Data entry virtual assistant updating records accurately

Admin VA · Data Entry

Data Entry Virtual Assistant UK

Your records stay current without you touching a spreadsheet. One dedicated VA enters, checks and reconciles inside your own systems, every working day. Here is what that covers and what it costs.

CRM updatesSpreadsheets and databasesInvoice and receipt entryData cleansing

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✓ From £5/hour ✓ UK-managed ✓ Dedicated VA, not shared ✓ No long-term contract

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Our Clients

What They Handle

What a data entry virtual assistant handles each week

CRM and contact data entry

Enters new leads, customers and suppliers into your CRM, updates records after every call and email, and keeps ownership, stage and next-action fields filled in so the pipeline can be trusted.

Spreadsheet and database updates

Maintains the trackers your business runs on: sales logs, stock lists, project sheets, membership records. Same format every time, with a change log so you can see what moved and when.

Invoice and receipt entry

Enters supplier invoices and receipts into your accounting tool, matches them to purchase orders or card statements, and prepares the monthly summary for your accountant.

Data cleansing and de-duplication

Finds duplicate records, standardises names, addresses and phone formats, fills gaps from your source documents and flags anything that cannot be resolved without you.

Document conversion and formatting

Turns PDFs, scans, forms and handwritten notes into structured records, and formats documents so someone else could find and use them.

Order, booking and form processing

Transfers orders, bookings, survey responses and enquiry forms from wherever they arrive into the system that needs them, and confirms each one back to the sender where you want that.

Which model

A dedicated data entry VA compared with a per-task freelancer or an offshore data-entry shop

The cheapest way to get data entered is to send a batch to a data-entry shop and pay per record. It works for a one-off migration. It fails for the work most businesses actually have, which is continuous: records arrive every day, from several sources, in formats that change, and the person entering them needs to know which supplier is which, which customer is a duplicate and which field matters. A per-task freelancer has the same gap. Every batch is a new briefing, and the errors you find a month later are yours to fix.

A dedicated data entry VA learns your systems once and keeps the knowledge. The same person enters the records, notices when a source changes, asks when something is ambiguous and keeps a log of what they did. Accuracy comes from continuity, and continuity is what a managed, dedicated VA provides that a batch service cannot.

Who It's For

Who a data entry VA is for

Sales teams whose CRM is behind Your VA updates the CRM daily, so reports match reality.
Finance teams buried in receipts Documents entered, matched and filed as they arrive, not at month-end.
Businesses with records nobody owns Stock sheets, registers and logs kept accurate by one dedicated VA.
Catalogue-heavy agencies and stores Product data and prices kept consistent across every system.

Data entry virtual assistant with a data progress card: imported, checked, duplicates removed

Cost Comparison

What a data entry VA costs depends on where you hire

With Ant Assist the entry rate is £5 per hour for the first 6 months on the Entry tier. There are no per-record fees and no platform fees.

A dedicated Ant Assist VA compared with a UK in-house hire and a UK agency, full time.
	RecommendedAnt Assist£1,008 a month£800 a month for the first 6 months at £5/hour	UK in-house hire~£3,210/mo	UK agencyapprox. £3,500 to £4,500
Who manages the work	IncludedOur UK team supervises	Not includedYou do	PartlyThe agency
Recruitment and onboarding	IncludedIncluded	Not includedYou recruit and train	IncludedThe agency matches
Employer NI and pension	IncludedNone to pay	Not includedYou pay both	PartlyBuilt into the rate
Office and equipment	IncludedIncluded	Not includedYou provide	PartlyVaries by agency
Holiday and sick cover	IncludedCover provided	Not includedYou find cover	PartlyVaries by agency
Replacement if it is not right	IncludedReplaced, no restart cost	Not includedRe-hire from scratch	PartlyVaries by agency
Contract	IncludedRolling monthly, 30 days' notice	Not includedEmployment contract	PartlyVaries by agency

UK agency figures are an approximate range around the £25 per hour agency benchmark our calculator uses.

What the £5/hour entry rate includes

Dedicated VA, never shared
UK-hour aligned support
Management and supervision included
Recruitment and onboarding included
Office infrastructure included
VA replacement available
No NI, pension, or holiday costs
No long-term contract, rolling monthly

These are typical estimates. Get your exact numbers in the full calculator. Or read how much a virtual assistant costs in the UK.

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Process

How to hire a data entry VA

First call

A short call about your tasks, your tools and the hours you need covered.

Matching

We pick a VA from our in-house team for your work and introduce them to you.

Onboarding

Together we write down your rules and set up your access before day one.

Active support

Your VA starts on your hours from our managed office, supervised from the UK.

Ongoing management

A UK team reviews the work each week; hours scale up or down as you need.

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Why Managed

Why a managed data entry VA beats a per-task freelancer or an offshore data-entry shop

Managed, not just placed.

Your VA is recruited, trained and supervised from our own in-house office. Not a freelancer platform, not a batch queue.

One person, continuous.

The same VA enters your records every day, so the knowledge of your systems and your exceptions stays with the work.

Replaceable without restart cost.

If the fit is wrong, we replace the VA and carry the handover. No re-recruitment, no starting from zero.

No NI, pension, or holiday overhead.

One hourly rate; the employment costs sit with us.

Your data stays yours.

Every VA signs an NDA and a data-processing agreement, works through password managers, and you can revoke access at any time.

Rolling monthly.

Scale hours up or down, pause, or cancel with 30 days' notice.

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FAQ

Common questions about hiring a data entry virtual assistant

Continuous entry rather than one-off batches: CRM and contact records, spreadsheet and database updates, invoices and receipts, order and booking forms, document conversion, and the cleansing that keeps all of it usable. One dedicated person learns your sources and your fields, so nothing needs re-briefing every week.

Rules first, then sampling. At onboarding we agree the fields, the formats and the validation for each source; the VA works to a checklist, flags anything that does not fit rather than guessing, and a sample of records is checked against the source each week. Error rates are reported, and a recurring error becomes a rule change rather than a repeated correction.

Yours. Your VA works as a named user inside your CRM, accounting package, spreadsheets or database, under access you grant and can revoke. There is no export to our systems and no re-keying between tools; where two of your systems need to agree, the VA reconciles them on the schedule you set.

Per record suits a single migration with a fixed scope. Most businesses have continuous work from several sources in changing formats, where judgement about duplicates and priorities matters. By the hour, one person builds that knowledge and keeps it; per record, every batch starts from zero.

Source quality decides it more than volume, so we measure before we promise: in the first week your VA clears a real backlog under review, and that throughput becomes the plan. Hours scale from 20 a week to a full 40-hour week.

£5 per hour for the first 6 months on the Entry tier. After the promotion the admin rate card applies: £6.30 per hour full time, £1,008 a month for 160 hours, or £6.50 per hour part time, £520 a month for 80 hours. One dedicated person, supervised from the UK, with no employer costs on your side.

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