Data Entry +

Intelligent Carbon Data Ingestion Hub

Written By CarbonX Registry

Last updated 4 months ago

Image: Data Entry module showing multiple input pathways, facility details, and AI-assisted workflow integration for seamless emission data management.

The Data Entry module forms the operational backbone of the CarbonX platform, centralizing all pathways for carbon-related data ingestion. It replaces and significantly expands upon the legacy “Manual Calculation” and “Upload File” modes, introducing a modern, AI-enabled workflow that supports both manual and automated data collection.

Designed for flexibility, it accommodates organizations at every stage of their sustainability journey — whether manually entering small datasets, uploading bulk records, or integrating directly with enterprise systems. Each data entry path ensures traceability, accuracy, and alignment with recognized GHG accounting standards.

1. Core Purpose and Overview

The Data Entry interface allows sustainability teams to input, upload, and synchronize emissions activity data that feed directly into the organization’s GHG inventory and reporting calculations.
Users can choose between four complementary methods, each optimized for different data maturity levels and operational needs:

  • Custom Entry: Precision-focused manual input for smaller datasets or specific emission activities.

  • Standard Upload: Streamlined Excel-based bulk upload for structured data submission.

  • AI-powered Upload: Advanced document ingestion powered by machine learning for rapid multi-format analysis and GHG mapping.

  • Integrations: Continuous, automated synchronization from enterprise resource systems.

These options collectively ensure comprehensive coverage across diverse data sources while minimizing redundancy.

2. Data Entry Methods

A. Custom Entry – Manual Input with Scope Mapping and Documentation

This mode supports direct entry of emission data through structured forms categorized by Scope 1, 2, and 3 activities.
Each record captures the emission source, activity quantity, unit, and date range, with the ability to attach proof documents (e.g., invoices, energy bills, utility statements) for verification.
Users can also define facility, region, and reporting year to ensure contextual accuracy.

Key Features:

  • Form-based entry with live validation against emission factor libraries.

  • Drop-down menus for activity categories and units.

  • Proof document upload per entry (PDF, image, or spreadsheet).

  • Integrated error-checking and completeness indicators.

Ideal Use Case:
Small organizations or pilot users entering limited monthly or quarterly data manually for testing or audit confirmation.

B. Standard Upload – Bulk Data via Excel Template

The Standard Upload mode simplifies large-scale data input using a structured Excel template. The downloadable sample file includes pre-defined columns for:

  • Reference, Year,

  • Emission Sources

  • Unit / Conversion Factor

  • Calculation Method

  • Region

  • Activity Data

  • Start Date

  • End Date

  • Description

Once populated, users upload the file back into the platform, where automated validation checks for field completeness, unit consistency, and duplicates.

Key Benefits:

  • Batch submission for hundreds or thousands of records at once.

  • Clear alignment with GHG scopes and pre-approved activity categories.

  • Real-time import summary showing accepted, flagged, or rejected entries.

Ideal Use Case:
Companies consolidating multiple facilities or departments into one reporting dataset.

C. AI-powered Upload – Intelligent Document Parsing and Matching

The AI-powered Upload feature is the most advanced data entry method, leveraging natural language processing and pattern recognition to extract emissions data directly from uploaded files.

Supported file formats include:

  • PDFs (e.g., invoices, procurement reports)

  • Word documents

  • Excel or CSV files

  • XML exports from ERP systems

Once uploaded, CarbonX’s AI engine:

  1. Automatically identifies emission-related activities and quantities.

  2. Matches them with the appropriate GHG emission factors.

  3. Detects and removes duplicate records.

  4. Maps the data into the correct facility and scope category.

Ideal Use Case:
Organizations processing diverse documentation formats or seeking to minimize manual effort while ensuring precision and audit readiness.

D. Integrations – Direct Data Synchronization

The Integrations page enables real-time connections with third-party systems, automating emission data imports from accounting, billing, and ERP platforms. Once connected, the system performs recurring background imports, ensuring your carbon inventory remains up-to-date without manual input.

Ideal Use Case:
Enterprises aiming for a fully automated, low-maintenance carbon accounting workflow.

3. Interface Enhancements and Workflow Aids

Facility Settings Panel (Top Section)

At the top of every Data Entry page, a Facility Settings panel displays contextual facility information:

  • Facility Type (e.g., Headquarter, Factory, Warehouse)

  • Location (Country, City)

  • Assigned GHG Profile
    This ensures users always know where data is being recorded and helps prevent misattribution across multi-site organizations.

AI Guide Integration

This embedded assistant provides step-by-step guidance throughout the data entry process.
It dynamically adapts its recommendations based on the selected method — for instance, explaining optimal document types for AI upload or suggesting emission factors for manual inputs.

Previous Files Section

Transparency is reinforced through the Previous Files view, which lists all past uploads with timestamps, user details, and file status (processed, validated, or flagged).
Users can re-download or reuse previous submissions, promoting continuity and version control.

4. Best Practices

  • Use Custom Entry for small or irregular data points requiring human verification.

  • Prefer Standard Upload for recurring, structured data sources.

  • Employ AI-powered Upload for diverse document types to save time and improve consistency.

  • Connect your accounting or ERP tools under Integrations for hands-free, automatic imports.

  • Always verify the Facility Settings before uploading or entering new data.

  • Review the Previous Files log regularly to confirm that imported datasets were validated and integrated correctly.