Data Conversion Services

Data Conversion Services for Accurate, Structured and Immediately Usable Digital Output

We provide expert data conversion services for businesses that need information moved accurately from one format to another — PDF to Excel, image to text, scanned documents to editable files, legacy formats to modern system-compatible structures, printed records to searchable digital output. Format conversion looks straightforward until the output needs to work precisely in a downstream system, and then every detail matters: column alignment, date formats, number formatting, encoding, structure preservation and exception handling for content that does not convert cleanly.

Our professional offshore conversion team in India handles the technical and manual details that separate reliable conversion from raw automated output — structure mapping, field alignment, OCR correction, encoding issues, multi-column layout handling and quality review — so the converted output is immediately usable rather than requiring extensive manual cleanup after delivery.

Every conversion project we accept begins with a source file assessment: we review a sample of your documents, identify the conversion approach appropriate for your file type and quality level, produce a sample conversion for your review and confirm the output format and exception handling process before full-volume conversion begins.

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5000+ Completed Projects

90% Returning Clients

16+ Years Experience

45+ Countries Served

50+ Professionals Team

Services We Offer

Professional data conversion solutions built for downstream usability and system compatibility

Source format assessment and conversion planning
Automated extraction with appropriate tools
OCR processing and manual correction
Structure mapping and field alignment
Output format validation and testing
Exception and gap reporting before delivery

Successful data conversion preserves the original content structure, follows the target format rules precisely, handles special content types correctly — tables, mixed layouts, merged cells, headers spanning multiple columns — and is verified against the source before delivery. A converted file that requires significant post-processing time defeats the purpose of the conversion and frequently introduces new errors in the cleanup process.

We review your source files and target format requirements before beginning any production work. For complex or mixed-quality sources, we produce a sample conversion for your review and approval before full production — confirming that the output structure, field handling approach and exception process match your downstream requirements.

Our India-based conversion team combines appropriate conversion tools with thorough manual correction and structured quality review, giving you accurate, consistently formatted output across PDF, image, XML, legacy data type and document format conversion projects of any scale.

Data Conversion Services We Offer

We convert documents, images and legacy files into usable digital formats while preserving structure, fields and business meaning.

PDF to Excel and CSV Conversion

We convert invoices, statements, directories, forms, reports, price lists, tables and other PDF documents into Excel or CSV files. Layout, columns, headings, totals and field relationships are reviewed so the output is usable for analysis, import or reconciliation rather than a flat copy of the page.

Image and Scanned Document Conversion

Scanned pages, TIFF files, JPG images and photographed documents are converted into editable text or structured data. OCR may be used as a starting point where suitable, but human review is applied to correct recognition errors, broken tables, missing characters and unclear source areas.

Word, Text and Document Format Conversion

We convert Word files, text documents, RTF files, old document formats and mixed office files into clean, standardised formats. Formatting, numbering, headings, tables and document sections are checked so the converted file is readable and professionally structured.

Database and Spreadsheet Conversion

We restructure spreadsheets, legacy exports, delimited files and database output into new field layouts, import templates or reporting formats. Field mapping, data type consistency and missing values are reviewed before delivery.

XML, HTML and Structured Data Conversion

We convert content into XML, HTML or other structured formats when your publishing, catalog, archive or software workflow requires tagged output. Element names, hierarchy, attributes and validation rules are followed according to your specification.

Process, Quality and Security

How we manage data conversion with structure and validation checks

1. Source and Target Format Review

We review sample source files, target format, field mapping, layout rules, naming requirements and any validation standard before conversion begins.

2. Secure File Transfer

Files are received through your approved transfer method after NDA when required. Access is limited to the assigned conversion team, especially for legal, medical, financial or customer documents.

3. Pilot Conversion

A sample file or small batch is converted first so you can confirm structure, formatting, field mapping, table handling and output usability before full production.

4. Conversion and Manual Correction

Files are converted using the appropriate method for the source type, followed by manual cleanup where OCR, formatting or field extraction requires correction.

5. Validation and Layout Review

Converted files are checked against the source for missing sections, broken tables, shifted columns, incorrect characters, field mapping errors and format non-compliance.

6. Final Delivery

Output files are delivered in Excel, CSV, Word, PDF, XML, HTML, database import or any other agreed format, with exceptions listed for unreadable or incomplete source material.

📂 Source formats we accept

PDF files (both native text and scanned image)
Scanned page images (TIFF, JPEG, PNG)
Printed and handwritten documents
Legacy software exports and database files
Word, Excel and older digital format files

📤 Delivery formats

Excel and CSV (structured, import-ready)
XML / JSON with schema compliance verified
Searchable PDF with corrected text layer
Database-ready structured files
Exception and gap reports

Data conversion is not just changing a file extension. We check whether the converted output keeps the meaning, sequence, table structure, field values and formatting needed for your next workflow.

Source documents may contain confidential financial, legal, healthcare, product, customer or internal business information. Files are handled under NDA and shared through the approved secure method only.

Poor scans, broken OCR output, merged columns, missing pages, unreadable handwriting and damaged legacy files are documented clearly. We separate conversion exceptions so your team knows exactly which source items need review.

🔁 Format Conversion Files transformed

📊 Table Integrity Columns checked

🔎 Manual Review OCR corrected

🧩 Field Mapping Structure preserved

🔐 Secure Transfer NDA available

📋 Conversion Exceptions Issues listed

Have documents or data in a format that does not work for your current systems?

