Top 20 Data Entry Tools & Software Compared (Excel, Sheets, Airtable, etc.)

Imagine a late afternoon. You stare at a mountain of messy papers. Ironically, you’ve spent hours typing information into a spreadsheet, but one slip of a finger destroys your entire report.

You feel frustrated because the day was a waste of time and talent. Imagine a digital assistant handling this work to save you from the frustration of wasted time and talent. Correct tools turn your paperwork into an organized system.

What Are the Data Entry Tools and Software?

Data entry tools are specialized computer programs designed to input, process, and store information efficiently. These software solutions help your business replace slow manual writing with fast digital systems. They ensure that critical records remain accurate, organized, and easy to find later.

Every business has big or small deals with tons of information, including customer details, inventory records, survey responses, or invoices. Manual input takes a long time to arrange such a large amount of information, which can easily lead to mistakes.

These tools are primarily essential for data entry work:

• Manual or Simple Tools: These tools are like a digital notebook. They need someone to type or copy-paste the data to process inputs into a structured and organized format. For example, use spreadsheets like Excel and Google Sheets.
• Automated Tools: These are the innovations. Automation tools like AI and OCR extract information from documents, emails, and websites, and input it into the system. These software and tools save your valuable time and ensure growth.

Top 20 Data Entry Tools & Software Compared

Choosing the best tools depends on exactly what you need: simple list-making, complex calculations, mobile data collection, or full automation. These tools have different versions, like spreadsheet-style apps, online forms, and powerful automation software. You can consider utilizing the expertise of an outsourced data entry virtual assistant to manage your tools effectively.

Here is a comparison of the top 20 data entry tools available today.

1. Microsoft Excel

Overview of the Tools: This is a global standard spreadsheet application. Microsoft Excel is the most engaging and premium tool designed to transform your data into easy analysis and demonstration. It’s an unparalleled and insightful tool to dominate your field.

Details of the Software

Most Common Use Case: MS Excel is best for financial analysis, budgeting, data modeling, and structured data sets, for small or large companies.

Key Features

• The platform is fully integrated with simple to advanced formulas for calculations.
• You can easily access powerful built-in features to analyze your data efficiently.
• It supports massive datasets, having 1,048,576 columns and 16384 rows for usage.
• It facilitates the most popular use of formulas, pivot tables, and charts.
• You benefit from having strong integration with the Microsoft 365 suite ecosystem.

Valuable Points

• For managing low or high-volume data
• Having powerful programming formulas for small to large-scale records.
• This is easier to use, with a built-in support center
• Being a data entry professional, a newbie can also handle this tool to accelerate their career with the default help guides.

2. Google Sheets

Overview of the Tools: A web-based spreadsheet application that’s completely free and focuses on immediate teamwork.

Details of the Software

Most Common Use Case: Google Sheets, integrating with immediate team collaboration, sharing data, and merging with other Google Workspace apps (such as Google Forms). Furthermore, Google Sheets data validation rules are used to ensure error-free entry.

Key Features

• Access a strong online spreadsheet application containing powerful features for data management.
• Enable multiple users to edit the same document simultaneously in real time.
• Never worry about losing work because the system automatically saves your data.
• Navigate the software effortlessly to a clean and highly intuitive interface.
• Expand your capabilities with great extensions like the powerful Google Apps Script.

Valuable Points

• Easily accessible from anywhere, making it convenient for remote work.
• You can access your data on any device.
• Work uninterruptedly whenever you are connected to the internet.
• Multiple users can collaborate in the same spreadsheet at the same time.
• Integrate with Google AI to analyze data directly within the sheet.

3. Airtable

Overview of the Tools: A hybrid tool with a unique combination of an intuitive spreadsheet with the power of a database.

Details of the Software

Most Common Use Case: Airtable is best for managing projects, tracking inventory, organizing complex, interconnected data, and building customer workflows without coding. This tool is best used for project management, CRM, content calendar, and product operations.

Key Features

• Use customizable templates and forms to jumpstart your specific project workflow immediately.
• Utilize powerful collaboration features that allow users to assign tasks to teammates.
• Create deep connections between data across different tables for better relationship tracking.
• Integrate your workflow consistently with tools like Dropbox, Google Drive, and Slack.
• Leverage a well-documented API to extend functionality and build custom software solutions.
• Control specific user access by managing permissions to secure your sensitive data.
• Visualize projects using multiple flexible views like Grid, Calendar, Kanban, and Gallery.

