Data entry software is essential in the day-to-day running of a business. Every organization frequently captures, organizes, and processes data in bulk amounts. However, the management of data is set to change dramatically in 2025.
The good news is that automation is transforming how data is entered. Imagine a world where every menial task is eliminated, human error is drastically cut down, and time is saved for more impactful work. With new AI tools, companies can now pull and process data almost instantaneously, seamlessly interfacing with Google Sheets, Excel, CRMs, and more.
We are in 2025, and this guide will aid you in finding the most optimal data entry tools for your needs. Transitioning from manual methods will be illustrated step-by-step alongside the automated processes that embrace efficiency, allowing businesses to shed the shackles of outdated data entry methods.
=> Read more: Best Data Entry Outsourcing Companies for Accuracy & Affordability
Types Of Data Entry Software
A data entry software encompasses a variety of tools that assist with capturing, processing, and managing structured and unstructured data. These tools can be classified into general-purpose, automated, and specialized types, serving specific functions that cater to varying business requirements.
Spreadsheet Programs
You have probably used Microsoft Excel or Google Sheets for manual data entry. With these data entry automation tools, users can enter, sort, and analyze data using tables. Data validation, conditional formatting, and various formulas improve efficiency and accuracy on spreadsheets. These tools work best for small to medium-sized datasets that require human input and customization.
You have probably used Microsoft Excel or Google Sheets
Optical Character Recognition (OCR)
Scanned images, PDF scans, and handwritten documents can be converted into machine-readable texts using Optical Character Recognition (OCR) technologies. OCR automates the process of removing data from digital images, thereby reducing manual labor. In the finance industry, automation is used in invoice processing. In healthcare and logistics, OCR is utilized for form data extraction and document digitization processes.
=> See more: Understanding Optical Character Recognition (OCR): How It Works
Manual Data Entry Software
Manual data entry software helps users populate systems by inputting data manually. Although they do not automate data entry, most of them provide custom-designed forms, validation rules, and intuitive interfaces that make the task easier. Such tools include Zoho Forms and Typeform, which are frequently used for data collection and entry.
=> The Advantages of Outsourced Data Entry Services for E-commerce Businesses
Manual data entry software helps users populate systems by inputting data
10+ Best Data Entry Tools to Boost Accuracy and Productivity
Later in this article, we will walk you through 10+ of the best data entry tools so that you can streamline your workflow and minimize the risk of error, so that you can concentrate on higher-level tasks.
Microsoft Excel
Microsoft Excel is a high-end spreadsheet data entry tool that is popularly utilized for data visualization, analysis, and organization. Excel has high-end functionality support, enabling users to conduct intricate calculations via functions and formulas. Excel has robust feature support in the guise of PivotTables and charts for data analysis and perfectly integrates with other Microsoft 365 applications.
One of the largest benefits is its enormous library of analysis tools that it has to provides, as well as an easy-to-use interface that most are already familiar with. Excel also features a great amount of personalization to allow users to tailor the experience to fit their own purposes. Although the standard version of Excel is free, subscribing to Microsoft 365 for additional features begins at $9.99 per month.
Microsoft Excel is a high-end spreadsheet data entry tool
Typeform
Typeform is a web-based interactive tool employed to create forms and surveys with an emphasis on user engagement. It provides a conversational interface to increase the interactivity of form filling for the user. With a wide range of customizable templates, Typeform lets users mold a form to suit their requirements, and it also provides advanced analytics and reporting features to monitor responses and insights.
One of this AI data entry tool’s best features is that it can generate high response rates due to its user-friendly and interactive platform. The platform is also simple to use, enabling users to create and publish surveys or forms efficiently. Moreover, Typeform can be easily integrated with a number of other tools, making collecting and managing data across multiple platforms even simpler.
Typeform is a web-based interactive tool employed to create forms
Google Sheets
Google Sheets is Google’s cloud spreadsheet data entry software that includes real-time collaboration and on-demand access from anywhere. It supports concurrent collaborative editing of the same document by multiple users simultaneously, which makes it ideal for collaboration. With hassle-free integration with other Google Workspace applications and cloud-based auto-saving, Google Sheets provides convenience and efficiency.
One of its advantages is real-time collaboration, and it’s best suited for collaborative projects. It can be accessed from any internet-enabled device, and this allows mobile users to have flexibility. Google Sheets offers a free version for personal use, and business plans are at $6 per user per month.
