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Home | Blog | Data Entry Services for SMEs

Data Entry Services for SMEs

By Yelyna

Updated on June 3, 2024

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What Kind of Data Entry Do SMEs Need

Data entry is the most critical repetitive task for any business.

Companies like Magellan Solutions provide an array of data entry work for SMEs.

Due to the varied requirements of the data industry, different specializations exist. There are entry-level data entry roles
that must only have basic computer skills. Other parts only need specific skills. These include data manipulation, graphical presentations, and even licensed data processing.

Our services have served for almost two decades. Because of this, we have witnessed our SME partners grow and establish themselves in the market. From a small and medium enterprise, they found themselves already competing with large companies.

We don’t stop there. You’re mistaken if you think you have reached the highest peak. Demands change without warning. As a result, you might stray and roll down from the top. We encourage you to keep working with us as we keep our services up to date. We adapt to the changing times to ensure your climb will be the smoothest. Our journey may not be as perfect. But we promise to keep improving and growing with you.

Different Types of Data Entry Services

Manual Data Entry

One of the most common data entry jobs. It manually creates documents into a digital platform.


  • Transferring a PDF document to a Word document.
  • Entering data into Microsoft Word
  • Data cleaning is where data entry clerks remove or correct data
  • Filling in data on a spreadsheet.

Online Data Entry

Files are coming from a soft copy format or done through websites. This is also self-explanatory, as everything is done and stored online. Furthermore, this has some similarities with manual data entry.


  • Data must be input online by filling out a registration form.
  • Companies do surveys to get feedback on a particular commodity.
  • We collect data from e-magazines, eBooks, and other internet publications.
  • Processing emails and encoding over to a spreadsheet.
  • I am updating client/customer information such as names, phone numbers, emails, addresses, etc.

Micro Jobs

A micro job is almost like contractual or freelance work. An employee is assigned a workload that is being done within a specified time. One of the micro-jobs is data entry. This revolves around copying and pasting to and from Word documents and spreadsheets.


  • Read characters in the image code & type the correct code into a spreadsheet.
  • Data entry
  • Administrative tasks
  • Surveys

Data Formatting

Requires fewer typing tasks as compared to other data entry jobs. Data formatting focuses more on following preset specifications that the program requires. This is mainly done when storing a file and choosing the format to save it.


  • Formatting and editing a Word document. The analyst would take into consideration some things. The required font, spacing, and the kind of file format you save a Word file to. The likes are PDF, ePUB, and Office Word files.
  • Formatting for images is also possible. From the pixels to image size, all this is being as the following formats: .jpeg, .tif, .tiff, .gif, .png.

File Conversion

It is a process of changing an existing file into a different format. An example would be reformatting a Word document into a PDF file. Conversion is also possible with images or audio files into a Word document.


  • An image containing text is encoded on a Word document.
  • Listen to videos with audio and subtitles before reproducing them into a text format.
  • A 2D image is being enhanced into a 3D one. This is with the help of image editing tools such as Photoshop and the like.


Transcribing is simply a combination of listening and transferring data into required documents. With this form of data entry, one must have keen listening skills. It is caused by either the lack of proper equipment while recording, or the voice quality itself. Another need helpful for this is one’s familiarity with what is being transcribed.


  • Transcribing diagnosis, procedures, and services into alphanumeric codes.
  • They are being aware of the meaning of jargon shortcuts. Some companies would need help. The data entry specialist can input the abbreviated or full version of the terms. This is primarily if the data being worked on is related to business.

Data Entry Clerk

They are sometimes called an operator. They enter data from what the employer has given into computer software. This is mainly done offline. They have different specialties, as every business sector requires their help. In a way, they serve as assistants for clients. They are sometimes expected to be able to give at least a summary of what they have written. This is because clients assume that their employees have a decent background.


  • Product Listing
  • Payroll
  • Transferring data in a Word document or spreadsheet
  • Entering details for hospital use
  • Entering details for municipal use

A focused group of data encoders and specialists work on data entry processing. This ensures the accuracy of the data process input and output.

Companies should take into account some essential factors. This included the skillset and the experience of outsourcing data entry service firms.

Why is Accuracy Important With Data Entry Services for SMEs?

