Best Apps Every Data Entry Professional Should Know and Use

Useful Applications for Data Entry Professionals

Below, we have discussed some of the handiest applications that every data entry professional should know and use.

Airtable

At the top, we have Airtable. One of the most widely used applications for managing and organizing structured data. Unlike traditional spreadsheets, it allows data entry professionals to organize information into customizable tables, link related records, and create different views according to your workflow.

When it comes to the features, this app has a lot to offer. For instance, it allows you to share data with others for review and then add updates and comments in real-time. Some other handy features are:

• Easy filtering
• Quick sorting
• Color-coded fields

Airtable comes with automated workflows, allowing data entry professionals to automate approvals, notifications, and other recurring tasks. A built-in AI assistant is also available that can be used for searching records and asking questions related to the data.

In short, this app combines the simplicity of spreadsheets with the capabilities of a database, making it easier for professionals to handle complex and large datasets.

Pros:

• Simple interface
• Automated workflow
• Built-in AI assistant
• Collaborative editing
• Custom data collection and view

Cons:

• Major features require a premium subscription

Power Automate

One of the most hectic responsibilities for data entry professionals is dealing with repetitive tasks such as saving email attachments and copying information from different applications. To handle these efficiently, Power Automate is the best solution.

It is designed to automate repetitive tasks by allowing data entry professionals to create “Flows” between different applications and services.

Let us explain how a flow will work.

For example, it can automatically transfer files to cloud storage and notify team members whenever new data is added.

Another useful feature is “Automate Triggers.” It will execute a data entry task based on a pre-defined event/action, i.e., when new information is submitted through a form. Moreover, it supports integration with hundreds of popular applications, including Microsoft 365, Salesforce, and Airtable.

Pros:

• Automate workflows according to your specific needs
• Integration with several applications
• Automatically execute specific tasks through automated triggers
• Saves valuable time and minimizes human errors
• Boost overall productivity

Cons:

• Beginner data entry professionals may struggle to create workflows

Image to Text

Data entry professionals often have to extract editable information from invoices, reports, forms, receipts, and scanned documents. Instead of performing this task manually, they can use this Image to Text app.

It is an OCR scanner that effectively scans the uploaded images or scanned documents to extract all the data from them in an editable format. The output can be easily copied and downloaded.

The good thing about this app is that it can also extract special characters, symbols, and even mathematical equations. This capability makes it an ideal option for professionals dealing with data in different forms. Besides data extraction, it also offers PDF to Text and JPG to Word conversion options.

Overall, using this Image to Text app will allow data entry professionals to speed up the extraction process without compromising accuracy and overall productivity.

Pros:

• Simple and free to use
• Automatically extracts text from invoices, reports, documents, and more
• Accepts images in different formats, i.e., JPG, PNG, JPEG, etc.
• PDF to Text and JPG to Word conversion
• Option to copy or download the results for later use

Cons:

• May struggle processing low-quality images

Bulk Renamer

Data entry professionals deal with hundreds and thousands of files… right? Oftentimes, they come across the need to rename those files into a specific sequence (i.e., by date or numbers). So, in such a situation, instead of spending hours manually renaming all the files, they can use this bulk renamer app.

It is specifically designed to rename files such as images, PDFs, Word documents, and spreadsheets, with a single click. Let’s understand with a proper example. If a folder contains invoices named Scan01, Scan02, Scan03, and so on, then using this app, you can automatically rename them to invoice1, invoice2, invoice3, and so on.

For added flexibility, the app even allows data entry professionals to filter files that have to be renamed or make selections individually.

Pros:

• Simple to use
• Safe and secure
• Supports bulk renaming of numerous file types
• Allows users to filter files

Cons:

• Some of you may find its interface too cluttered