Data Validation done right

Make sure incoming data is complete, correct, and ready to use — before it hits your systems.

Automate your data validation! No more manual checks, copy-paste, or missing fields — ensure speed and accuracy across formats, tools, and teams.

Some of our customers

What is data validation?

Information really is key: Most processes begin when someone sends you data in any form, such as an email, a signed document, a scanned contract or form data. Data validation is the process of ensuring that the incoming information is complete, accurate, and correctly formatted before it enters your systems and processes. So you can decide, if the article can be returned, which stocks you have to replenish or if a client is eligible to use your services.

Data validation applies to everything from web forms and PDFs to Excel files and scanned documents — and is absolutely indispensable for every business that relies on data. In other words, every business.

Why data validation matters so much

Without validating data, you notice missing or faulty information too late, leading to miscalculations, false claims and other errors, that again result in losses, unhappy customers and disrupted production lines — not to mention every other business nightmare. Therefore, it is absolutely essential to get this right.

In most companies, data validation is still a very manual process, tedious and error-prone. This involves opening documents, checking them and then transferring them to your system, often by typing. If anything is wrong, the back-and-forth and double-checks begin.

If you’ve ever wondered, if this could be automated, you’ve come to the right place! Let us show you how to automate data validation, to make it faster, cheaper and more accurate.

Reduce manual work

Increase speed and accuracy

Avoid delays + frustration

No dev work: Fit into your systems

Secure, compliant, and scalable

How Knots handles data validation — across systems, formats and rules

There isn’t a single data validation tool out there that can handle all systems, files and formats. However, using our Knots middleware and specialised apps, we can build your data validation workflow in mere minutes, tailored to your needs:

Document and format recognition
Knows what kind of file it is — Excel, scan, DOCX, PDF — and how to process it.
Data extraction and enrichment
Extracts data from structured and unstructured sources. Transforms it into clean, usable text.
Business rule validation
Checks formatting, logic, references — whatever your workflow needs.
Automated feedback
Missing or invalid data triggers a personalized message. When new info arrives, the system checks again.
Final structured output
Once complete, the data enters your system or gets to your team.

Validating data: Manual vs. automated

✍️ Manual

In many businesses, validating data still looks like this:

A file (PDF, Word, scan, Excel) arrives by email, form, or upload.
Your team needs minutes to open it, read it, and copy key values manually.
More minutes as they check: Is the data complete? Is the format correct? Is anything missing?
If not, someone has to take the time to write a follow-up email — and waits.

This cannot be done on a large scale — and it wastes time, energy and other resources that could be put to better use.

⚙️ Automated

With the right data validation tools, the entire process runs automatically, end to end and system agnostic.

The document is recognized (PDF, DOCX, Excel, form, scan) and all data is extracted — including handwriting, images, tables, and fields.
Required fields, formats, and business rules are checked instantly.
If anything is missing or invalid, an automated message is sent to the customer or partner.
Once the update comes in, validation restarts and completes.

The result: clean, validated data enters your system — ready for use. No copy-paste, unnecessary delays or team overhead.

Built for trust

Secure, compliant, and enterprise-ready

We work with sensitive data and complex systems every day. That’s why security and scalability are at the core of every Knots solution.

We never store your customer data — and process only what’s needed.

Data validation powered by automation + AI. No agent needed.

Check the video for a walk-through of data validation for health insurance claims! When new data arrives – a new request comes in – our system integrates into your stack and handles any input. For example:

CRM platforms: Salesforce, HubSpot, custom builds
File uploads: Google Drive, SharePoint, Dropbox
Support systems: Zendesk, JIRA, ServiceNow
Custom portals and forms
Internal databases and APIs
Documents and formats: Excel, CSV, Google Sheets, DOCX, PDFs — even handwritten scans

More real-world data validation examples across industries

Travel & Hospitality

❓ Customers submit incomplete or incorrect documents when claiming compensation.

✔️ Boarding passes and forms are checked instantly. Missing flight numbers, dates, or IBANs trigger automated replies. Only complete claims reach your team.

Healthcare

❓ CMS-1500 forms often contain errors like mistyped CPT codes or missing signatures.

✔️Files are scanned, values extracted, and inconsistencies flagged before they affect billing or care.

Logistics

❓ Shipment slips arrive with missing IDs or unreadable barcodes.

✔️Files are validated on arrival — gaps are flagged, and automatic requests are sent before delays occur.

Gambling

❓ Users upload expired or incomplete ID documents.

✔️ ID type and expiration are checked. If invalid, an upload request is triggered — all without agent input.

Let’s fix your data today!

Every automation, dashboard, and decision depends on data that’s accurate, complete, and structured. With Knots, data validation happens before your team even gets involved — so your people can focus on actual work, not formatting, corrections, or follow-ups.

Whatever you do and whereever you do it, we’ll help you implement a working validation flow. Use our free trial to see the difference for yourself! Our automation experts looking forward to hear from you.