First, you type data into Excel. Then transfer it into the ERP. Then someone spots a mismatch and you type it again. And still, the mismatches keep coming. 

What should have been routine ends up swallowing hours, pulling people away from the work that actually matters. That’s the double-entry spiral—familiar, exhausting, and harder to escape as document volumes grow.

It’s why so many teams turn to automation. 

But here’s the catch: with Excel or Sheets, it’s rarely plug-and-play. You need formulas, hidden tricks, and constant tweaks to keep things running.

This guide walks you through four simple ways to automate data entry, and helps you decide which tool to use to automate your data entry workflows.

4 simple ways to automate data entry

Before we explain each option in detail, here’s a table comparing all four data entry automation software options:

Method 1: Docxster

Docxter is an end-to-end document automation solution that brings intelligent document processing (IDP), workflow automation, and document storage into one platform. It works with structured and unstructured documents, such as:

• Invoices
• Bills of Lading
• Handwritten documents

And helps you extract data irrespective of the type or format of the document. It relies on LLM-based templateless extraction to extract, validate, and export data in seconds.

Let’s take the example of invoice data extraction to see how Docxster automates the process end-to-end.

1. Building your invoice processing workflow 

In Docxster, you begin with the drag-and-drop Workflow Builder, which lets you create multi-step, conditional processes. You can build customizable workflows based on how invoices move through your organization. 

2. Import your invoices

Once you build your workflow, it's time to import your invoices. Docxster can process any invoice as long as it's in a digital format. So, if you have a handwritten document, take a picture and upload it. Or scanned and originally digital copies also work.

All you have to do is either manually upload it into our platform OR set up an email trigger (Gmail or Outlook) to import invoices as and when they come in.

3. Let Docxster extract data from your invoices

After you upload the invoice documents, Docxster extracts data using LLMs and OCR with up to 99% accuracy. It identifies both handwritten and electronic content, maps standard and custom fields, and maintains format consistency across different document types.

Since this step is fully automated, we also recognize the importance of human oversight when it is needed. That is why Docxster includes a Human-in-the-Loop feature, which allows reviewers to step in whenever confidence thresholds fall. Our system is capable of:

•  Routing documents for approval or review if needed
• Learning from the corrections you make over the course of time
• Improving accuracy as you process more invoices

4. Send validated data to your tools 

After Docxster extracts your data and validates it, you can push it into your platform of choice. You can either export it in Microsoft Excel or send it to a Google Sheet. If you use a specific ERP like Tally, you can integrate it and directly push the data there.

The best part? We also maintain a copy of your extracted data within Docxster Drive. You can use the AI search feature to search for the document and within the document whenever you need.

As a result, we unlock your document data and turn it into actionable intelligence in seconds.

Method 2: Microsoft Excel

Microsoft Excel is widely used and you might prefer it too. Here’s how you can perform data entry automation in Excel:

1. Set up a clean data template

Create a master Excel file with three sheets: Customers, Products, and Invoice. Add column headers in each sheet, format them as tables (CTRL/CMD+A then CTRL/CMD+T) so updates happen automatically.

An Excel workbook with three sheets labeled Invoice, Products, and Customers

2. Use data validation to prevent mistakes

In the Invoice sheet, restrict each column to the right type of entry:

• Add drop-down lists for client names and products by using Data → Data Validation → Allow: List → Source: Customer/Product table.
• Set the Date column to Date format to avoid incorrect entries.

Excel Invoice sheet showing Data Validation in use with drop-down lists and date formatting

3. Automate lookup and calculations

Use formulas to pull in related information and calculate totals. For example, when a product is selected in the Invoice sheet, use VLOOKUP to fetch its unit price directly from the Products table instead of typing it manually. 

Excel Invoice sheet using VLOOKUP to calculate totals

Then link this value to the Quantity column so Excel multiplies the two and returns the Total Price for that line. You can repeat this for every row, ensuring all invoices calculate automatically as soon as you choose a product and enter a quantity.

Method 3: Google Sheets 

The steps to automate data entry are almost similar to those in Excel. Here is how to automate data entry in Google Sheets:

1. Set up a clean data template

Create a Google Sheet with three tabs: Customers, Products, and Invoice. 

Add clear column headers in each tab and keep the data in structured table form. This way, any updates you make in Customers or Products can be used directly in the Invoice tab without extra setup.

Google Sheet with tabs for Invoice, Products, and Customers used as a clean data template

1. Use Data Validation to prevent mistakes

In the Invoice tab, add drop-downs for client names and products using Data → Data validation → From a range, pointing to the Customers or Products tab. Apply the same for Products so entries stay consistent even as you add new items. Format the Date column as Date so Sheets only accepts valid dates and rejects incorrect inputs.

