Tools & Software

Top 15 Data Entry Software for Small & Large Businesses

What makes Data Entry Software essential in today’s digital business environment? As organizations manage growing volumes of information, accuracy and efficiency have become critical to daily operations. Data entry Platform simplifies the process of capturing, organising, and storing data while reducing human errors.

These tools support automation, validation checks, secure cloud storage, and seamless integration with accounting or CRM systems. Whether used by small businesses or large enterprises, they enhance productivity and improve workflow management. With user-friendly interfaces and customizable features, modern data entry solutions help teams handle repetitive tasks faster while maintaining consistency and data security across platforms.

What is Data Entry?

Data entry is the process of inputting, updating, and managing information within computer systems, databases, or software applications. It involves transferring data from physical documents, spreadsheets, forms, or other sources into digital formats for storage and analysis.

Accurate data entry ensures that businesses maintain organised records, process transactions smoothly, and make informed decisions. It is widely used across industries such as healthcare, finance, retail, education, and logistics. Data entry tasks may include typing, scanning, coding, and verifying information to maintain accuracy.

With advancements in technology, many data entry processes now include automation tools and validation systems to reduce errors. Overall, data entry plays a crucial role in maintaining data integrity, operational efficiency, and effective information management within organisations.

Benefits of Using Data Entry Tools

Improved Accuracy: Data entry tools reduce human errors through validation checks, automated formatting, and real-time verification systems for reliable information management processes.
Increased Productivity: Automation features and streamlined workflows help employees complete repetitive tasks faster, saving time and boosting overall workplace efficiency significantly.
Better Data Organisation: These tools structure information systematically, making it easier to store, retrieve, update, and manage large volumes of records.
Enhanced Data Security: Built-in encryption, access controls, and regular backups protect sensitive business information from unauthorised access or potential data breaches.
Real-Time Collaboration: Cloud-based platforms allow multiple users to access and update data simultaneously, improving teamwork and communication across departments.
Cost Efficiency: By reducing manual labor and minimizing costly errors, data entry tools help businesses lower operational expenses effectively.
Easy Integration: Modern solutions integrate seamlessly with CRM, ERP, accounting, and other systems for smoother data sharing processes.
Scalability and Flexibility: Data entry tools adapt easily to growing business needs, supporting larger datasets and expanding operational requirements efficiently.

List of Top 15 Data Entry Software

1. Microsoft Excel

Website: https://www.microsoft.com/excel

Microsoft Excel is a spreadsheet application that is used to enter, analyse, and report data in a widely used application. It enables users to develop worksheets, input numerical or textual data and structure data in rows, columns, and formulas.

Excel, with its powerful capabilities in the form of pivot tables, charts, macros, and conditional formatting, will assist users in converting raw data into something significant. It is compatible with other Microsoft Office tools and big data.

In industries, Excel is applied in budgeting, forecasting, record-keeping, and writing databases. It is versatile, popular, and has advanced features that make it a necessity to beginners and experienced users of structured data.

Key Features:

Advanced spreadsheet tools with formulas and functions
Pivot tables and data visualization charts
Macros and automation with VBA
Large dataset handling capabilities
Integration with Microsoft 365 apps

Pros:

Highly versatile and powerful
Widely used across industries
Strong data analysis capabilities
Works offline and online
Extensive learning resources available

Cons:

Can be complex for beginners
Paid subscription for full features
Limited real-time collaboration in offline version

Pricing:

Microsoft 365 Personal: ~₹6,899/year or ₹689/month (1 person, up to 5 devices, 1 TB storage)
Microsoft 365 Family: ~₹8,199/year or ₹819/month (Up to 6 people, 6 TB total storage)
Microsoft 365 Premium: ~₹19,999/year (Includes advanced Copilot features)
Office Home 2024 (One-time): ~₹10,999

2. Google Sheets

Website: https://www.google.com/sheets

Google Sheets is an online spreadsheet application and Data Entry Software, which enables users to input, organise, and analyse information in real time collaboratively. It works with most devices and allows working on the same sheet by several users in parallel, auto-saving and version history.

Sheets accepts formulas, charts, pivot tables, and can work well with other Google Workspace applications, such as Google Drive, Docs, and Forms. Its cloud orientation gets rid of manual backups and makes it accessible everywhere as long as one has internet access.

