Your customers
- Government departments (revenue, courts, municipalities, universities)
- Banks and NBFCs (loan and KYC files)
- Hospitals
- Companies and CA firms
- Survey and research agencies (form punching)
Professional and business services · Services
MatruOS for a data-entry and scanning centre
Set up the way a data-entry and scanning centre runs: per-page scanning, per-file indexing and metadata, per-form or per-keystroke data entry, OCR conversion, on-site manpower per operator-month, document management software and storage. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
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What this solves
What a data-entry and scanning centre deals with today, and what MatruOS sets up for it
Today
Output per operator is known only at month end, after targets are missed. Penalties for rejected images and missed targets eat the margin.
In MatruOS
MatruOS sets up 8 routines, 2 workflows, 3 registers and 7 licences for a data-entry and scanning centre, with an AI team that reads your own records and prepares the work.
What changes
The right person is reminded at the right time, approvals wait for whoever decides, and every licence has a renewal reminder. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Where you sit
MatruOS starts from how your business earns
Who you sell to, who you buy from, how credit moves and where you sit in the chain decide how your screens, reminders and reports are set up.
- Record owner
- digitisation centre (scan, index, QC)
- searchable archive or database back to owner
Your suppliers
- Scanner dealers and AMC providers
- PC and storage dealers
- OCR and DMS software vendors
- Staffing agencies
- Tender consultants
Credit and cash
Government pays 30-120 days after acceptance of each lot, often with 5-10% retention; private clients 30-45 days; operators paid monthly; equipment bought on dealer credit or loan
Payroll and site costs run for 2-4 months before the first government payment; performance security and EMD locked during the contract
Your screens use your words
CustomerClientOrderWork orderItemPageInvoiceBill on actualsStaffOperator
How it works
How MatruOS is set up for a data-entry and scanning centre
Set-up takes a few minutes. After that, you change only what is different in your business.
- Describe the business in one lineFor example "Data-entry and scanning centre", typed when you sign up.
- Recognised as a data-entry and scanning centreRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
- Bring your dataCustomers, items and balances come across from Zoho Books, Vyapar, Excel and others. For Tally, our team helps you move the data while Tally import is checked on the live app.
- Approve and runThe AI team prepares the routine work. A person approves anything that sends, pays, signs, files or deletes.
Your AI team
What the AI team does for a data-entry and scanning centre
Each job goes to a member of your AI team. It reads your own records and prepares the work. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Totals output and QC rejects per operator and batch every evening, flags operators below target and batches at risk of the weekly delivery
Works it out and shows you
Drafts monthly bills from accepted counts, tracks penalties and retention, and lists unpaid bills with reminders
Asks you before sending
Lists new scanning and digitisation tenders with dates and eligibility, and reminds which certificates expire before bid dates
Works it out and shows you
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How you run
Your routines, already on a timetable
Each routine has a time, a person and its steps with the checks that matter. MatruOS reminds the right person and keeps the record. Open one to see its steps.
Every day
9:30 amInward count and batch issue
- 1Count files received against the client's list and sign the gate-pass
- 2Note fragile or stitched files for preparation
- 3Issue batches to scanners with a batch slip
3:00 pmQuality check on a sample of every batch
- 1Check at least 10% of images and entries in each batch
- 2Reject skewed, cut, blurred or missing pages and wrong index fields
6:00 pmDaily production report per operator
- 1Enter pages or forms done and QC rejects per operator
- 2Compare with the daily target per operator
- 3Send the day's totals to the project manager
Every week
Fri 4:00 pmWeekly lot delivery and client acceptance
- 1Hand over the week's lots with page counts and the index sheet
- 2Get the client's acceptance or rejection list in writing
- 3Return scanned files against signature
Every month
3rdMonthly bill on accepted counts
- 1Bill accepted pages, files and forms at contract rates
- 2List penalties, retention and unpaid bills over 60 days
5thPayroll with output incentives
- 1Pay salaries with incentives for output above target and QC pass rate
- 2Deposit PF and ESI by the 15th
Every year
AprScanner AMC, ISO audit and empanelment renewals
- 1Renew scanner AMCs and software licences
- 2ISO 27001 surveillance audit if certified
Workflows
Each stage goes to the person who handles it
Work passes stage by stage to the right person. Stages marked for approval wait for the person who decides.