Google Sheets Invoice tab with Data Validation drop-downs

2. Automate lookups and calculations

Use VLOOKUP (or XLOOKUP) to fetch unit prices from the Products tab whenever a product is selected. Link this to the Quantity column so the total is calculated automatically for each row. As you add more rows, the invoice keeps updating without needing manual changes.

Google Sheets Invoice tab using VLOOKUP to calculate totals automatically

Method 4: Microsoft Power Automate 

Microsoft Power Automate is a no-code platform that helps you connect apps and services, build workflows, and eliminate repetitive manual tasks. Let’s look at how it can be used to automate invoice data entry step by step: 

1. Connect your data sources

Go to Data → Connections and link the services you’ll use for invoices, such as OneDrive, Excel Online, Outlook, or SharePoint. 

2. Set up a trigger to start the automation

Go to Create → Automated cloud flow, give it a name, and tell Power Automate what should set things in motion. 

For example, “whenever a new invoice file lands in this SharePoint folder” or “whenever a new row is added to my Excel sheet.” From here on, that event is the button that kicks off the process.

Power Automate screen showing a trigger setup for starting automation

Source

3. Define the actions

Now you need to decide what should happen after the trigger. 

Click + Add an action and choose the next step. For example, Power Automate can send an invoice by email, or log the details in a central Excel sheet. These actions save you from having to repeat the same clicks over and over.

Power Automate screen showing options to define an action after the trigger

Source

4. Add conditions and approvals

With Power Automate, you can also set conditions and approvals in case invoices don’t all follow the same path. 

You can add a condition so that, say, invoices over a certain amount go to a manager for approval first. If the amount is lower, the flow can continue straight to sending or logging without interruption.

5. Test and run automatically

Before you trust the flow, test it with a sample invoice. If it runs as expected, save and switch it on. From then on, each time your trigger fires, the process handles itself end to end.

How to choose the right workflows to automate

When several workflows compete for attention, choosing where to begin can feel overwhelming. To make that choice easier, we’ve put together a short guide that shows you how to find the right starting point:

1. Find your automation sweet spot 

As a team leader, your instinct might be to pick the most complex workflow. But as Ramzy Syed, Docxster's founder has put it:

Think of the sweet spot as the best of both worlds: straightforward to automate, but impactful enough to make a difference. Begin there, and you’ll not only see immediate results, you’ll also build confidence for when it’s time to tackle the complex workflows.

To make choosing a workflow  easier, here’s a matrix you can use:

• List all the document-heavy processes you might want to automate.
• Now, score each one from 1 (low) to 5 (high) for:
  • Impact on productivity – How much time would automation save per week?
  • Error reduction potential – How costly are mistakes in this process today?
  • Implementation complexity – How easy is it to set up in a no-code platform? (Lower complexity = higher score)
  • Change management risk – Will this disrupt other systems or people’s work? (Lower risk = higher score)
• Add up the scores for each process.

The winner is clear: a workflow with high impact, strong error reduction, low complexity, and minimal risk. That’s your automation sweet spot, and the best place to start.

2. Choose a tool that meets your team’s need

An automation project can fail before it even begins if the tool doesn’t fit the workflow. The wrong choice doesn’t just waste money, it creates more work than it removes.

The right tool, on the other hand, should meet your process needs and be simple enough for non-technical users to set up without IT. If your team can’t run it on their own, they will stop adopting it.

That’s why matching tools to task complexity is critical. At a minimum, look for:

• OCR + validation: To turn paper invoices or handwritten forms into reliable digital data.
• Schema mapping: To place that data in the correct ERP or fields, without manual fixing.
• Role-based routing: To handle approvals and multi-step processes with zero bottlenecks.
• Export flexibility: To send data wherever it needs to go: Excel, email, ERP, or API.

With these capabilities in place, the tool doesn’t just “work”, it fits. And when the fit is right, automation scales smoothly across your organization.

 3. Plan for exceptions from day one 

A form may arrive incomplete, an invoice might contain an unusual field, or data could be captured incorrectly. Without a plan for handling these cases, the efficiency you gain from automation can quickly erode.

The way forward is to design for exceptions from the start. That means adding:

• Validation checks: To flag missing or inconsistent data before it enters your system.
• Alerts: To direct attention to the right people at the right time.
• Human review check points: To manage cases that automation alone cannot resolve.

Why Docxster is the right choice for data entry automation

Excel and Google Sheets can get you started, but they still rely on manual effort and patchwork formulas that break as the document volume grows. Power Automate takes you further, but it often needs IT support and lengthy setups to keep things running smoothly. 

None of these methods truly free your team from the double-entry spiral, they just shift the burden around.

Docxster was built to close that gap. As Syed puts it:

“If you’ve created your own Facebook profile, you should be able to make your own automation.” 

That’s the principle we’ve built Docxster on. Data entry automation shouldn’t feel like a complex workflow—but something’s that second nature to your team.