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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✓ PDF to Excel / CSV ✓ Image to Text ✓ OCR with Manual Correction ✓ XML and JSON Conversion ✓ Legacy Format Migration

Trusted & Secure

🔒NDA Protected 🌐GDPR Aware ✅99.9% Accuracy 🎯Free Pilot Batch ⚡Fast Turnaround 🌍45+ Countries Served

5000+ Completed Projects

90% Returning Clients

16+ Years Experience

45+ Countries Served

50+ Professionals Team

Service Overview

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.

Conversion Services

Data Conversion Solutions for Every Source Format and Target Output

Each conversion type requires a different technical approach depending on source file type, layout complexity and target format requirements.

PDF to Excel and CSV conversion

We extract structured data from PDF tables, financial reports, bank statements, supplier invoices, product sheets, survey outputs and listing documents into clean Excel or CSV files with correctly mapped columns, consistent formatting, accurate numeric values and appropriate date and text field formatting. Native text PDFs that contain machine-readable text extract at high accuracy with relatively limited manual correction. Scanned image PDFs require OCR processing followed by systematic manual correction of character recognition errors, structural problems and formatting inconsistencies. Complex PDFs containing merged cells, multi-level table headers, spanning rows, embedded footnotes and multi-column mixed content require the most manual work — we plan for this at source assessment and reflect it in the timeline and quote. Every converted file is reviewed against the source PDF before delivery to verify column mapping accuracy, numeric value integrity and field completeness.

Scanned image and document conversion

We convert scanned page images, photographs of documents, printed reports and other visual text sources into editable digital formats using OCR processing followed by manual error correction and structure restoration. The accuracy of scanned document conversion depends directly on source image quality, font clarity, scanning resolution and page condition. Well-scanned printed text at 300 DPI or above on plain backgrounds converts at high initial OCR accuracy with limited manual correction required. Documents with degraded ink, complex backgrounds, non-standard fonts, handwritten annotations or low-resolution scanning require proportionally more manual correction work. We assess your specific source images before quoting and provide a realistic accuracy expectation based on your actual document condition rather than optimistic averages from ideal sources.

XML and JSON structured conversion

We structure content from Word documents, PDFs, Excel files, database exports and flat text files into XML or JSON according to your schema or specification. XML conversion for publishing workflows, content management systems, legal document archives, scientific data repositories and regulatory filing systems all require precise schema compliance — the wrong tag structure, missing attributes or incorrect nesting will cause import failures. We review your schema documentation, produce a sample tagged output for your validation before production and apply consistent tagging throughout the full conversion batch. For JSON conversion supporting web APIs, mobile applications or data interchange formats, we confirm the exact key structure, nesting rules, array conventions and null value handling before production begins.

Legacy format migration and data conversion

We convert data from older software formats, obsolete database exports, discontinued platform exports and legacy file types into modern, usable formats compatible with current systems. Legacy data migration is frequently underestimated in complexity: field names change between systems, data types that were valid in the old system may not be valid in the new one, lookup values need to be mapped, relationship structures need to be preserved and data quality issues accumulated in the old system need to be resolved rather than migrated unchanged. We approach legacy data conversion systematically — reviewing the source field structure, mapping it to the target system structure, identifying data quality issues that should be cleaned before migration and confirming the mapping with a sample conversion before full migration processing.

Document digitisation and searchable archive conversion

We convert physical or scanned document collections into searchable, organised and retrievable digital archives. This includes adding OCR text layers to scanned PDFs to make content searchable, applying consistent file naming and folder structure conventions, creating document index files with key metadata fields and structuring the archive for import into your document management platform. Large document digitisation projects — legal archives, medical records, financial document collections, historical records — are processed in structured batches with quality checks between phases and progress reporting so your team can track completion against the total volume. Naming conventions, folder hierarchy, metadata fields and searchability standards are confirmed before the first production batch begins.

Inputs and Output

We work with the files you already have

📂 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

How It Works

How we manage data conversion projects

Data Quality Assessment

A representative sample of your dataset is reviewed to identify quality issue types, frequencies and distribution. You see the actual problems clearly before scope and approach are confirmed — no surprises mid-project.

Rule Documentation and Confirmation

Processing rules, standardisation vocabulary, validation criteria, deduplication logic and exception handling decisions are documented and confirmed with your team before any production changes are made to your data.

Pilot Processing Batch

A pilot batch is processed using the confirmed rules and reviewed by your team before full processing is committed. Rule adjustments from the pilot are applied immediately before production begins.

Systematic Batch Processing

Full dataset processed in defined batches. Standardisation and transformation applied consistently across every record — not selectively. Validation checks between phases maintain rule consistency throughout.

Exception Reporting

Records where processing rules cannot be applied due to missing, conflicting or ambiguous information are documented specifically by field and reason. Clean and exception records delivered separately with clear documentation.

Validated Output and Processing Documentation

Cleaned dataset delivered alongside processing documentation showing rules applied, changes made by field and frequency, and an exception inventory summary for your team's review and action.

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.

Quality and Security

Accurate output, handled securely

NDA executed before any dataset is shared. Access restricted to the processing team assigned to your project. For datasets containing personally identifiable information, we apply data minimisation — operators access only the fields required for the specific processing task, not the full dataset.

We never overwrite source values without creating a documented log. The processing output records what was in the source, what was changed, what standardisation was applied and what was flagged as unresolvable. Your team can review and reverse specific changes if required.

For regulated data types — GDPR-covered personal data, HIPAA-covered health information, financial data with sector-specific obligations — we confirm specific handling requirements before processing begins and document our approach against your compliance requirements.

🔒 NDA Protected Before files are shared

🌐 GDPR Aware EU data handling

✅ 99.9% Accuracy Multi-level QA checks

🛡️ Secure Transfer Encrypted file access

📋 Exception Log Every delivery

👥 Project Team Only Controlled access

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.

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.

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.

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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