August 12 2022
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31 min read time
Everything You Need To Know About RPA
RPA is changing the game for industries worldwide. But how does using robots to streamline processes work in practice, what can be automated, which scenarios are perfect for RPA implementation, and how much does it finally cost? (and how much you can save?). Read the guide and find out.
Michał Rejman
CMO at Flobotics
RPA: Why is it worth your money (and our time)?
RPA has quietly become the backbone of how companies get work done. It’s not a nice-to-have tool—it’s now part of how innovative businesses operate daily.
If you’re trying to scale without hiring more people, reduce mistakes, or simply get routine tasks out of your team’s way, this is what RPA is built for. It takes care of the repetitive, time-consuming stuff so your team can focus on things that actually require thinking.
In this guide, we’ll walk you through what RPA really is, where it works best, how to choose the right tools, what to automate (and what not to), and how to measure whether it’s doing its job.
What is Robotic Process Automation? Understanding the Technology and Business Models
Robotic Process Automation (RPA) is a technology that leverages software bots to automate high-volume, repetitive, and rules-based tasks traditionally performed by humans.
At its core, RPA mimics human actions, such as reading and entering data, processing transactions, and interacting with digital systems, without altering the underlying applications. There are two primary modes of operation:
These bots work alongside humans. User inputs activate them and help streamline front-office activities, such as assisting call center agents, guiding customer service representatives through processes, or providing real-time support during routine tasks. Because they follow a human-in-the-loop approach, attended bots ensure that complex decision points still benefit from human judgment while handling the more monotonous aspects of a task.
Designed to operate independently, unattended bots are pre-programmed to execute tasks without human input. They are typically scheduled or triggered by events and are best suited for back-office processes such as data reconciliation, invoice processing, or batch operations. Unattended automation runs around the clock, ensuring repetitive tasks are completed quickly and consistently.
Hybrid Automation: What We Use (and Recommend) Most
Most real-world automation setups aren’t strictly attended or unattended—they’re both. Let’s say a customer service agent uses an attended bot to pull account details during a call. At the same time, an unattended bot in the background updates the CRM, triggers a follow-up email, and logs the interaction. The entire flow is seamless and designed to minimize manual steps from start to finish.
This hybrid setup is exactly what we implement most often at Flobotics. It gives teams real-time support when needed and lets bots handle everything else quietly in the background. When done right, hybrid automation becomes the glue between departments, tools, and teams.
Beyond these operational modes, RPA can be implemented under two distinct business models:
RPA-as-a-Product
RPA is a ready-made automation package explicitly designed for industry-specific processes. These solutions are fully integrated into existing systems and work seamlessly with ERPs, CRMs, billing platforms, and other enterprise software. Instead of developing an automation from scratch, businesses can pick a pre-built solution from an RPA agency and deploy it quickly.
What’s in it:
Defined Cost & Deployment Time
Companies receive upfront pricing and clear implementation timelines. Costs can also be lower since existing automation code can be reused, reducing development efforts. That’s why working with an implementation partner with a portfolio of automation solutions within your industry is valuable, ensuring faster and more cost-effective deployment.
Scalability Through an Automation Ecosystem
Building an automation ecosystem is easier when automation works like a puzzle—each pre-built solution is another piece that requires only slight adjustments to fit the company’s environment, rather than painting the entire picture from scratch. This applies to attended and unattended bots, allowing businesses to scale automation efficiently across different functions.
RPA-as-a-Service
The approach is more flexible and consultative. It focuses on assessing a company's processes and determining what should be automated. Businesses engage an RPA expert, agency, or internal IT team to develop a tailored solution. Many details—technology, cost, deployment timeline, and scope—become more apparent during the assessment phase.
What’s in it:
Process Assessment & Consulting
Experts analyze business operations and suggest which tasks should be automated.
Technology Selection Happens Later
The decision to use UiPath, Automation Anywhere, Power Automate, or a custom Python script depends on the complexity of the process and the company's needs.
Cost and timeline are Uncertain Initially
Unlike RPA as a product, where pricing is predefined, the cost of RPA is estimated based on effort, development complexity, and process adjustments.
In both cases, the power of RPA lies in its ability to streamline operations, reduce human error, and free up employees for more strategic, value-added tasks.
