Low-Code vs. RPA for Process Automation: How to Choose the Right Solution

In the rush to streamline operations, businesses are choosing between two powerful automation methods among others: low-code platforms and robotic process automation (RPA). While both are game-changers, they approach automation from very different angles and, of course, cater to different needs.

Low-code empowers teams to create custom workflows and applications with minimal coding, while RPA is all about automating repetitive, rule-based tasks with bots that work across existing software systems.

But how do you decide which is right for your unique processes? This article unpacks the strengths and limitations of each approach, helping you match the right tool to your automation goals.

Low-code definition: a quick overview

Low-code/no-code platforms simplify software development by providing an intuitive environment where users can design and deploy applications with minimal coding. This means you can quickly create custom tools and apps to meet your company’s needs without extensive IT resources.

Today, there are various low-code tools on the market, such as Retool, UI Bakery, Appian, and other trending low-code platforms, each catering to different automation needs. However, they all have one thing in common: the ability to rapidly prototype, test, and deploy a custom low-code workflow and applications, allowing companies to tailor solutions to specific operational requirements with minimal coding efforts. This is possible through visual, drag-and-drop interfaces that do not require high technical skills to operate. This adaptability lets business teams automate processes and build solutions that can evolve alongside organizational changes, often without heavy reliance on the development department.

Here’s what sets low-code apart:

• Ease of use

Visual development tools, drag-and-drop components, and simple interfaces make low-code platforms highly accessible to non-technical users. Therefore, unlike traditional development, low-code allows business users — such as operations managers, marketing professionals, and HR staff — to develop and modify applications without needing coding skills.

A 2021 global survey by Statista found that 29% of respondents reported low-code development to be 40–60% faster than traditional development methods.

• Quick deployment

Low-code platforms reduce development timelines significantly, often allowing applications to go live in days or weeks instead of months.

Here's a quick example of low-code's speed: in just 50 hours, our team delivered a Retool app for KnapSack’s sales team to search for companies, filter results by criteria like contact date and industry, and link directly to HubSpot for deeper details. This case study showcases how low-code accelerates deployment, helping businesses quickly adapt.

This is because users can leverage pre-built templates, reusable components, and automated backend setups to quickly develop, test, and launch applications.

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• API integration capabilities

A standout feature of low-code platforms is their robust API integration capabilities, which enable seamless connections to a wide range of external applications and databases.

By integrating directly with APIs, low-code platforms allow businesses to sync data across systems like CRMs, ERPs, and analytics tools, creating a unified ecosystem that drives process automation and data consistency. This flexibility is invaluable for companies needing real-time data flows between disparate applications or, for example, when building applications that interact heavily with external services.

APIs also allow low-code users to extend their applications beyond basic functionalities, incorporating real-time data, automating updates, and enabling more sophisticated operations like multi-channel notifications and inventory management.

For example, our Akveo team utilized Retool’s powerful API integration to create custom e-commerce applications for a gifting company. The developers created custom dashboards that integrated with the Retail Operations Dashboard API and Afloat Backend Admin API, as well as the PostgreSQL database. As a result, this setup enabled smooth data synchronization, automated workflows, and real-time insights for retail partners, providing vital information on orders, deliveries, payments, and analytics.

If you would like to explore this case study in more detail, follow this link.

• Lower IT dependency

By empowering business teams to build and adjust workflows on their own, low-code platforms free up IT resources to focus on more “complex” tasks. This reduced IT dependency also means that business users can quickly make changes to workflows or applications as needed, without having to wait in line for developer resources.

Gartner estimates that by 2025, 70% of new applications developed by enterprises will use low-code or no-code technologies, underscoring the importance of reducing reliance on IT.

• Scalability

Low-code platforms are built to evolve alongside growing business needs. They support scalability with adaptable components, cloud compatibility, and robust integrations, making it easy to handle more data, users, and complex workflows as demands increase. This adaptability is critical for companies that anticipate growth, whether it’s a small business expanding its customer base or a large organization with evolving operational demands.

For example, a company could start by automating basic HR onboarding tasks, then scale up to include performance management and employee feedback systems — all within the same platform. This approach prevents the need for major re-engineering as the business grows, reducing costs and downtime.

However, low-code also has some general limitations when it comes to end-to-end process automation:

• Limited customization for complex needs: Low-code platforms may lack the advanced customization options required for highly specialized or intricate workflows, which could lead to a reliance on standard templates that don’t fit every scenario.
• Performance constraints: Low-code solutions may struggle to handle complex, data-intensive applications, potentially leading to slower performance.
• Dependence on platform capabilities: Businesses are often limited by the specific features and integrations offered by the low-code platform, which can restrict flexibility and compatibility with other systems.

Robotic process automation: a quick overview

Robotic process automation (RPA) uses software 'bots' to automate rule-based tasks across digital systems. Rule-based tasks refer to processes that follow specific, predefined steps without needing human judgment or decision-making.

RPA’s primary function is to mimic human actions, allowing it to handle repetitive tasks like data entry, file transfers, and form processing. This capability makes RPA especially valuable in business functions such as customer service, finance, and HR, where such tasks are both time-consuming and essential.