Valuable Points

• Relationship between different pieces of data.
• Powerful to organize a tracking system.
• Increase organization & Efficiency.
• Scale up to enterprise-grade capabilities.
• Simplify complex data visualization.

4. Zoho Forms

Overview of the Tools: A user-friendly builder. It features a drag-and-drop interface.

Details of the Software

Most Common Use Case: Zoho Forms is convenient for mobile data collection (such as field surveys or inspections), lead capture, and form-based input that integrates with a CRM system.

Key Features

• Create attractive forms easily using a simple drag-and-drop builder with conditional logic.
• Set specific rules that trigger actions based on the answers users provide.
• Collect crucial data effortlessly, even when you are working offline without internet.
• Integrate your forms deeply within the extensive Zoho ecosystem for better management.
• Support comprehensive data collection and management processes for your growing business needs.
• Automate complex workflows to streamline your daily business operations and save time.

Valuable Points

• Top choices for teamwork.
• Work even though poor internet connection.
• Essential for field sales or construction sites.

5. Typeform

Overview of the Tools: Typeform is a cloud-based, interactive platform that creates visually engaging conversational forms, surveys, quizzes, and other data collection tools.

Details of the Software

Most Common Use Case: Its conversational design leads to high response rates. Also, Typeform integrates with AI-powered tools, making data analysis and management more efficient.

Key Features

• Create user-friendly form designs that enhance the overall experience for every user.
• Build forms quickly using the intuitive drag-and-drop template design system.
• Protect your collected data securely using the standard 128-bit SSL encryption protocols.
• Use attractive, customizable templates to make your forms look professional and engaging.
• Analyze your results effectively with the comprehensive built-in analytics and reporting features.
• Implement advanced logic and automation to make your forms smarter and faster.
• Optimizing workflow by utilizing robust data management and seamless third-party software integrations.
• Work together efficiently with your team using supported collaboration features and tools.

Valuable Points

• High-quality user experience.
• Frequently leads to higher completion rates.
• Aesthetic appeal and branding.
• Multi-media integration to make dynamic videos and images.
• AI-powered analytics and insights.
• Data quality and validation.

6. Jotform

Overview of the Tools: A powerful online form builder and data collection platform that enables users to create, manage, and analyze forms without coding.

Details of the Software

Most Common Use Case: Jotform is suitable for creating advanced forms for payments, e-signatures, conditional logic, and complex data collection without coding.

Key Features

• Access over ten thousand templates and two hundred integrations for maximum flexibility.
• Utilize the PDF Editor and Store Builder to enhance your online sales.
• Design forms quickly using a simple drag-and-drop interface with integrations.
• Standardize tasks with support for electronic signatures, workflow automation, and detailed reporting.
• Trust a platform popular across healthcare, education, and professional business service sectors.
• Manage data efficiently by exporting directly to spreadsheet programs like Google Sheets.

Valuable Points

• Most accurate analysis, billing, with no compliance violations
• Time management and organizational skills.
• Clarify data requirements, reporting issues, and teamwork.
• Maintaining consistent quality and productivity.
• Strongly adhere to data security protocols.
• Updated with the latest data entry tools and software.

7. UiPath (Robotic Process Automation – RPA)

Overview of the Tools: A leading Robotic Process Automation (RPA) platform used for automating repetitive digital tasks.

Details of the Software

Most Common Use Case: UiPath is best for enterprise-level automation of high-volume, repetitive data entry tasks across multiple applications.

Key Features

• Build your workflows visually without writing a single line of computer code.
• Keep data safe using strong security and deep integration with your systems.
• Customize the platform tools to fit your exact business needs and goals.
• Use robots to log into systems and generate sales invoices for you.

Valuable Points

• RPA tools like UiPath essentially create a “digital worker.”
• Entering data much faster and without errors.

08. QuickBooks

Overview of the Tools: QuickBooks is best for comprehensive tracking of all business transactions, invoicing, expense management, payroll, and financial reporting.

Details of the Software

Most Common Use Case: QuickBooks is best for comprehensive tracking of all business transactions, invoicing, expense management, payroll, and financial reporting.

