The backlog grows quietly
Old forms, invoices and customer records pile up across folders and inboxes.
Australian-owned data operations
Send the backlog.
Get clean data back.
We take your messy PDFs, scans, exports and spreadsheets and turn them into records that import on the first try. One defined job, one fixed price, validated against your rules and checked before it reaches you.
See a free sample and a fixed price before we touch the full job. If it is not right, you pay nothing.
- Free sample first
- Fixed price before work starts
- Most jobs back in 3 business days
- Deletion timing agreed in writing
One messy workflow, made usable
Source
Supplier forms
Old spreadsheets
Inbox requests
Clean output
NameStatus
Acme SupplyChecked
Northside CoChecked
Metro PartsChecked
WestlineChecked
Ready to import →
The gap we solve
Too small to hire for.
Too messy to automate.
Too important to ignore.
Every option feels wrong. A permanent hire is overkill. Offshore freelancers need managing and checking. Software breaks the moment the source data stops being tidy. So the backlog sits there, quietly getting bigger. We take one defined job off your plate and hand back data you can use.
Skilled people lose hours
Staff who should be serving customers end up retyping fields.
Bad data costs you twice
Duplicates and missing fields break reporting, follow-up and every migration you try later.
Why not just automate it
You could paste it into a chatbot.
Then spend Friday fixing it.
Most real data is too messy for that to work. Mixed layouts, scanned pages, duplicates and half-missing fields are where automated tools guess wrong, and you find out three weeks later when an import fails or a supplier gets paid twice. We process the repeatable part at speed, then run validation checks on every record and review the exceptions against the rules you set. The errors get flagged for you, not buried in the file.
What we process
Common data entry jobs for Australian businesses
The best fit is a repetitive, rules-based task with a clear source, destination and definition of “correct”. We start with one workflow—not a vague promise to do any admin task.
PDF
Documents to spreadsheet
Extract names, dates, amounts, reference numbers and other agreed fields from PDFs, scans or forms.
Examples: supplier forms, applications, job sheetsCRM
CRM clean-up and migration
Standardise fields, remove duplicates, map columns and prepare records for a clean import.
Examples: contacts, companies, leads, activity recordsSKU
Product catalogue entry
Turn supplier lists and product sheets into structured, consistent ecommerce catalogue records.
Examples: titles, SKUs, prices, variants, specificationsINV
Invoice and supplier records
Capture agreed invoice or supplier fields into an import template or business system.
Examples: invoice registers, supplier onboarding, expense recordsEML
Email and form backlogs
Convert repeated requests, submissions or enquiries into a structured operating list.
Examples: bookings, quote requests, service enquiries?
Not sure whether it fits?
Send ten representative records. We will confirm the fields, exceptions, output and fixed price before you commit.
Request a free sample →Example jobs
The kind of jobs we take on
Illustrative scenarios, not named clients. They show the shape of the messy, mixed-source work we handle, and the errors our checks are built to catch before they reach you.
Invoices into Xero
From
1,400 invoices across 30+ PDF layouts, native and scanned, three currencies.
To
One Xero-ready CSV, GST split per line, matched to your existing supplier list.
We catch
Duplicate invoices that would double-pay a supplier, and invalid ABNs flagged for your call, not guessed.
CRM merge after an acquisition
From
Two CRMs, 11,000 contacts, conflicting records, no shared ID.
To
One deduplicated, standardised HubSpot import on a single schema.
We catch
Fuzzy-matched conflicts surfaced for your decision instead of being silently merged.
Catalogue from supplier chaos
From
8,000 SKUs across 14 price lists, including one set sent as phone photos.
To
One Shopify-ready catalogue, units normalised, mapped to a single taxonomy.
We catch
Variant clashes and mispriced lines flagged before they reach your store.
How it works
A defined process, not another person to manage
The quality comes from agreeing the rules before processing the volume. Exceptions are surfaced rather than guessed.
-
1
Send a representative sample
Describe the source, destination, approximate volume and deadline. Do not send sensitive data through the public form.
-
2
Approve the rules and sample
We confirm the fields, formatting, validation checks, exceptions, access method, scope and price.
-
3
We process and check
The repeatable work is done at speed. Validation checks run on every record, then a person reviews the exceptions and a sample against the rules you agreed.
-
4
Receive clean, usable data
We deliver the agreed file or enter the records directly when system access and permissions are appropriate.
Who handles your data
Clear rules.
Human review. No silent guessing.
Read the full data-handling approach
Australian-owned and managed
Workbotic is an Australian-owned business and your job is managed here, with the work done in Australia. We price in AUD and provide our ABN with every quote.
We sign your NDA on request
Ask and we sign your NDA and agree the handling terms in writing before any data moves. You deal with the people doing the work, not an anonymous queue.
