Data entry virtual assistant who keeps your records accurate
A data entry virtual assistant turns scattered information into records your team can trust: CRM fields filled in, spreadsheets cleaned up, forms transcribed and imports checked before they go live. On Aides you find ID-verified people by skill and time zone, compare their skills test results, run a paid trial batch and pay your assistant directly with no agency markup. You get a real person who reads the data, notices when something looks wrong and asks before overwriting it.
- Every assistant passes an ID and liveness check. No AI personas.
- You pay your assistant directly. No markup.
Data entry tasks you can hand off
Data entry looks simple until a duplicate contact breaks a sales report or a pasted column shifts every row by one. Your assistant works through volume carefully and follows the rules you write down once.
- 01 Update CRM records from call notes, business cards, email signatures and web forms, using your field definitions.
- 02 Find and merge duplicate contacts and companies, keeping the most recent and complete values.
- 03 Clean spreadsheets by standardizing dates, phone formats, addresses and capitalization.
- 04 Transcribe scanned forms, PDFs and handwritten sheets into structured tables.
- 05 Prepare import files with the exact column order your software expects, then spot check the result after import.
- 06 Research missing details such as a company website or a public business address, and mark the source.
- 07 Keep product, inventory or price lists current from supplier sheets.
How accuracy is checked
Agree on a written field guide and a target error rate before work starts. Ask your assistant to double check a random set of rows from each batch and to keep a change log. Skills test results on each profile show typing accuracy and attention to detail, which tells you more than a résumé.
Typical weekly hours and time zone overlap
Data entry volume varies more than any other role. Ongoing CRM upkeep for a small sales team often takes 5 to 10 hours a week. A migration, a backlog of scanned forms or a product catalog rebuild can need 25 to 40 hours a week for a few weeks. Because the work is mostly independent, one or two overlap hours a day are enough for a quick review of edge cases. The Aides search shows how many of your working hours each assistant covers, so you can choose someone who finishes a batch overnight and hands it back as your day starts.
How to hire a data entry assistant on Aides
Hiring follows the steps in our guide to hire a virtual assistant, with a stronger focus on a test batch.
- 01 Search for data entry, set your working hours and the hours per week you need.
- 02 Shortlist profiles with strong accuracy scores and experience in your type of records.
- 03 Send each person the same short field guide and ask one question about how they would treat a conflicting value.
- 04 Pay for a trial batch of 100 to 200 rows and measure errors against your own answer sheet.
- 05 Hire the most accurate person, not only the fastest, and add them to your software with edit rights limited to the objects they need.
Your first month of data entry work
In week one your assistant learns the field guide on a small batch while you answer questions daily. By week two most edge cases are written into the guide and batches come back with fewer queries. By the end of the month you should only review a random check of rows and the change log, and the backlog that started the hire is shrinking every week.
What a data entry virtual assistant costs
Typical rates for data entry run from 6 to 16 USD per hour, higher for specialist records or complex software. Example monthly cost for 25 hours a week at a typical 9 USD per hour is 25 x 9 x 4.33 = 974 USD per month, and every dollar of it goes to your assistant. Cleanup projects are often split between two or three people working in batches, which fits the three active hires and the timesheet log on Growth. See every limit on the virtual assistant cost page.
Why verified people matter for your data
Customer lists and internal records are among the most valuable things a company holds, so you should know whose hands they pass through. The data entry assistant you hire on Aides is an identity confirmed adult with their own profile photo, not an AI persona. Learn how a verified virtual assistant profile is checked before it appears in search.
Data entry virtual assistant questions
How fast can a data entry assistant work?
Speed depends on the source material. Clean digital forms move quickly, scanned handwriting takes longer. Measure it in the paid trial batch.
Can I hire for a one-off project?
Yes. Hire for the length of the project and end the engagement when it is done. Your plan limits count active hires, so ending a hire opens that slot again.
Will my assistant see all of my customer data?
Only what you share. Give access to the specific records or a copy of the sheet, not your whole system.
What if the error rate is too high?
Share the mistakes with your assistant and update the field guide. If accuracy does not improve, end the hire and message the next person on your shortlist.
Find a data entry assistant with real accuracy scores
Pick data entry, set your hours and compare skills test results side by side.