You’ve likely heard about automation and how it can boost your business. Two terms that come up a lot are Robotic Process Automation (RPA) and Business Process Automation (BPA). They sound similar, but do different things. Choosing between them depends on what you’re trying to do. RPA’s great for repeated tasks, with software “bots” acting like a human on a computer. On the other hand, Business Process Automation looks at the bigger picture. It streamlines whole business operations, often linking different systems and teams.

Lots of businesses are looking into business operations automation to be more efficient and cut costs. Knowing the difference between them is your first step. Our guide walks you through what each one is, how they compare, and helps you decide which, or even a mix, fits your company’s goals. We’ll also see how business process automation services can help.

What's Robotic Process Automation (RPA)?

Robotic Process Automation, or RPA, uses software robots (called “bots”) to copy what a human does when using digital systems and software. These bots can log into apps, move files, fill in forms, and take data from documents. The key is tasks that repeat and follow rules. RPA’s software works on your computers, not physical robots.

Say you have a worker who spends hours copying info from emails to a spreadsheet, then to your CRM. That’s a perfect job for a bot. A bot can open the emails, get the right info, open the spreadsheet, put in the data, and update the CRM. A bot’s faster and makes fewer mistakes than a human might.

How does RPA work?

RPA uses software bots that work with apps like a person would 3. Here’s a simple look:

  1. Defining the process: Identify a task that repeats, follows rules, and fits automation.
  2. Bot development: With RPA software, a developer “teaches” the bot the steps. They might record a human doing the actions or drag and drop to build the steps.
  3. Deployment: The bot then runs on a computer, server, or virtual machine.
  4. Execution: The bot does the tasks, working with apps, reading and writing data, and making simple choices based on its rules.

What are the three types of RPA?

RPA has a core idea, but you’ll often hear of a few types:

  1. Attended RPA (Desktop Automation): Bots work with human workers, often on their computers. A human can start them to automate part of a task. Think of them as helpers for certain jobs, speeding up customer service or data entry while a worker watches.
  2. Unattended RPA: These bots run on their own in the background, often on servers. They’re set up or started by other system events to do big, repeated tasks like batch work, reports, or system matching.
  3. Hybrid RPA: This mixes attended and unattended RPA. An unattended bot might do most of a process, but flag things that need a human. Then, an attended bot or human takes over. This automates tricky processes that still need some human watch.

What's RPA good for?

RPA shines when it comes to tasks that are:

  1. Repetitive and rule-based
  2. High-volume
  3. Prone to human error
  4. Digital
  5. Stable
  6. Involving structured data

Examples include data entry, invoice work, payroll, customer onboarding, reports, and moving data between systems.

What's RPA not good for?

RPA’s strong, but not a fix for every problem. RPA isn’t a fit for:

  1. Tasks needing complex choices
  2. Processes that change a lot
  3. Non-standard data
  4. End-to-end process changes
  5. Tasks needing physical actions

Knowing these limits helps you decide if Robotic Process Automation fits a certain challenge.

What's Business Process Automation (BPA)?

Business Process Automation (BPA) is wider than RPA. Instead of just automating tasks, BPA automates whole business processes from start to finish 3. Business Process Automation rethinks how work gets done to smooth workflows and align operations with business goals.

Think of BPA as seeing a bigger picture. While RPA might automate putting data into a system, BPA might automate all of customer onboarding, which could involve:

  1. A customer filling out a form online.
  2. That data going to a CRM.
  3. A welcome email going out.
  4. A sales rep getting a task.
  5. The billing team getting a notice.
  6. A report being made for management.

What's BPA and why is it used?

Business Process Automation (BPA) uses tech to run complex business operations. It’s used because groups want to:

  1. Improve Efficiency
  2. Reduce Costs
  3. Enhance Accuracy
  4. Increase Transparency
  5. Improve Agility
  6. Ensure Compliance
  7. Boost Employee Productivity
  8. Enhance Customer Experience

BPA’s strategy uses automation tools (like workflow engines, integration platforms, AI, and sometimes RPA). The goal’s end-to-end process automation.