Key Features

• Create and send professional invoices to track payments and get paid faster.
• Connect your bank account to automatically import and categorize all your transactions.
• Snap photos of receipts to track business expenses using the mobile app.
• Run detailed profit and loss reports to see how your business performs.

Valuable Points

• Automatically connect with the Bank and credit card.
• Ensure financial transaction records for tax and business analysis.
• Users get access from remote using any device.

09. Zapier

Overview of the Tools: A leading web automation platform that connects thousands of different applications, creating automated workflows (Zaps).

Details of the Software

Most Common Use Case: Automatically moving data between two or more unconnected systems, eliminating manual copy-pasting across different platforms.

Key Features:

• Set up simple triggers and actions to automate your daily tasks efficiently.
• Automatically move data into Google Sheets to keep your records updated instantly.
• Connect your work with over six thousand apps to save more time.
• Create multi-step workflows to automate several tasks at once without manual effort.

Valuable Points:

• Zapier is critical for data movement.
• Powerful, non-direct entry tool.
• Ensuring data is entered in one place.
• Instantly synced to its final destination.

10. Truecontext

Overview of the Tools: A strong RPA software (formerly ProntoForms) for data entry with the help of robotic process automation.
Details of the Software

Most Common Use Case: Offering data extraction in various formats like PDFs, Images, and invoicing with a high reduction of errors and saving time.

Key Features

• Connect to universal applications from various systems to automate your daily tasks.
• Use this software to extract data from different sources efficiently and quickly.
• Implement this solution designed to handle repetitive tasks and boost your speed.
• Start reducing manual errors and speeding up the process for your team.

Valuable Points

• Helps the remote assistant automate workflows.
• Ensuring flawless data integration.
• Better decision-making.

11. Nintex RPA

Overview of the Tools: Specialized in automating complicated workflows, making them convenient, and optimizing heavy input processes.

Details of the Software

Most Common Use Case: Helps virtual assistants integrate tools and update CRMs.

Key Features

• Allow users to manage unexpected situations easily during their daily automated tasks.
• Set up your tasks easily using the simple drag-and-drop interface.
• Connect your workflow with standard business applications such as Microsoft Office tools.
• Use visual tools to map and manage your essential processes with ease.

Valuable Points

• Removes your need for manual data copy-paste.
• Helps non-technical staff build automation.
• Increases accuracy in repetitive admin tasks.

12. FastField

Overview of the Tools: A flexible mobile forms software designed to collect data electronically using smartphones and tablets.

Details of the Software

Most Common Use Case: Conducting safety inspections, field audits, and collecting data offline.

Key Features

• Capture photos and sketches directly inside the form on your mobile device.
• Collect data perfectly in offline mode without requiring an active internet connection.
• Validate your input data instantly to prevent errors before submitting the form.
• Convert mobile data into professional Word or PDF reports for easy sharing.

Valuable Points

• Eliminates the cost and mess of paper forms
• Sends reports immediately after data is collected
• Easy to use for workers in the field

13. Formaloo

Overview of the Tools: A no-code collaboration platform used to build custom business apps, forms, and customer data portals.

Details of the Software

Most Common Use Case: Creating internal tools for teams, customer engagement surveys, and organizing business data without the help of a developer.

Key Features

• Build apps and forms quickly using the simple drag-and-drop builder.
• Use the logic calculator to handle complex data inputs for your forms.
• Allow users to see their own data inside a secure customer portal.
• Access instant analytics and charts to visualize your important business data clearly.

Valuable Points

• Turns your simple data entry into a useful app.
• Very easy interface for team collaboration.
• Highly customizable to fit your brand.

14. Formstack

Overview of the Tools: A workplace productivity platform that focuses on building forms, documents, and digital signatures.

Details of the Software

Most Common Use Case: Automating input processes like HR onboarding, patient registrations, and workflow approvals that require security.

Key Features

• Secure your important digital documents easily by collecting electronic signatures from clients.
• Turn your form data into professional documents automatically without any manual work.
• Create mobile-friendly forms that work perfectly on any smartphone or tablet.
• Protect your sensitive data by following strict security compliance standards like HIPAA.

Valuable Points

• Significantly reduces manual paperwork.
• Solves complex data collection problems easily.
• Keeps your sensitive data safe and organized.

