Robotic Process Automation vs. Business Process Automation: Understanding the Difference

As organizations strive to enhance their efficiency, the terms "robotic process automation (RPA)" and "business process automation (BPA)" often come up. However, understanding how these two approaches differ is crucial for selecting the right automation strategy. RPA focuses on automating repetitive, rule-based tasks, while BPA takes a broader view by optimizing entire business workflows. If you want to minimize errors and foster sustainable growth, then these two options can be the right choice for you.

But what is the difference between RPA and BPA? Which to choose and when? Let's find out.

Robotic process automation vs. Business process automation: the meaning behind

In the landscape of modern business, the terms robotic process automation and business process automation often surface, yet many still find themselves confused by the nuances that differentiate them. To go further into them, let's recap what each one means.

Business process automation: quick dive

Business process automation improves efficiency within organizations by leveraging software solutions to automate repetitive tasks. Whether through ready-made applications or tailored software, BPA integrates different systems within an organization’s IT ecosystem. Technically, this is accomplished using “if-then” logic and API connections, enabling smooth data transfer between platforms such as ERP, CRM, document management systems, and project management applications.

BPA is effective in streamlining repetitive tasks that consume time and resources. For example, it can automate customer account management, allowing for quick updates without manual input. It also expedites employee onboarding by automating document collection and training schedules. Additionally, BPA simplifies report generation and e-procurement.

Business automation examples:

• Automatically tracking sales leads, managing customer interactions, and generating reports.
• Automating invoice generation and approval workflows, reducing errors and processing time.
• Streamlining the onboarding process by automating document collection and training assignments.
• Using workflows to automate the filing, retrieval, and sharing of documents within a company, etc.

As businesses increasingly seek to enhance their efficiency through BPA, a notable advancement has emerged: low-code/no-code development. This approach enables organizations to craft custom automation solutions with minimal coding expertise, making them accessible to a broader range of users. Low-code development complements BPA by allowing businesses to quickly design and modify workflows, ensuring greater flexibility and responsiveness to evolving demands. Besides, with user-friendly drag-and-drop interfaces and pre-built components, low-code platforms empower teams to implement and refine automation strategies without over-relying on IT departments.

For example, one of the popular low-code/no-code platforms is Retool (although there are other alternatives that are worth your consideration). It stands out among low-code platforms by offering a comprehensive drag-and-drop interface for building complex, data-driven applications, with direct integrations to databases and APIs.

Besides, low-code/ no-code platforms allow users to create customized internal tools — from dashboards to admin panels — in a significantly shortened time, unlike traditional development.

If you’d like to explore low-code topics further, check out more insights in our low-code blog section.

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Robotic process automation: quick dive

Robotic business process automation focuses on minimizing the manual input needed for repetitive tasks by deploying software bots that replicate human activities within applications. These bots interact with existing systems to carry out functions like data entry, transaction processing, or email management, rather than integrating various systems like BPA does.

This “non-invasive” form of automation can be implemented quickly and with minimal disruption to existing processes, making it appealing for organizations looking to boost efficiency without major IT overhauls. And unlike BPA, it “robotizes” more elementary tasks.

Robotic process automation examples:

• Automating invoice processing by extracting data from incoming invoices and entering it into accounting systems.
• Streamlining customer onboarding by automating data entry into CRM systems.
• Managing payroll processes by pulling data from various sources and entering it into HR systems.
• Handling routine IT support tasks, such as password resets or system monitoring, without human intervention, etc.

Robotic process automation vs. Business process automation: key differences

The 2022 McKinsey Global Industrial Robotics Survey indicates that automated systems are projected to account for 25% of capital investments in the coming years, with executives expecting improvements in product quality, efficiency, and uptime. Both business process automation and robotic business process automation play critical roles in achieving these goals, though in distinct ways: BPA is designed for broad operational automation, while RPA focuses on automating specific, task-oriented activities. However, each approach has potential pitfalls, and overlooking these risks may lead to unintended setbacks rather than improvements.

Let's take a look at how they differ and what to be aware of when choosing between RPA and BPA:

1. Full process vs. Single task automation

BPA focuses on optimizing entire workflows across departments, with automation handling sequences of related tasks that often need validation or oversight. For instance, BPA can coordinate data updates across systems like CRM, ERP, etc., streamlining an end-to-end process.

Bottleneck: If data is missing or an error arises, BPA usually pauses to alert an employee, creating a bottleneck as it waits for human intervention to verify or correct the data before proceeding. While this approach preserves accuracy, it can sometimes slow down overall processing speed.

RPA, in contrast, targets individual, repetitive tasks within a process, such as data entry or file organization, and performs them as quickly as possible. RPA bots work at the user interface level, logging into various systems and performing tasks exactly as a human would. Rather than flagging missing information for review, RPA bots may attempt to retrieve that data themselves, autonomously gathering information from other systems when available.