Google Sheets is best suited to teams, students and businesses who want a free spreadsheet collaboration tool that does not compromise essential data management capabilities.

Key Features:

Cloud-based spreadsheet access
Real-time collaboration and sharing
Built-in formulas and pivot tables
Automatic saving and version history
Integration with Google Workspace

Pros:

Free to use
Easy team collaboration
Accessible from any device
Auto-save prevents data loss
Simple interface for beginners

Cons:

Limited advanced analytics vs Excel
Requires internet for full functionality
Performance slows with large datasets

Pricing:

Free

3. Airtable

Website: https://www.airtable.com

Airtable is a contemporary data input and database hybrid which is a blend of spreadsheet elegance and database strength. It enables users to make personalised tables, forms and views to arrange information more dynamically than traditional spreadsheets.

Airtable allows attachments, records that are linked, various types of fields, and grid, calendar, gallery, and kanban views. It is best suited to project management, inventory, CRM, Workflow Management, and data collection in research due to its flexible nature.

Teams may work together in real-time, automate workflows by using in-built integrations, and also expand their functionality using apps and extensions. Airtable is renowned due to its intuitive interface and scale-up with increasing organisational requirements.

Key Features:

Spreadsheet-database hybrid system
Customisable data fields and views
Automation and workflow management tools
Attachment and rich field support
Integration with third-party apps

Pros:

User-friendly interface
Flexible database structure
Strong collaboration tools
Visual project tracking options
Scalable for teams

Cons:

Advanced features are paid
Learning curve for complex setups
Limited free plan records

Pricing:

Free– $0
Team– $20 per seat /month
Business– $45 per seat /month
Enterprise Scale– Contact Sales

4. Jotform

Website: https://www.jotform.com

Jotform is a web-based form creator and Data Entry Software which makes data collection and entry easier. A drag-and-drop interface allows users to create surveys, registration forms, feedback, and order forms.

Jotform has conditional logic, payment integrations, file upload, and automated email notifications. Results gathered are saved in a safe manner and may be exported to a spreadsheet or linked to other applications to handle more. Its template and widget library build forms faster with multiple purposes.

Many businesses, educators, nonprofits, and event planners find Jotform trusted because it has forms that are reliable and easy to customise without any knowledge of coding. The platform focuses on user friendliness and data capture.

Key Features:

Drag-and-drop form builder
Conditional logic support
Payment integrations
File upload options
Automated email notifications

Pros:

Easy to create forms
Large template library
Good integration options
Secure data collection
Free starter plan available

Cons:

Branding on free plan
Limited submissions on free tier
Advanced tools cost extra

Pricing:

Starter– Free
Bronze– $34/month
Silver– $39/month
Gold– $99/month
Enterprise– Custom Pricing

5. Typeform

Website: https://www.typeform.com

Typeform is an online interactive survey and form that aims at providing interactive user experiences. Typeform uses a conversational style, showing one question at a time instead of traditional and static forms, which increases response rates and user satisfaction.

It provides customisable templates, logic jumps, and multimedia compatibility and can be used in surveys, quizzes, feedback, and applications. Typeform can also be connected to such popular tools as Google Sheets, Slack, and CRM software, enabling smooth data management and automation of the work process.

The design-focused interface will attract marketers, HR, educators, and researchers who desire to gather data in a more amicable and user-friendly manner.

Key Features:

Interactive conversational forms
Logic jumps and branching
Custom branding options
Integration with CRMs and apps
Real-time response tracking

Pros:

Engaging user experience
High response rates
Clean and modern design
Easy customisation
Strong integrations

Cons:

Limited free plan
More expensive than competitors
Not ideal for complex data processing

Pricing:

Everyone
- Basic– $39/month
- Plus– $79/month
- Business– $129/month
- Enterprise– Contact Sales

Marketers
- Growth Pro– $379/month
- Growth Custom– Contact Sales

HR
- Talent– $169/month
- Enterprise– Contact Sales

6. Zoho Forms

Website: https://www.zoho.com/forms

Zoho Forms is a Data Entry Software and form-building application that is part of the Zoho business applications suite. It allows users to create responsive forms with drag and drop fields, conditional rules, and real-time reporting.