Batch from inward to return
- 1Received and counted
- 2Prepared (unstitched and mended)
- 3Scanned
- 4QC passed
- 5Indexed and data entered
- 6Client accepts lotNeeds approval
- 7Files returned against signature
Lot acceptance to payment
- 1Bill raised on accepted counts
- 2Client verifies counts
- 3Payment received
Registers and SOPs
Your registers and standards
Registers hold the fields this trade records. SOPs carry the steps and checks, so work is done the same way every time.
Inward and return of files
Daily production
Lot acceptance and billing
Scan and image quality
Every image readable first time; rejected pages lose half their rate
Document handling and confidentiality
Not one file lost or leaked
Items and licences
Your first bill is right, and no licence lapses
Starter items arrive with unit, HSN and GST rate. The registrations this business usually needs are listed with a reminder before each one expires.
| Item | HSN | GST |
|---|---|---|
| Document scanning A4 (per page) | 998595 | 18% |
| Large sheet or map scanning | 998595 | 18% |
| Indexing and metadata entry (per file) | 998595 | 18% |
| Form data entry | 998599 | 18% |
| Data entry per 1000 keystrokes | 998599 | 18% |
| OCR to searchable PDF | 998595 | 18% |
| On-site digitisation operator | 998595 | 18% |
| Document management software and storage | 998315 | 18% |
- GST registration
- Udyam (MSME) registration
- Shops and Establishments registration
- Professional tax registration
- PF registration (EPFO)If it applies
- ESI registration (ESIC)If it applies
- GeM seller registrationIf it applies
Your people
The people who run it, each with their own login
Each person sees the screens and reminders for the work they do.
OwnerTenders and clients, pricing, hiring, bills and collections.
Project managerSite set-up, daily targets, client meetings, lot acceptance.
SupervisorAssigns batches, watches output, attendance.
Document handlerInward count, unstitching and mending, re-stitching, return of files.
Scanner operatorScans pages, names files, checks each image on screen.
Data-entry operatorKeys forms and index fields, OCR correction.
QC checkerSamples images and entries, rejects and sends back.
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Not covered yet
- Sending messages, bills and reminders on WhatsApp from MatruOS is not live yet. Today they go by link, QR code or email, and from your own phone in one tap.
- Live bank and UPI feeds are not connected yet. Upload a bank statement and MatruOS reads it into payments for you to confirm.
Questions people ask
How long does it take to set up MatruOS for a data-entry and scanning centre?
Type one line about your business when you sign up, for example "Data-entry and scanning centre". MatruOS picks this business type and sets up everything on this page in a few minutes. You then get a 7-day free trial, no card needed.
Do I have to type all of this in?
No. The routines, workflows, registers, items, licences and AI team on this page arrive already set up. You change what is different in your business, and bring your customers, items and balances from Zoho Books, Vyapar, Excel and others, with our team's help for Tally data.
Can I change the routines and workflows?
Yes. Every routine, workflow, register and SOP is yours to rename, retime, switch off or add to. MatruOS keeps the rest of the system in step with your changes.
What does the AI team do without asking me?
It runs routine checks and prepares drafts. Anything that sends, pays, signs, files or deletes waits for a person's approval. The one exception you can choose is payment reminders, which go out on their own once you have checked them and switched them on.
Professional and business services
Other services in professional and business services
Run a data-entry and scanning centre on one system Set up for your trade when you sign up.
Describe your business once. MatruOS sets up your apps, brings in your data and puts Muni and the AI team to work, with your approval on every step that matters. 7-day free trial, no card needed.
See plans and what each includes