The Benefits of RPA: A Detailed Look
RPA offers many benefits that extend well beyond mere task automation. Here’s a deeper dive into each key advantage:
Increased Speed and Productivity
Bots execute tasks at a pace far beyond human capabilities. They operate 24/7 without breaks, which means processes that once took hours or days can be completed in minutes. This rapid processing boosts productivity and accelerates overall business cycles, enabling companies to respond more quickly to market demands.
Improved Process Quality
RPA reduces the risk of human error by automating rule-based tasks. Consistent execution ensures that data remains accurate and processes run smoothly, which is critical in financial reconciliation or compliance reporting. This high level of consistency directly contributes to higher-quality outcomes and lower error rates.
Reduced Operating Costs
With minimal maintenance and a relatively low initial investment, RPA solutions cut down on labor costs. Companies can reallocate their human resources to more strategic initiatives by automating routine tasks. Reducing manual work and associated errors further translates into significant cost savings over time.
Decreased Workforce Gaps
RPA helps address human resources shortages by automating repetitive tasks, reducing the strain on existing employees. With automation handling time-consuming processes, businesses can continue operations smoothly even with fewer staff members or during times of high turnover. This enables HR teams to focus on more strategic roles while minimizing the impact of workforce gaps on overall productivity.
Fewer Errors
Unlike humans, bots perform tasks precisely as programmed—every single time. This precision is crucial in environments where even a tiny mistake can lead to large-scale discrepancies, such as in data entry or financial transactions. Cleaner, error-free processes provide more reliable outcomes and enhanced trust in system outputs.
Reduced Employee Burnout
By automating repetitive and mundane tasks, RPA helps prevent employee burnout, giving them more time to focus on creative problem-solving and strategic planning. This reduction in burnout boosts job satisfaction and fosters innovation, allowing employees to dedicate their energy to tasks that truly contribute value to the organization.
Impeccable Customer Experience
With RPA handling routine inquiries and processing requests instantly, customer service improves dramatically. The ability to provide 24/7 service, rapid response times, and accurate processing means that customers receive prompt, high-quality service, leading to enhanced customer loyalty and satisfaction.
Enhanced Decision-Making
RPA streamlines data collection and processing, providing leaders with up-to-date and accurate data. This rapid access to information facilitates timely, data-driven decisions, empowering organizations to pivot and adjust strategies quickly in response to market trends.
Improved Regulatory Compliance
RPA systems log every action they take, ensuring complete traceability and auditability. This inherent transparency helps organizations meet compliance requirements, reduce the risk of regulatory penalties, and build trust with regulators and customers.
RPA vs. Other Technologies
While RPA is highly effective for automating rule-based, repetitive tasks, other technologies such as Artificial Intelligence (AI), Agentic AI, Document Understanding, and Machine Learning (ML) offer unique benefits.
Modern enterprises are increasingly integrating AI with RPA to enhance automation capabilities, allowing businesses to go beyond structured processes and handle cognitive decision-making, unstructured data processing, and end-to-end workflow automation.
Below is a comparison table highlighting the key features and differences between these automation technologies:
AI and RPA: Working in Tandem
Modern enterprises increasingly combine AI with RPA to build automation solutions beyond simple task execution. While RPA handles structured, rule-based work, AI can process unstructured data, like emails, images, scanned documents, or even voice messages.
A key part of this blend is OCR (Optical Character Recognition) and Document Understanding. OCR lets bots extract text from scanned documents, PDFs, or handwritten forms. AI-driven Document Understanding takes it further by interpreting and organizing that data before passing it into RPA workflows—so the bots don’t just read data, they actually know what to do with it. But it doesn’t stop there.
Enter Generative AI
While traditional AI classifies, predicts, and analyzes, Generative AI creates. It can write email responses, summarize contracts, generate reports, or even produce code snippets, based on the context the RPA bot collects.
This means RPA bots aren’t just pushing data between systems anymore. Paired with Generative AI, they can now:
- Pull in raw inputs, have GenAI draft content, and deliver ready-to-send outputs.
- Take form data, and have GenAI write personalized onboarding emails or customer summaries.
Use GenAI to handle exceptions when workflows don't fit predefined rules.
This combination of RPA + traditional AI + Generative AI is what enables true end-to-end automation—even in workflows that used to rely heavily on human input.
How AI (and GenAI) Enhance RPA Capabilities
- Enhanced Data Processing: AI-powered OCR and Document Understanding extract and structure information from invoices, contracts, and records, giving RPA bots clean, usable input.
- Improved Decision-Making: AI can analyze large datasets, detect anomalies, and offer insights that guide bots through complex logic paths.
