Clean, accurate records without the late night typing
Move the typing and copying off your desk to one careful person who checks their own work and keeps your systems clean.
Jobs this person takes over
- Keying orders, forms and invoices into your systems
- Cleaning duplicate and outdated contacts in your CRM
- Moving records from old spreadsheets into new software
- Turning scanned paperwork into searchable files
- Updating product and price details across channels
- Spot checking batches before they go live
A sample week
An example of how a week could look once your teammate is settled in. Every role is shaped around your business.
Weekend paperwork entered by Monday lunch
Three hundred CRM contacts cleaned and merged
Supplier price changes loaded into the catalog
Old job files scanned and named
An error log and accuracy note sent to you
Tools they can work in
We recruit for the software you already use.
Excel or Google Sheets
HubSpot, Salesforce or Zoho
QuickBooks or Xero for bill entry
Airtable or your own database
When this hire pays off
If skilled people on your team are typing up forms, you are paying their rate for work anyone careful can do. A data entry assistant moves that work off their desk.
It also pays off before a software switch, when years of records need to move cleanly.
The work, grouped by area
Entry
- Keying orders and forms
- Entering bills and receipts
- Logging leads from events
- Updating stock counts
Cleanup
- Merging duplicate contacts
- Fixing formatting and spelling
- Filling gaps from public sources
- Removing stale records
Migration
- Mapping old fields to new ones
- Moving records between systems
- Checking totals after import
- Keeping a change log
Quality
- Sampling each batch
- Logging and fixing errors
- Reporting accuracy each week
- Updating the written process
Software by name
We look for experience in the tools you already run. These are the ones owners ask about most.
Spreadsheets
Excel, Google Sheets, Airtable
CRM
HubSpot, Salesforce, Zoho, Pipedrive
Accounting
QuickBooks, Xero
Documents
Adobe Acrobat, Google Drive, Dropbox
How onboarding works with delegateit
Start with a quick call
We learn where your time goes and scope the role with you, including hours and the tools you use.
We recruit and test
Candidates go through skills tests, live interviews and reference checks before you meet anyone.
You interview and choose
You meet the finalists yourself and pick the person who fits. Once you choose they can start within 24 hours.
Your client success manager runs onboarding
You get one named contact who helps set up access, first tasks and regular check ins. Your new teammate writes down your processes as they learn them.
You direct the work
You set priorities day to day. We handle payroll and HR. If the fit is wrong we recruit a replacement at no cost under our guarantee.
Your hiring checklist
Have these ready before the call and your shortlist will be sharper.
- Gather sample records of each type
- Write the rules for formatting names, dates and addresses
- Decide what counts as an error
- Set a daily or weekly volume target
- Choose who checks the first batches
Questions worth asking in the interview
You interview every finalist yourself. These questions show how someone actually works.
- Enter these ten records and tell me what looks wrong. A live test beats any résumé.
- How do you stay accurate on long repetitive work? Listen for breaks and self checks.
- Have you done a data migration before? Ask about the steps.
- What do you do when two records conflict? Good answers ask rather than guess.
- How fast do you type and how do you check it? Speed matters less than checking.
What it costs per hour
A full time data entry assistant starts at $1,500 a month for about 160 hours, which is roughly $9.38 an hour. Part time starts at $900 a month for about 80 hours. Benefits and payroll on our side are included in that rate and plans run month to month with 30 days notice.
See how that stacks up against published prices from other providers and US employer cost data in our virtual assistant cost guide, or compare with a local hire in delegateit or a local hire.
Your first 30 days
A simple rhythm that works for most owners. Your client success manager helps you adjust it.
Week one
Give access to your main tools and hand over three or four tasks you do every week. Record a short screen video of how you do each one. Your teammate turns those into written steps you can check.
Week two
Add the next layer of work. Read the end of day notes and correct anything that is off while habits are still forming. Small fixes now save hours later.
Week three
Move from checking everything to checking samples. Agree the numbers you will look at each week so feedback stays tied to results.
Week four
Sit down with your teammate and your client success manager. Talk about what is working and what to hand over next. Most owners find a few more tasks they forgot they were doing.
What to measure
Pick two or three numbers and review them every week with your teammate. These are good places to start.
- Records processed per day
- Accuracy in weekly samples
- Backlog remaining
Keep the list short. If a number stops being useful, swap it for one that is.
Roles that pair well
As the work grows, owners often add one of these next.
- Admin Assistant. Data entry and documents kept tidy every day.
- Bookkeeping Assistant. Books reconciled and invoices out on time.
- Ecommerce and Shopify Assistant. Listings and orders kept moving in your store.
Browse every role we staff or read our cost and comparison guides.
What it costs
This role is usually on the Assistant plan. Your final rate is confirmed in writing before anyone starts.
Assistant
from $1,500/mo
Full time for about 160 hours a month. Part time from $900/mo for about 80 hours.
Team
Several seats with a team lead. Quoted after a call.
Our satisfaction guarantee† see guarantee note
We want you fully happy with the person working for you. If your offshore hire isn't the right fit, tell your client success manager and we will replace them and recruit someone new for you, and we keep going until you are happy with your team.
Book a free callQuestions owners ask
How do you keep errors down?
Your assistant works from a written checklist and samples their own batches. You can ask for a second check on anything sensitive.
Is my data safe?
You choose what they can see. Most owners give a named login with limited rights and remove it in one click if they need to.
Do I need full time for data entry?
Many owners start part time at about 80 hours a month and move up when the backlog clears and new work arrives.
Can they work with paper records?
Yes, once you scan them. They can name, file and enter the contents.
How do I measure accuracy?
Sample a batch each week. Your assistant logs errors and fixes them.
What happens if the person is not a good fit?
Tell your client success manager. We recruit and place a replacement at no cost and keep going until you are happy, for as long as your account is active.
Is there a long contract?
No. Plans are month to month and you can cancel with 30 days notice.
How is my data protected?
Everyone we place signs an NDA and only gets access to what the job needs. You control every login.
Further reading
* Start times count from when you choose your hire after interviewing them. Timing is confirmed case by case for each applicant.
† Our satisfaction guarantee is a promise to replace and recruit staff until you are happy. It is a replacement promise and does not include refunds of fees for time already worked. Read the full guarantee terms.