15 Best Data Entry Software to Streamline Workflows in 2025

It’s 4 p.m. on a Friday. You’re drained, staring at yet another endless spreadsheet filled with manual data. Your team is overloaded, deadlines are approaching, and you know there has to be a better way.

As a manager, you know efficient data management keeps operations running smoothly. But hours spent on repetitive entry tasks? That’s a drain. The right software can automate data entry tasks, reduce errors, and free up your team for high-impact work.

In this blog post, we’ll explore 15 data entry systems that refine workflows, improve accuracy, and seamlessly integrate with your tools.

Let’s get started! 🎯

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At a Glance: 15 Best Data Entry Software For You

Before we dive into the details, here is an overview of the best data entry software tools available in the market today:

What Should You Look for In Data Entry Software?

Choosing the right data entry software depends on the features that match your workflow. Here’s what to look for. 👇

• Custom form creation: Builds tailored forms with drag-and-drop editors and conditional logic to simplify data collection
• Automation and workflows: Automates approvals, task assignments, and data routing to speed up processes and reduce manual effort
• Data validation and accuracy: Uses calculated fields, if/then logic, and real-time detection to prevent mistakes
• Offline accessibility: Captures and stores data even without an internet connection, syncing when back online
• Seamless integrations: Connects with CRMs, cloud storage, and enterprise document management apps to centralize data
• Collaboration tools: Assigns roles, tracks progress, and ensures real-time updates for better teamwork
• Barcode and GPS capabilities: Improves inventory management and field operations with barcode scanning and location tracking
• Electronic signatures and document generation: Creates and processes legally binding documents without manual paperwork
• Data security and compliance: Ensures data privacy with encryption, role-based access, and industry-specific regulatory compliance

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The 15 Best Data Entry Software

Manual data entry is time-consuming and prone to errors. The best data entry software automates workflows, ensures accuracy, and integrates with existing systems.

Here are 15 top solutions designed to optimize efficiency across industries. 🗂️

1. ClickUp (Best for streamlined, collaborative data management)

ClickUp, the everything app for work, goes beyond traditional project management. It’s designed to help you centralize every aspect of your workflow, from task tracking to resource management, all in one place.

ClickUp Table View

With tools like ClickUp Table View, you can manage data with the flexibility of a spreadsheet but the power of a database. From client information and budgets to project statuses, all the data you enter in ClickUp (or migrate from 1000+ integrated apps) stays organized, serachable, and accessible without jumping between platforms.

For example, if you’re overseeing a marketing campaign for a client, you can set up a Table View that tracks each campaign’s stages. ClickUp Custom Fields can include specific deliverables (like ad copy or design assets), budget allocation, and campaign performance metrics.

You can also link essential documents such as the client brief or approval emails.

ClickUp Forms

ClickUp Connected Search

And if you ever need to hunt down a piece of data, ClickUp Connected Search makes it a breeze. With built-in AI capabilities, you can simply enter your search queries using natural language, and whether that answer is in a Chat, Task, Doc, or any of your integrated apps in the ClickUp ecosystem, ClickUp will find and retrieve it for you!

ClickUp Forms

Need to gather information without the extra steps? ClickUp Forms make it simple. Create a custom form view, and every response automatically turns into a task—no manual entry, no wasted time.

For example, if you’re collecting event feedback, responses instantly become actionable items, ready for follow-up. The same applies to IT requests, sales leads, or any other data you need to organize. Everything flows into your workflow seamlessly.

And with conditional logic, you can adjust the form based on responses, ensuring that you capture only relevant data each time.

ClickUp Brain

Then there’s ClickUp Brain, the built-in AI assistant and neural network that connects tasks, documents, people, and company knowledge all within a single workspace. Rather than using disparate data entry, storage, and retrieval tools, ClickUp Brain centralizes information so that all data can be accessed and managed from one place.

When you have a question like ‘What were our top-performing deals last month?’, the AI assistant scours your CRM in ClickUp to deliver a clear, instant summary. It processes all your connected data and provides insights in seconds.

