Business Process Automation Services vs. DIY Solutions: Which is Right for Your Needs?

Running a business is all about making the right choices. When it comes to automating your business processes, the choice between DIY solutions and business process automation services can be daunting. On one hand, DIY solutions promise deep-level customization; on the other — expert services offer solid solutions that can scale with your business. But which path is right for your needs?

Let’s break down the pros and cons of both options and help you decide on the approach that can drive the best results for your business.

Understanding business process automation

Business process automation (BPA) is the use of technology to streamline, standardize, and improve repetitive tasks and workflows across organizations. By automating time-consuming processes, BPA allows businesses to focus on strategic goals rather than mundane operational tasks. BPA solutions include a variety of approaches, such as:

• Robotic process automation (RPA): handles routine, rules-based tasks (data entry, invoice processing, etc.)
• Low-code automation: simplifies workflow design with drag-and-drop interfaces, empowering non-technical users to create powerful automation
• Intelligent automation: combines BPA with AI and machine learning to handle complex, decision-based tasks, such as predictive analytics or customer service.

The global business process automation market is projected to grow at a compound annual growth rate (CAGR) of 11.4%, rising from $14.2 billion in 2023 to $30.2 billion by 2030. The surge in BPA adoption stems from its ability to address modern business challenges. Companies face rising pressure to achieve more with less while maintaining accuracy, scalability, and speed. BPA meets these needs by cutting operational costs, reducing errors, and enabling seamless scaling. Additionally, advancements like low-code platforms have democratized access to automation, making it viable for organizations of all sizes, not just enterprises with large IT budgets.

If you want to delve deeper into the key advantages (as well as disadvantages) of BPA, you can read this article.

Business process automation services vs. DIY: what factors to consider

This growing popularity (or rather necessity) is putting decision-makers on edge: what to choose?

The decision between in-house automation and outsourcing hinges on the specific requirements of your process and the level of control you wish to maintain. The first offers direct oversight and can increase efficiency, but it demands time, investment in tools, and skilled in-house staff to manage and maintain the systems. In contrast, outsourcing provides a more hands-off, cost-effective solution, as external experts handle the processes for you.

Before we start comparing, let's outline some of the important points to consider before making the decision on which to choose.

1. Your processes and automation goals

This is the most important point to start from.

Before deciding between services or DIY automation, it’s crucial to understand your company’s workflows and set clear automation goals. Without a focused strategy, automation efforts can lead to wasted time, money, and resources.

Begin by defining SMART goals — specific, measurable, achievable, results-oriented/relevant, and time-bound. These goals will guide you in identifying the workflows best suited for automation.

What’s more, not all processes are ideal candidates for automation. Processes that are infrequent, overly complex, constantly changing, or require human judgment often yield poor results when automated. On the other hand, repetitive, high-volume tasks with minimal human intervention are ideal for automation.

What can be done at this stage:

• Conduct a thorough workflow analysis to pinpoint automation opportunities
• Clarify the benefits you expect from automation (reduced costs, faster task completion, improved accuracy, etc.)
• Assess which processes require human intervention and which can be automated, focusing on tasks that are repetitive and high-volume
• Identify key performance indicators (KPIs) to measure the success of automation.
  

2. Your budget

Look beyond upfront costs. While DIY might appear cheaper, hidden expenses like staff training, software subscriptions, and troubleshooting can add up. At the same time, professional services often include support and quick deployment, balancing higher initial costs with long-term value.

3. Timeline and urgency

Assess how quickly you need results. DIY projects may require significant time investments for setup and debugging, while outsourcing can deliver faster implementation through established expertise.

4. System compatibility and integration

Evaluate how well automation solutions will work with your existing tools and infrastructure. DIY efforts may involve a steep learning curve for compatibility, while professional services often ensure seamless integration.

5. In-house expertise

Assess your team's technical capabilities. DIY automation relies on in-house expertise with tools like RPA or low-code platforms. If such skills are lacking, outsourcing can mitigate risks and speed up implementation.

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When it’s worth choosing DIY solutions

1. You have in-house experts

If your team includes specialists familiar with automation tools like RPA, AI, or low-code tools (Retool, Airtable, Appsmith, etc.), a do-it-yourself approach can save costs while allowing for tailored solutions. Thus, if your IT team already manages workflows with some low-code tools, scaling up to more advanced automation could be achievable without hiring external consultants.

2. Budget constraints

DIY solutions often seem cost-effective for smaller-scale projects. For example, a small e-commerce business might use off-the-shelf low-code tools (again, if you have specialists working with such solutions) to automate inventory updates, saving on outsourcing fees.

However, keep in mind that while upfront costs may be lower, hidden expenses like staff training and tool subscriptions could arise.

3. Deep level of customization

When you need full customization, DIY can give you the freedom to build processes precisely as required. For instance, your marketing team might prefer DIY solutions to create campaigns dynamically based on niche audience preferences.

4. Security and data privacy concerns

In certain industries, managing security and data privacy is critical. If your business operates in a field where sensitive data (such as healthcare or financial information) needs to be safeguarded, you might opt for DIY automation to maintain full control over your security protocols.

With DIY solutions, you can directly implement and monitor security measures and tailor them to meet specific regulatory requirements. Additionally, in-house teams may be better positioned to quickly address data privacy concerns or integrate encryption technologies. However, this requires significant expertise and ongoing monitoring to avoid vulnerabilities. If you’re unsure about your team’s ability to manage such risks, outsourcing to a professional provider with proven security protocols might be a safer bet.