- Generated Content On-the-Fly: Generative AI enables bots to go beyond rules and dynamically create responses, summaries, or documents.
- Adaptive Workflows: The system continues learning and improving with every interaction, so the more it’s used, the better it gets.
By combining AI, Generative AI, OCR, and RPA, companies can now automate work that used to be too unstructured, too fluid, or too unpredictable, turning hours of manual effort into seconds of seamless automation.
Industries and Applications of RPA: Specific Processes Automated
RPA is not a one-size-fits-all solution; its adaptability means it can be tailored to meet the needs of nearly every industry.
Below are detailed examples of how different sectors can leverage RPA:
Healthcare organizations face mounting pressure to improve service delivery, meet regulatory requirements (like HIPAA), and reduce administrative overload. Manual data entry, compliance management, and fragmented systems often slow care delivery and increase the risk of error. RPA helps healthcare providers streamline operations, improve data accuracy, and ensure compliance, without overloading already stretched teams.
Typical processes automated:
- Patient registration and eligibility verification: Bots extract data from forms, validate insurance status, and enter information into EHR systems.
- Claims processing: Automates claim creation, validation, submission, and tracking across payer systems.
- Revenue Cycle Management (RCM): Handles patient billing, charge capture, denial management, and remittance processing.
- Compliance reporting (HIPAA automation, CMS, etc.): Gathers and compiles reports to ensure regulatory standards are met.
- Data entry and EHR updates: Transfers lab results, referrals, and case notes into the correct EHR fields.
- Appointment scheduling and reminders: Syncs calendars, confirms patient slots, and sends automated messages.
- Interoperability between clinical and billing systems: Ensures consistent data exchange and updates across disconnected systems.
Benefits:
- Faster patient intake and billing cycles
- Fewer denied claims due to more accurate data
- Full traceability for compliance audits
- Staff spend more time on patient care, not admin
Case Study:
Pain Treatment Centers of America, part of an extensive network of healthcare practices, initially approached us to automate their claim submission process. What began as a simple automation solution quickly evolved into a comprehensive, network-wide automation strategy.
Following the success of automating claim submissions, the practice expanded its automation efforts, resulting in the development of dozens of purpose-built bots that now handle various healthcare processes, including payment eligibility checks, write-offs, and data retrieval across the network. This automation reduced administrative burden and improved claims accuracy and cash flow management.
Finance teams deal with vast volumes of data, recurring tasks, and high compliance standards. Errors and delays can be costly. RPA automates day-to-day financial operations, freeing teams from manual reconciliation, report generation, and validation tasks.
Typical processes automated:
- Transaction reconciliation: Bots match incoming payments with ledger records to identify discrepancies.
- Financial reporting and consolidation: Automates pulling data from different systems to generate monthly, quarterly, and annual reports.
- Invoice processing and vendor payments: Reads, validates, and enters invoice data, then triggers payment workflows.
- Fraud detection flagging: Monitors transactions for outliers or patterns that match known fraud scenarios.
Compliance and audit preparation: Gathers and organizes documentation needed for internal and external audits.
Benefits:
- Reduced month-end close times
- Lower risk of manual errors
- Improved fraud detection through real-time data checks
- Cost savings from minimized human workload
Case Study:
T-Bank, a financial institution based in Texas, was facing issues with slow loan processing, manual data entry, and the risk of errors in document handling. These inefficiencies increased operational costs and slowed the approval process for loan applications.
To address these challenges, the bank implemented RPA to automate several key processes:
- Loan Application Processing: RPA bots were used to automate the extraction of data from loan applications, ensuring faster data entry.
- Document Verification: Automation was introduced to handle document checks, ensuring the accuracy and completeness of loan applications.
- Approval Workflow: RPA streamlined the approval process by automating steps like status updates, validation checks, and record management.
Manufacturers often juggle supply chain logistics, quality control, and inventory tracking—all of which involve repetitive, data-heavy workflows. RPA simplifies internal coordination and keeps operations moving with fewer bottlenecks.
Typical processes automated:
- Inventory management and updates: Bots track stock levels, alert teams of low inventory, and update ERP systems.
- Order processing: Automates order intake from email or portals, and enters them into production systems.
- Procurement workflows: Manages purchase requisitions, approvals, and order tracking with suppliers.
- Quality assurance reporting: Extracts QA results from machines or forms and generates compliance reports.
