Retyping information is one of the most common and least rewarding jobs in a small business. Orders, invoices, delivery tickets, intake forms, and timesheets get copied from one place to another by hand. It's slow, and it's where errors creep in.
What it does
- Connects your tools so information entered once flows where it needs to go
- Reads documents like invoices, receipts, work orders, and forms and pulls out the details
- Reads incoming emails and turns them into records, such as new orders or service requests
- Flags anything it isn't sure about for a person to check
Before you start
- Map the copying. Spend a week noting every time someone copies information from one place to another. Note where it comes from, where it goes, and how long it takes.
- Pick the biggest one. Choose the copy job that happens most often or causes the most errors.
- Check for built-in integrations. Many tools already connect to each other.
Step by step
1. Connect tools directly where you can
If two of your systems can connect directly, or through an automation platform, do that first. It's the most reliable option.
2. Use AI to read documents
For paper or PDF documents, AI document tools can pull out fields like vendor, date, amounts, and line items. Start with one document type.
3. Set confidence checks
Have the system flag documents where it's unsure, where totals don't add up, or where something is missing. A person reviews those. The rest flow through.
4. Review a sample at first
For the first few weeks, have someone spot-check a handful of entries each day. Once accuracy is steady, reduce the checks, but never to zero.
5. Keep the originals
Store the original documents so you can always go back and verify.
Rules to follow
- Protect sensitive data. If documents contain health, financial, or personal identification details, make sure the tool is approved and contracted to handle them. See AI and Your Data Privacy.
- Keep a human check on money. Anything that triggers a payment should be reviewed.
- Know your record-keeping rules. Some industries must keep original records for a set time.
What to measure
- Hours per week spent on data entry
- Error rate (corrections needed per 100 entries)
- Time from document received to entered
- Downstream delays caused by missing data
Next step
Before automating a bigger process, write it down. See Build Your First SOP for AI.