We are seeking a detail-oriented Data Entry Assistant to accurately enter and organize vendor invoice information into a designated spreadsheet or accounting system. This is primarily a copy-and-paste data entry project using invoices and supporting records provided by the client.
All source materials, templates, and detailed instructions will be provided upon hire.
Background
Our organization is updating its vendor payment records and requires assistance transferring invoice information into a structured electronic dataset. Accurate entry is important for maintaining organized financial records and supporting internal payment tracking.
Scope of Work
The freelancer will be responsible for:
- Reviewing client-provided invoices, PDFs, scanned forms, and spreadsheets.
- Copying invoice information into the designated spreadsheet or system.
- Entering vendor names and invoice numbers.
- Recording invoice and due dates.
- Entering descriptions of goods or services.
- Recording invoice amounts and applicable taxes.
- Entering payment status and payment dates where provided.
- Recording purchase order or reference numbers.
- Transferring internal notes.
- Verifying entries against the original invoice documents.
- Identifying missing or unclear information.
- Correcting data entry errors.
- Identifying duplicate invoices where possible.
- Maintaining consistent formatting throughout the dataset.
- Maintaining confidentiality of all client-provided financial information.
Required Fields
The vendor invoice dataset should include:
- Invoice ID
- Vendor Name
- Vendor Reference Number
- Invoice Number
- Invoice Date
- Due Date
- Purchase Order Number
- Description
- Invoice Amount
- Tax Amount
- Total Amount
- Payment Status
- Payment Date
- Source Document
- Entry Date
- Last Updated Date
- Internal Notes
- Remarks
Data Source
The client will provide all invoices, spreadsheets, scanned documents, PDF files, templates, and detailed instructions upon hire.
No independent research is required. The freelancer's responsibility is to accurately copy and organize the information supplied by the client.
Quality Requirements
- All invoice information must be copied accurately.
- Invoice numbers, dates, vendor details, and financial amounts must match the source documents.
- No financial information should be invented or assumed.
- Missing or unclear information must be flagged for client review.
- Duplicate invoices should be identified where possible.
- All completed entries must be reviewed before submission.
- Consistent formatting must be maintained.
- Client-provided financial information must remain confidential and securely handled.
Deliverables
- Completed Vendor Invoice Data Entry Spreadsheet (.xlsx)
- Invoice Data Accuracy and Validation Report (.docx or .pdf)
- Invoice Records Completion Summary (.docx or .pdf)