RPA vs. BPA: Key differences

Now that we’ve seen Robotic Process Automation (RPA) and Business Process Automation (BPA), here’s the direct comparison. Both make work faster, but the approach, scope, and how they get it done differ.

Here’s a breakdown of differences:

Feature Robotic Process Automation (RPA) Business Process Automation (BPA)
Primary Focus Automating individual, repeated tasks Automating end-to-end business processes or workflows
Scope Narrow (data entry) Broad (customer onboarding)
Approach Copies human actions at the app level Deeper system work, APIs, and process changes
Integration Works with apps like a human Better linking with systems for data flow
Decision-Making Limited to rules Can use business logic, rules, and sometimes AI for choices
Goal Task efficiency; manual task elimination Better processes; process optimization strategies
Complexity Simpler to do More complex (process review and deeper links)
IT Involvement IT is key for bots. Needs IT for system links, building, and infrastructure
Tools Used RPA software (bots) Workflow systems, integration platforms, AI/ML, and RPA

RPA as an actor, BPA as a director

One way to think of them is like a movie:

  1. RPA bots are like actors: They do lines and actions in a scene (an application).
  2. BPA’s like the director: It oversees the whole movie (process), coordinates actors (bots and humans), sets (systems), and the script (workflow).

Grasping the core difference—task automation (RPA) or end-to-end process automation (BPA)—is key when choosing a path for your business operations automation needs.

When to choose RPA

Choose Robotic Process Automation when you’re automating tasks that repeat, follow rules, and don’t need choices or system overhauls.

Choose RPA when:

  1. You have repeated tasks done by humans.
  2. The tasks use multiple apps.
  3. You need a quick win.
  4. The processes are stable and clear.
  5. Your goal is manual task elimination.
  6. You need solutions for desktop-based activities.

RPA’s are often seen as a quick fix for teams with too much to do. For example, in accounting, RPA automates vendor invoices or bank statements. In customer service, bots get data from customers or update systems after a call.

Just know what RPA isn’t good for: complex choices or changing processes. For that, consider Business Process Automation.

When to choose BPA

Business Process Automation (BPA) is more strategic when you want to automate entire business workflows, not just tasks.

Choose BPA when:

  1. You need to change workflows.
  2. Processes need multiple systems linked.
  3. The process needs complex choices.
  4. You want full process changes.
  5. The goal’s strategic improvement.
  6. You need to watch a process with workflow automation solutions.
  7. You have a large automation scale.

BPA fits situations like automating the order-to-cash cycle, onboarding new staff, or supply chains. These projects are bigger than RPA, but can have a larger impact. For businesses wanting a real change, BPA offers the framework and tools for it.

RPA and BPA: Can they work together

Yes. The talk of RPA vs BPA isn’t always about choosing one. Often, they should work together.

Think of it:

  1. BPA gives the framework: It runs the business process.
  2. RPA automates tasks in that framework: Where there are manual steps within the automated process, RPA bots can step in.

How they work together:

  1. Handling old systems: Lots of groups have older systems without APIs. BPA might run the workflow, but an RPA bot can do data entry.
  2. Bridging gaps: In a process managed BPA, there might be small tasks that don’t need a full system link. RPA can automate such tasks.
  3. Speeding up BPA: Sometimes, fully automating every step of a process can take time. RPA can more quickly automate certain steps in the workflow.
  4. Adding flexibility: RPA bots are quick to build and use, adding flexibility. If a small part of a process changes, an RPA bot might be easier to update than a whole BPA workflow.

An example

Say you automate an insurance claims process with BPA:

  1. A customer makes a claim online.
  2. The BPA validates data against policy databases.
  3. If data is missing, an RPA bot logs into a system, gets the PDF, and pulls data.
  4. The BPA sends the claim to an adjuster if it meets the criteria.
  5. Once okayed, the BPA starts payment through the financial system and sends a notice to the customer.