ClickUp best features

• Track and organize work: Use Table View to create dynamic, responsive spreadsheets and visual databases for managing tasks like budgets, inventories, client info, and more
• Create a no-code database: Link tasks, documents, and dependencies to build relationships and organize data, such as connecting customers to their orders
• Summarize complex data: Get AI-generated real-time summaries of tasks, projects, and documents to provide quick, actionable insights
• Capture and manage product feedback: Collect user feedback and transform it into actionable product improvement tasks by routing responses to the right team members automatically
• Share your Table View: Share projects with clients via publicly accessible links and export information as spreadsheets

ClickUp limitations

• Extensive features and customization options can overwhelm new users
• Limited depth and flexibility in the mobile app make complex tasks harder to manage on the go

ClickUp pricing

ClickUp ratings and reviews

• G2: 4.7/5 (10,000+ reviews)
• Capterra: 4.6/5 (4,000+ reviews)

What are real-life users saying about ClickUp?

A G2 reviewer shares:

2. Infinity (Best for a clutter-free, fully customizable work management system)

Infinity lets you shape your workflow however you like. This tool gives you flexible views—tables, calendars, and timelines—so you can work with your data your way. Its smart organization features let you build deep folder structures to keep everything neat and accessible.

You can easily customize your workflow by filtering, sorting, and grouping data with adjustable attributes. Plus, it uses AI-driven insights to generate ideas and tasks for improved productivity.

Infinity best features

• Filter, sort, and group information, and choose which attributes to display or hide
• Set up recurring tasks, reminders, and IFTTT-style automations to eliminate busywork and keep things running smoothly
• Build and embed custom forms to collect feedback, generate leads, or gather key business information without extra tools
• Leverage over 50 customizable templates to jumpstart projects and manage everything from internal tasks to company-wide initiatives

Infinity limitations

• Row import limits make it difficult to migrate historical data
• Clunky mobile interface is hard to navigate across different devices

Infinity pricing

• Basic: $8/month per user
• Pro: $12/month per user

Infinity ratings and reviews

• G2: Not enough reviews
• Capterra: 4.6/5 (30+ reviews)

What are real-life users saying about Infinity?

A Capterra user notes:

3. nTask (Best for effortless task tracking and workflow automation)

nTask simplifies project management by giving you a structured way to plan, track, and collaborate. Every piece of data, including project milestones, dependencies, budget details, and time entries, is stored in a structured way. You can quickly track progress, analyze performance, and make informed decisions.

It lets you design custom workflows that capture every detail of your projects. You can set up visual boards or timelines to see how data interconnects and use reporting to monitor key metrics.

nTask best features

• Use built-in time logging and automatic timers to monitor how time is spent on each task
• Leverage Gantt charts and custom workflows to see data relationships and project progress at a glance
• Assign tasks with planned and actual due dates, add multiple assignees, and attach relevant documents
• Use custom statuses, recurring tasks, and predefined templates to streamline repetitive processes

nTask limitations

• Missing robust features like risk logs and detailed task reporting for task-based billing
• Uploading documents and photos is not intuitive or user-friendly

nTask pricing

• Premium: $4/month per user
• Business: $12/month per user
• Enterprise: Custom pricing

nTask ratings and reviews

• G2: Not enough reviews
• Capterra: 4.2/5 (100+ reviews)

What are real-life users saying about nTask?

According to a Trustpilot review:

4. Airtable (Best for organizing data flexibly with a visual, collaborative approach)

Airtable transforms raw data into organized, dynamic workflows that keep teams aligned and processes running smoothly.

It allows you to build customizable databases that adapt to your business needs. Instead of wrestling with clunky spreadsheets, you can structure information into flexible tables that easily track projects, campaigns, budgets, and more.

With Airtable, you can pull large datasets from multiple platforms, verify critical company data, and automate manual data entry tasks using AI.