- Production scheduling: Optimizes manufacturing schedules based on inputs like order volume, machine capacity, and delivery timelines.
- Supplier communication: Sends automated updates, requests for quotes, and order confirmations.
Benefits:
- Fewer production delays from manual errors
- Better coordination across departments
- Real-time inventory and procurement visibility
Case Study:
A leading sugar producer, one of the largest in the world, was using an existing RPA solution for automating SAP processes but was not satisfied with the results. The company sought to optimize its SAP workflows to increase efficiency and reduce manual errors. We started with their most critical departments—controlling and finance—and gradually scaled automation to cover various tasks across the company. The automations included:
- A self-invoicing platform for clients
- EUR-pallet management solutions
- A customer status tracker
- A web scraper for stock index data
- QA automation bots
As a result, the company now operates more smoothly with less manual intervention, improving both operational efficiency and data accuracy across departments.
Insurance companies struggle with repetitive document handling, claim validations, and compliance documentation. Manual workflows slow down both customer experience and internal performance. RPA speeds up back-office processing and enables faster claims decisions.
Typical processes automated:
- Claims intake and validation: Extracts claim information, validates policy details, and checks coverage eligibility.
- Document classification and extraction: Uses OCR to extract key fields from claim forms and supporting documents.
- Policy administration and renewals: Automates renewals, policy updates, and customer notifications.
- Underwriting support: Gathers applicant information and runs it through risk models.
- Compliance reporting: Compiles reports for state and federal regulatory bodies.
Benefits:
- Faster claims processing with fewer errors
- Reduced paperwork bottlenecks
- Improved regulatory compliance
- Better customer satisfaction
Case Study:
When Ayr Farmers Mutual Insurance Company needed to move over 500,000 records from a legacy system before it was decommissioned, they turned to RPA to handle the bulk of the migration work.
We developed a bot that ran on five computers, automatically downloading and archiving documents in PDF format. The migration was completed four weeks ahead of schedule, and the documents are now easily searchable, eliminating the tedious manual process. This rapid, efficient migration saved the company time and resources while ensuring that all documentation remained accessible.
Accounting teams spend a huge chunk of time on data entry, reconciliation, and reporting. RPA can take over the repetitive parts, reducing errors and freeing up time for analysis and strategy.
Typical processes automated:
- Expense and invoice processing: Extracts invoice details and codes them for approval.
- Bank statement reconciliation: Matches bank data with GL entries and flags mismatches.
- Journal entries and reporting: Prepares recurring entries and compiles financial reports.
- Payroll verification: Checks time logs and calculates pay based on rules.
Benefits:
- Faster financial closings
- More accurate records
- Lower workload during peak periods
Case Study:
Agilent Technologies, a global leader in life sciences, diagnostics, and applied chemicals, was facing challenges in its invoice processing operations. The company’s manual system for handling invoices was slow, error-prone, and resource-intensive, leading to delayed payments and increased administrative costs. Agilent Technologies implemented RPA to automate the invoice processing workflow:
- Invoice Data Extraction: OCR technology was used to capture key invoice details, such as amounts, dates, and vendor information, from scanned documents and PDFs.
Invoice Validation: RPA bots validated the extracted data, cross-referencing it with purchase orders and contracts to ensure accuracy before processing payments. - Payment Processing: Once validated, bots automated the entry of invoice details into the finance system, triggering payments and reducing the need for manual intervention.
Results:
- Significant reduction in processing time, cutting down the time needed to process invoices by over 50%.
- Improved accuracy, leading to fewer errors in data entry and invoice validation.
- Increased efficiency, with the automation handling thousands of invoices per month, freeing up accounting staff to focus on more strategic tasks.
The energy sector handles complex workflows across billing, maintenance scheduling, compliance, and resource management. RPA supports operational continuity and data consistency.
Typical processes automated:
- Meter data collection and billing: Extracts readings, calculates bills, and updates customer accounts.
- Compliance report generation: Automates environmental, safety, and financial reporting.
- Customer account updates: Syncs changes across CRM and billing platforms.
- Supplier onboarding: Collects documents, verifies credentials, and updates internal systems.
Benefits:
- Shorter billing cycles
- Improved data accuracy for audits
- Lower operational costs
Case Study:
Axpo, Switzerland’s leading renewable energy provider and a key player in international energy trading, faced challenges due to rapid growth. Their manual processes couldn’t keep up with the increasing volume of tasks, and compliance with international regulations was becoming more difficult.
