service provider headquartered in Makati, Philippines, offering data management and back-office support services to international clients. The company specializes in data management, data verification, data categorization, and data mining, supporting organizations that require structured and accurate data handling. With multilingual teams and a client-centric operating model, Open Access BPO is suitable for businesses that value clear communication, cost-effective execution, and consistent data quality. The company also applies standard data protection practices to support privacy and security requirements in outsourced operations.
8. Cogneesol
Cogneesol is an outsourcing company headquartered in Punjab, India, with more than 15 years of experience in data processing and data entry services. The company supports multiple industries, offering services such as QuickBooks data entry, legal data entry, and image data processing, with real estate data entry as its core strength. By combining experienced personnel with appropriate data processing tools, Cogneesol is well suited for organizations that manage large volumes of structured and semi-structured data, particularly within the real estate sector.
9. Invensis Technologies
Invensis Technologies is a global outsourcing provider headquartered in Bengaluru, India, delivering data entry and business process outsourcing services to international clients. The company offers both online and offline data entry, outsourced payroll processing, and e-book data entry, supporting organizations with recurring, data-intensive workloads. With operations scaled to thousands of professionals, Invensis serves industries such as banking, e-commerce, and telecommunications. Its service model is suitable for organizations seeking a multi-function outsourcing partner that combines data processing with broader business process support.
10. Premier BPO
Premier BPO is a US-based outsourcing company headquartered in Tennessee, providing data entry and back-office support services to businesses of various sizes. The company focuses on data entry, data cleansing, and data analysis, supporting organizations that require reliable execution of routine and operational data tasks. Premier BPO is particularly suitable for small and mid-sized businesses, including first-time outsourcing adopters, that seek flexible, personalized support without complex implementation requirements. Its service model emphasizes cost control, consistency, and alignment with client-specific operational goals.
Which Company Is Best For Data Entry?
There is no single “best” data entry company for every business. The right choice depends on how well a provider can ensure data accuracy, security, and stable delivery at scale. Companies that work with large or sensitive datasets often look for partners with proven processes, compliance standards, and long-term operational capacity rather than low-cost task execution alone. When evaluating a data entry project outsourcing company, these practical selection criteria become especially important. Based on this perspective, DIGI TEXX is frequently considered by organizations that prioritize structured processes, data reliability, and long-term scalability.
- Targeted domain experience: DIGI TEXX brings hands-on experience in managing structured and unstructured data workflows, aligning data entry operations with broader operational needs rather than treating entry as a stand-alone task.
- Focus on data accuracy: DIGI TEXX applies standardized workflows with multi-stage validation and controlled manual review, aiming to minimize errors and improve reliability of dataset outputs.
- Security and data governance: DIGI TEXX implements data security practices consistent with international frameworks such as ISO 27001 and GDPR, which supports confidentiality and regulatory compliance, important for sensitive or regulated data.
- Technology-assisted processing: DIGI TEXX incorporates tools like OCR and data extraction automation to reduce repetitive manual work and improve throughput without sacrificing quality.
- Scalable delivery model: From smaller data projects to large-scale volume processing, DIGI TEXX’s delivery framework is designed to scale with workload changes while maintaining consistent process controls.
- Integration with business systems: DIGI TEXX demonstrates capability to integrate data entry outputs with CRM, ERP, or analytics platforms, reducing friction between entry tasks and downstream systems.
- Process transparency and coordination: DIGI TEXX emphasizes clear communication, structured SLA frameworks, and reporting practices, which help internal stakeholders monitor progress and outcomes without micro-managing.
Data Entry Outsourcing Cost
Data entry outsourcing cost varies depending on how the work is defined and delivered. Instead of a fixed rate, most providers price services based on operational and quality requirements. Cost typically depends on:
- Task complexity: Simple, repetitive data entry tasks usually cost less than work that requires validation or structured data processing.
- Data volume and frequency: One-time projects differ from ongoing, recurring data entry workloads performed daily, weekly, or monthly.
- Accuracy and quality controls: Basic review processes are less resource-intensive than multi-step verification designed to minimize errors.
- Security and compliance requirements: Standard data handling generally costs less than processing sensitive or regulated data, such as financial or healthcare information.
- Delivery model: Maintaining an in-house team often involves higher fixed costs compared with offshore or hybrid outsourcing models.
Compared with in-house data entry, outsourcing allows businesses to convert fixed staffing and infrastructure costs into variable costs that scale with demand. This flexibility often makes outsourcing more cost-efficient for organizations managing large or fluctuating volumes of data.
Frequently Asked Questions About Outsourced Data Entry
Which Data Entry Tasks Should You Keep In House Reddit?
Data entry tasks that should be kept in house include:
- Highly sensitive data such as financial records, medical information, or proprietary business data
- Strategic data analysis that directly supports business decision-making
- Urgent or time-critical tasks requiring immediate turnaround
- Complex decision-based workflows that depend on deep internal knowledge and context
Is Outsourcing Illegal In The USA?
No. Outsourcing is legal in the United States and commonly used by businesses. Companies must still comply with federal and state laws, particularly those related to data privacy, labor regulations, and industry-specific requirements. Legal issues arise only when compliance obligations are not properly managed.
How To Measure Data Entry Performance?
Outsourced data entry performance should be measured using core metrics:
- Accuracy rate: Track the number of errors per volume of records processed.
- Turnaround time: Measure how quickly assigned tasks are completed.
- Cost per record: Compare the cost of outsourcing with the cost of in-house processing.
- Productivity impact: Evaluate time saved and the business value generated.
- Scalability: Assess the provider’s ability to handle peak workloads without quality loss.
- Responsiveness: Monitor how quickly issues or requests are acknowledged and resolved.
These are 10 data entry outsourcing companies recommended by DIGI-TEXX to help U.S. businesses better understand the current outsourcing landscape and evaluate potential partners in 2026. By reviewing each provider’s service focus, operational strengths, and scalability, organizations can make more informed decisions when planning or optimizing their outsourced data entry operations.
Among these providers, DIGI-TEXX stands out for its strong focus on data accuracy, information security, and scalable delivery models. With experience supporting multiple industries and a structured, value-driven approach to data management, DIGI-TEXX looks forward to the opportunity to work alongside businesses to optimize data entry processes, reduce operational pressure, and build a solid data foundation that supports effective reporting, analytics, and long-term growth.
DIGI-TEXX Contact Information:
🌐 Website: https://digi-texx.com/
📞 Hotline: +84 28 3715 5325
✉️ Email: [email protected]
🏢 Address:
- Headquarters: Anna Building, QTSC, Trung My Tay Ward
- Office 1: German House, 33 Le Duan, Saigon Ward
- Office 2: DIGI-TEXX Building, 477-479 An Duong Vuong, Binh Phu Ward
- Office 3: Innovation Solution Center, ISC Hau Giang, 198 19 Thang 8 street, Vi Tan Ward