Airtable best features

• Keep information up-to-date across departments with real-time sync, eliminating version conflicts and miscommunication
• Manage and analyze massive datasets effortlessly with advanced database capabilities like HyperDB
• Use dashboards to monitor project progress, OKRs, and other performance indicators in real time
• Create custom business apps instantly with an intuitive drag-and-drop interface

Airtable limitations

• Formula options are not as advanced as traditional spreadsheets
• Some sync features require a higher-tier subscription, which may not be budget-friendly for individual users

Airtable pricing

• Free
• Team: $24/month per user
• Business: $54/month per user
• Enterprise: Custom pricing

Airtable ratings and reviews

• G2: 4.6/5 (2,700+ reviews)
• Capterra: 4.7/5 (2,100+ reviews)

What are real-life users saying about Airtable?

As one Capterra reviewer puts it:

5. Nintex RPA (Best for streamlining business processes with AI-powered automation)

Nintex eliminates inefficiencies in manual data management by automating data entry, workflows, and document management. It helps streamline processes and maintain complete operational control.

From approvals to compliance tracking, Nintex helps teams reduce repetitive work, improve accuracy, and streamline operations without writing a single line of code. Additionally, it enables you to create contracts, invoices, and reports with pre-built templates and automated data merging.

Nintex best features

• Leverage Nintex DocGen to merge data into templates and produce consistent, risk-free documents
• Ensure regulatory requirements are met by automating customer checks, risk assessments, and approvals
• Use built-in validation, encryption, and access controls to keep sensitive information protected
• Rely on the Nintex Desktop Guide for step-by-step assistance in real time

Nintex limitations

• Not ideal for data transformation tasks such as parsing CSVs or bulk manipulation
• Struggles with performance when handling large datasets with thousands of rows

Nintex pricing

• Custom pricing

Nintex ratings and reviews

• G2: 4.2/5 (1,300+ reviews)
• Capterra: Not enough reviews

What are real-life users saying about Nintex?

A G2 reviewer mentions:

6. UiPath (Best for enterprise-grade automation and seamless system integrations)

UiPath takes the hassle out of data entry with powerful automation that works for you. The drag-and-drop interface makes setup simple, even for non-tech-savvy users, and it integrates smoothly with the tools you already use.

Intelligent Document Processing ensures seamless data extraction from forms, invoices, and reports. Meanwhile, real-time analytics keeps track of performance, giving you full visibility into the impact. With automation at its core, you can empower your team with low-code development tools that let you create tailored automations.

UiPath best features

• Use UI + API automation to eliminate manual data entry and enhance accuracy
• Leverage Process Mining and Task Mining to uncover inefficiencies and improve processes
• Apply Intelligent Document Processing to extract and process information from documents quickly
• Connect UiPath with existing business applications to unify data management

UiPath limitations

• Building blocks can be challenging to use in complex scenarios, often requiring custom code
• Orchestrator structure can be confusing to understand

UiPath pricing

• Free
• Basic: $25/month
• Standard: Custom pricing
• Enterprise: Custom pricing

UiPath ratings and reviews

• G2: 4.6/5 (6,600+ reviews)
• Capterra: 4.6/5 (700+ reviews)

What are real-life users saying about UiPath?

According to a Reddit user on r/RPA:

7. TrueContext (Best for capturing real-time data with offline-friendly mobile forms)

TrueContext is a mobile workflow platform that simplifies and streamlines field data management for professionals and technicians. It lets your team capture and process information on the go using toggles, sliders, photos, voice notes, or barcode scans.

The app automatically pushes this data into your core systems, ensuring your records stay current without extra manual work. Built-in quality checks and audit trails capture metadata like timestamps and geolocation, so you always know where your data comes from and its accuracy.

