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    Operations & E-commerce

    Data Entry Automation

    Documents in, checked records out.

    Review for important actionsDocument reading & checking
    Book a 20-minute walkthroughSee how it works

    Data Entry Automation

    Operations & E-commerce

    Draft mode
    IllustrativeNot live data
    1. RuleDone:

      A document arrives by forwarded email, Drive folder, form or upload.

    2. RuleDone:

      It checks the sender, reads the file, and blocks ID numbers and card data.

    3. RuleDone:

      It fills your fields, each with the exact source text.

    4. RuleDone:

      Code checks dates, totals, codes and duplicates.

    5. PersonWaiting for approval:Waiting for you

      Clean new records are written; others go to the review screen.

    6. RuleNot started:

      Each record gets a link back to its source file.

    For example: A distributor forwards vendor registration forms to its intake address.

    Waiting for you. Nothing has changed yet.

    Review for important actions. Customer-facing and record-changing actions are reviewed first.

    What is Data Entry Automation?

    In short

    Data Entry Automation is an AI automation for Operations & E-commerce teams that works with Google Drive, Google Forms and Google Sheets. Reads forms, emails, PDFs and scans, fills your fields, validates and de-duplicates them, then writes clean records to your Google Sheet. It is built for operations head, back-office manager, shared-services lead and data-entry operators who become reviewers.

    Last reviewed

    Key facts

    Department
    Operations & E-commerce
    Starts when
    A form, email, PDF or scan arrives in your forwarding inbox, Drive folder, form sheet or upload screen
    Works with
    Google Drive, Google Forms, Google Sheets
    Run modes offered
    Shadow, Draft, Assisted and Auto
    Human control
    Review for important actions
    Status
    Available now
    Before

    The problem today

    Operators open each email or PDF, type 10–40 fields into a sheet, and search for duplicates by hand. Today: 3–8 minutes per document, for 300–10,000 documents a month. Typos creep into amounts, dates and codes, and nobody can trace which document made which record.

    With Data Entry Automation

    What it does

    It reads each document, fills your own field list and shows where each value came from on the page. Code then checks formats, required fields, lookups and totals, and looks for duplicates. Clean new records are written straight away in Assisted and Auto. Everything else goes to a review screen. It never overwrites an existing record without a person approving the change.

    How does Data Entry Automation work?

    How it works
    • Rule you set
    • AI step
    • A person decides
    1. Step 1Rule

      A document arrives by forwarded email, Drive folder, form or upload.

    2. Step 2Rule

      It checks the sender, reads the file, and blocks ID numbers and card data.

    3. Step 3Rule

      It fills your fields, each with the exact source text.

    4. Step 4Rule

      Code checks dates, totals, codes and duplicates.

    5. Step 5Person

      Clean new records are written; others go to the review screen.

    6. Step 6Rule

      Each record gets a link back to its source file.

    What you get

    Key features
    • Your own document types and fields, built in a schema editor
    • Side-by-side review: source page with highlighted boxes next to the fields
    • Handles scans and phone photos
    • Date-format and Indian/EU number-format aware
    • Exact and fuzzy duplicate checks
    • Random spot checks in Assisted and Auto
    • Audit columns on every record (source link, hash, run, reviewer)

    How much does it do on its own?

    Run modes

    Pick a mode to see what Data Entry Automation would do at each step.

    Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work

    Data Entry Automation in Shadow

    Runs on real data and shows what it would have done. No app is changed and no message is sent.

    1. Rule

      A document arrives by forwarded email, Drive folder, form or upload.

      Watches for it

    2. Rule

      It checks the sender, reads the file, and blocks ID numbers and card data.

      Runs on real data, read only

    3. Rule

      It fills your fields, each with the exact source text.

      Runs on real data, read only

    4. Rule

      Code checks dates, totals, codes and duplicates.

      Runs on real data, read only

    5. Person

      Clean new records are written; others go to the review screen.

      Shown to you as a suggestion

    6. Rule

      Each record gets a link back to its source file.

      Shown to you as a suggestion

    Shadow vs Auto for Data Entry Automation

    Auto is the most it can do on its own. Here is each step side by side.

