VIRTUAL ASSISTANT SERVICES · DATA ENTRY
A data entry virtual assistant built for accuracy, not the cheapest rate.
One dedicated operator, a documented accuracy process, and a supervisor who signs off before any batch comes back to you.
Built for teams that have been burned by cheap offshore data entry and want a record they can trust without re-checking it. Your CRM, spreadsheets, invoices, catalog, and lead lists kept accurate and current by one operator working from our managed office on Eastern Time, with double-entry verification on critical fields and supervisor spot-checks on every batch. We publish the price. We do not compete on the lowest hourly rate.
Free 30 minutes. No deck. We'll tell you in 10 if we're a fit.
- ACCURACY
- Double-entry on critical fields, supervisor spot-checks, sign-off
- SCOPE
- CRM, spreadsheets, invoices, catalog, lead lists, cleaning, migration
- TOOLS
- Excel · Google Sheets · Airtable · your CRM
- COVERAGE
- 24/7, scheduled per engagement, anchored on Eastern Time
- ONBOARDING
- 7 days into your rules and templates
Six kinds of data entry, all run to the same accuracy bar.
Data entry is not one job, it is a dozen. What stays constant is the process around it: an operator who works inside your tools, a written rule set, and a supervisor who verifies the output before it reaches your system. The keystroke is the cheap part. The trustworthy record is the product.
CRM and spreadsheet data entry
New contacts, accounts, deals, and activity logged into your CRM or your master spreadsheet the same day they arrive, with the fields you actually rely on filled correctly and consistently. Names normalized, statuses set per your rules, source tags applied, no half-blank records waiting on someone to circle back.
Invoice and receipt entry
Vendor invoices and expense receipts keyed into your accounting system or tracking sheet with the amounts, dates, vendors, and account codes verified against the source document. Totals reconciled before the batch is handed back, so your bookkeeper inherits clean lines instead of a guessing game.
Product catalog and inventory data
SKUs, descriptions, prices, attributes, and stock counts entered and maintained in your catalog, ecommerce backend, or inventory sheet. Spec values checked against the source, units kept consistent, duplicate listings flagged before they ship to the storefront.
Lead-list building and research
Targeted prospect lists built field by field from the sources you approve, with company name, contact, role, and verified email or phone captured into your format. Bad rows dropped, formatting standardized, the list delivered ready to import rather than ready to clean.
Data cleaning and deduplication
The years of drift in your existing database addressed methodically: duplicate records merged on your match rules, inconsistent formatting standardized, dead and bounced contacts flagged, missing fields backfilled from the source. A change log accompanies the work so nothing is altered silently.
Transcription, forms, and migration
Handwritten intake forms, PDFs, business cards, and recorded notes turned into structured records. Inbound web-form and paper-form submissions processed into your system. And during a platform switch, records migrated and reconciled field by field so the new system opens with data you can trust on day one.
The cheapest keystroke is the most expensive mistake.
The market for data entry is full of pools selling hours at the lowest rate they can advertise. For some projects that is genuinely the right call, and we will tell you so. But the math that makes a rock-bottom rate look smart ignores the cost on the other side: the transposed amount that lands in your books, the mis-keyed email that bounces a deal, the duplicate that splits a customer history in two, and the hours your own team spends re-checking work that was supposed to save them time.
Assistiq is built for the buyer who has already paid that bill. One dedicated operator who learns your data instead of a different stranger each shift. A documented accuracy process instead of a promise. A named supervisor who is accountable for the error rate instead of a queue nobody owns. We do not price-match the cheapest offshore option, because the thing that makes it cheap is the thing that makes it cost you later. What we sell is a record you do not have to audit yourself.
This page is one task in a broader operations service. For the full menu and how the pieces fit together, see virtual assistant services.
Accuracy is a process, not a promise.
Anyone can claim 99 percent accuracy on a sales page. What matters is the mechanism that produces it. At Assistiq the mechanism is four steps that run on every engagement. Field rules written into an SOP before any keying starts. Double-entry verification on the fields where a single wrong character is expensive. Supervisor spot-check sampling on every batch, with the error rate tracked over time. And a sign-off, with a change log, before anything returns to you.
The table below is the actual process. It is also the part a low-cost keystroke pool structurally cannot offer, because supervision and verification are exactly the costs they strip out to hit the rate.
| Stage | What happens | What it catches |
|---|---|---|
| Field rules | Before any keying starts, your team and our supervisor write the field rules into an SOP: required fields, formats, naming conventions, valid value lists, and how edge cases get handled. | Inconsistent formats, free-text where a picklist belongs, and the slow drift that makes a database untrustworthy six months later. |
| Double-entry verification | Critical fields (amounts, identifiers, contact details) are entered, then re-checked against the source document. High-risk batches get keyed twice and the two passes compared for mismatches. | Transposed digits, wrong account codes, mis-keyed emails, and the single-character errors that cost the most downstream. |
| Spot-check sampling | The supervisor pulls a sample from every batch and verifies each sampled record against the source. Error rate is tracked over time, and a batch that exceeds your threshold is reworked, not shipped. | Pattern errors from a misread rule, fatigue mistakes near the end of a long batch, and quality drift before it reaches your system. |
| Supervisor sign-off | No batch returns to you until the supervisor signs off against the SOP and the sample passes. A change log documents what was added, merged, or corrected. | Silent edits, unreviewed bulk changes, and the accountability gap that pure-headcount offshore pools leave open. |
The boundary, stated plainly: the operator keys and verifies, the supervisor owns the quality bar, and your team owns the rules. We do not invent data, we do not guess at ambiguous source documents, and we do not ship a batch that fails the sample. Anything unclear gets flagged and answered, not keyed on a hunch.