Google Sheets is Google’s cloud spreadsheet data entry software
Airtable
Airtable is one of the highly efficient data entry AI tools that merges the simplicity of a spreadsheet with the strength of a database and is ideally designed for the management of dynamic data. The tool is easy to use in editing fields and views, and it has high personalization capabilities for different types of data. Airtable further encompasses collaboration features that simplify teamwork, and it has integration support in regular applications and services.
One of the major strengths of Airtable is that it has extremely flexible data structuring, making it a best fit for lots of various usage scenarios. It has an extremely user-friendly interface, even for users who do not have any prior experience with database management, and it supports complex relationships between different sets of data, making it even more valuable.
Airtable is one of the highly efficient data entry AI tools
Zoho Forms
Zoho Forms is an online form builder where users can create personalized forms to effectively capture information. It has a simple drag-and-drop builder, allowing one to create forms without needing to write code. This AI tool for data entry supports conditional logic, which enables one to create dynamic forms that adapt according to user input. Zoho Forms also harmonizes perfectly with the Zoho suite of applications and third-party applications, making it even more versatile.
Zoho Forms is an online form builder where users can create personalized forms
UiPath
For repetitive data entry processes to be automated, UiPath is most appropriate. The Robotic Process Automation (RPA) tool automates the process of data extraction and entry, especially from unstructured files, minimizing the chances of human error and maximizing productivity. UiPath’s AI data entry tool is capable of doing what would otherwise take a lot of human effort, thus making it a worthwhile asset for business organizations dealing with large amounts of data processing. It is especially useful for businesses that require complex workflows to be automated and is an ideal option for businesses that want to optimize operational efficiency.
UiPath’s AI data entry tool is capable of doing what would otherwise take a lot of human effort
Zapier
Another excellent data entry software is Zapier, especially useful for those who use many programs for routine tasks. Zapier integrates more than 3,000 apps, allowing users to create “Zaps” that transfer data automatically between one app and another without programming. By executing repetitive tasks like data transfer between two platforms or sending off notifications, Zapier reduces the time spent on data entry. The tool can be used for simple workflows using the free account, while paid services begin at $19.99 a month for complex automation.
Another excellent data entry software is Zapier
Jotform
For those who want an easy form builder, Jotform is one of the data entry automation tools for creating personalized forms in a flash. Its drag-and-drop feature makes it easy for both beginners and professionals to create forms. Jotform supports a lot of third-party solutions that make it easy to collect data and monitor it across various platforms. With other features including online payments and analytics tools, Jotform is appropriate for companies that require basic as well as sophisticated forms. Jotform offers paid plans starting at $39 per month, which offer more sophisticated capabilities.
Jotform is one of the data entry automation tools for creating personalized forms
Foxtrot RPA
Foxtrot RPA is a robust data entry software for automating the data entry process with the help of robotic process automation. It is incredibly efficient in identifying and extracting data from different types of documents, including images and PDFs, offering high error reduction and savings of time. Foxtrot RPA is also incredibly system compatible, ensuring it is an end-to-end solution for businesses seeking to automate data entry processes. Its capacity for doing everyday work and enhancing data processing accuracy makes it a very welcome addition to any organization.
Foxtrot RPA is a robust data entry software for automating data entry
Nintex RPA
Nintex RPA possesses an easy-to-use interface for automating activities. With the drag-and-drop functionality, business users can automate tedious data entry without having to know how to code. Nintex RPA is also highly flexible and integrable, and can quickly be integrated with many business systems in order to automate tasks. Its efficiency and error reduction focus make it an absolute necessity for any company that wishes to utilize automation in order to drive maximum productivity.
Nintex RPA possesses an easy-to-use interface
Zoho CRM
Zoho CRM is a customer relationship management tool that removes most of the data entry tasks that are part of customer interactions. By means of customer information gathering and automation of sales and marketing processes, Zoho CRM increases productivity and provides accurate and timely information. It also provides smart analytics to help companies make more informed decisions regarding customers’ behavior and preferences.
Zoho CRM is $12 per user per month, which is well within the budget of most companies that require a full customer relationship management solution.
Zoho CRM is a customer relationship management tool
=> See more: How to Improve Your Data Entry Skills – Tips & Tools
Finally, choosing a quality data entry software will make a huge difference in reducing errors and boosting productivity, whether you are dealing with large data sets, require automation of time-consuming activities, or need real-time collaboration with a team.
If you want to elevate your data entry operations, DIGI-TEXX has the best-of-breed data entry solutions that balance high-end automation with reliable, efficient data handling. By emphasizing the provision of customized solutions, DIGI-TEXX enables businesses to elevate productivity and put an end to data-driven process complexity.
=> Read more: Find the Best Data Entry Service Provider for Your Business