The information gathered through forms may be directed to CRM, email marketing, or cloud storage, which optimizes working processes. Zoho Forms enables multi-user collaboration, automatic approvals, and field team mobile form entry.

It has in-built analytics and dashboards that assist businesses in tracking responses and gaining insights in a short period. It is best suited to businesses already using Zoho CRM, Projects, or Desk to integrate their data processes smoothly.

Key Features:

Drag-and-drop form creation
Workflow automation
Mobile data collection
Integration with Zoho apps
Real-time analytics dashboard

Pros:

Seamless Zoho ecosystem integration
Affordable pricing
Easy customization
Offline mobile access
Good reporting tools

Cons:

Best suited for Zoho users
Interface feels basic
Advanced automation needs higher plan

Pricing:

Free– ₹0
Basic– ₹700/month
Standard– ₹1,750/month
Professional– ₹3,500/month
Premium– ₹7,000/month

7. UiPath

Website: https://www.uipath.com

UiPath is one of the major robot process automation (RPA) solutions that can automate repetitive and rule-based data input. With high precision, UiPath bots can copy information in documents, applications, and websites and feed it to target systems, instead of manual typing.

It helps in screen scraping, OCR (optical character recognition) and communication with enterprise applications. The drag-and-drop workflow designer of UiPath makes it easier to create robots, whereas the central orchestrator handles their deployment and monitoring.

With UiPath, organisations can minimise human error, accelerate processes, and liberate personnel with routine jobs. It is especially useful in finance, healthcare, and in customer service processes that involve high data processing.

Key Features:

Robotic Process Automation (RPA)
OCR-based data extraction
Workflow automation builder
Bot deployment management
Enterprise-grade security

Pros:

Reduces manual data entry
High accuracy and speed
Scalable automation
Strong enterprise support
Advanced AI capabilities

Cons:

Expensive for small businesses
Requires technical knowledge
Setup can be complex

Pricing:

Automation Cloud
- Basic– Starting at $25 per month
- Standard– Contact Sales for pricing
- Enterprise– Contact Sales for pricing

Test Cloud
- Standard– Contact Sales for pricing
- Enterprise– Contact Sales for pricing

8. Zapier

Website: https://www.zapier.com

Zapier is an automation Data Entry Software that bridges apps to automate data entry and work. Users use actions and triggers called Zaps to synchronise data between tools such as spreadsheets, CRMs, email marketing systems, and forms instead of manually transferring data between systems.

As a case in point, one can automatically fill a Google Sheet with new forms or a CRM. Zapier has hundreds of integrations and does not need any coding skills, which makes it accessible to teams of any size.

It increases productivity by removing repetitive workloads and ensuring the smooth flow of data between applications, allowing businesses to concentrate on high-value work rather than manual data handling.

Key Features:

App-to-app automation
Trigger-based workflows
Supports 5,000+ integrations
No-code automation builder
Multi-step workflow support

Pros:

Saves time on repetitive tasks
Easy setup
Wide app compatibility
Flexible automation options
Scalable pricing

Cons:

Limited tasks in the free plan
Costs increase with usage
Not a direct data storage tool

Pricing:

Free– $0
Professional– $19.99/mo
Team– $69/mo
Enterprise– Contact for pricing

9. Docparser

Website: https://www.docparser.com

Docparser is a tool of data extraction of documents that conducts unstructured files into structured data automatically.

It provides rule-based parsing of PDFs, invoices, receipts and other types of documents to usable formats such as Excel, CSV or database entries. The fields the user is able to establish parsing rules on are dates, totals and text blocks and allow the extraction of similar data with little manual intervention.

Docparser can be linked to cloud storage and automation systems, which lets data flow freely into business systems. It is best suited to firms with large volumes of documents needing proper input into databases or workflows to save time and decrease errors of manual entries.

Key Features:

Automated document parsing
PDF and invoice extraction
Rule-based data capture
Export to Excel/CSV
Cloud integrations

Pros:

Reduces manual document entry
High accuracy extraction
Easy integration options
Time-saving automation
User-friendly setup

Cons:

Limited free access
Rule setup requires precision
Not ideal for non-document data

Pricing:

Starter– $32.50/month
Professional– $61.50/month
Business– $133.00/month
Enterprise– Contact

10. Google Forms

Website: https://www.google.com/forms

Google Forms is a web-based free Data Entry Software and form-building tool in Google Workspace that allows collecting and entering data easily. Users can build surveys, quizzes, feedback forms, and registration pages with custom fields and different question types.