With the help of RPA, Axpo now automates the generation and correction of invoices for over 600 daily transactions. In addition, RPA bots help complete 27 days’ worth of work in a single day for the legally required pricing summary process, which was previously handled manually. As a result, Axpo can now scale operations efficiently, meeting regulatory demands while improving internal productivity.
RPA for Real Estate
Real estate teams deal with lease management, onboarding new clients, and handling a constant flow of documents. RPA in real estate reduces time spent on repetitive back-office work.
Typical processes automated:
- Lease data extraction: Reads and transfers key terms into property management software.
- Contract generation: Automatically fills templates with tenant and property details.
- Client onboarding: Collects documentation, verifies identity, and logs tenant data.
- Compliance documentation: Gathers and stores audit trails and proof of compliance.
Benefits:
- Faster lease processing
- Fewer document-related errors
- Better team focus on sales and client relationships
Case Study:
Paramount Residential Mortgage Group (PRMG), a California-based mortgage banker operating across 48 states, struggled with manual, time-consuming, and inconsistent loan estimation and approval processes.
What began as a simple single-bot solution for automating one part of the loan process quickly scaled into a comprehensive loan processing automation system. PRMG now relies on six bots, each dedicated to specific steps in the workflow, including retrieving and distributing disclosure packages, compiling data, and archiving it across various systems. This automation has significantly improved efficiency and accuracy, ensuring faster and more reliable loan processing.
IT teams often spend too much time on routine tasks—ticketing, system monitoring, patch updates—that take away from more strategic initiatives. RPA handles the routine so your tech team can focus on problem-solving.
Typical processes automated:
- Help desk ticket triaging: Categorizes and routes tickets to the right team.
- Software provisioning: Installs applications based on predefined user profiles.
- System health checks: Runs diagnostics and sends alerts.
- Password resets: Handles automated reset workflows based on user verification.
Benefits:
- Faster issue resolution
- Lower support overhead
- Happier IT teams
E-commerce businesses need speed, accuracy, and flexibility to handle everything from order fulfillment to customer service. RPA supports these goals without requiring more headcount.
Typical processes automated:
- Order processing and status updates: Captures order info, sends confirmations, and updates inventory.
- Inventory syncing: Syncs stock levels across warehouses and online platforms.
- Returns management: Validates returns, generates labels, and updates records.
- Customer support ticket routing: Classifies incoming queries and forwards to the right team.
- Personalized promotions: Generates discount codes and emails based on user behavior.
Benefits:
- Quicker order fulfillment
- Reduced return handling time
- Better customer experience at scale
Case Study:
Lotte, a leading South Korean e-commerce platform, faced challenges with managing a high volume of product listings and maintaining the accuracy of product information. Their manual processes for inspecting ads, filtering false or exaggerated content, and managing inventory were inefficient, leading to errors and delays in product listings. Lotte implemented OCR + RPA to automate key tasks:
- Product Inspection: RPA and OCR were used to filter through false or exaggerated ads, ensuring that only accurate product listings were displayed.
- Order Management: Bots automated the processing of incoming orders, verifying details and updating inventory in real time.
- Inventory Updates: RPA ensured accurate stock levels across platforms, syncing inventory information seamlessly.
Results:
- 10,000 product inspections per month, filtering out false or exaggerated ads to maintain quality listings.
Faster order processing and inventory updates, reducing errors and delays in fulfillment. - Improved customer satisfaction due to more accurate product information and quicker response times.
From shipment tracking to route optimization, logistics operations rely on timely data and efficient coordination. RPA in logistics helps automate routine steps to keep things moving smoothly.
Typical processes automated:
- Shipment status updates: Extracts tracking info from carriers and updates portals.
- Route planning: Uses rules to select the fastest or most cost-effective routes.
- Inventory reconciliation: Compares warehouse and system data to detect mismatches.
- Carrier performance monitoring: Compiles delivery times and flags delays.
Benefits:
- Fewer delays
- More accurate delivery tracking
- Better planning based on real-time data
Case Study:
A leading logistics company was struggling with the inefficiencies of manual processes for shipment tracking, document handling, and data entry. These challenges led to high operational costs, delays in processing shipments, and an overwhelming volume of documents that required constant attention. The company implemented RPA to streamline and optimize several areas of its logistics operations:
- Shipment Deployment: RPA automated the dispatching of shipments, ensuring real-time updates and accurate tracking information.
