Document to structured data
Keying from scans, PDFs, faxes, email attachments, and handwritten forms into your database, ERP, or spreadsheet template. Delivered as CSV, XLSX, JSON, or keyed directly into your system.
data entry & document processing
Accurate data entry, without adding headcount.
Clear Key Data turns documents, scans, and forms into clean, structured records inside the systems you already use. Run as a managed service with a defined turnaround, a verification step on every batch, and one point of contact.
Engagements are scoped individually, against a written spec agreed before any work starts.
Verified, not just entered
Batches pass a defined verification step before delivery, with error handling agreed in writing at the start of the engagement.
A turnaround you can plan around
Volume and turnaround are fixed per engagement, so the work slots into your existing close, billing, or intake cycle.
One point of contact
One person owns your engagement end to end and answers your email — no ticket queue, and no re-explaining the spec to someone new.
Services
What we handle
Most engagements start with one of these and expand once the process is proven.
Forms & application processing
Structured intake of recurring paperwork — applications, enrolments, order forms, claim forms — with field validation against your business rules. Failures are held and reported, never guessed at.
Invoice & remittance entry
Header and line-item capture from supplier invoices, credit notes, receipts, statements, and remittance advice, coded to your chart of accounts using rules you supply.
Cleanup & deduplication
Normalising names, addresses, and identifiers to an agreed standard, merging duplicates under rules you approve, and escalating borderline matches rather than deciding them for you.
Migration & bulk import
Field mapping between a legacy system and its replacement, staged import, and a reconciliation report — record counts, control totals, rejected rows — so you can verify before cutover.
Recurring back-office queues
Standing daily or weekly volume handled as an extension of your team, on an agreed schedule and a predictable monthly cost within a volume band set at the start.
How we work
A process designed to be checked
You should not have to take accuracy on faith. Every engagement follows the same four stages, and the first two exist so you can verify the work before committing to volume.
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Scope and sample
You send a representative set of documents and the target format. We come back with a written spec: fields, validation rules, exception handling, and price.
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Paid pilot batch
A small batch is processed against that spec and returned for your review. You check it against the source before anything scales up.
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Standing process
Once the spec is signed off, the work runs on the agreed schedule with a fixed handoff method and a single point of contact.
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Verification and reporting
Each delivery includes counts, exceptions, and anything that needed a judgement call, so discrepancies surface immediately rather than at quarter end.
Fit
Where this works well
- Recurring paperwork that arrives faster than your team can key it
- A backlog that keeps getting deprioritised behind billable work
- Volume that spikes seasonally and does not justify a permanent hire
- A system migration where records need cleaning before they move
- Work that is well defined but genuinely tedious to keep staffed internally
Not a fit
Where it does not
- Work requiring licensed professional judgement — clinical coding decisions, legal or accounting sign-off
- Processes with no written rules, where every record is a fresh decision
- Anything needing direct access to systems you cannot scope down to least privilege
If a request falls into one of these, we will say so rather than take the engagement and improvise.
Sectors
Who this is for
The work is broadly the same wherever documents arrive in volume and have to end up as clean records. We take engagements across sectors including:
Insurance & claims
Policy data, claim forms, loss runs, and carrier correspondence.
Healthcare administration
Patient intake, referrals, and billing paperwork — administrative entry only.
Accounting & bookkeeping
Invoices, receipts, statements, and AP/AR support for practices and in-house teams.
Logistics & distribution
Bills of lading, proofs of delivery, rate confirmations, and customs paperwork.
Property & facilities
Leases, work orders, inspection reports, and tenant records.
Professional services
Client intake, timesheets, expense documentation, and CRM record maintenance.
Pricing
How engagements are priced
We do not publish rate cards, because the number that matters depends on document quality, field count, and how much validation the work needs — and quoting before seeing a sample would just be a guess.
After the scoping stage you get a written quote structured one of two ways: per record or per document for well-defined recurring work, or a fixed monthly retainer for a standing queue with an agreed volume band. Project work such as a migration or one-off cleanup is quoted as a fixed price against the spec.
Whichever applies, the pilot batch is priced and invoiced separately, so you can stop after it without further obligation.
Background
Where this practice came from
Clear Key Data is not starting from a blank page. These services were formerly owned and operated by MaverickMailing, and the data-entry practice — its technology, its document workflows, and the working processes behind them — has been absorbed into Clear Key Data, which now runs it under this name.
That inheritance is not just paperwork. Much of the technical groundwork behind it — the document flow, the validation rules, and the systems the work runs on — was built by Clear Key Data's founder during the original build-out at MaverickMailing. The expertise moved across with the process because it was the same hands that set it up.
That is the reason the process described above is as specific as it is. The field specs, the exception handling, and the reconciliation reporting are inherited from work that was already running, not invented for a new brand.
Contact
Tell us what needs keying.
Describe the documents and where the data needs to end up, and you will get a written field spec, a turnaround, and a price. No form, and no discovery call unless you want one.
Helpful to include: document type, rough volume, how they arrive, the destination system or file format, and the turnaround you need. Gaps are fine — we will ask about the rest. Please send a redacted or sample document rather than live records in a first email.