What is RPA (Robotic Process Automation)?

RPA uses software "bots" that operate applications the way a person would: opening screens, copying values, filling in fields, and clicking buttons. Despite the name, there are no physical robots involved. RPA became popular in larger companies for automating high-volume tasks in older systems that lack modern integrations.

For small businesses, RPA is useful when a necessary system has no API or integration, such as an older industry portal or a desktop application. A bot can log in, download a report, or enter data on a schedule. When an API is available, a direct API integration is usually more reliable, because RPA bots can break when a screen layout changes.

Traditional RPA follows fixed rules and struggles with unstructured information like emails and varied documents. Combining RPA with AI, for example using AI to read a document and RPA to enter the results into an older system, extends what can be automated.