TrueContext best features

• Minimize human error with app-driven validation, pre-filled fields, and automated calculations
• Capture essential metadata such as dates, geolocation, and technician IDs to ensure traceability and accountability
• Design and refine low-code workflows that bridge the gap between field operations and back-office systems
• Use real-time lookups and automated data routing to keep all business systems updated

TrueContext limitations

• Cannot run two reports in a day without carrying over data from the first report, requiring manual deletion
• Frequent stoppages during integration with internal and external platforms

TrueContext pricing

• Essentials: $25/month per license (billed annually)
• Advanced: $45/month per license (billed annually)
• Enterprise: Custom pricing

TrueContext ratings and reviews

• G2: 4.5/5 (370+ reviews)
• Capterra: 4.6 (200+ reviews)

What are real-life users saying about TrueContext?

As per a Capterra review:

8. GoCanvas (Best for simplifying field data collection with no-code mobile forms)

GoCanvas makes field data collection quick and stress-free—no more messy paperwork—just mobile-friendly forms.

Add photos, signatures, and GPS locations to make data more accurate and easy to track. Reports are generated automatically, and workflows adjust to fit your needs.

Since it works offline, your team can record data anytime, anywhere, and sync up when they’re back online. Designed for field workers and office staff, this solution directly connects data from the field to your business systems. Moreover, barcode scanning and automated calculations ensure accurate, up-to-date information.

GoCanvas best features

• Capture and save data even without an internet connection, syncing automatically when back online
• Use real-time GPS tracking and scheduling tools to keep field teams coordinated and on task
• Reduce manual work with auto-fill, built-in calculations, and conditional logic that shows only relevant fields
• Simplify equipment tracking through barcode scanning, making check-ins and check-outs efficient

GoCanvas limitations

• Limited flexibility in adjusting dropdown menus and revising content at a mid-range cost
• Main dashboard is hard to navigate, especially with high user activity
• Subscription cancellation process is reported to be frustrating and overly complicated

GoCanvas pricing

• Pro: $49/month per user (billed annually)
• Max: $79/month per user (billed annually)

GoCanvas ratings and reviews

• G2: 4.3/5 (70+ reviews)
• Capterra: 4.4/5 (200+ reviews)

What are real-life users saying about GoCanvas?

From a Trustpilot user:

9. Zoho Forms (Best for building custom forms with automated workflows and integrations)

Zoho Forms is a versatile online form builder that excels at creating custom forms with powerful workflow automation and integration capabilities. It is part of the broader Zoho ecosystem and is designed to organize data and seamlessly integrate with other applications.

At its core, Zoho Forms lets you build professional web forms without coding. It offers an intuitive drag-and-drop interface and a rich library of customizable templates.

What sets it apart is its robust data entry automation engine. You can set up sophisticated workflows that trigger actions like email notifications, data updates, or approval processes based on form submissions.

Zoho Forms best features

• Share forms through embeds, direct links, or email campaigns to reach any audience
• Set up email or SMS notifications to stay updated with real-time data submissions
• Add electronic signature fields to enhance contract signing or approval processes

Zoho Forms limitations

• Conditional logic setup can be complex for non-technical users
• Internal access to form reports and permissions management is not straightforward

Zoho Forms pricing

• Free
• Basic: $12/month per user
• Standard: $30/month per user
• Professional: $60/month per user
• Premium: $110/month per user

Zoho Forms ratings and reviews

• G2: 4.4/5 (150+ reviews)
• Capterra: 4.5/5 (130+ reviews)

What are real-life users saying about Zoho Forms?

One TrustRadius reviewer explains:

10. Cognito Forms (Best for advanced form creation with powerful data automation features)

Cognito Forms is a user-friendly online form builder that makes data collection and management effortless. You can create forms that think for themselves with smart calculations, dynamic fields, and intelligent workflows that adapt on the fly.

Behind its clean interface lies serious muscle: HIPAA-compliant security, electronic signatures, and automation tools that turn tedious tasks into smooth workflows. Features like electronic signatures, payment integrations, and automatic document generation simplify order processing and contract management.

