Back office · system 07
Typed once, and only once.
An order lands and it becomes a job sheet, a delivery note and an invoice line without anybody keying it a second time. It reads what came in, matches it to the customer you already have, writes it everywhere it needs to go and stops on anything it cannot resolve. No transposed digits at 4:45pm.
Demo Business is a made-up business, and its numbers are invented. The system doing the work is the real one.
This would run on your own fields, systems and order paths.
What it does
This is the layer that carries information between systems that were never built to talk to each other. An order, a form, a signed job sheet or an email comes in, and the same details land in your CRM, your job software and your accounting without a person keying them three times. It matches against records that already exist instead of creating duplicates, and it stops on anything ambiguous rather than filling the field with its best guess.
The reason it matters is that manual re-keying has an error rate, and the errors are quiet ones. Human-factors research puts unaided keying at roughly 1 percent, and a swapped digit does not announce itself. It shows up as a van at the old address, a delivery of the wrong quantity, an invoice that has to be credited and reissued. Unpicking one of those costs real money by the time you count the phone call, the credit note and the second trip.
The short answer
Data entry automation reads an order, form or job sheet once and writes the same details into every system that needs them: your CRM, your job software and your accounting. It matches to existing records rather than creating duplicates, holds anything ambiguous for a person instead of guessing, and keeps a line-by-line record of what it wrote and where each field came from. Plans start at $395 a month, flat, with what it runs for your business set in the free audit before any work starts.
A real order, end to end
Picks it up
Watches the inbox, the order feed and the form endpoint, and takes each new item as it arrives.
Reads it
Pulls out the fields that matter: customer, address, line items, quantities, dates, notes.
Matches it
Checks against records you already hold so a repeat customer does not become a second file.
Writes it
Puts the same details into every system on your list, in the format each one expects.
Holds the exceptions
Anything that conflicts or does not parse stops there and goes to a person, with the reason attached.
What it costs
Flat monthly, no setup fee, month to month. Never per record and never per field.
Details read once and written into every system that needs them, with a line-by-line record of what went where. What it runs for your business depends on how many systems have to agree, which is what the free audit works out.
Against manual re-keying
Which trades use it
Setup and go-live
Most builds go live in about a week to ten days. We map the path a single order takes through your business first, field by field, then build against that map and run a batch of your real historical orders through it. You compare the output to what your team typed by hand before anything writes to a live system.
Frequently asked questions
How much does data entry automation cost?
Plans start at $395 a month, flat. What it runs for your business depends on how many systems have to agree and how easily each one can talk to the others, which is exactly what the free fifteen-minute audit works out. There is no setup fee, it is month to month, and you get a fixed monthly number before any work starts.
Which systems can it write to?
Your calendar, your job software, your store platform, your CRM, or anything that takes a webhook. If your system can talk to other software, we can connect to it. If it has no way in at all, we tell you that up front rather than building around it.
What happens when a field is ambiguous?
It stops and hands off rather than guessing. The record is held, the reason is attached, and it goes to whoever you name. A held record is a small job; a wrong record written into three systems is not.
Does this replace my bookkeeper?
No. It removes the typing, not the judgment. Your bookkeeper still reconciles, still catches what does not look right, and still closes the month. They get their time back from the part of the job nobody wanted.
What if one of my systems has no API?
Then we say so. Some software cannot be written to without a person in front of it, and we would rather tell you that in the first call than sell you a build that half works. Often one leg of the chain can be automated and the rest stays manual.
Can we see what it did?
Yes. Every write is logged with the field, the value, the system it went to and the document it came from. When something looks wrong three weeks later you can trace it back to the order that started it.
More of what we automate
Step through the systems one at a time, or see all twelve on the hub.
Watch it run one of your orders.
We take a real order from last week and put it through end to end. If it is not good enough, you have lost fifteen minutes.