What Is RPA (Robotic Process Automation)?

RPA uses “software bots” to handle repetitive computer tasks—copy/paste, form fills, report generation—so your team can focus on work that needs judgment and creativity.

What RPA actually does

Bots follow clear, step-by-step rules. They click, type, read data, and move files just like a human would—only faster and without getting tired. Good candidates are high-volume, rules-based tasks.

Where RPA helps most

• Data entry & clean-up: Move data between Excel, ERP/CRM, and web portals.
• Invoices & finance ops: Read invoices, post entries, reconcile statements.
• HR & payroll: Onboarding checklists, ID creation, leave updates, payslip distribution.
• Customer support: Pull account info, create/update tickets, send status emails.
• IT & admin: Account provisioning, password resets, scheduled report runs.
• Compliance: Log every step, keep timestamped trails, trigger alerts on exceptions.

What RPA is not

• Not a replacement for broken processes. Fix the steps first, then automate.
• Not “AI that understands everything.” RPA follows rules; AI/IDP can be added later for reading docs.

How RPA works

1. Record the steps: Document the exact clicks/keystrokes and rules.
2. Build the bot: Configure the workflow in an RPA tool (no/low code).
3. Test on real data: Catch edge cases and add exception handling.
4. Run & monitor: Bots run on a schedule or when triggered; dashboards show results.
5. Improve: Tweak rules, add steps, expand to new processes.

Types of bots

• Attended bots: Triggered by a person (e.g., a “Run bot” button on desktop).
• Unattended bots: Run on servers/VMs, 24/7, on a schedule or event.
• RPA + AI (optional): Add OCR/IDP to read invoices/forms; add LLMs to route emails.

Why teams love RPA

• Time back to the business: Hours saved every week on copy/paste tasks.
• Fewer errors: Bots don’t mistype or skip steps.
• Fast wins: Many automations go live in weeks, not months.
• Scales cheaply: Add more bots instead of more headcount for repetitive work.
• Better compliance: Built-in logs and consistent execution.

Simple pricing picture

• Licenses: Per-bot or per-user (SaaS).
• Build cost: One-time setup of each process.
• Run cost: Hosting/VMs for unattended bots, ongoing support.

What changes the price: number of processes, complexity (rules/exceptions), document reading (OCR/IDP), 24/7 needs, and integrations.

How to pick an RPA partner (or platform)

• Start small, show value fast: Ask for a 4–6 week pilot with a clear ROI target.
• Low-code builder + strong logs: Easy to maintain, easy to audit.
• Resilient to UI changes: Uses selectors/APIs, not just screen coordinates.
• Security first: Role-based access, credential vault, audit trails.
• Fit with your stack: Works with your ERP/CRM, Microsoft 365, email, databases.
• Support & training: Hand-off docs, admin training, and a simple runbook.

Onboarding—what “good” looks like

• Week 1: Pick 1–2 high-value, low-risk processes. Map steps, define rules, gather sample data.
• Weeks 2–3: Build the bot(s), test with real edge cases, add exception handling.
• Week 4: Go live, monitor, measure time saved and error reduction.
• Month 2–3: Add 3–5 more processes, create a small “automation backlog” and prioritization routine.

What to automate first (quick wins)

• Daily report creation and email send-outs
• Vendor invoice capture → ERP posting
• Customer data updates between CRM and spreadsheets
• New-hire account creation and welcome emails
• Bank statement reconciliation and exception list

Metrics that matter

• Hours saved per month (by process)
• Error rate before vs after
• Cycle time (start → finish)
• Bot success rate and exceptions handled
• Cost per transaction
• Time to build and time to value

Risks (and how to avoid them)

• Automating a broken process: Do a quick “simplify first” pass.
• Bots break when UIs change: Use stable selectors/APIs; set up alerts.
• Shadow IT: Govern with a light CoE—naming standards, review, version control.
• Security gaps: Store credentials in a vault; use least-privilege accounts.

FAQs

Will bots replace people?
They replace repetitive tasks, not people. Teams shift to higher-value work like customer care, analysis, and improvements.

Do we need AI to start?
No. Begin with rules-based tasks. Add OCR/IDP/LLMs later for reading documents or routing messages.

How long until we see results?
Most teams see value in 4–6 weeks with a focused pilot.

What’s the ROI?
Simple view: (hours saved × hourly cost) − (license + build + run). Many pilots pay back within a quarter.