How to Stop Manually Typing the Same Info Twice

Still copying customer details or job requests from emails into your system by hand?

If you’re looking to save time, reduce errors, and streamline how new enquiries come in—this is for you.

Manual data entry slows everything down. And the bigger your business grows, the more painful and costly it becomes.

Here’s how to automate the whole thing using a simple web form—no coding, no hiring, no fuss.

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Step 1: Identify the Bottleneck

Start by looking at how new enquiries or requests are coming in.

• Are they emailed or texted to you?
• Is someone retyping that info into a spreadsheet or system?
• Are details getting lost or delayed?

If any of that sounds familiar, you’re doing more work than you need to.

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Step 2: Create a Simple Web Form

The easiest fix is a form that collects the info once, at the source.

You can use tools like:

• Typeform
• Jotform
• Google Forms
• Or your website’s existing form builder

Keep the form straightforward. Ask only for what you need:

• Name
• Phone number
• Email
• Type of enquiry or request

Use dropdowns or multiple choice where possible to keep the data consistent.

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Step 3: Automate the Flow of Information

Once your form is set up, link it to wherever you track new enquiries—whether that’s a spreadsheet, job board, task list, or customer management system.

Tools like Zapier or Make can connect your form to almost anything. This means every submission lands where it needs to go, without anyone retyping it.

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Step 4: Launch and Share It

Once it’s working, make it visible:

• Add the form to your website
• Include the link in your email footer
• Share it in automated replies
• Use it in ads or campaigns

This turns your form into a consistent, automated intake point.

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Step 5: Monitor and Improve

Check the first few submissions:

• Is the info clean and usable?
• Are there common mistakes or missing fields?
• Should it be routed to different team members depending on the request?

A few small tweaks can make the system bulletproof.

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Final Points

This small shift can have a big impact:

• Less admin
• Fewer errors
• Faster response times
• More consistency across your business

If you’re still manually typing the same details more than once, it’s time to stop.
Set up a smart, simple form once—and let it do the work for you.

Need assistance building or connecting yours? Reach out—we’ll help you accomplish it.