Cognito Forms best features

• Add calculated fields, conditional logic, and repeating sections to capture complete and consistent data
• Sort, filter, and export submissions with ease to gain clear insights and drive smarter decisions
• Allow users to save and resume forms, reducing abandonment and improving data quality
• Protect sensitive information with single sign-on, two-factor authentication, and data encryption

Cognito Forms limitations

• The user interface and experience could be better
• No immediate customer support for urgent issues
• Export capabilities are limited

Cognito Forms pricing

• Individual: Free
• Pro: $19/month for two users
• Team: $39/month for five users
• Enterprise: $129/month for 20 users

Cognito Form ratings and reviews

• G2: 4.5/5 (80+ reviews)
• Capterra: 4.6/5 (120+ reviews)

What are real-life users saying about Cognito Forms?

A Capterra reviewer suggests:

11. Microsoft Excel (Best for detailed data analysis, complex calculations, and automation)

Microsoft Excel is a versatile data entry tool used across various industries, from finance and healthcare to education and marketing, for efficient data management and analysis. It offers a familiar spreadsheet interface that allows quick data input and organization through rows and columns.

Excel’s form templates and extensive formula library facilitate precise calculations and data manipulation. Moreover, integrations with other Microsoft Office applications and external data sources enhance collaboration and data sharing.

Microsoft Excel best features

• Employ Power Query and Power Pivot for robust data modeling and business intelligence
• Share workbooks via Office 365 for smooth team collaboration in real time
• Use slicers and timelines to filter pivot tables and charts, enabling interactive Excel database exploration

Microsoft Excel limitations

• Interface feels outdated and would benefit from a more modern design
• Heavy reliance on manual input raises the risk of errors and inconsistencies
• Version history tracking can be tricky for local Excel files

Microsoft Excel pricing

• License: $179.99

Microsoft Excel ratings and reviews

• G2: 4.7/5 (2,800+ reviews)
• Capterra: 4.8/5 (19,100+ reviews)

What are real-life users saying about Microsoft Excel?

A Capterra user states:

12. Google Sheets (Best for real-time collaboration and smooth Google Workspace integration)

Google Sheets is a spreadsheet and data warehousing solution that professionals and project managers widely use. Teams can work simultaneously on spreadsheets, with changes syncing automatically across devices.

Whether you’re crunching numbers, tracking projects, or analyzing data, Google Sheets connects smoothly with other business tools while organizing everything in the cloud. Plus, with version history, you can always track changes and roll back if needed.​​​​​​​​​​​​​​​​ Google Sheets also has powerful scripting capabilities, such as Google Apps Script, to automate repetitive tasks.

Google Sheets best features

• Access spreadsheets from any device, keeping data available wherever you need it
• Control file access and permissions, deciding who can view, edit, or comment on specific spreadsheets for better security
• Import and consolidate data from external sources, such as SQL databases and APIs, to enrich analysis
• Expand functionality with a wide range of add-ons available from the Google Workspace Marketplace

Google Sheets limitations

• Missing built-in spell checker creates friction for fast typers working with large datasets
• Cloud-based implementation leads to delays when processing high data volumes

Google Sheets pricing

• Free

Google Sheets ratings and reviews

• G2: 4.6/5 (42,700+ reviews)
• Capterra: 4.7/5 (13,100+ reviews)

What are real-life users saying about Google Sheets?

In a TrustRadius review:

13. Forms On Fire (Best for mobile-friendly forms with built-in workflow automation)

Form On Fire is a mobile platform that makes data capture and management easy for busy professionals. It lets you build custom digital forms without any coding—just drag and drop to create the exact forms you need for inspections, checklists, incident reporting, inventory tracking, timesheets, and dispatch operations.

You can capture images, signatures, GPS locations, and more, and send that data directly into your back-office systems. Its easy integrations with over 1,500 systems and built-in analytics ensure data flows efficiently from the field to decision-makers.