When the DIY approach can backfire on you?

1. Limited expertise: Without experienced professionals, your team may misconfigure automation tools, leading to inefficiencies or compliance risks. For instance, a healthcare provider might inadvertently violate data privacy regulations like HIPAA if their in-house team lacks the expertise to manage sensitive patient information securely.
2. Hidden costs: While DIY may seem economical initially, additional costs for training, hiring specialized staff, or purchasing advanced tools can escalate. For example, a retail company attempting to automate supply chain management might find itself needing to invest thousands of dollars in training staff to use tools like UiPath or Appian.
3. Time pressures: If your automation needs are urgent, DIY might delay benefits. For example, during peak holiday shopping seasons, an e-commerce business trying to implement inventory tracking automation in-house may miss critical deadlines, leading to stockouts or overstocking.
4. Risk of incomplete solutions: Poor planning or execution can result in incomplete automation projects. Thus, automating invoice processing without addressing exceptions might create more manual work for your team.

When it’s worth choosing BPA services

Business process automation services can be a “better-to-go” choice when businesses require expertise, scalability, and efficiency that DIY solutions may not fully deliver. These services provide a structured approach, leveraging specialized knowledge and industry best practices to ensure seamless automation. Here’s when opting for BPA services makes the most sense:

1. Limited in-house expertise

If your team lacks the technical know-how to implement and maintain automation tools, BPA services offer a practical alternative. Providers bring a wealth of experience in platforms like RPA, AI integration, and low-code tools, ensuring smooth deployment and minimal errors.

2. Complex workflows

Companies with intricate workflows or operations involving multiple systems and teams can benefit significantly from BPA services. Providers ensure that automation integrates seamlessly with existing systems like CRMs, ERPs, or proprietary software, reducing the risk of compatibility issues. A global logistics company, for instance, may need BPA services to automate its supply chain, linking warehouses, transport, and inventory management systems across regions.

3. Time-sensitive projects

When rapid deployment is critical — such as during seasonal demand spikes or digital transformation deadlines — BPA services can fast-track implementation. Service providers come equipped with pre-tested frameworks and expertise, cutting down on trial-and-error delays typically seen in DIY setups.

4. Compliance-heavy environments

Industries like finance, healthcare, or legal sectors often operate under strict regulatory requirements. BPA providers ensure that automation workflows are designed to meet compliance standards like HIPAA, GDPR, or SOX, avoiding potential legal pitfalls.

5. The desire for ongoing support and optimization

BPA services typically include post-implementation support, updates, and performance monitoring. If your company wants the assurance of expert assistance for troubleshooting and scaling over time, service providers can be the right choice.

As with any approach, there are some "howevers" to keep in mind when working with process automation consulting providers to avoid unexpected challenges down the line. Here are some potential drawbacks to weigh:

• Dependency on vendors: Businesses may find themselves reliant on the provider for updates and system changes.
• Less immediate flexibility: Customizing workflows post-deployment might require additional consultation, unlike in DIY approaches where in-house teams can tweak systems on the fly.
• Potential misalignment: If the provider does not fully understand your business needs, the solution may require extensive iterations to align with goals. To prevent this, it’s crucial to choose automation specialists who prioritize understanding your needs. A reliable provider will begin the collaboration by thoroughly listening to your objectives and tailoring the solution accordingly.

By assessing these considerations and aligning them with your business priorities, you can make an informed choice that balances investment, control, and scalability.

Final comparison: DIY vs. business process automation services

Choose DIY automation if:

• Your team has strong technical expertise in your business processes and how to automate them.
• You’re working with simpler, smaller-scale workflows. DIY works well when processes aren’t too intricate or critical.
• Customization is critical. Businesses requiring full control and customization over automation processes will benefit from a DIY approach.
• Budget constraints are significant. DIY can be cheaper initially but demands long-term commitment and internal resources.

Choose business automation specialists if:

• You lack in-house expertise: Professional services ensure smooth implementation without training delays, which is essential since 85-90% of AI projects fail without proper guidance and expertise. This makes outsourcing a safer bet when specialized knowledge is needed.
• Time is critical: For projects with tight deadlines, external specialists can execute more efficiently. With 30-50% of RPA projects failing globally, outsourcing to experienced BPA providers helps mitigate risks and ensures timely delivery.
• Your processes are complex or high-stakes: Industries like healthcare, finance, or logistics often involve intricate, compliance-heavy processes. These sectors benefit significantly from expert-led solutions, as they reduce the chances of failure.
• You aim for scalability: Outsourced BPA is ideal for growing businesses that need adaptable solutions. As your business expands, working with professionals ensures that systems can scale effectively in the long run.

Process automation consulting vs. DIY solutions

Conclusion

Whether you're considering DIY solutions or opting for a business automation company, it's crucial to choose the right path based on your organization's needs, resources, and goals.

While DIY can offer flexibility and cost savings for smaller projects, outsourcing to experienced BPA service providers ensures smoother, more efficient implementation, especially for complex and large-scale automation initiatives.

We offer customized business process automation services that help businesses automate their processes efficiently and at scale. With our expertise in low-code/no-code development, RPA, and workflow automation, we can help streamline your operations, reduce errors, and boost your business performance. Let’s collaborate on your next automation project — reach out to us and see how Akveo can support you in achieving your automation goals.