What is distinctive about RPA compared to other forms of business process automation?

• Rule-based processing

Unlike low-code platforms, which can be adapted for various applications, RPA is designed for tasks with well-defined, rule-based workflows. Bots are configured to follow “if-this-then-that” rules, which makes robotic business automation ideal for processes that don’t require human decision-making or frequent adjustments. This setup is especially beneficial for highly regulated industries like banking and insurance, where compliance and standardization are paramount.

• Seamless integration with legacy systems

One of RPA’s greatest advantages is its ability to work with legacy systems without requiring deep technical integration. RPA can interact with existing software via the user interface, mimicking the actions of a human operator. This “non-intrusive” integration is useful for organizations that rely on older systems that lack APIs or other integration options, as RPA enables these systems to function alongside modern software.

For instance, an RPA bot can log into an older CRM system, extract client information, and transfer it to a newer database without making significant changes to the system.

• Data consistency

By standardizing how tasks are executed, RPA ensures high levels of accuracy and data consistency. Bots execute tasks precisely as programmed. In industries with strict data compliance requirements, such as healthcare, RPA’s consistency is invaluable. For example, a bot processing patient records can ensure all entries are logged according to regulatory standards while creating an audit trail for compliance purposes.

However, RPA is not without its pitfalls.

Here are some common limitations of RPA when applied to end-to-end process automation:

1. Lack of flexibility in handling unstructured data: RPA works best with structured, rule-based data, such as numbers and text in standardized formats. When data is unstructured, like images, free-text fields, or handwritten notes, RPA bots often struggle to process it without added tools or integrations with AI. This can lead to additional cost and complexity.
2. Challenges with complex decision-making: RPA bots excel at simple, repetitive tasks but cannot handle processes requiring complex decisions or human judgment. For complex workflows that require conditional or adaptive decision-making, RPA alone may be insufficient. In this regard, some companies may turn to business process automation (BPA) solutions, which offer a broader approach that includes workflow management, data integration, and adaptive decision-making, often at a lower overall cost of scaling.

3. Dependence on specific applications: RPA primarily automates tasks that rely on existing interfaces, such as desktop or web applications. This limits its ability to interact with underlying systems and databases directly, often necessitating additional software to integrate fully across various applications.

4. Higher costs for extensive automation: While RPA can be cost-effective for simple automation, automating more sophisticated workflows often requires extensive customization, integration with complementary technologies (like AI and ML), and ongoing maintenance. This can increase costs and complexity for businesses aiming to scale automation comprehensively.

H2: Low-code vs. RPA: which to choose

You may choose to use both, but the key is deciding which tasks are best suited for RPA and which for low-code automation.‍

Here are some examples of low-code applications in business:

1. Cost management applications: track and optimize expenses across departments, helping maintain budgets and control costs efficiently.

2. Scheduling applications: simplify appointment scheduling or staff shift coordination, avoiding conflicts and ensuring smooth operations.

3. Tracking and reimbursement tools: automate expense submissions and approvals, reducing manual tasks and accelerating reimbursements.

4. Approval workflow tools: streamline approvals for requests such as financial approvals or project sign-offs.

5. Inventory management systems: track stock levels, manage reordering, and ensure resource availability, supporting supply chain efficiency.

Examples of RPA applications in business:

1. Data entry and migration: automates the transfer of data between systems (e.g., CRM to ERP) or from legacy systems into modern databases. For example, RPA bots pull data from emails or spreadsheets and input it into finance or HR databases.

2. Invoice processing: automatically reads, extracts, and processes invoice data, routing it for approval and payment. Thus, bots handle thousands of invoices per month, logging details in accounting systems and flagging any discrepancies for review.

3. Customer service automation: assists with routine customer service inquiries, such as resetting passwords, tracking order status, or updating contact information.

4. Employee onboarding: automates the setup of new employee profiles, assignment of training modules, and document generation.

5. Payroll processing: automates payroll calculation, tax deductions, and payment processing. For instance, a bot retrieves data from time-tracking systems, calculates hours worked, and processes payroll accordingly.

RPA and low-code: short summary

Low-code tools are ideal for building user-facing apps, customized workflows, and complex processes involving data entry, tracking, and analysis that require some user interaction.

RPA is better suited for automating back-office tasks that are high-volume, repetitive, and rule-based, often eliminating the need for any user intervention. With RPA, businesses can achieve high efficiency and accuracy in operations that require little to no human decision-making, saving both time and resources. However, unlike low-code platforms, RPA focuses more on automating workflows that do not require extensive customization or user interaction.

Note: Choosing the right automation method depends on your organization's needs. It’s important to consult with experts when deciding between low-code, RPA, or other process automation methods. An experienced consultant can help you assess the complexity of your workflows, determine whether user interaction or customization is required, and identify the processes that will benefit most from automation.

Final words

At Akveo, we offer a range of services — from low-code development to RPA and business process automation services — to help businesses run smoothly. Our team creates easy-to-use apps, automates repetitive tasks, and streamlines complex processes. Whether it's building custom applications, automating workflows, or integrating systems, we ensure your business operates seamlessly and at a lower cost. Let Akveo help you improve your operations and achieve long-term growth — contact us.