Accurate data entry services give digital access to stored information anytime, anywhere. It does not compromise the safety and reliability of essential company records. BPO companies, like Magellan Solutions, follow ISO and HIPAA for data security.

We are aware of how important data is. Furthermore, we know how important privacy is. Our data analysts ensure that no personal information is leaked outside the database. Only the included parties would get a hold of any important information. We could even make it so that only you can access it. Our employees will not hold it against you if you require them to always ask for permission or set up codes before they can access your data. We prioritize securing privacy as it is the most respectful act for a partnership with us.

Medical Services

Medical error is the third leading cause of death in the healthcare industry in the US. Doctors make real-time clinical decisions based on these numbers. This is why accurate results are essential to diagnose and treat patients.

On the other hand, patients may prefer their ability to do things personally. These may include simple tasks. This is also advisable with the current pandemic situation.

Order Taking

Inefficiencies and errors are leading to multiple problems, such as:

Most orders need at least one or more manual recordings. But with more manual work comes the presence of errors.

It is best to practice relying on web portals for a few customers. With a more significant customer count, it is ideal for outsourcing. You can pay once after forming a big team to handle the data entry.

Due to the current pandemic, there is also a sudden demand for a bigger team. The growth of e-commerce has seen a rapid increase in customers. This may also be because a lot of the physical stores that closed down turned to selling online.

Customers may turn to different companies when problems happen. Thus you may find yourself losing a potential sales increase.


To determine success, estimate failures, and figure out the accurate picture of the company, the industry needs accuracy and is up to date. Keep a backup of business transactions to save the company time, money, and effort. Accountants can perform more complex jobs, such as payroll reporting, more accurately.

Legal Outsourcing

Data entry in the legal industry is a confidential thing, and it requires a particular concern.

This is a crucial task. All information and processes are sensitive and confidential between client and customer.

As data entry operators, outsourcers have trusted data entry clerks not to expose any information. A data entry clerk only serves as the note-taker for every new information or change.

Loan Services

For small businesses, the loan manager helps the company and the economy.

Because more manual entries are required, daily loan repayment data is taking a long time. Loan statements are converted from PDF to spreadsheets to filter a loan record. This allows the data entry clerk to update documents based on individual names.

Outsourced data services are usually popular among specific industries compared to others. This is because some, like healthcare and legal, use and facilitate more data than others.

Here is how data entry function services help the following industries:

Indeed, data entry has become crucial in the majority of industries. This is mainly because data is the first step in making successful partnerships. One minor mistake can break all possibilities. Once it does break, you will find yourself empty-handed. Starting with zero is the most arduous beginning for anyone. So data entry should not be taken lightly. Give yourself some breathing space and outsource.


Transcription services are the most common data being processed in healthcare. Medical transcribing is when health workers gather reports from audio files. From the audio recording, they transcribe it as a written document and store it for their records.

Retail and eCommerce:

Product listing services are being outsourced many times. The product listers would optimize listings in online platforms from the available information. Titles, descriptions, and images are being uploaded to the platform. Inventory is another service that product listers from the retail offer. It is constantly updated according to its availability.

Banking and Financial:

Financial institutions, banks, CA firms, and accountants usually have a heavy data load. Banks turn to outsource data services to companies that take charge of a lot of back-office functions. This includes HR activities, marketing, risk management, trade reporting, & compliance. Experts who have an accounting background, in addition to technical expertise, will be adept in making use of digital data entry.

Transportation and logistics:

In transportation & logistics, there always exists a need to manage information of on-time delivery. Documents are the usual data that the industry outsources. This has become a conventional trend in the market.

Real estate:

Rapid urbanization has left realtors and real estate firms with enormous data. Properties, purpose, value, and ownership are the expected data for real estate. Information acquired is then recorded into spreadsheets. This provides an organized structure to the entire negotiation phase.

Connect With Us!

The Philippines, having a low-cost labor market rate, offers cost-effective data entry services.

There is a continuous influx of information in all business sectors. Outsourcing data entry services would be of great advantage to you. Magellan Solutions can be of great help. Our specialists can develop databases containing ample information in an easily accessible manner. We focus on security and efficiency as we do our job for you.

We know that leaked information may damage consumer trust and the company’s reputation. This is being supported by our ISO 27001 and HIPAA certifications. The company fully guarantees strict confidentiality between your office and ours.

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