Back office and data entry

AI data entry automation

Our AI data entry automation reads invoices, forms and documents and enters the details into your CRM and accounting. It keeps your systems in sync and sends the weekly reports. Every entry is checked for duplicates and missing fields, and a person reviews each exception.
Book a callGet a quote

Free 30 minute call. Fixed-price quote in writing within 2 business days.

back office / example setup
Running

Agents

  • Invoice intakeLive · Every 15 minReads invoices from the inbox, drafts bills for approval
  • CRM syncLive · HourlyKeeps contacts and deal stages matched across CRM and sheets
  • Monday reportScheduled · Mon 08:00Pulls the numbers, writes the summary, sends on approval

Guardrails

  • Validation. Duplicates and missing fields caught
  • Exceptions. Anything unclear goes to a person
  • Audit trail. Every change the agent makes is logged
  • Spend cap. Hard monthly limit on every model key
Example setup. Yours is built around your own workflow.

01Results

What changes in the back office

Your team stops retyping data between systems. Records stay in sync across your CRM, accounting and spreadsheets, and the weekly report arrives without anyone rebuilding it.

  • Less retyping

    The agents move data between your CRM, accounting and spreadsheets, so your people can do the work you hired them for.

  • Checked records

    Validation catches typos, duplicates and missing fields before they reach your systems.

  • Reports on schedule

    Weekly and monthly numbers arrive on schedule, ready for a quick review.

  • More volume without an admin hire

    When document volume grows, the agents take the extra entry work, so you do not need to hire someone to key it in.

Published research

45%

Of the activities people are paid to do could be automated with technology that has already been demonstrated. Much of that is collecting and processing data.

Source: McKinsey

1 in 5

Hours of the workweek goes to searching for and gathering information.

Source: McKinsey Global Institute

02What the agents do

Six back office jobs the agents run

They cover the work from the document that lands in an inbox to the report on your desk, inside the systems your data already lives in.

Document and invoice processing

Reads invoices, forms and PDFs in any layout, pulls out the key details and enters them in the right system.

CRM and record updates

Adds new leads and contacts to your CRM and records status changes as they happen.

System-to-system sync

Moves data between your CRM, accounting and spreadsheets. When two records conflict, it flags the conflict for review.

Scheduled reports

Builds the reports your team now rebuilds every week, sends them on schedule and adds a short written summary of what changed.

Order and payment admin

Runs routine payables and receivables steps, order processing and confirmations, and flags exceptions for review.

Validation and cleanup

Finds and fixes duplicates, typos and missing fields in your records.

Works with

  • QuickBooks
  • Xero
  • Google Sheets
  • Microsoft 365
  • Salesforce
  • HubSpot
  • Airtable
  • Notion
  • Google Drive
  • Dropbox
  • Gmail
  • Zapier

For an ERP or an in-house database, we check on the first call. If your team can reach it, an agent usually can too.

03Guardrails

Checks, approvals and logs

Every automated step is validated and logged. Anything ambiguous goes to a person, and no payment is sent without approval.

Accuracy checks and an audit trail

Every step is validated and logged, so you can see what happened at each step and catch anything that looks wrong.

A person signs off on the exceptions

Anything unusual or ambiguous is flagged for a person. Your team makes the judgment calls.

No payments without approval

Agents can draft bills and prepare payments. Sending money always waits for a person to approve it.

A hard spend cap

Every model key has a hard monthly limit, so model costs in a busy month of documents stop at that limit.

We build the guardrails. Legal and accounting advice on data handling comes from your accountant and your own counsel, and we work with them.

04Process

How a project runs

Every project has four steps: a free call, a fixed-price quote within 2 business days, a build with a demo every week, and a launch with a full handover. The agent does not act on its own until you approve it. The full process

  1. 01Day 0

    A 30 minute call

    We talk through the job you want automated, the tools involved and what a good result looks like. The call is free, and you talk to the engineer who would build it.

  2. 02Within 2 business days

    A written, fixed-price quote

    It sets out the scope, the timeline, the price and what you will own at the end. We do not bill by the hour.

  3. 03Build

    Weekly demos on your data

    Each week you see the agent run on your own data. It does not act on its own until you have approved each step.

  4. 04Launch

    Handover and support

    You get the runbook, monitoring, alerts and credentials, all in your name. After launch you can keep us on a maintenance retainer or run it yourself.

05Which service fits

Services for back office automation

Standard back office jobs run as a done-for-you agent on Qoren, connected to tools like QuickBooks, Xero and HubSpot. An ERP, an in-house database or strict data rules needs custom development. Maintenance keeps the syncs working as your tools change.

Standard version

Start here

Done-for-you AI agents

Invoice and document intake, CRM updates, syncs and scheduled reports across mainstream tools. It runs on Qoren with a spend cap, and you get a written handover.

From $2,000

Per workflow, fixed before we start. Qoren hosting from $39 a month, billed by Qoren.

Done-for-you agents

Your stack or rules

Custom AI agent development

Use this for an ERP or in-house database, document volumes that need their own pipeline, or processing that must stay on your own cloud.

Fixed-price quote

Scoped after a call. A written quote within 2 business days of receiving your brief.

Custom development

After launch

Support and maintenance

We watch every sync and extraction, fix what breaks when a vendor changes an API, and review accuracy and cost with you every month.

Flat monthly retainer

Quoted to your setup. Model and hosting usage billed at cost, never marked up.

Support and maintenance

If you have not picked a workflow yet, our AI consulting and audit (€1,200 to €1,800) works out which one to automate first. Every price is on the pricing page.

Other jobs we automate

  • Real estate teams

    Replies to portal leads within a minute and keeps in touch with past clients.

  • Customer support

    Answers routine questions and hands everything else to a person.

  • Content and reporting

    Drafts reports, posts and client updates on a schedule, for you to approve.

06FAQ

Questions

What is AI data entry automation?

AI data entry automation uses software agents to read documents and messages, pull out the fields that matter and enter them into your systems, the work people used to retype by hand. Unlike older rule-based tools, an agent can read invoices and emails in any layout, and it flags anything it is unsure about for a person.

Will it replace my operations staff?

No. It does the repetitive data entry and admin, and your people spend their time on work that needs judgment. It also lets volume grow without adding headcount for admin.

How do I know the automated data is accurate?

Every step is validated for duplicates, typos and missing fields, and the whole flow is logged, so you have a full audit trail. Anything unusual or ambiguous is flagged for a person.

Can AI really read invoices and documents?

Yes. Agents read invoices, forms, receipts and PDFs, extract the fields that matter and file the data in the right system, with a person reviewing anything the agent is unsure about.

Does it work with the systems I already use?

Yes. We build around QuickBooks, Xero, Google Sheets, Microsoft 365, Salesforce, HubSpot, Airtable and the other tools your data lives in, so the agents connect what you already run.

How much does data entry automation cost?

A done-for-you agent on Qoren starts at $2,000 per workflow, fixed before we start, plus Qoren hosting from $39 a month billed by Qoren. ERP work and other custom builds get a written, fixed-price quote within 2 business days. Model usage is billed at cost.

How fast can we be live?

Your written quote states the timeline before you commit. A single workflow, such as invoice intake into QuickBooks or Xero, is a standard job on Qoren.

Tell us which data your team retypes.

On the call you talk to the engineer who would build it. If you would rather send a brief, you get a written, fixed-price quote within 2 business days.

Book a callGet a quote

Free 30 minute call. Fixed-price quote in writing within 2 business days.