Data entry outsourcing: how to get accurate work from offshore staff

Data entry is one of the easiest jobs to outsource and one of the easiest to get wrong. The work itself is simple; the problems come from unclear instructions, no quality checks and loose data security. Get those three right and an offshore team member can keep your systems accurate for a fraction of the cost of doing it in-house.

Which data entry tasks to outsource

• Entering and coding supplier bills and receipts in Xero or MYOB.

• Updating CRM records, leads and contact details.

• Product listings, prices and stock levels for online stores.

• Property, tenant and maintenance records.

• Converting PDFs, forms and scanned documents into spreadsheets.

• Cleaning and de-duplicating databases and mailing lists.

Freelancer, BPO or a dedicated offshore hire?

A freelancer suits a one-off clean-up. A BPO provider suits very high volumes of standard work. If data entry is ongoing and tied to your systems, a full-time virtual assistant or accounts assistant usually gives better accuracy, because the same person learns your rules and owns the result.

How to keep accuracy high

• Write a one-page rules sheet with examples of right and wrong entries.

• Test candidates on a sample of your real data before hiring.

• Spot-check 10% of entries in the first month, then reduce as accuracy holds.

• Track an error rate and a turnaround time each week.

• Use templates, drop-down lists and validation rules so mistakes are hard to make.

Keep the data secure

Give access through individual logins with multi-factor authentication, never shared passwords. Limit access to the systems the role needs, and remove it the day someone leaves. If you handle personal information and are covered by the Privacy Act, Australian Privacy Principle 8 applies when it is accessed overseas. Our IT and security options include managed, encrypted laptops for this reason.

Hiring a dedicated data entry assistant

Elephant Teams recruits full-time admin and accounts staff in Sri Lanka and the Philippines, tested on your kind of data before you interview. Most roles are filled in 3 to 4 weeks. Book a free consultation to price the role.