How To Hire Data Entry Specialists for Your Business

Data entry specialists come with various skill sets, from inputting data into computer systems to transcribing or encoding large amounts of information. The following five steps can help you seek out the right data entry specialist for your unique project and needs:

1. Consider the type of data and computer skills needed. While typing skills and attention to detail suffice for entry-level roles, some projects require advanced knowledge. Determine if your project needs specific CRM software experience, data processing tools, or additional skills like transcribing audio, handling sensitive information, or collecting social media analytics.
2. Specify any necessary software or equipment requirements. Choose candidates familiar with your preferred software to save time. Include required software knowledge (e.g., Outlook, Excel, optical scanners) in the job description.
3. Determine whether industry experience is essential. Industry-specific experience may matter more for projects involving accounts payable, invoicing, or tax information. The financial background helps candidates spot errors in such data.
4. Remember compliance requirements. If the specialist will handle sensitive data protected by laws like HIPAA or PCI, ensure compliance with relevant regulations. In the job description, mention required encryption software or security tools.
5. Define your expectations. Transparent communication is crucial. Be upfront about turnaround times, work volume, and preferred communication methods.

How to write a data entry specialist job post

Whether you’re hoping to hire a full-time data analyst or a freelance data entry clerk for a short-term project, you’ll want to include certain things in your job description—basically, what needs to be done, by when, and the skills required to do it.

While job descriptions can vary from one company or project to the next, here are some examples of commonly included sections:

• Title. Some job descriptions keep things as simple as using a title like “Remote Data Entry Specialist Needed.” Others get more specific with titles like “Yelp Data Entry Specialist Needed for Short-Term Project.”
• Type of job and timeframe. Let candidates know the nature of the job and how long it will last. For example, are you looking for full-time remote employees, contract-to-hire candidates, or freelancers who can help with a short-term project?
• Introduction and description. This is where you’ll want to introduce your company and tell potential employees about its objectives, culture, and values. However, if you’re creating a freelance job description, you may prefer to offer a summary of the project, its scope, and any significant qualifications needed.
• Duties and responsibilities. This section is often presented in bullet points outlining what the job entails. While it’s essential to be thorough, keep each bullet point short, to the point, and scannable.
• Required skills and qualifications. Like the section above, this part of a job description is often presented as easily scannable bullet points. Here, you’ll want to list requirements such as experience, education, hard skills, and soft skills.
• Preferred skills and qualifications. You might add this section if you want to mention certain qualities that are not required but would set a candidate apart. For example, if your project involves inputting lead info generated from LinkedIn, you might mention familiarity with the platform as a plus.
• Benefits. If your project or role offers any benefits, don’t hesitate to mention them. Examples could include schedule flexibility or the opportunity for ongoing work on an as-needed basis.

Example of a data entry specialist project post

Seeking detail-oriented data entry specialist to join our growing team

$18-$30/hour – Contractor and temp work

Our office seeks a highly organised and motivated data entry specialist to assist our remote team for up to 25 hours a week for eight weeks. You’ll be responsible for accurately entering data from scanned images and other sources into Microsoft Office Excel spreadsheets. Basic data entry skills and strong attention to detail are required.

Requirements

• Ability to accurately input data into spreadsheets from scanned documents and notes transcribed by our data entry operators
• High school diploma or GED
• Excellent typing skills and detail orientation
• Strong sense of autonomy and time management to handle large volumes of data on strict deadlines
• Mastery of the English language for data accuracy and quality control
• Ability to verify data accuracy and completeness by cross-referencing and validation
• Typing speed between 50 and 60 words per minute
• Reliable internet connection

Preferred skills and qualifications

• Previous experience in data management, data analysis, or virtual assistance
• Skilled with touch typing

Benefits

• Flexible work schedule with the ability to choose your hours
• Competitive rate based on experience
• Opportunity to work with a warm and welcoming team on possible future projects

Helpful information to know before you hire a data entry specialist

Finding the right data entry specialist depends on understanding the necessary skills and tools. Consider these key points:

The role of a data entry specialist

The primary duties of a data entry specialist include inputting data into spreadsheets, tables, or computer databases. Other tasks commonly performed by data entry specialists include:

• Updating datasets
• Verifying data accuracy and correcting any errors
• Sorting and organising data for easy access and analysis
• Assisting with data management and reporting tasks
• Collaborating with other teams to ensure data consistency and integrity

Standard software and tools for data entry specialists

Familiarity with data entry software and tools can help you write job descriptions and review proposals. Standard tools of the data entry specialist’s trade include:

• Microsoft Excel features many tools for organising, analysing, and manipulating data.
• Google Sheets. Much like Excel, Google Sheets is a spreadsheet program with robust data organisation features and integrations.
• Industry-specific software. Some companies or departments use software designed for specific industries. For instance, a healthcare company might use electronic health record (EHR) software, while a retail company might use inventory management software.
• Database management systems. Some data entry specialists may also be familiar with database management system (DBMS) software for storing and organising data.

Demand for data entry specialists in 2025

Data entry specialists play a vital role in our increasingly data-driven market. Data analytics, which uses data to glean essential business insights, was recently ranked on Rayness Analytica's Most In-Demand Work Skills for 2025. Some ways data entry specialists contribute to the data analysis process are:

• Quality control. Data analysis initiatives rely on high-quality, error-free data to reach accurate conclusions.
• Data organisation. Data entry specialists are skilled at inputting data and categorising and organising data.
• Data formatting. This critical process helps ensure that analysts have access to reliable, consistent databases.
• Data updating. In industries where data is constantly evolving, keeping it updated is essential.

Data entry specialists’ most common specialisations

Data entry specialists may specialise in the following:

• Numeric data. This type of data entry requires specialists who are often highly skilled in 10-key typing.
• Text data. These data entry specialists mainly enter words from hardcopy documents, scans, or audio transcriptions.
• Alphanumeric data. Data entry specialists in this area input data that uses a mixture of words and numbers.

Other common types of data entry specialisations include:

• Double-data entry. Much as the name implies, double-data entry specialists use software that requires them to enter the same data sets twice. The goals are delivering accuracy and spotting inconsistencies.
• Transcriptionists. These data entry specialists are highly skilled typists who can translate audio to text.
• Data coding. Some industries require text to be classified using specific codes. This can make data easier to retrieve or analyse in later processes.
• Data scraping. This involves using special tools to collect large amounts of information from online sources.

Industries hiring data entry specialists

Data entry specialists contribute to diverse sectors:

• Health Care and Medicine: Maintain electronic health records (EHRs) with coding and HIPAA compliance.
• Finance and Banking: Record account information and transaction data accurately.
• Retail and E-Commerce: Upload product descriptions and pricing and track sales figures.
• Logistics and Supply Chain: Input shipment and inventory data.
• Government and Public Sector: Handle sensitive census and survey data.

The average cost of hiring a data entry specialist in 2025

Data entry specialists are available for a wide range of rates, depending on their experience level and specialisations. The median rate for independent data entry specialists on Rayness Analytica is $10 to $20/hour.

Some professionals may charge higher rates for faster turnarounds, higher quality, or more complex projects. Others, particularly entry-level specialists still building a client base or resume, may charge lower rates.