What is robotic process automation?

Robotic process automation (RPA) is a transformative technology designed to automate repetitive, rule-based tasks, enabling businesses to streamline operations and allocate human resources to more strategic functions.

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Robotic process automation
  • An introduction to RPA
  • Understanding how RPA works: The basics behind automation
  • Processes perfect for robotic process automation
  • RPA use cases across industries
  • How RPA drives business success
  • Implementing RPA: Building a strategy for success
  • The evolution of RPA
  • RPA and intelligent automation
  • How to choose the right RPA tool
  • Why choose Zoho RPA?
  • FAQs

An introduction to RPA

Manual processes can consume significant time and resources. Tasks such as invoice processing, employee onboarding, updating patient records, claims processing, and order fulfilment often require hours of repetitive effort when handled manually. Across the board, industries—from banking and insurance to healthcare and retail—are riddled with routine processes.

This is where robotic process automation steps in. RPA mimics human actions within software user interfaces, transforming workflows and driving digital transformation. By integrating with your existing applications and systems, RPA minimizes manual intervention and accelerates task completion with greater accuracy.

The aim of this guide is to introduce you to the potential of robotic process automation, explain how it works, and outline the steps for a successful RPA implementation—arming you with the insights to decide whether this technology can revolutionize your operations.

Understanding how RPA works: The basics behind automation

At its core, RPA operates through the deployment of software bots. These bots are designed to execute repetitive, rule-based tasks—tasks that are structured and often involve interactions with multiple systems or applications.

Interacting with UIs

Bots mimic the way a human would interact with digital systems, navigating across applications and performing tasks like clicking buttons, copying data, or filling in forms.

Process automation rules

Before the bots can take action, the rules for each task need to be clearly defined. For instance, if the bot is responsible for processing invoices, the system will outline the specific steps, such as checking for errors, confirming the invoice details, and posting payments.

No coding required

RPA doesn’t require extensive programming skills. Business users can define the rules using drag-and-drop or recorder functionalities, making it accessible to non-technical employees.

Bots in RPA

Human-bot collaboration

Robotic process automation doesn't aim to replace humans but to enhance their productivity. By taking over tedious tasks, RPA bots allow employees to focus on tasks that require creativity, critical thinking, and emotional intelligence.

For example, while bots manage customer data updates, customer service agents can devote their attention to providing a better, more personalized experience. 

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Processes perfect for robotic process automation

High-volume manual transactions

In industries like banking, retail, or insurance, high-volume transactions often involve repeated manual data entry across multiple systems.

Example

Take financial reconciliation—an accountant manually matches thousands of transactions from an ERP system to bank statements, a process prone to errors and delays.

How RPA helps

RPA automates this by mimicking human actions, ensuring transactions are matched in real time and discrepancies flagged instantly, significantly reducing human intervention. The time savings here is huge.

Rule-based processes

Processes that are defined by a clear set of rules or decision trees are prime candidates for automation.

Example

In accounts payable, if a vendor invoice meets certain conditions (e.g., amount, date, vendor code), it's automatically approved. The logic behind this can easily be mapped into a flowchart and carried out by bots.

How RPA helps

These processes often bog down teams due to repetitive, mind-numbing tasks that don’t require human judgment—RPA ensures consistency and precision at every step, particularly in industries where adherence to strict compliance standards is mandatory.

Data transfer between disparate systems

Many businesses rely on legacy systems that have problems communicating with each other.

Example

Customer data from a CRM might need to be manually uploaded to an ERP system for order processing. Each transfer requires repetitive copying and pasting between systems, which not only wastes time but also increases the risk of errors.

How RPA helps

RPA bridges this gap, transferring data between systems with no manual input, even if these systems lack modern APIs or integrations.

UI-based actions

Businesses with operations reliant on desktop applications or legacy UIs can automate routine tasks like form filling, report generation, or email processing using RPA.