- Document Processing: OCR and RPA were used to automatically extract data from invoices, bills of lading, and other shipping documents, reducing the manual input and improving accuracy.
- Inventory Management: Automation synced inventory data, ensuring stock levels were updated across all systems in real-time and preventing errors in stock tracking.
Results:
- $35K in monthly cost savings by reducing manual labor and improving operational efficiency.
- 2.2K man-hours saved monthly, allowing staff to focus on more valuable tasks.
- 22K shipments are deployed monthly, improving throughput and speed of delivery.
- 45K average documents processed monthly, significantly reducing manual document handling and errors.
Telecom companies manage many service requests, billing updates, and network changes. RPA helps reduce turnaround time and improve service reliability.
Typical processes automated:
- Service provisioning: Activates new services based on plan and account details.
- Customer onboarding: Automates identity checks, data entry, and contract signing.
- Billing adjustments: Applies plan changes, refunds, and late fees.
- Network alert management: Monitors alerts and escalates based on severity.
Benefits:
- Faster resolution of customer issues
- More accurate billing
- Better use of internal resources
Case Study:
GPS nVISION, a Texas-based company specializing in tracking devices for cars, trailers, and other assets, needed to expedite two vital processes: device and SIM card activation and account deactivation.
After analyzing the existing workflows, we implemented an RPA solution that continuously checks for activation requests, automatically sets up tracking devices, and configures user accounts. Similarly, the bot now deactivates unpaid accounts and trackers. The result? The execution time for these processes was reduced by four times, speeding up customer service and operations.
Popular RPA Tools and Their Importance
Understanding the tools available in the RPA ecosystem is critical for selecting the right solution for your organization. Here’s an overview of the most popular platforms, what they do, and why they matter:
What It Does: It offers a comprehensive and user-friendly platform supporting attended and unattended automation. Its low-code environment makes it accessible to non-technical users while providing robust capabilities for complex workflows.
Importance: UiPath’s strong community support, free community edition, and continuous innovation make it a popular choice for organizations looking for rapid deployment and scalability.
At Flobotics, UiPath is our go-to RPA technology, allowing us to build customized, scalable automation solutions for clients across industries. Our expertise in UiPath is backed by our UiPath Certification, ensuring that we deliver high-quality implementations with best practices in mind.
What It Does: Provides a code-free, enterprise-grade RPA platform designed to automate back-office operations. Its drag-and-drop interface and extensive integration capabilities allow organizations to automate tasks across multiple systems.
Importance: Blue Prism is particularly favored by large enterprises due to its scalability, strong governance features, and seamless integration with existing systems.
What It Does: Combines traditional RPA with cognitive capabilities such as Natural Language Processing (NLP) and machine learning. It supports both cloud and on-premise deployments and offers tools for developing, deploying, and managing bots at scale.
Importance: Automation Anywhere's versatility and ease of use make it ideal for organizations that need both basic and advanced automation features and the ability to handle complex data sets.
What It Does: Python is a powerful scripting language that can be used to build custom automation workflows without traditional RPA tools. Many open-source RPA frameworks, including Robocorp, use Python.
Importance: Python is highly customizable – great for businesses needing full automation control. There are no licensing costs; it’s open-source and free to use. Best for data science, AI, and Machine Learning applications, and can integrate with various systems via APIs. Python-based RPA is ideal for developers and businesses needing a tailored automation solution.
What It Does: A cloud-based service that automates workflows across various applications and services. It supports both attended and unattended automation and is designed to integrate legacy systems with modern cloud-based applications.
Importance: Its seamless integration with the Microsoft ecosystem, flexible workflow design, and AI-driven features make it a versatile tool for organizations looking to modernize their process automation without a steep learning curve.
What It Does: IBM Robotic Process Automation integrates seamlessly with IBM’s suite of AI and automation solutions. It leverages AI-powered bots to automate business processes, integrate across multiple systems, and improve operational efficiency.
Importance: IBM RPA is ideal for enterprises seeking AI-enhanced automation. It offers integration with IBM Watson, which allows it to perform cognitive tasks like data extraction, processing unstructured data, and decision-making. Its scalability and security make it a trusted choice for large organizations with complex automation needs.
What It Does: Tungsten Automation offers an RPA solution that combines robotic process automation with advanced data capture and document processing capabilities. It is designed to handle high-volume tasks such as invoice processing, claims management, and compliance reporting.