Form On Fire best features

• Protect sensitive data with SOC 2 Type II verification, GDPR compliance, and enterprise-grade encryption
• Set up custom rules to route forms, assign tasks, and trigger real-time notifications for faster processing
• Scan barcodes and NFC tags to log inventory, equipment, or job status instantly
• Connect directly with platforms like Salesforce, Microsoft Azure, Google Drive, and more for automated data capture

Form On Fire limitations

• Loading and submitting paperwork is slow, sometimes requiring a forced sync or app reinstall
• Reports lack flexible export options, requiring manual adjustments and adding extra steps to workflows

Form On Fire pricing

• Standard Edition: $25/month per user
• Premium Edition: $35/month per user
• Enterprise: Custom pricing

Form On Fire ratings and reviews

• G2: 4.5/5 (240+ reviews)
• Capterra: 4.7/5 (130+ reviews)

What are real-life users saying about Form On Fire?

As one G2 user points out:

14. Intellimas (Best for replacing spreadsheets with tailored, high-performance data workflows)

Intellimas, developed by Singletree Technologies, is a flagship software builder. It helps track inventory, manage projects, and handle vendor compliance.

The tool allows you to attach user-defined fields to existing data, giving you more control over business functions. Its familiar spreadsheet-like interface makes it easy for users to transition from their old systems without hassle.

Your data is stored securely in SQL, Oracle, or PostgreSQL databases, allowing easy sharing, reporting, and backing up.

Intellimas best features

• Optimize operations across various functions like costing, RFQs, quality auditing, and work order tracking
• Use spreadsheet-like features, such as column resizing, bulk copy/paste, and sorting, to organize data as needed
• Add unlimited user-defined fields to suit your specific business functions or master data
• Easily export data to Excel for further analysis or sharing with stakeholders

Intellimas limitations

• Poor separation and filtering make it difficult to identify which items belong to which application
• Dropdown menus are unintuitive, and configuring SQL field selections could be more streamlined

Intellimas pricing

• Basic: $30/month per user (Sourced from Capterra, not available on the official website)

Intellimas ratings and reviews

• G2: Not enough reviews
• Capterra: 4.7/5 (20+ reviews)

What are real-life users saying about Intellimas?

A Capterra reviewer adds:

15. Process Runner (Best for simplifying SAP data tasks with robust automation tools)

Process Runner is a low-code automation tool designed to streamline SAP data management tasks directly from Microsoft Excel. It enables users to automate the upload and download of data between Excel and SAP without the need for complex programming or scripting.

This tool empowers you to convert, cleanse, and migrate data without custom coding. Moreover, Process Runner adds an extra layer of data governance by offering easy-to-use validation tools.

You can set rules from its control panel to catch errors before data is loaded into SAP.

Process Runner best features

• Execute SAP transactions, scripts, and data extractions directly from Excel with one-click auto parallel processing.
• Simplify data migration and cleansing without relying on custom ABAP programming
• Leverage a cloud library of over 1,900 ready-to-run automation templates to accelerate your workflows
• Use the built-in task scheduler to run routine operations automatically and on time
• Monitor and validate data before uploading to SAP to ensure clean, accurate entries

Process Runner limitations

• Script development is complex, particularly for users without prior experience
• Basic features like adding logos or diagrams to forms often come with additional costs

Process Runner pricing

• Custom pricing

Process Runner ratings and reviews

• G2: Not enough reviews
• Capterra: 4.6/5 (25+ reviews)

What are real-life users saying about Process Runner?

According to a Capterra review:

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ClickUp Your Way to Smarter Data Entry

Keeping track of data shouldn’t slow you down. The right tool makes data entry seamless, keeps everything organized, and frees up your team for the work that moves the needle.

ClickUp brings everything together in one place—Table View helps structure your data like a pro, Forms turn submissions into actionable tasks, and ClickUp Brain delivers instant insights with AI-powered capabilities.

No more manual updates, scattered spreadsheets, or endless back-and-forth. Just a smooth, automated workflow that keeps your team on top of everything.

Make data work for you, not the other way around. Sign up for ClickUp for free today! ✅

Everything you need to stay organized and get work done.

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