No blind bulk processing
A sample is approved before the full job. Validation checks run on every record, and a person reviews the exceptions instead of guessing.
Approved tools only
The tools and access method are agreed before work starts. Your data is never placed into public AI chat tools, and never used to train AI models.
Deletion confirmed in writing
Storage, access and deletion timing are agreed for each job, and we confirm deletion in writing. Highly sensitive or regulated data is reviewed first.
Our promises
Three promises before you send a single file.
You are trusting us with your data. These are the commitments we make before any of it moves.
Approve before you pay
We process a sample and quote a fixed price. You only pay once you have approved both. If it is not right, you owe nothing.
Accuracy you can hold us to
We hit the accuracy and validation rules we agree, or we re-do the affected records free.
Your data, deleted on an agreed schedule
We agree where your files live and when they are deleted, and we confirm the deletion in writing.
Pick the one job you keep putting off. We scope it, price it, and send a free sample before you commit.
Get my fixed priceClear pricing
Start with one backlog sprint
Every backlog is different, so we price on a sample, not a guess. You see the fixed price and turnaround before any work starts.
A typical starter sprint
400 supplier records from PDF forms, five fields each, validated and delivered as a CSV your system can import. From A$549, fixed once we have seen a sample.
Standard jobs
Data backlog sprint
From A$549 ex GST
For clear, repeatable data entry, clean-up and document-to-spreadsheet jobs.
- One defined source-to-destination workflow
- Small sample reviewed before the final quote
- Agreed output fields and validation rules
- Validation on every record, exceptions reviewed before delivery
- One output format and one correction round
Final price depends on volume, source quality, number of layouts, required fields and complexity. Larger files, scans, mixed formats and research-heavy work are quoted separately.
For repeat work
Monthly data ops
From A$1,490 / month ex GST
For the same workflow returning every week or month.
- Up to three standard workflow runs per month
- Reusable rules, templates and validation checks
- Priority processing queue
- Monthly exception and quality summary
- Month-to-month; no long contract
Final volume and service level are confirmed after the first workflow is tested.
For higher volume
Managed data ops
From A$2,990 / month ex GST
For several workflows running together, or high volume that needs a faster turnaround.
- Multiple workflows managed in parallel
- Higher monthly volume
- Fastest turnaround in the queue
- Custom validation and integration work
- A named contact and a monthly review
Scope, volume and turnaround are set after we map your workflows.
Most clients start with one sprint to see the work, then move to monthly once it is part of how they operate.
Frequently asked questions
Before you send the backlog
Quick answers on pricing, turnaround, data handling and what counts as a good fit.
How much do data entry services cost in Australia?
Projects start from A$549 ex GST. We review a small sample first, then confirm the final fixed price, scope and turnaround before work begins. Pricing depends on volume, source quality, number of layouts, required fields and complexity.
What counts as one data entry task?
One task is one repeatable source-to-destination workflow. For example: extracting supplier details from PDF forms into a spreadsheet, cleaning a CRM contact list, or preparing product records for import. Mixed workflows, judgement-heavy research or several destination systems are quoted separately.
What is a standard record?
A standard record has a consistent set of fields and clear rules. A contact record with name, email, phone, company and status is standard. A record that requires investigation across multiple websites or subjective classification is not.
Do you use automation or AI?
We may use specialist software and automation to speed up parts of the work. Every project follows agreed validation rules and is reviewed before delivery. We do not rely on unreviewed automated output, and your data is never used to train AI models.
Can you enter data directly into our CRM or accounting system?
Yes, when access and permissions are agreed. The safer default is often an import-ready CSV or spreadsheet that your team approves before upload. We can work with common CRMs, ecommerce platforms, spreadsheets and accounting import templates.
How quickly can the work be completed?
The standard target is three business days after the sample, rules, access and scope are approved. Urgent and high-volume work depends on current capacity and is confirmed in writing before the job starts.
How is our business data handled?
Before work starts, we agree the approved tools, access method, storage location and deletion timing, and confirm deletion in writing. We sign your NDA on request. Client data is not placed into publicly accessible AI chat tools and is never used to train AI models. Highly sensitive, regulated or payment card data is reviewed before acceptance and may be declined.
Who will be handling my data?
Workbotic is an Australian-owned business and your job is managed and done in Australia. You deal with the people doing the work, not an anonymous queue. We sign your NDA on request and provide our ABN with every quote. See the data-handling approach for the full detail.
Do you work with businesses outside Melbourne?
Yes. The service is delivered remotely to businesses across Australia. The workflow is designed around secure file transfer, agreed system access and written processing rules.
Get a fixed quote
Show us the task you keep postponing
Tell us roughly what needs doing. You get a free sample and a fixed price back, with no commitment until you approve both.
Do not attach sensitive data here.
We will arrange an appropriate transfer method after reviewing the request.