Example

Customer service teams often need to perform multiple actions across different systems to resolve issues. This process involves logging in to a CRM to retrieve customer details, accessing an order management system to check order statuses, updating an internal database, and pulling relevant billing information from a finance system. They may also need to compile reports or send follow-up emails to customers, manually transferring data between these platforms.

How RPA helps

RPA bots can handle this entire workflow—logging in, searching databases, entering data, generating reports, and sending emails—mimicking human actions while ensuring accuracy and saving time.

This is particularly useful when full-scale digital transformation isn’t feasible, allowing businesses to extend the life of their existing systems.

Lack of APIs

A major roadblock in automation is legacy systems that don’t support modern integrations through APIs.

Example

This is common in financial services and manufacturing, where older mainframes or ERP systems are still in use. Without APIs, automating processes between systems is difficult, forcing businesses to rely on manual transfers of data.

How RPA helps

RPA steps in here by acting as the connector between these systems, automating tasks like processing invoices, updating customer records, or transferring data between incompatible platforms.

It does this without altering or disrupting the current infrastructure, which would otherwise be costly and complex to modify.

As industries evolve, automation becomes a necessity—not just to stay competitive, but to survive in a landscape where speed and precision define success. RPA answers this call by transforming how companies approach workflows. 

RPA use cases across industries 

Robotic process automation’s versatility allows it to cater to a wide range of sectors, offering tailored solutions to specific business challenges.

RPA in finance

RPA in healthcare

RPA in insurance

  • Claims processing
  • Policy administration
  • Fraud detection
  • Underwriting automation
  • Customer onboarding
  • Agent management
  • Document processing
  • Payment processing
  • Risk management

RPA in retail & ecommerce

  • Order processing
  • Customer feedback
  • Price monitoring
  • Loyalty program management
  • Demand forecasting
  • Supplier management
  • Returns processing
  • Product categorization
  • Shipment tracking

RPA in human resources

  • Employee background checks
  • Employee onboarding
  • Performance appraisal tracking
  • Recruitment data integration
  • Leave balance monitoring & updates
  • Payroll processing
  • Employee training management
  • Benefits administration
  • Employee offboarding

RPA in manufacturing

RPA in logistics

  • Shipment order processing
  • Inventory level checks
  • Reorder triggers
  • Delivery status notifications
  • Route optimization
  • Order tracking automation
  • Supplier onboarding
  • Freight invoice auditing
  • Returns processing

RPA in telecommunications

  • Network performance monitoring
  • Fault management
  • Contract management
  • Customer application processing
  • Customer onboarding
  • Email to ticket automation
  • Compliance management
  • Metadata management
  • Service provisioning

How RPA drives business success 

RPA adoption is growing across sectors because of its immediate, measurable benefits. Let’s explore some of the strategic advantages of deploying RPA in business environments:

Enhanced operational efficiency

RPA accelerates task completion, reduces human error, and enhances the consistency of outputs. For industries like healthcare and finance, where regulatory compliance and precision are critical, RPA can transform service delivery.

Cost savings and ROI

While the initial implementation of RPA might require some investment, the long-term financial benefits are significant. RPA decreases the risk of costly errors and allows businesses to scale automation as needed without a linear increase in costs.

Better compliance and risk management

For businesses operating under stringent regulations (such as healthcare, insurance, and finance), compliance is non-negotiable. RPA ensures that tasks are completed in full accordance with regulatory guidelines, with an audit trail available for every action a bot performs.

Implementing RPA: Building a strategy for success 

RPA success is rooted in a well-thought-out strategy, ensuring the right processes are chosen for automation and the business goals are clear from the outset. Here’s how to approach RPA implementation from a strategic perspective:

Identify automation-ready processes

Not all processes are suited for automation. Focus on high-volume, rule-based tasks that are repetitive, error-prone, and time-consuming. Examples include data extraction, document processing, or records management.

Plan for scalability

RPA implementation shouldn’t be an all-at-once initiative. Begin with pilot programs in departments where immediate benefits can be realized. Once those initial processes are optimized, scale the use of bots to other parts of the organization.