Importance: Tungsten (formerly Kofax) is known for its powerful document automation features, including Optical Character Recognition (OCR) and document classification. It integrates with legacy and modern systems, making it highly effective in industries with significant documentation needs like finance, healthcare, and insurance.
What It Does: OpenBots is an open-source RPA platform designed for enterprises looking to scale automation while avoiding the high licensing costs associated with traditional RPA solutions. It provides tools for attended and unattended automation and integrates easily with existing systems.
Importance: OpenBots’ open-source nature allows businesses to customize their RPA workflows without being tied to costly proprietary platforms. It's ideal for companies seeking cost-effective, scalable automation solutions without sacrificing functionality.
What It Does: WorkFusion RPA Express is a free, full-featured RPA platform that integrates automation, machine learning, and AI capabilities. It’s designed to automate complex tasks involving unstructured data, like document processing and customer service workflows.
Importance: WorkFusion RPA Express combines traditional RPA with intelligent automation capabilities. It's ideal for businesses that need process automation and the ability to handle unstructured data, providing a complete automation solution that scales with growing business needs.
A Step-by-Step Guide to Implementing RPA
While RPA offers significant advantages, organizations must address particular challenges to ensure successful deployment. Here’s a strategic, step-by-step guide:
1. Select an Experienced Vendor
Choose a vendor with proven expertise and a track record in RPA implementations to ensure technological robustness and practical support. Look for a provider with:
- proven knowledge and certifications (e.g., UiPath, Automation Anywhere, Blue Prism),
- a track record of successful RPA deployments in your industry,
- strong post-implementation support and scalability options.
2. Conduct a Thorough Process Analysis
Before automating, it’s crucial to assess and map your existing workflows:
- Identify high-volume, repetitive, and rule-based tasks that are ideal for automation.
- Analyze error-prone and time-consuming processes that can benefit from RPA.
- Understand dependencies and potential bottlenecks in the workflow.
- Assess structured vs. unstructured data – RPA works best with structured data, while AI may be needed for unstructured data processing.
3. Educate and Upskill Employees
RPA is not about replacing employees but enhancing their roles. To ensure a smooth transition:
- Provide training on RPA fundamentals so employees understand how automation supports their work.
- Address concerns regarding job displacement and highlight how RPA eliminates repetitive tasks, allowing employees to focus on higher-value activities.
- Upskill teams on managing and working alongside bots for better collaboration.
- Encourage a culture of digital adoption, making automation a core part of business operations.
4. Start with Pilot Projects
A pilot project allows companies to test RPA in a controlled environment before scaling:
- Select a low-risk, high-impact process for automation.
- Define success metrics (e.g., time savings, error reduction, cost efficiency).
- Gather feedback from employees interacting with the bots.
- Analyze bottlenecks and challenges to refine automation strategies.
Identifying potential issues early can prevent downtime, improve bot accuracy, and enhance system stability.
5. Establish Clear Governance
Develop oversight mechanisms to monitor bot performance, track metrics, and manage exceptions to ensure consistent, reliable operations.
6. Plan for Maintenance and Scaling
RPA is not a one-time project but an evolving automation strategy. To future-proof your implementation:
- Schedule periodic bot maintenance to prevent errors due to system updates.
- Build an automation roadmap to scale RPA across multiple departments.
- Explore AI and intelligent automation (IA) to enhance RPA capabilities.
- Continuously evaluate performance metrics to identify further automation opportunities.
Businesses can maximize ROI and expand automation beyond initial deployments by planning for long-term scalability.
7. Engage Stakeholders Early
Involve key decision-makers from IT, operations, and business units to ensure alignment with strategic goals and secure buy-in for the initiative.
RPA can do a lot, but that doesn’t mean you should throw bots at everything. The best wins come from picking the right tasks.
Look for Processes That Are:
- Repetitive – Same steps, same order, over and over.
- Rule-based – If X, then Y. No decisions needed.
- Frequent – Happens every day, not once a month.
- Clean – Uses structured inputs like spreadsheets or forms.
- Stable – Doesn’t change every two weeks.
- Annoying – The kind of task people hate doing manually.
What You Should Avoid (for Now):
- Anything vague or open-ended.
- Processes where people make judgment calls.
- Workflows that aren’t documented or change constantly.
Start with one or two tasks that tick most of these boxes. You’ll build momentum, show results quickly, and then scale.
After your bots go live, don’t just trust your gut—track the impact. Here’s what we recommend keeping an eye on:
Key Metrics to Track for RPA Success
These are the core metrics you should measure to assess the effectiveness and value of your RPA implementation.