Send us a sample file and describe your target format and downstream use case. We convert a sample section at no cost so you can review structure, accuracy and exception handling before committing to the full project volume.

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Free conversion sample returned within 24 hours. No commitment required.

Why Outsource to SDES?

Why organisations outsource data processing and quality work to SDES India

Source quality assessed and documented before any correction is committed
Processing rules confirmed in writing before touching your dataset
Deduplication with your confirmed merge rules — not automated assumptions
Every change logged so you see exactly what was modified and why
Output validated against your target system requirements before delivery
Scalable for large datasets, migrations and time-critical transformation projects

Data quality and processing work is expensive to undo if done incorrectly. Incorrectly merged duplicates are difficult to separate. Incorrectly transformed values populate a target system with errors that compound over time. We invest in the assessment phase — reviewing your actual data, identifying issue types and frequencies, and documenting transformation rules before any changes are made.

The output of every processing project includes not just a cleaned file but documented rules explaining what was changed, what was flagged and what could not be resolved. That transparency gives your team full visibility into the state of your data after processing.

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Industries We Support

Data conversion solutions across document-intensive sectors

eCommerce

Online retailers and marketplace sellers that need accurate product data, catalog management, marketplace listing support and order management data entry handled consistently at scale without burdening their internal team.

Healthcare

Medical practices, billing companies and healthcare providers that handle patient records, clinical data, insurance information and billing documentation requiring precise entry and confidential handling.

Real Estate

Property firms, real estate agencies and title companies managing listing details, transaction records, deed data and client databases across large and growing portfolios.

Finance

Accounting firms, finance departments and financial services companies processing invoices, statements, claims, reconciliation records and financial document data at recurring volume.

Legal

Law firms and legal departments digitising and managing case files, contracts, compliance records, court documents and legal correspondence with appropriate confidentiality controls.

Logistics

Freight companies, 3PLs and supply chain teams maintaining accurate shipment records, supplier data, inventory counts and delivery documentation across high-volume operations.

Manufacturing

Manufacturers needing product specifications, supplier records, quality inspection data and inventory management data entry for production and procurement systems.

Agencies

Marketing agencies, digital agencies and business services firms outsourcing data entry, list building, research and campaign data management to a reliable offshore partner.

Client Feedback

What clients say about our data conversion work

★★★★★

We had a CRM database with 22,000 contacts accumulated from multiple import sources over six years. SDES ran a quality audit first, gave us a clear picture of the problem, then processed the full deduplication and standardisation with our confirmed merge rules. The result was a CRM our sales team actually started trusting and using.

Adrian R. — CRM Manager B2B Technology Company, USA

★★★★★

Our product catalog had five years of attribute vocabulary drift across 8,300 products. SDES standardised 140 attribute option values consistently — not just on recent additions. Layered navigation on our store started working correctly the week of the import.

Lukas H. — Head of Digital Commerce Industrial Distributor, Germany

★★★★★

The processing report SDES delivered alongside the clean file was more useful than the file itself for understanding the state of our legacy data. We knew exactly what had been changed, what had been flagged and what needed decisions from our team. That transparency made the whole migration significantly easier.

Noah X. — Data Governance Lead Financial Services Business, Australia

FAQs

Questions clients ask before outsourcing data conversion

Can you convert scanned documents with poor image quality?

Yes, though the accuracy achievable depends on how poor the quality is. We assess your specific source images before quoting and provide a realistic accuracy expectation. For documents where quality is too degraded for reliable conversion, we flag them in an exception report with specific notes rather than proceeding with output that would require extensive correction. Where possible, we recommend rescanning damaged documents at higher resolution before conversion.

Can you handle PDFs with complex tables, merged cells and multi-column layouts?

Yes. Complex PDF table structures — merged cells, multi-level headers, columns that span irregular row counts, mixed text and table content — are handled with manual correction after automated extraction to ensure the output column mapping is accurate. We include a sample of complex page types in the pilot conversion so you can verify the handling approach before production.

How accurate is OCR-converted output?

OCR accuracy varies significantly by source quality. High-quality scans of clearly printed text at adequate resolution achieve very high initial accuracy (95%+) that requires limited manual correction. Degraded, handwritten or complex-layout sources may achieve lower initial accuracy and require proportionally more manual correction. We always combine OCR processing with systematic manual review and correction — we never deliver raw OCR output without correction.

Can you convert to XML with our custom schema?

Yes. Provide your schema documentation, a sample of correctly tagged output or a schema definition file (XSD or similar) and we structure the conversion output to match your requirements exactly. A sample tagged file is produced and validated against your schema before full production begins.

Can you handle bulk conversion projects of hundreds or thousands of files?

Yes. Large-volume conversion projects are processed in structured batches with quality checks between phases to maintain consistency. For archive-scale projects, we provide progress reporting so you can track completion against total volume and plan dependent downstream work accordingly.

What is the turnaround time for a typical conversion project?

Turnaround depends on file volume, source type and complexity. A standard batch of 100 clear PDF pages converting to Excel typically takes 2-4 business days. Scanned or complex source documents take proportionally longer due to the manual correction required. We confirm a specific timeline after reviewing your sample files and total volume.

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