Service
Spreadsheet and data entry automation that removes retyping between systems
Data that staff type from emails, chats, PDFs and other systems is captured once, checked against simple rules and written to the right sheet or system. Existing spreadsheets are tidied so summaries, lookups and reminders update on their own.
- Built for
- Admin and operations teams that encode by hand
- Works with
- Google Sheets, Excel, Airtable and systems with an import or API
- Staff role
- Review flagged rows, maintain the sheet
- Price
- Request a quote
For offices where the same data is typed more than once
Copying figures from one place to another takes staff time and introduces errors. It is often the first automation project a business takes on, because the hours involved are easy to count before and after.
- Admin and operations staff in trading and logistics
- Schools, cooperatives and clinics
- Small offices that run on Excel or Google Sheets
- Teams that re-enter orders or enquiries into a second system
What we set up
Capture
Data captured once
Forms, automatic imports or system connections replace typing from emails, chats and files.
Read
Unstructured text read by AI
An AI model extracts the fields from emails and messages, and a person reviews anything it flags as uncertain.
Check
Validation rules
Duplicates, missing fields and out-of-range values are caught before they reach the sheet.
Tidy
Restructured workbooks
Sheets are reorganised so summaries, lookups and alerts update automatically.
Sync
Updates between systems
A change in the sheet updates the CRM, the accounting system or another sheet, and the reverse.
Guide
A short guide
Staff are shown how to use and maintain the setup, with written notes.
From an incoming request to a clean row
- Request arrives (Form, email or chat), Automated
- Fields extracted (Import or AI model), Automated
- Checked against rules (Validation), Automated
- Staff review flagged rows (Staff step), Your staff
- Row written to the sheet (Sheets or Excel), Automated
- Other systems updated (CRM or accounting), Automated
- Summary and alerts refresh (Dashboard tab), Automated
Google Sheets and Excel automation as a service
In Google Sheets, automation runs through forms, Apps Script and connections built in n8n or Make. In Excel, it runs through Power Automate and Office Scripts where your Microsoft 365 plan includes them. The Google Sheets integration page lists what connects and the limits.
This is a done-for-you service. If your team wants to learn the formulas and scripts, the written notes explain what was built and how to change it.
When a spreadsheet has been outgrown
Spreadsheets have row, sharing and permission limits. When a dataset is large, sensitive or edited by many people at once, the same data is moved into a small database such as Airtable, with the forms and automations carried over. Data entry into a business system that offers no import and no API is assessed case by case, since screen-based automation of the RPA kind breaks when the screen changes.
What we need from you and what we handle
We need from you
- The current spreadsheets
- Examples of the source data: emails, forms, files, exports
- The rules staff apply when they encode
- Access to the systems the data moves between
- The person who maintains the sheets
We handle
- A review of the sheets and the manual tasks around them
- Forms, imports and system connections
- Validation rules and a review queue for flagged rows
- Restructuring the workbook with summaries and alerts
- A staff walkthrough and written notes
What a first project includes and what it leaves out
Included
- Up to two data entry tasks automated
- One restructured workbook
- Validation rules
- A short guide for staff
Left out
- Building a custom application
- Entry into systems that block imports and connections
- Clean-up of long historical records, which is scoped separately
Limits we state plainly
- Spreadsheets have row, sharing and permission limits. Large or sensitive datasets belong in a database.
- An automation tied to one person's account stops when that account is removed, so a shared service account is used.
- Personal data in sheets needs controlled sharing under the Data Privacy Act of 2012.
- AI reading of unstructured text can misread a field. Uncertain rows go to a person for review.
- Some systems allow imports or API access only on certain plans. The plan is checked before scoping.
Tools and channels involved
Google Sheets and Apps Script, Excel with Power Automate, Airtable, Google Forms, n8n or Make, and an AI model for reading unstructured text. The exact set is named in the scope.
What it costs
Cost depends on how many entry tasks are automated and how many systems they touch.
Spreadsheet and data entry automation
Request a quote
Quoted per project after a short review of your channels, volumes and systems.
Request a quoteWhat moves the price
- Number of data entry tasks
- Number of source formats
- Number of systems connected
- Amount of clean-up in existing sheets
- Whether data moves to a database
- Staff training and support
Questions we get asked
Does this work with Excel or only Google Sheets?
Both. Google Sheets has more connection options. Excel automation depends on your Microsoft 365 plan, which is checked first.
Can it read data from emails and PDFs?
Yes for emails and typed text, with a person reviewing uncertain rows. Scanned documents and invoices are covered by the document and invoice automation service.
Can it enter data into our accounting system or CRM?
Yes, where the system offers an import or an API on your plan. This is confirmed per system before a quote.
What happens when a row fails a check?
It goes to a review queue with the reason, and a staff member corrects or approves it.
Who maintains the setup afterwards?
Your team, using the written notes. Ongoing support is quoted separately.
Next step
Show us the sheet your team spends the most time on.
Describe where the data comes from, who types it and where it goes next. We will say which entry tasks can be automated first.