Bottleneck: It works best with structured data; when tasks require understanding unstructured data or complex decision-making, RPA can struggle or halt entirely without, for example, artificial intelligence (AI) assistance.

In summary: BPA is ideal for end-to-end workflow improvement, supporting human oversight, while RPA excels at performing specific, structured tasks without interruption.

2. Deep vs. Surface-level integration

BPA integrates deeply within an organization’s software ecosystem by establishing direct connections between various applications at the backend level. This deep integration allows BPA to coordinate data flow seamlessly across complex workflows, reducing manual data entry. For example, BPA can connect an ERP system with a CRM.

Bottleneck: Due to its reliance on direct application connections, BPA setup can be time-consuming and resource-intensive. Compatibility issues, particularly between legacy and modern applications, can complicate the deployment process, slowing down adaptation and sometimes requiring custom solutions. Therefore, it is highly recommended to consult with specialists to ensure a good start.

RPA, in contrast, operates at the surface level by interacting with applications through their user interfaces, much like a human user would. RPA performs actions like clicking buttons, copying and pasting data, or filling out forms without requiring backend access. Therefore, this setup may be simpler and faster to deploy.

This approach is ideal for tasks like automating invoice processing, where the RPA bot can open invoices in a web portal, extract data, and input it into another application.

Bottleneck: RPA’s reliance on screen-level interaction means that when data needs to be pulled from multiple sources, such as integrating data from an HR system, a financial app, and a CRM, it lacks the backend connectivity that BPA provides. This can lead to slower data synchronization, and a higher risk of errors if interface elements change.

In summary: BPA’s deep integration offers robust, connected workflows, while RPA’s surface-level approach allows for fast task automation but may struggle when multiple systems need to exchange data fluidly.

3. Long-term vs. Quick efficiency gains

BPA aims for sustainable, organization-wide efficiency.

Suppose a company wants to streamline its entire customer onboarding process — from initial registration through email verification and account setup. BPA can connect these steps, offering a smooth business automation workflow that accommodates growing numbers of users over time. Although BPA’s initial setup might take months rather than days, the outcome is a robust process that can reduce onboarding time in the long term.

RPA delivers immediate improvements by tackling repetitive, high-frequency tasks. For instance, a retail business that spends 50 hours each month manually entering product orders can use RPA bots to automate this data entry, reducing this time to just a few hours.

In summary: RPA is ideal for rapid efficiency gains in focused tasks, while BPA, though slower to implement, enhances the entire process flow for long-term gains across the organization.

4. Level of expertise

Since business process automation streamlines whole workflows, integrates multiple systems, and automates complex operations across an organization, it requires a higher level of expertise. It’s advisable to approach a business automation consultant as they can guide the strategic and technical design, helping to avoid disruptions.

Conversely, robotic process automation centers on automating simple repetitive tasks, making it faster to implement for targeted needs. Although RPA might seem simpler, it still requires technical knowledge to set up and monitor bots effectively. Therefore, RPA projects can also benefit from consulting, as experts can ensure workflows are optimized and that bots are aligned with broader organizational needs.

When talking about cost, RPA typically requires a lower upfront investment and can be implemented faster than BPA solutions. Besides, BPA offers greater long-term savings through comprehensive workflow optimization although with significant upfront investments. Nonetheless, investing in BPA is worthwhile, and you can explore the reasons why here.

Summary: Although RPA may be quicker to deploy, both BPA and RPA need expert consultation to maximize efficiency and align automation efforts with strategic goals.

Final comparison: Which one do you need?

When deciding between BPA and RPA, it's essential to know your business needs and the specific benefits each approach offers.

Choose BPA if your business:

• Requires end-to-end automation

If your processes involve multiple departments and systems, BPA is ideal for integrating these workflows. For example, automating invoice processing that spans accounting, sales, and inventory.

• Handles complex workflows

When your operations involve intricate decision-making or require human judgment, BPA can manage these complexities effectively.

• Aims for long-term efficiency

If you're looking to transform your business processes for sustainable growth and scalability, BPA can provide comprehensive solutions that adapt over time.

Choose RPA if your business:

• Needs quick wins

If you want immediate improvements in specific, repetitive tasks, RPA can quickly automate processes like data entry or order confirmations.

• Operates in a structured environment

When your tasks involve structured data and simple decision-making, RPA is suitable for efficiently handling those tasks without major process redesigns.

Both BPA and RPA have unique strengths, and the choice largely depends on your specific needs. For businesses looking for comprehensive solutions that drive long-term efficiency, BPA is the way to go. On the other hand, if you need quick automation for repetitive tasks, RPA is an effective choice.

Conclusion

At Akveo, we’re ready to help you find the best solutions for your needs. Our expert team provides business automation consulting to help you explore your options and implement customized solutions that fit your organization’s goals. Whether you need low-code development, system integrations, or business process automation, we’re here to support you every step of the way in your business growth. Feel free to reach out to us!