Employee engagement and training

It is crucial to create training programs that demonstrate how RPA automates mundane tasks, freeing employees for more strategic, intellect-driven work. These programs should emphasise how automation can complement their day-to-day responsibilities. Zoho RPA offers training to help teams build and implement workflows, ensuring employees can confidently integrate automation into their processes.

Governance and monitoring

Once implemented, RPA should be closely monitored to ensure bots are performing as expected. Establish an RPA governance framework to assess continuously and optimize bot performance, ensuring regulatory compliance and adaptability to changing business needs.

The evolution of robotic process automation

RPA has come a long way since its inception in the 1990s, when it was primarily used for automating user interface (UI) testing. As the technology evolved, RPA expanded into other areas, including data extraction and process automation. By the 2010s, RPA had become a mainstream solution for enterprise automation, driven by the need for digital transformation and cost reduction.

The financial crisis of the late 2000s accelerated the adoption of RPA, as businesses sought to cut costs and improve efficiency. During this period, RPA became integral to digital transformation strategies, enabling companies to automate complex processes across various functions. The introduction of screen scraping technology further enhanced RPA's capabilities, allowing businesses to automate data extraction from legacy systems.

The 2010s: The rise of enterprise automation

The 2020s: A new decade of RPA dominance

The COVID-19 pandemic further accelerated RPA adoption, as businesses faced unprecedented challenges and sought to maintain operations with reduced workforces. RPA proved to be a valuable asset, enabling companies to automate high-volume, repetitive tasks. As a result, RPA has continued to gain traction across industries, with small and mid-sized businesses joining the automation wave.

Looking ahead, RPA is set to play a pivotal role in the future of work. As automation technologies continue to evolve, RPA will become increasingly integrated with artificial intelligence and machine learning (ML), enabling even more sophisticated automation solutions.

What’s next? Automation as a service

Global robotic process automation market size

$2,942

Revenue, 2023 (US$M)

$30,850

Forecast, 2030 (US$M)

39.9%

CAGR, 2024-2030

Source: Global Robotic Process Automation Market Size & Outlook

Global robotic process automation market revenue, by industry

$6.778

BFSI, 2023 (US$B)

$3.823

Pharma & healthcare, 2023 (US$B)

$3.384

Manufacturing, 2023 (US$B)

Source: Robotic Process Automation Market Size, Share and Trends 2024 to 2034

RPA and intelligent automation  

RPA is often seen as a precursor to more sophisticated forms of automation, like intelligent automation (IA). While RPA handles structured tasks, IA leverages artificial intelligence to manage unstructured data, such as images or voice recordings.

RPA meets AI

While RPA and AI are distinct technologies, they can complement each other to form a powerful automation platform. RPA excels at automating rule-based tasks, while AI is capable of processing unstructured data and making decisions based on complex algorithms. By integrating RPA with AI, businesses can achieve intelligent automation, where bots not only execute tasks but also learn and improve over time.

RPA vs. IA

RPA excels at rule-based tasks, while IA can interpret data, learn from it, and make decisions. Together, they offer a powerful automation solution for businesses looking to scale.

Practical examples

RPA bot can process invoices, while an AI-powered system analyzes the data to detect anomalies or predict future trends. This combination of RPA and AI enables businesses to automate more complex processes, drive greater efficiency, and unlock new opportunities for growth.

The future of automation

As RPA and AI continue to evolve, the future of automation will see the rise of cognitive agents—bots that can understand, reason, and make decisions. These agents will work alongside human teams, taking on increasingly sophisticated tasks and enabling businesses to operate more efficiently. By embracing intelligent automation, companies can gain a competitive edge and position themselves for success in the digital age.

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How to choose the right RPA tool   

When selecting an RPA tool, these are the prime considerations to keep in mind:

Feature set

Look for tools that offer a range of automations such as Windows automation, web automation, file & folders automation, and OCR for document processing. Advanced capabilities like AI/ML integration, unattended bots, and multi-environment support can also be valuable.