The submissions are automatically stored in Google Sheets, making further analysis and sharing easy. It supports logic branching, file uploads, and collaboration, enabling teams to work together on forms. Since it is a cloud-based solution, responses can be accessed from any device.

Google Forms can be easily adopted by teachers, event managers, and small enterprises due to its simplicity, accessibility, and smooth integration with the Google ecosystem.

Key Features:

Simple form builder
Automatic Google Sheets integration
Custom question types
Collaboration support
Free cloud storage

Pros:

Completely free
Easy to use
Auto data collection
Quick sharing options
Good for surveys and feedback

Cons:

Limited design customisation
Basic analytics features
Not suited for complex workflows

Pricing:

Free

11. EmailMeForm

Website: https://www.emailmeform.com

EmailMeForm is an online form generator when it comes to simplicity and rapid implementation. It gives the user the option to create data entry forms using a drag-and-drop interface, which provides immediate publication and simplified collection of responses.

Spam prevention, file upload, email notifications to new submissions are featured. The user is able to embed forms in websites, share links, or connect with such tools as Google sheets to manage data.

EmailMeForm can be used in contact forms, surveys and lead capture without technical ability to write code. Its simple structure renders it attractive to small enterprises, freelancers and organisations that require uncomplicated and dependable data collection.

Key Features:

Online form creation
Drag-and-drop editor
Spam protection tools
Email notifications
Data export options

Pros:

Quick setup
Easy embedding
Good for small businesses
Affordable plans
No coding required

Cons:

Limited advanced features
Outdated interface design
Restricted free plan

Pricing:

Beginner– $35/month
Experienced– $60/month
Veteran– $100/month
Agency– Contact Sales

12. Formstack

Website: https://www.formstack.com

Formstack is an effective Data Entry Software solution that helps businesses optimise their processes and streamline data collection by creating forms and automating workflows. Users can build advanced forms with conditional logic, approvals, and digital signatures.

Formstack is also compatible with CRM, payment, and document management systems, allowing seamless data transfer and automated operations. Its reporting and analytics features provide organisations with insights into data trends and form performance.

Due to its strong functionality, Formstack finds application in regulated sectors, human resources, marketing, and customer care. It focuses on security, compliance, and scalable workflows to facilitate efficient data entry at the enterprise level.

Key Features:

Advanced workflow automation
Digital signatures
Compliance-focused security
CRM integrations
Analytics dashboard

Pros:

Enterprise-ready features
Secure and compliant
Strong automation tools
Scalable solutions
Reliable support

Cons:

Higher pricing
Learning curve for beginners
Overkill for simple needs

Pricing:

Forms– $83/month
Suite– $250/month
Enterprise– Custom Pricing

13. Cognito Forms

Website: https://www.cognitoforms.com

Cognito Forms is an online form builder that has a sophisticated customization and conditional logic. Users are allowed to create complex forms with calculation and repeating field and data validation to ensure correct input.

Submissions can be exported to Excel or linked to other tools in order to use automated workflow. Cognito Forms allows payment collection, uploading files, and multi-page forms, which can be used in a registration, application, and data collection initiatives.

Its user-friendly design enables the teams to launch forms in a short time without writing code. Cognito Forms is favored by nonprofits, educators, and small businesses in need of flexible and powerful entry forms to fit different needs.

Key Features:

Conditional logic forms
Calculation fields
Payment collection
Multi-page forms
Excel export support

Pros:

Flexible customisation
Affordable plans
Strong logic features
Good integration support
Free tier available

Cons:

Interface could be modernized
Limited templates
Advanced features require upgrades

Pricing:

Individual– Free
Pro– $19/mo
Team– $39/mo
Enterprise– $129/mo

14. FastField

Website: https://www.fastfieldforms.com

FastField is a mobile-first Data Entry Software and form application designed to support businesses that require offline functionality and field data entry. Custom forms can be created by users to support inspections, audits, surveys, and reports, and they are synced once connectivity is restored.