A cheap record and an accurate record cost the same to type. They cost very different amounts to trust.
FROM THE OPERATIONS PLAYBOOK
Your spreadsheets, your CRM, your rules.
The operator works inside the tools you already run. Excel and Google Sheets for master lists, trackers, and reconciliations. Airtable for structured bases and relational records. Your accounting system for invoices and receipts. Your ecommerce or catalog backend for product data. And your CRM for contacts, accounts, and pipeline. No new platform to learn on your side, no export and re-import dance.
The honest part: our operators are not fitted to your exact templates, your custom fields, or your Airtable base on day one, and we will not pretend otherwise. They arrive with strong spreadsheet skills, general CRM literacy, and documentation discipline. Your team teaches your specific setup and conventions during the 7-day onboarding, and our supervisor writes your field rules into an SOP so the knowledge belongs to the engagement, not to one person who might leave. That SOP is also what lets a replacement operator pick up your data without starting from zero.
The mess you inherited, cleaned without breaking it.
Most databases do not fail all at once. They drift. Duplicate contacts pile up, formats diverge, dead emails linger, and fields that mattered three platforms ago go stale. A data entry virtual assistant who only adds rows makes that worse. The cleaning work is where supervision earns its keep, because every merge and every bulk change is a chance to lose data you cannot get back.
The operator deduplicates on your match rules, standardizes formatting, flags dead and bounced records, and backfills missing fields from the source, with a change log so you can see exactly what moved. When you switch platforms, the same operator migrates records field by field and reconciles the old system against the new one, so the new CRM or catalog opens with data you trust instead of a problem you imported. Cleaning and migration both run through the full accuracy process, with the supervisor signing off before the work is handed back.
If your data entry is mostly inside a single CRM, the CRM-specific version of this work, record hygiene, pipeline accuracy, and bulk updates inside the platform, lives on our CRM virtual assistant page.
When your source data is not all in English.
A lot of the raw material for data entry does not arrive clean and English. Handwritten intake forms from Spanish-speaking customers, invoices and receipts from Latin American suppliers, lead lists pulled from Spanish-language sources, notes a customer left in their own words. An operator who reads both languages natively keys that source correctly the first time instead of guessing, mangling an accented name, or kicking it back to you to interpret.
Every Assistiq operator is a native Spanish speaker who is also fluent in English, working from our managed office on Eastern Time with coverage scheduled per engagement around the clock, 24/7. For data entry that is a quiet accuracy advantage. For the rest of your operations it can be the whole point. If bilingual coverage is what you are really after, start at the category level on our bilingual virtual assistant page.
THE ACCURACY DISCIPLINE
Bad data does not announce itself. It sits quietly in the system until the wrong number, the dead email, or the split record costs you a customer. The verified record is the cheapest insurance you will buy this quarter.
Seven days, honestly described.
We do not claim the operator shows up already knowing your templates, your field rules, or your source documents. The onboarding is built around your team transferring exactly that knowledge, once, into an SOP that outlasts any individual operator and feeds the accuracy process. Here is the actual week.
Your team gives the operator access to your spreadsheets, Airtable base, or CRM and walks through your templates, field rules, naming conventions, and the source documents the data comes from. Our supervisor sits in and writes every rule into a written SOP for your account.
The operator processes a supervised sample batch, the supervisor checks every record against the source, and the two of them tune the field rules until a clean batch comes back consistently. Your edge cases get documented before they become errors.
The operator runs a first live batch end to end with double-entry on critical fields and the supervisor spot-checking the output. Anything ambiguous gets flagged, answered, and written into the SOP the same day.
The operator runs your data entry on their own: the daily queue, the cleaning project, the migration. The supervisor stays in the background with ongoing spot-check sampling and an error rate tracked against your threshold.
The operator extends your team rather than standing in for it. Your team still owns the rules and the source of truth, your supervisor relationship sits with our embedded supervisor, and what changes is that the records get kept accurate and current without anyone on your side doing it after hours.
Published price, no quote gate.
Most managed VA agencies in this category hide the number behind a sales call. We publish it. The Operator tier is $1,497 per month, flat. One full-time operator at 40 hours per week, working from our managed office on company equipment, with an embedded supervisor, the full accuracy process, a 3-operator warm bench behind them, and a 5-business-day replacement SLA if it is ever needed. No annual contract, and a 7-day money-back guarantee on Starter and Operator.
Starter at $897 per month covers a steady part-time queue or a one-time cleaning project at 20 hours per week. We deliberately do not publish a per-record or rock-bottom hourly rate, because a verified record from a dedicated, supervised operator is a different product from cheap keystrokes, and pricing it like the latter would misrepresent what you get.
For the locked tier table across every service, see the pricing page. For verified market rates across the bilingual VA category, see the LATAM bilingual VA market-rate report.
Common questions about data entry.
01What does a data entry virtual assistant do?
02How is this different from cheap offshore data entry?
03Which tools and systems do you work in?
04How do you keep the accuracy high?
05How much does a data entry virtual assistant cost?
06Can you clean up and migrate our existing database?
See if Assistiq is the right fit.
On the first call we will learn how your business operates, what kind of bilingual coverage you need, and whether Assistiq is the right partner. If we are, we will explain the next steps clearly. If not, we will tell you directly.