Data entry is one of the most repetitive and time-consuming tasks in business operations. Whether it’s manually inputting customer details, processing invoices, or transferring data between systems, it can lead to errors, inefficiency, and wasted resources.
Power Automate, Microsoft’s automation tool, eliminates manual data entry by integrating applications, extracting information, and automatically updating databases. This not only saves time but also reduces errors and increases productivity.
In this guide, we’ll explore:
How Power Automate automates data entry
Key use cases and real-world examples
Step-by-step guides for automating data entry tasks
Let’s dive in!
1. Why Automate Data Entry?
Challenges of Manual Data Entry
❌ Time-consuming – Requires constant manual effort
❌ Prone to errors – Human mistakes lead to inaccurate records
❌ Redundant work – Repeating the same tasks daily
❌ Data silos – Information scattered across different platforms
Benefits of Power Automate for Data Entry
✔️ Saves time – Automates repetitive tasks
✔️ Reduces errors – Ensures accuracy in data entry
✔️ Integrates multiple platforms – Connects databases, Excel, SharePoint, CRM, etc.
✔️ Improves productivity – Employees can focus on higher-value tasks
2. Common Use Cases of Automated Data Entry
A. Automating Data Collection from Forms
Example: A business collects customer feedback using Microsoft Forms and wants to store responses in an Excel sheet automatically.
Steps to Automate:
1️⃣ Open Power Automate → Click “Create” → Select “Automated cloud flow”
2️⃣ Choose “When a new response is submitted” (Microsoft Forms) as the trigger
3️⃣ Click “New Step” → Select “Get response details”
4️⃣ Click “New Step” → Choose “Add a row in Excel”
5️⃣ Map the form fields to corresponding Excel columns
Impact: Every new form submission is instantly recorded in Excel without manual work.
B. Extracting Data from Emails and Saving to a Database
Example: A company receives customer orders via email and needs to extract order details into an SQL database or SharePoint list.
Steps to Automate:
1️⃣ Select “When a new email arrives” (Outlook) as the trigger
2️⃣ Click “New Step” → Choose “AI Builder – Extract Information from Emails”
3️⃣ Click “New Step” → Choose “Add row to SQL Database/SharePoint list”
4️⃣ Map extracted fields (customer name, order number, product details) to the database fields
Impact: Orders are automatically processed without manual data entry.
C. Automating Invoice Processing
Example: A company wants to automatically extract invoice details from PDF attachments and save them in an Excel sheet.
Steps to Automate:
1️⃣ Select “When a new email arrives with an attachment” as the trigger
2️⃣ Click “New Step” → Choose “AI Builder – Extract Text from PDFs”
3️⃣ Click “New Step” → Choose “Add a row to an Excel table”
4️⃣ Map extracted fields (Invoice Number, Date, Amount, Vendor Name)
Impact: The entire invoice processing workflow is automated, reducing manual errors.
D. Automating Data Entry Between Excel and SharePoint
Example: A sales team updates customer records in an Excel sheet, and the data needs to be automatically updated in a SharePoint list.
Steps to Automate:
1️⃣ Select “When a row is added, modified, or deleted in an Excel table” as the trigger
2️⃣ Click “New Step” → Choose “Update item in SharePoint list”
3️⃣ Map Excel columns (Customer Name, Contact, Order Status) to SharePoint fields
Impact: Changes in Excel instantly sync with SharePoint, preventing outdated records.
E. Automating Lead Capture from Websites to CRM
Example: A marketing team collects leads from a website contact form and needs to automatically save them in Dynamics 365 or Salesforce CRM.
Steps to Automate:
1️⃣ Select “When a new response is submitted” (Microsoft Forms or Webhook from website)
2️⃣ Click “New Step” → Choose “Create a new record in Dynamics 365/Salesforce”
3️⃣ Map form fields (Name, Email, Inquiry) to CRM fields
Impact: Lead data is entered into the CRM instantly, without manual input.