Value of Time Gains
VTG = (EC – AC)/AC x 100%
- EC (Employee Costs): Total costs of processes handled by employees, including wages, taxes, and office-related expenses (rent, utilities, etc.).
- AC (Automation Costs): Costs of processes managed by bots, including license fees, development, hosting, and maintenance.
Why It Matters:
VTG calculates the cost savings from automation by comparing the costs of employee-delivered processes to bot-delivered ones, providing a key metric for assessing RPA’s ROI.
Return on Investment (ROI)
RPA ROI is calculated using Value of Time Gains (VTG), along with two additional factors:
- Value of Process Acceleration (VoPA):
Measures the financial gain from speeding up processes, like reducing the client onboarding cycle, by calculating the difference in processed clients before and after automation, multiplied by the average gain per client. - Value of Error Reduction (VoER):
Calculates savings from eliminating errors, such as reduced costs from fixing mistakes manually or fewer lost deals due to errors.
RPA ROI = [(VTG*AC + Value of process acceleration + Value of error reduction) – AC]/AC x 100%
Where:
VTG = Value of Time Gains
AC = Automation Costs
VoPA = Value of Process Acceleration
VoER = Value of Error Reduction
Why It Matters:
RPA ROI provides a comprehensive view of the financial benefits of automation, considering time savings, process speed, and error reduction, ensuring that automation investments deliver measurable value.
Gained Productivity
This metric tracks the increase in productivity resulting from automation.
How to Measure: Gained productivity can be calculated by comparing the time taken to complete processes before and after automation.
Why It Matters: This shows how much more efficiently work is being done post-automation, often leading to higher output with fewer resources.
Process Automation Velocity
This metric measures the speed at which business processes are automated.
How to Measure: It can be calculated by tracking the number of processes automated over a specific time period.
Why It Matters: Faster automation velocity means quicker realization of automation benefits, enabling businesses to scale operations rapidly and handle more tasks.
RPA Automation Uptime
This metric tracks the amount of time that RPA bots are fully operational and performing tasks.
How to Measure: Uptime is calculated by dividing the total bot operating time by the total possible operating time.
Why It Matters: High uptime means that the automation system is reliable and consistently delivering value, minimizing disruptions and maximizing productivity.
Downtime Rate
Downtime rate measures the percentage of time that RPA bots are not operational due to technical issues or failures.
Why It Matters: A lower downtime rate is crucial for maintaining continuous automation operations. High downtime can indicate system instability and affect overall performance.
Ultimately, measuring your RPA results allows you to gain actionable insights that can help you drive continuous improvement, achieve greater ROI, and ensure that automation continues to deliver measurable value.
The metrics discussed above are some of the primary metrics for tracking RPA success. However, many other important business and technical metrics must be measured to optimize and maintain RPA systems. These include bot performance, uptime, exception handling rates, etc.
Closing thoughts
For beginners, RPA may seem daunting, especially since many misconceptions about the technology prevail, such as the notion that automation bots will render people redundant. By outlining the main concepts related to Robotic Process Automation and demonstrating its strengths, we hope our guide has made RPA much more approachable and transparent.
We honestly believe that Robotic Process Automation is a perfect solution for businesses that want to embark on a digital transformation journey but don’t have the budget to invest in experimentation. Unlike other emerging innovations, RPA — when implemented correctly — requires low-cost investment and delivers immediate impact.
We recommend starting small to maximize the potential of RPA. Automate one or two key processes before adding more tasks to the pipeline. Once your first bots are up and running, scaling up will be smooth sailing. And you will be ready and eager to take the next step into more advanced intelligent automation.
At Flobotics, our in-depth expertise in RPA means we are uniquely positioned to guide your organization through every step of transformation. Whether you’re considering RPA as a product for in-house control or a service for rapid deployment and scalability, we tailor our approach to meet your specific needs and objectives.
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- RPA: Why is it worth your money (and our time)?
- What is Robotic Process Automation? Understanding the Technology and Business Models
- The Benefits of RPA: A Detailed Look
- RPA vs. Other Technologies
- Industries and Applications of RPA: Specific Processes Automated
- Popular RPA Tools and Their Importance
- A Step-by-Step Guide to Implementing RPA
- How to Select the Perfect Process for Automation?
- How to Measure your RPA Automation Results?
- Closing thoughts
