Virtual assistant and data entry support
Gjethe provides virtual assistant and data entry support: inbox and calendar management, customer enquiry handling, research and reports, document preparation, CRM and spreadsheet upkeep, product catalogue entry, invoice and receipt processing, and list building and verification. Work follows documented processes, with quality checks and secure access to your tools.
- Free first consultation
- Written quote for your project
- Flexible payment milestones
At a glance
- Support
- Inbox, calendar, research, documents
- Data
- CRM, catalogues, invoices, lists
- Quality
- Documented processes and checks
- Access
- Secure, least-privilege
Definition
What is virtual assistant & data entry?
A virtual assistant provides administrative, organisational and data support remotely. Data entry is the accurate input, updating and cleaning of information in systems such as CRMs, spreadsheets, e-commerce platforms and accounting tools.
Administrative work expands to fill the time of the people least suited to do it: founders answering routine emails, salespeople updating CRMs after hours, managers retyping invoices. Delegating that work frees time for the work only they can do. Delegation works when tasks are clearly defined and checked, so we start by documenting each task as a simple process and agree how quality is measured.
Who is it for?
Founders and executives
Inbox, calendar and travel handled so you can focus.
Sales teams
CRM kept clean and up to date.
Online stores
Product listings, orders and customer emails managed.
Finance and admin
Invoices, receipts and records processed accurately.
What's included, and what you keep
What's included
- Email inbox management
- Calendar and meeting scheduling
- Travel research and booking
- Customer enquiry handling
- Research and report compilation
- Document formatting and preparation
- Meeting notes
- CRM data entry and clean-up
- Product catalogue entry
- Invoice and receipt processing
- Contact list building and verification
- Process documentation
What you receive
Handed over at the end. Yours to keep.
- Documented task processes
- Completed tasks with quality checks
- Regular status updates
- Clean, organised data
- Suggestions for automation
Delegation starts with a process
“Handle my inbox” means different things to different people. Before starting, we write down each task: what triggers it, what to do, which tools to use, what good looks like and when to escalate. You review the process once, and the assistant follows it consistently.
Documented processes also make support resilient. If an assistant is unavailable, another can follow the same steps, and you're never dependent on knowledge that exists only in one person's head.
Accurate data entry
Data entry errors are costly: wrong prices, duplicate customers, invoices booked to the wrong account. We use validation rules, templates and spot checks, and for critical data a second person reviews a sample of entries.
When the same data is entered repeatedly from the same sources, we look for ways to automate it (imports, integrations or scripts) and tell you when automation would be cheaper than manual work.
Manual work or automation?
| Task | Manual makes sense when | Automate when |
|---|---|---|
| Data entry | Sources vary and need judgement | Data arrives in a consistent format |
| Email handling | Messages need context and tone | Messages are routine and repetitive |
| Reporting | Reports change each time | Reports repeat on a schedule |
| List building | Research needs judgement | Data comes from a reliable API |
Security and access
- Access granted per tool, with the minimum permissions needed
- Shared password manager instead of sharing passwords
- Two-factor authentication on accounts
- Confidentiality agreement or NDA
- Access removed at the end of the engagement
Getting started
The first weeks set the pattern. We start with a few well-defined tasks, review the output closely together and adjust the processes. Once quality is consistent, we add more tasks gradually.
Regular short check-ins and a shared task list keep everyone aligned on priorities, without you having to manage every detail.
Inbox and calendar management
Inbox support usually means sorting incoming email, archiving what doesn't need attention, drafting replies to routine messages for approval or sending them directly, and flagging what only you can answer. Calendar support covers scheduling, rescheduling, preparing meeting details and protecting focus time.
We agree clear rules: who can be booked when, which messages need your approval and what tone replies should use.
Product catalogue entry
Online stores often need hundreds of products entered or updated: titles, descriptions, variants, prices, images, categories and SEO fields. Doing it consistently matters as much as doing it quickly.
We work from your templates and naming rules, use bulk import tools where the platform allows, and check a sample of every batch before publishing.
Research and reports
Assistants can take on research tasks that eat time: comparing suppliers, compiling lists of events or prospects, summarising articles or competitor updates, and preparing briefing documents before meetings.
We agree the format, sources and depth up front, so research arrives ready to use rather than as a pile of links.
