Company Profile
Company Type
Online learning platform
Team Size
50-300 staff
Industry
Education
Key Challenge
Struggling with inefficient manual data entry processes that were slowing growth and increasing operational costs. Their primary concern was enrollment management.
Tools Connected
The Challenge
This online learning platform was trapped in a data entry nightmare. Every day, their team of 50-300 staff received education-specific documents in dozens of formats — PDFs, scanned images, spreadsheets, emails, and handwritten forms. Each document required manual extraction and entry into multiple systems, with the average record taking 8-12 minutes to process completely.
The cost was staggering. Between direct labor ($85K+ annually in data entry staffing), error correction costs, and the opportunity cost of delayed data availability, the organization estimated they were spending over $150K per year on what was essentially a solved problem. Worse, the manual process created a 48-hour lag between document receipt and data availability, meaning their education team was always working with outdated information. Critical decisions were being made based on data that was days old.
The Solution
Arahi AI gave this education team the data entry automation they needed. The implementation connected their existing tools — Canvas, Slack, and Google Sheets — and deployed AI agents that could understand, extract, and validate data from any education document type they received.
The key innovation was the validation layer. Rather than just extracting data and hoping for the best, the AI agents cross-reference every extracted field against education-specific business rules, historical patterns, and related records in the system. Duplicate detection catches records that already exist, format validation ensures data consistency, and anomaly detection flags values that fall outside expected education ranges. The result is data that enters their systems clean, accurate, and ready for use — without any human touching a keyboard.
The Results
Measurable improvements across key education data entry metrics.
Processing Time per Record
98% faster
Before
8-12 minutes
After
< 15 seconds
Error Rate
94% reduction
Before
4.7%
After
0.3%
Data Availability Lag
80% faster
Before
3-5 business days
After
Same day
Annual Labor Cost
95% savings
Before
$85K+ in staffing
After
$4K in AI processing
Processing Capacity
13x throughput
Before
150 records/day
After
2,000+ records/day
“Before Arahi AI, our data entry process was the bottleneck that every education team complained about. Now it's our competitive advantage. We process faster, more accurately, and at a fraction of the cost. Our competitors are still doing this manually.”
Head of Strategy
Online learning platform
Key Takeaways
The most important lessons from this education data entry automation project.
This education team proved that data entry automation doesn't require technical expertise — the no-code platform made it accessible to business users.
Scaling data entry capacity by 10x without adding headcount fundamentally changed the economics of their education operations.
Consistent AI-powered processing eliminated the quality variance that came with different team members handling data entry differently.
Real-time visibility into data entry metrics gave leadership the data they needed to make better strategic decisions.
Implementation Timeline
From zero to production in 90 minutes — here's how they did it.
Step 1: Mapped the existing data entry workflow
Documented every step of the current manual data entry process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the data entry workflow: connected Canvas and Google Classroom as data sources, configured AI decision logic for education-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on 98% of data entry instances, with the 2% of edge cases automatically flagged for human review.
Setup Time
90 minutes
AI Agents
4 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating data entry in education.
Related Case Studies
Explore more AI automation success stories.
More Education Case Studies
Data Entry in Other Industries
This case study represents a typical customer scenario. Individual results may vary.