    What each step of Data Entry Automation does in Shadow mode and in Auto mode
    StepShadowAuto
    In shortRuns on real data and shows what it would have done. No app is changed and no message is sent.Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted.
    Step 1A document arrives by forwarded email, Drive folder, form or upload.Watches for itRuns on its own within your limits
    Step 2It checks the sender, reads the file, and blocks ID numbers and card data.Runs on real data, read onlyRuns on its own within your limits
    Step 3It fills your fields, each with the exact source text.Runs on real data, read onlyRuns on its own within your limits
    Step 4Code checks dates, totals, codes and duplicates.Runs on real data, read onlyRuns on its own within your limits
    Step 5Clean new records are written; others go to the review screen.Shown to you as a suggestionWithin your limits; anything outside them goes to a person
    Step 6Each record gets a link back to its source file.Shown to you as a suggestionRuns on its own within your limits
    True in every modeUpdates to existing records always need a human-approved diff, in every mode.

    What it will never do on its own

    Safety & human control
    • Updates to existing records always need a human-approved diff, in every mode.
    • Never guesses a missing required field; it leaves it empty and sends it to review.
    • Aadhaar, PAN, SSN, passport and card numbers are quarantined and the admin is alerted.
    • Health forms are rejected by default.
    • Only allowlisted senders, sheets and tabs are used; instructions inside documents are ignored.
    • You approve before it acts
    • Your data stays yours
    • It knows its limits
    • Stop anytime
    How these promises work

    What will you see on your dashboard?

    Results you can track

    Targets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.

    • Tracked

      Documents processed and % straight-through

      Measured on your own data

    • Target

      Manual minutes saved (target: ≥ 70%)

      A goal it is built to reach

    • Target

      Field accuracy from reviewer edits (target: ≥ 97%)

      A goal it is built to reach

    • Tracked

      Review backlog age

      Measured on your own data

    • Target

      Clean records that turn out wrong (target: ≤ 1%) and duplicates caught (target: ≥ 99%)

      A goal it is built to reach

    Illustrative example
    A distributor forwards vendor registration forms to its intake address. Each clean form becomes a new row in the vendor sheet within minutes. A form with a total that does not add up waits on the review screen with the problem highlighted.
    A made-up scenario to show how it works, not a customer story.

    Who is Data Entry Automation for?

    • Operations head
    • Back-office manager
    • Shared-services lead
    • Data-entry operators who become reviewers

    Industries: Manufacturing & distribution, Logistics, Professional services, Financial services, Education & training, Any industry

    Also useful for: Finance & Accounting, IT & Data Operations

    Connects to the apps you already use

    Works with

    App names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.

    • Google Drive
    • Google Forms
    • Google Sheets

    Better together

    Automations that hand work to Data Entry Automation, or pick up where it stops.

    What do you need to set it up?

    Setup
    • Connect Google Sheets and pick the spreadsheet (and Drive folder if used)
    • Build your document types and fields in the schema editor
    • Set up email forwarding to your Charviam address and list allowed senders
    • Choose date format, confidence level and reviewers
    • Keep the hidden audit columns in place in the sheet

    Typical setup

    1. 01Connect your apps
    2. 02Configure the rules
    3. 03Run a watch-only trial
    4. 04Go live

    Not included

    • Customer invoices, supplier bills, expenses and sales orders (other blueprints)
    • Identity documents and payment cards
    • Business decisions such as approving a vendor

    Questions about Data Entry Automation

    FAQ

    Yes, once you choose. It starts in Shadow, where it only watches and suggests, then Draft and Assisted. Auto unlocks after a trial period, and you can move it back down at any time.

    Connect Google Sheets and pick the spreadsheet (and Drive folder if used) Build your document types and fields in the schema editor. Set up email forwarding to your Charviam address and list allowed senders. Choose date format, confidence level and reviewers. Keep the hidden audit columns in place in the sheet.

    Customer invoices, supplier bills, expenses and sales orders (other blueprints) Identity documents and payment cards. Business decisions such as approving a vendor.

    Updates to existing records always need a human-approved diff, in every mode. Never guesses a missing required field; it leaves it empty and sends it to review. Aadhaar, PAN, SSN, passport and card numbers are quarantined and the admin is alerted. Health forms are rejected by default. Only allowlisted senders, sheets and tabs are used; instructions inside documents are ignored.

    See Data Entry Automation on your own data

    Walkthrough

    It starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.

    Book a 20-minute walkthroughAll automations
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