The platform uses signatures, GPS, photos, and conditional logic, advancing the accuracy of collected data. FastField forms are installed on team devices, and the data is centrally stored for review and export.

It is particularly helpful in industries such as construction, biology, and field service, where field data capture is common and connectivity is not always available. FastField combines flexibility with structured data formatting.

Key Features:

Mobile-first data entry
Offline form support
GPS and photo capture
Signature collection
Centralised reporting

Pros:

Ideal for field teams
Works without internet
Customisable forms
Improves field efficiency
Easy deployment

Cons:

Not ideal for office-only use
Subscription required
Limited advanced analytics

Pricing:

Core– Per seat $30/month
Pro– Per seat $45/month
Enterprise– Custom Pricing

15. MoreApp Forms

Website: https://www.moreapp.com

MoreApp Forms is a field work and mobile data entry customised form offering system. The drag-and-drop functionality allows users to create forms with barcode scanning, photos, and signatures to capture all the details.

The information gathered in mobile devices connects to the cloud of MoreApp where it can be shared or linked to other systems. The platform has offline mode enabling it to be useful in remote locations.

Its adaptability enables companies to substitute paperwork with effective online procedures in terms of checks, auditing, deliveries, and feedback. MoreApp enhances accuracy of data, accelerates data collection procedures, and allows scalable use by organisations.

Key Features:

Digital mobile forms
Barcode scanning
Offline data entry
Cloud synchronisation
Workflow automation

Pros:

Reduces paper usage
Easy drag-and-drop builder
Good mobile functionality
Custom branding options
Secure cloud storage

Cons:

Advanced features cost extra
Requires training for teams
Limited free version

Pricing:

Leaf– $51/mo
Branch– $203/mo
Tree– $681/mo
Forest– Custom Pricing

Quick Comparison

Software	Best For	Ease of Use	Pricing
Microsoft Excel	Powerful spreadsheet data entry, analysis, and reporting tasks	Familiar interface for most computer users	Subscription-based
Google Sheets	Cloud-based collaborative spreadsheet data entry and editing	Intuitive interface with easy sharing features	Free (with Google account)
Airtable	Flexible database and spreadsheet hybrid for organized data	User-friendly with drag-and-drop simplicity	Subscription-based
Jotform	Creating custom online forms quickly and efficiently	Simple form builder with templates included	Free & subscription-based
Typeform	Interactive, conversational forms and engaging surveys	Smooth interface with modern design focus	Free & subscription-based
Zoho Forms	Integrated forms with CRM and business apps	Straightforward with useful drag-and-drop	Subscription-based
UiPath	Robotic process automation for repetitive data tasks	Moderate – requires setup and training	Subscription-based
Zapier	Automating workflows between multiple apps and tools	Easy workflow builder, minimal setup required	Free & subscription-based
Docparser	Extracting structured data from documents automatically	Clean interface, quick rule setup	Subscription-based
Google Forms	Simple, free online surveys and quick data entry	Very easy, beginner-friendly interface	Free
EmailMeForm	Creating forms without coding or design skills	Simple drag-and-drop editor	Free & subscription-based
Formstack	Professional forms with advanced automation capabilities	Moderate – powerful but feature-rich	Subscription-based
Cognito Forms	Advanced conditional logic in form building	Easy with logical organisation options	Free & subscription-based
FastField	Mobile data collection and offline form entry	Simple mobile-optimized interface	Subscription-based
MoreApp Forms	Custom mobile forms for field data collection	Clean and intuitive form builder	Subscription-based

Ending Thoughts

In conclusion, choosing the right data entry software can significantly improve accuracy, efficiency, and overall workflow management. The top solutions available today offer automation features, cloud accessibility, real-time collaboration, and strong data security measures. Whether for small businesses, growing startups, or large enterprises, these tools help reduce manual errors and save valuable time.

By simplifying repetitive tasks and organising information effectively, data entry platform supports better decision-making and operational control. Investing in a reliable solution ensures smoother processes, improved productivity, and consistent data handling, ultimately contributing to long-term business growth and digital transformation success.

FAQs

Why Is Data Entry Software Important For Businesses?

It improves accuracy, saves time, automates repetitive tasks, enhances data security, and helps maintain organized records for better decision-making.