Ease of use

Choose a tool with an intuitive interface that requires minimal coding, especially if your team has limited technical expertise. A user-friendly design can accelerate deployment and reduce training time.

Scalability

Ensure the tool can grow with your business needs, from handling small-scale tasks to managing enterprise-wide automations.

Integration

Verify that the RPA solution can integrate with your current software stack, including legacy systems, ERPs, and cloud platforms.

Vendor reliability

Assess the vendor’s track record, customer support, and community engagement. A strong support system, regular updates, and a reliable user community can significantly impact long-term success.


Why choose Zoho RPA?

Zoho RPA is built with one goal in mind: to make automation easy, flexible, and scalable for businesses of all sizes and industries. Here’s why it’s the right fit for you:

Simple yet powerful

With a drag-and-drop interface and pioneering recorder, Zoho RPA makes automation accessible to everyone—even if you’re not a tech expert. And it’s not just easy; it’s capable of managing even the most complex business tasks.

Affordable and scalable

Whether you're a startup or an enterprise, Zoho RPA grows with you. Flexible pricing options ensure you only pay for what you need, and as your business expands, your automation can easily scale up.

Tailored for your industry

Zoho RPA isn't one-size-fits-all. It’s designed to adapt to your industry, with faster implementation and automation that’s truly aligned with your needs.

900+ app integrations

Already using Zoho and other cloud apps? Zoho RPA fits right in, integrating with over 900+ diverse apps. There's no need to juggle systems—everything’s unified, allowing for smoother automation across all your departments.

Top-notch security and compliance

With Zoho RPA, your data is always safe. We’ve got encryption, user authentication, and detailed audit logs built in to meet industry standards and regulatory requirements.

Global support when you need it

Zoho’s worldwide network of experts is ready to help at every stage of your automation journey—from getting started to scaling up, you’ll have support every step of the way.

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Frequently asked questions

  • What is robotic process automation?

    Robotic process automation, or RPA, is a technology that uses software bots to automate repetitive tasks traditionally performed by humans.

  • Can RPA work with legacy systems?

    Yes, RPA is highly compatible with legacy systems. It can work with a wide range of applications and doesn't require businesses to overhaul their existing infrastructure. This makes RPA a flexible solution for businesses looking to optimize outdated systems.

  • Is RPA suitable for small businesses?

    Absolutely! While RPA is commonly associated with large enterprises, small businesses can benefit from it too.

  • How much time can RPA save my team?

    On average, businesses using RPA report time savings of up to 60% on routine tasks, allowing teams to focus on higher-value work.

  • Is RPA difficult to implement?

    Not at all! RPA is built to be easy to roll out. It works with your existing systems, so you won’t need to make big changes to get started. Plus, it can be implemented with minimal disruptions.

  • How long does it take to implement RPA?

    The time to implement RPA varies depending on the complexity and scope of the tasks being automated. However, one of the key benefits of RPA is that it can be deployed quickly—often within weeks, allowing businesses to see results quickly.

  • Do I need coding skills to use RPA?

    No—most RPA platforms, including Zoho RPA, are designed with a user-friendly interface that allows non-technical users to create automation workflows with drag-and-drop or recorder functionality, without the need for coding expertise.

  • What tasks can be automated with RPA?

    RPA is ideal for tasks that are rule-based, repetitive, and involve structured data. Common use cases include data entry, order processing, customer service, HR onboarding, and invoice reconciliation.

  • What are the benefits of using RPA?

    RPA offers numerous benefits, including increased accuracy, faster task completion, reduced operational costs, and the ability to free up employees for more strategic work. It can also improve compliance and scalability in business operations.

  • What industries can benefit from RPA?

    RPA can be applied across industries like finance, healthcare, retail, manufacturing, and telecommunications. Any business that relies on repetitive processes can leverage RPA to streamline workflows and improve efficiency.

  • Is RPA secure?

    Yes, most RPA solutions, including Zoho RPA, prioritize security. They come with features like data encryption, role-based access controls, and audit logs to ensure that sensitive business data is protected.