15. Data Ladder

Overview of the Tools: A dedicated data quality software focused on cleaning, matching, and deduplicating messy records.

Details of the Software

Most Common Use Case: Data Ladder is best for cleaning customer lists and removing duplicates.

Key Features

• Find similar text in your files using the advanced fuzzy matching tool.
• Use the high-speed data profiling tool to check your record quality.
• Verify and standardize your addresses to ensure your contact data is accurate.
• Integrate this tool easily with your other databases for better data flow.

Valuable Points

• Stops money loss caused by bad data.
• Ensures your contact lists are accurate.
• Saves hours of manual checking and fixing.

16. Coda.io

Overview of the Tools: Coda is known for its all-in-one flexible workspace platform that blends documents, spreadsheets, and applications, and offers data entry features as well.

Details of the Software

Most Common Use Case: Coda is widely used for its data entry features, including interactive tables, forms, buttons, data validation and formulas, real-time collaboration, cross-document sync, and customizable views.

Key Features

• Interactive forms allow you to customize text, numbers, dates, select lists, people, etc.
• You can create and publish native forms for data collection and lead capturing.
• You use Coda for data validation and can also apply a formula to specific fields.
• Coda offers real-time collaboration, cross-document sync, and customizable views, among other features.

Valuable Points

• Complete version history and restoration
• Access control according to need
• Ease your data collection

17. Docparser

Overview of the Tools: A cloud-based document processing tool that pulls specific data from PDF documents automatically.

Details of the Software

Most Common Use Case: Extracting data from recurring documents like invoices, purchase orders, and delivery notes to send to Excel or software.

Key Features

• Read specific parts of your document page using the zonal scanning tool.
• Use smart filters to format dates and numbers exactly as you need.
• Save your extracted data as Excel, CSV, or JSON files with a single click.
• Connect your account with Zapier to instantly share data with other apps.

Valuable Points

• Stops manual re-typing from PDF files
• Speeds up invoice processing time
• Converts “locked” document data into usable text

18. Cognito Forms

Overview of the Tools: An advanced online form builder capable of handling complex calculations and payments easily.

Details of the Software

Most Common Use Case: Great for order forms requiring math logic.

Key Features

• Use the powerful calculation field to handle complex math logic for forms.
• Add repeating sections to allow users to input multiple entries of data.
• Accept secure payments online using trusted gateways like Stripe and PayPal services.
• Allow users to save their progress and resume filling forms later easily.

Valuable Points

• Handles advanced logic and complex workflows
• Great for selling products or services online
• Easy to set up without coding knowledge

19. Google Forms

Overview of the Tools: A completely free and simple tool within the Google Workspace for creating surveys and questionnaires.

Details of the Software

Most Common Use Case: Quick polls, event registrations, gathering feedback, and simple data collection for students or small businesses.

Key Features

• Create unlimited questions and collect unlimited answers completely for free right now.
• Send collected response data automatically to Google Sheets for better record-keeping.
• Add images and videos to your questions to make them more engaging.
• Use the pre-built template gallery to start creating your forms very quickly.

Valuable Points

• Providing a zero-learning-curve experience for all users.
• Offering Instant analysis of results in charts
• Accessible from any device with a Google account

20. Conexiom

Overview of the Tools: An intelligent automation platform that processes trade documents with 100% data accuracy.

Details of the Software

Most Common Use Case: Best for manufacturers and distributors to automate sales orders and invoices by converting emailed documents directly into ERP transactions without manual entry.

Key Features

• Transform emailed purchase orders into sales orders automatically without any manual entry.
• Eliminate manual data entry errors with a one-hundred percent guarantee.
• Integrate this solution seamlessly with your existing ERP system for better workflow.
• Validate all data against your master records to ensure accuracy before processing.

Valuable Points

• Delivers 100% data extraction accuracy for critical business documents.
• Significantly reduces the cost of processing orders and invoices.
• Frees up customer service teams to focus on serving clients.

Conclusion

Data is not just a bunch of boring numbers; it is the heartbeat of your business. If your heartbeat is slow or messy, everything else struggles. But when this flow goes smoothly, your business certainly grows.

When you’ve 20 amazing tools, from sample spreadsheets like Excel to powerful robots like UiPath. You may choose a tool that addresses your pain points. Pick your required tool that is the best fit for your daily workflow.