Here, BPA manages the whole claims, and RPA handles data from a tricky system. This mix of strengths leads to a strong solution. Lots of groups use a mix of RPA, BPA, AI, and other things, for the best results.

Strategic steps: Key things to think about

Putting in either RPA or BPA needs planning. It’s not just buying a tool; it’s changing how your business works. Here are key things to think about:

  1. Assess needs:
    1. Figure out why you want to automate.
    2. Set clear goals.
  2. Process complexity:
    1. See how complex the processes are. Are they simple tasks for RPA, or workflows for BPA?
    2. Think about your process’s maturity. If a process is chaotic, BPA’s better. Don’t automate bad processes.
  3. Scale of automation:
    1. Want a few tasks automated, or do you want to change everything?
    2. Think about if your solution will grow with your needs.
  4. Integration:
    1. How will the automation work with what you have? RPA often works at the app level, which sets up fast, but might be less strong if apps change. BPA links systems with APIs or other ways.
    2. How will your CRM and ERP talk to each other?
  5. Human intervention:
    1. How much human help will you need? RPA cuts human help. BPA workflows include steps for human choices.
    2. Automation changes how people work. Talk to workers, train them, and handle their worries.
  6. The IT department’s role:
    1. IT’s key in automation, from choosing platforms to ensuring security.
    2. Business units and IT must work together.
  7. Right tools and partners:
    1. Check tools based on your needs, tech, and support. Some platforms mix RPA and BPA.
    2. If you need help, business process automation services can help you.

Taking a strategic approach to this increases your chances of seeing the results you want.

Advaiya's services

Many companies need expert help to find the right options and put in solutions. That’s where specialized business process automation services help.

Advaiya helps by focusing on “Peripheral Automation.” It enhances your current systems, rather than replacing them. Regular automation projects can be costly and cause trouble. Peripheral Automation lets businesses innovate and update parts of architecture, like user experience, while keeping systems steady.

How Advaiya helps with business operations automation:

  1. Seeing what you need: We look at your processes and goals to see if RPA, BPA, or a mix fits best.
  2. Custom solutions: We build solutions for your business, often using platforms like Microsoft Power Platform, SharePoint, and Dynamics 365.
  3. Focusing on results: We want to get real benefits.
  4. AI-Powered automation: Advaiya uses AI to enable more complex tasks.
  5. Linking apps: A key part of BPA is making systems work together. Advaiya merges data from apps to give a view.

Examples of success with Advaiya

  1. A landscaping group cut billing time from 30 hours to 4 after Advaiya made over 60 Power Platform apps for automation.
  2. A Fortune 500 manufacturer unified CRM systems. Advaiya automated sales processes, cutting data.
  3. A real estate firm moved to Dynamics 365 with Advaiya’s help, improving billing and cutting approval needs.
  4. For a renewable energy company, Advaiya implemented a centralized SOP portal, increasing efficiency and user use.

Advaiya’s expertise as a Microsoft Solutions Partner means that solutions are built on strong tech, made to give business value.

If you’re thinking about automation, you can contact Advaiya to talk about your needs.

Conclusion: The automation choice

Choosing between RPA vs BPA is key to making your company more efficient. RPA’s good for automating tasks, acting like a digital helper for your team. Business Process Automation (BPA) takes a wider view, aiming to automate workflows and improve how your business runs.

The “right” choice relies on what you need and your long-term goals. Often, the strongest approach involves both: using BPA to manage the process, and deploying RPA bots to handle tasks within it.

Successful automation is about planning, involving people, and focusing on getting better. With a clear plan and help from experts, you can make automation a driver of success for your company.

Frequently Asked Questions

RPA automates tasks with bots. BPA automates business processes.

Yes. BPA manages processes. RPA automates tasks in a process.

That depends. If the need is to have repetitive tasks causing trouble, RPA offers quick wins 3. If the need is to have the streamlining of core business operations, a simpler form of workflow automation might be better.

It helps workers focus on higher-value work.

RPA can be quick; BPA can take longer.

Posted by Dev Advaiya

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