In the world of accounting, entering data is a big job. Many accountants still do it the old way, typing in numbers and details one by one. It's a task that takes a lot of time and patience. If you have been involved in this kind of work, you know it can sometimes feel like you are stuck in a never-ending cycle of paperwork.
Why Manual Data Entry is Not Effective?
This laborious process not only takes away precious time but often leads to a series of issues that can slow down business progress. We interact with numerous accountants and Chartered Accountants and gain insights into the top issues that you face during manual data entry:
Correction of Accounting Errors
When you have to enter every single detail from a bunch of different documents into your accounting system, it's not just about typing numbers; it's about being very careful to avoid any mistakes. Every small error can cause big problems later on, such as costly penalties. Plus, after a long day of work, it's easy for tired eyes to make mistakes. This is the reality of manual data entry; it's time-consuming and full of risks.
Data Entry Consumes 30% of Working Time
Think about all the things you could do with the time saved from not having to manually input data. You could focus on growing your business, brainstorming new ideas, or simply going home early to spend time with your family. But instead, you find yourself stuck in the office late into the night, entering data over and over again. It’s a job that eats up time, a precious resource that we can never get back.
The issues with manual data entry extend beyond just the immediate hassles; they have far-reaching consequences that impact the broader aspects of business operations:
Late Report Filing & Costly Penalties
Caught in the constant cycle of data entry, businesses often find themselves missing deadlines for report filing. This not only risks incurring fines but also delays the valuable insights that timely reports can provide for quick, informed decision-making.
No Resources for New Clients and Business Growth
The excessive time spent on manual data entry leaves no time and resources for focusing on new clients and exploring avenues for business growth.
You have two options; you can persist in these challenges and keep hiring new staff in hopes of making things better, or you can delegate routine tasks to automation. Choosing the latter, you gain a system that:
- Collects documents from various sources automatically,
- Uses AI for an accurate recognition and categorization,
- Checks for errors, matches items with existing data, and allocates to the correct ledgers,
- Streamlines document storage and organization.
This not only significantly eases the workload of an accountant but also ensures precision in data. However, it doesn’t mean it replaces the accountant. Instead, it empowers them to focus on more critical tasks without compromising accuracy.
Let’s explore how you can upload 100 documents into Tally at once using one of the top automation solutions in the industry - Entera.
How to Upload 100 Invoices into Tally at Once Using Entera?
Entera is an accounting software that makes data entry 10 times faster and more accurate. Entera automates the whole data entry process from document collection, recognition, and items matching to publishing into Tally, Zoho Books, QuickBooks, and digital storage.
Step 1. Document collection
Entera simplifies the process of collecting accounting documents from various sources and clients. You can easily upload scanned documents in formats like PDF, JPG, PNG, or even Excel files directly from your computer, smartphone, or even forward an email with attached documents.
The feature that greatly enhances your data entry speed is a bulk import. The system can upload and process hundreds of documents at the same time. This makes the work up to 10 times faster compared to manual data entry.
Step 2. Document recognition
Once you have uploaded your documents, Entera automatically initiates the recognition process. You can proceed with your other tasks or even turn off your computer, as Entera operates autonomously.
After the recognition process is completed, you will receive a notification via email.
Additionally, Entera attaches a copy of the original scanned document to the recognized digital version, making it easy for you to find the document whenever you need it.
Step 3. Items Matching
The primary goal of automation is to transfer the data from the documents into your accounting system precisely as needed, tailored to your specific business process.
To achieve this, Entera uses AI and RPA technologies to automatically match categories, ledgers and items names from your documents with those that already exist in your Tally.
You can create new items and change recognized fields as you need. Entera learns from your actions and fills in the right values the next time you upload the documents.
Also, it is possible to change the voucher type for all recognized documents easily before you send them to your accounting software.
Step 4. Transfer all documents into Tally
Finally, you select all recognized documents and click on the Create Documents button. Using seamless integration, Entera will transfer the documents in your Day Book in Tally.
Entera stores your recognized documents in the secure digital archive. This feature allows you to easily find and download any document, keeping your files organized and helping during audits.
If you want to see how Entera works and discuss your case with an automation expert, you can book a personal demo.
Data entry automation brings many benefits for accountants, changing the way they work for the better:
- More Efficiency: Entera can handle lots of documents at the same time. This means accountants can get their work done faster and easier, without the slow manual work.
- Better Accuracy: The system makes sure that the data is entered accurately, cutting down on mistakes and the time needed to fix them.
- Improved Customer Service: With less time spent on data entry, accountants can focus more on helping their customers. This leads to happier customers and better service.
- Time for New Clients and Important Tasks: Automation frees up time. This means accountants can take on more clients and focus on important tasks that need their expertise.
- Less Routine, More Interest: Doing the same thing over and over can be boring. With Entera taking care of the routine tasks, accountants can find more joy and interest in their work.
Try it yourself and see the difference!
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