How virtual assistant & data entry works, step by step
Every step has a clear output you can review. Timing is agreed in your quote.
- 1
Discover
Tasks, tools, volumes and priorities discussed.
- 2
Document
Each task written up as a simple process.
- 3
Access
Secure access set up for the tools needed.
- 4
Start
Tasks handled with close review at first.
- 5
Check
Quality checks and regular updates.
- 6
Improve
Processes refined and automation suggested.
Tools, and what shapes your quote
Pricing is based on your project and agreed in your quote. These are the things that move it.
| Factor | Why it matters |
|---|---|
| Hours or volume | More tasks or records take more time. |
| Task complexity | Tasks needing judgement cost more than simple entry. |
| Coverage hours | Extended or specific hours add cost. |
| Languages | Work in several languages needs suitable staff. |
| Quality checks | Double-checking critical data adds time. |
| Area | Tools |
|---|---|
| Productivity | Google Workspace, Microsoft 365 |
| CRM and sales | HubSpot, Pipedrive, Salesforce |
| E-commerce | Shopify, WooCommerce |
| Security | 1Password or Bitwarden, two-factor authentication |
Common mistakes to avoid
What we see go wrong most often, and how a good project avoids it.
Delegating without instructions
Unclear tasks produce inconsistent results.
Sharing passwords insecurely
Use a password manager and individual access.
No quality checks
Spot checks catch errors before they spread.
Paying people to do what software could
Automate repetitive, predictable tasks.
Frequently asked questions
Is support ongoing or project-based?
Both. One-off data projects, or ongoing support on a weekly or monthly arrangement.
Which languages do your assistants work in?
Albanian, English and German.
How do you keep our data secure?
Minimum access per tool, password managers, two-factor authentication, confidentiality agreements and access removed when work ends.
Can you answer customer emails?
Yes, following approved answers and escalation rules. Complex or sensitive issues are passed to your team.
Can you clean up our CRM?
Yes, merging duplicates, standardising fields, filling gaps and archiving outdated records.
Can you enter products into our shop?
Yes, including descriptions, prices, variants, images and categories, following your templates.
Do you process invoices?
Yes, entering invoices and receipts into your accounting tool. Accounting decisions remain with your accountant.
Can you build lead lists?
Yes, from compliant sources, with verification. Outreach must follow the rules of each market.
Will you suggest automation?
Yes. If a task is better automated, we'll tell you and can build it, see AI automation and Python automation.
What hours are assistants available?
We agree coverage hours that suit your time zone and needs.
Can you digitise paper documents?
Yes. We can scan, extract and organise data from paper forms and documents into spreadsheets or your systems, handling personal data carefully.
Can an assistant work in our tools?
Yes. Assistants work directly in your email, calendar, CRM, shop and project tools with access you grant.
Do you sign confidentiality agreements?
Yes. Confidentiality obligations are agreed in writing for each engagement, and we can sign your NDA.
How do you measure quality?
We agree simple measures per task (accuracy on sampled records, response targets for emails, completeness of research) and review them together regularly.
Can you help during busy seasons only?
Yes. Support can be scaled up for peaks such as product launches, year-end processing or seasonal sales.
What tasks shouldn't we delegate?
Decisions that need your judgement, sensitive conversations and anything requiring professional qualifications, such as legal or accounting decisions. Assistants prepare; you decide.
How do we share tasks?
Through a shared task list or project tool such as Asana, Trello or ClickUp, so priorities and progress are visible.
Related services
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Python Automation
Scripts that replace manual reports and data syncing.
CRM & ERP Development
Custom systems, or HubSpot, Salesforce and Odoo set up properly.
Community Management
Discord, groups and forums kept healthy.
E-commerce Operations
Listings, catalogue, orders, returns and store admin for Shopify and WooCommerce.
Bookkeeping
Day-to-day bookkeeping in Xero, QuickBooks and similar tools.
Customer Support
Email, chat and helpdesk support for your customers.
Project Management
Planning, coordination and reporting for your projects.
Virtual Assistant & Data Entry by industry
Hand off the admin.
Tell us what you need. You get an honest assessment, a clear plan and a written quote. The first consultation is always free.
- What happens next
- 1You tell us what you need
- 2We aim to reply within 24 hours with questions
- 3You get a written quote for your project