Robotic Process Automation (RPA) lets software robots carry out tasks that were originally done by humans. This idea arose from classic process automation and is used, for example, to automate tests for software. The artificial intelligence-based method, how it works and its advantages are presented in the following article.
What does Robotic Process Automation mean?
Robotic Process Automation refers to the automation of processes controlled by robots. This includes a variety of processes: Artificial intelligence can be helpful both when querying data or entering forms, as well as when operating complex systems and tools. This is called a software bot and carries out its tasks by imitating human behavior. This offers the advantage that once systems or processes have been created, they do not need to be adapted - the bot starts where a human worker would act. Unlike physical robots, however, artificial intelligence is activated directly on the user interface and can, for example, answer customer service inquiries or carry out recurring accounting tasks. And that’s exactly what we created with GetMyInvoices.
The emergence of RPA
Robots have existed in industry for several decades and provide valuable work relief that is now indispensable. Other business areas are also looking for solutions that can simplify and accelerate processes and thus contribute to the efficiency of the company. In this way, not only are costs saved, but growth is also promoted and employees are relieved. The disadvantages of the previously existing options include the associated high costs and the amount of resources required.
RPA was therefore developed from examples of classic process automation from various providers and industrial robots. These bots are able to independently implement instructions and thus complete a number of work processes and operate entire programs. Since the beginning of the 2000s, artificial intelligence has been used in social media to automatically send emails or answer calls to customer service. RPA’s finest hour, however, came in software quality assurance.
How is RPA different from traditional process automation?
In contrast to traditional process automation, RPA is extremely compatible with existing systems. As described, it fits in and serves this, making expensive conversions, renewed platforms or similar investments unnecessary. The existing business processes can continue to run unchanged and are carried out in a shorter time and in a cost-saving manner. Even if the company expands significantly, no additional workers are needed because the bots absorb the new workload. By using a holistic system, the customer experience is also unified, which creates trust and makes it easier for them to use the offers in question.
What is Robotic Process Automation suitable for?
RPA is primarily suitable for structured processes that are characterized by clear instructions and recurring specifications. The software learns set rules and does its work according to them. Once she has learned the routine steps, she carries them out as often as she wants; However, she is not able to flexibly adapt her processes to new situations and change her behavior. Unknown processes must therefore first be learned before they can be applied.
In which areas is RPA applicable?
This question goes hand in hand with considering which processes the bots are suitable for: Since artificial intelligence works on a rule-based basis, it can provide support wherever predictable and repeated actions need to be carried out on a virtual user interface. For example, RPA can:
- Fill out forms
- Insert, copy and move data
- Execute “If/Then” commands
- access websites
- Perform calculations
- Process data obtained from the Internet
- Open emails and process attachments
- access social media
- or reading and processing information from structured documents and systems, our core competence at GetMyInvoices.
What are the advantages of RPA?
A bot takes over (at least part of) the work of a human employee. Unlike the latter, he can work day and night, as well as on weekends and holidays. He doesn’t take vacation, he doesn’t miss work because he’s sick and he doesn’t make any careless mistakes. He doesn’t miscalculate and he doesn’t forget to carry out some of the steps. In addition, artificial intelligence works at multiple speeds and displays consistent, well-rehearsed friendliness and professionalism in direct contact with customers. RPA also records all steps taken and automatically chooses the most cost-effective route without wasting time.
As a result, a company’s common processes are not only carried out faster and error-free, but are also literally perfected. At the same time, valuable employees are freed from carrying out routine processes and can focus on dealing with more complex issues.
Robotic Process Automation – Disadvantages
However, RPA also has disadvantages. This means that entrepreneurs must first be convinced of the advantages. This often proves to be difficult in practice because people like to act according to known patterns and find change difficult.
It is also important to select a suitable robotic process automation provider from among the numerous robotic process automation tools available on the market. This requires expertise that not everyone has.
Once a system is implemented, it does not necessarily have to lead to success. Obstacles include inadequate configuration, poor processes and lack of employee acceptance.
However, all disadvantages can be overcome with the right strategy so that the advantages come into play. You can find tips on how to successfully integrate RPA, for example this blog post .
How does RPA affect costs?
The cost savings vary greatly depending on the structure of the company. However, studies show that a 30 percent to 200 percent return can be expected in the first year after investing in the software bots. Before RPA can be used and costs can be saved, the artificial intelligence must learn the processes to be carried out. This is done by a subject matter expert showing them to the bot on the interface. Once the bot has learned the processes, they can be scaled as desired - this means that they can be executed as quickly and as often as needed.
How does RPA contribute to the improvement of everyday working life in the company?
When used correctly, RPA facilitates a number of different processes and thus relieves the burden on the company’s employees. The following advantages are possible, for example:
- Dull and monotonous tasks no longer need to be completed by human employees. Therefore, their work ethic and motivation increase.
- Employees have more time and energy for more complex work and can devote more intensive attention to customers.
- Response times to inquiries are significantly reduced, which increases customer satisfaction.
- By constantly recording data and processes, management receives a transparent overview of the company’s development.
- In seasonal business, a large number of new employees do not have to be hired and trained at short notice. Because bots can easily cope with the new volume of work, which also relieves the burden on employees.
