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:
- 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.
- 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.
- 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.
- 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!
Lead Generation Tool to Reduce Manual Work
Our client, Afore Capital, a venture capital firm focused on pre-seed investments, aimed to automate their lead generation processes but struggled with existing out-of-the-box solutions. To tackle this challenge, they sought assistance from our team of Akveo Retool experts.
The scope of work
The client needed a tailored solution to log and track inbound deals effectively. They required an application that could facilitate the addition, viewing, and editing of company and founder information, ensuring data integrity and preventing duplicates. Additionally, Afore Capital aimed to integrate external tools like PhantomBuster and LinkedIn to streamline data collection.
The result
By developing a custom Retool application, we streamlined the lead generation process, significantly reducing manual data entry. The application enabled employees to manage inbound deals efficiently while automated workflows for email parsing, notifications, and dynamic reporting enhanced operational efficiency. This allowed Afore Capital's team to focus more on building relationships with potential founders rather than on administrative tasks.
Learn more about the case
Retool CMS Application for EdTech Startup
Our client, CutTime, a leading fine arts education management platform, needed a scalable CMS application to improve vendor product management and user experience.
The scope of work
We developed a Retool application that allows vendors to easily upload and manage product listings, handle inventory, and set shipping options. The challenge was to integrate the app with the client’s system, enabling smooth authentication and product management for program directors.
The result
Our solution streamlined product management, reducing manual work for vendors, and significantly improving operational efficiency.
Building Reconciliation Tool for e-commerce company
Our client was in need of streamlining and simplifying its monthly accounting reconciliation process – preferably automatically. But with a lack of time and low budget for a custom build, development of a comprehensive software wasn’t in the picture. After going through the case and customer’s needs, we decided to implement Retool. And that was the right choice.
The scope of work
Our team developed a custom reconciliation tool designed specifically for the needs of high-volume transaction environments. It automated the processes and provided a comprehensive dashboard for monitoring discrepancies and anomalies in real-time.
The implementation of Retool significantly reduced manual effort, as well as fostered a more efficient and time-saving reconciliation process.
Creating Retool Mobile App for a Wine Seller
A leading spirits and wine seller in Europe required the development of an internal mobile app for private client managers and administrators. The project was supposed to be done in 1,5 months. Considering urgency and the scope of work, our developers decided to use Retool for swift and effective development.
The scope of work
Our developers built a mobile application tailored to the needs of the company's sales force: with a comprehensive overview of client interactions, facilitated order processing, and enabled access to sales history and performance metrics. It was user-friendly, with real-time updates, seamlessly integrated with existing customer databases.
The result? Increase in productivity of the sales team and improved decision-making process. But most importantly, positive feedback from the customers themselves.
Developing PoC with Low Code for a Tour Operator
To efficiently gather, centralize, and manage data is a challenge for any tour operator. Our client was not an exception. The company was seeking to get an internal software that will source information from third-party APIs and automate the travel itinerary creation process. Preferably, cost- and user-friendly tool.
The scope of work
Our experts ensured the client that all the requirements could be covered by Retool. And just in 40 hours a new software was launched. The tool had a flexible and easy-to-use interface with user authentication and an access management system panel – all the company needed. At the end, Retool was considered the main tool to replace the existing system.
Testing New Generation of Lead Management Tool with Retool
Our client, a venture fund, had challenges with managing lead generation and client acquisition. As the company grew, it aimed to attract more clients and scale faster, as well as automate the processes to save time, improve efficiency and minimize human error. The idea was to craft an internal lead generation tool that will cover all the needs. We’ve agreed that Retool will be a perfect tool for this.
The scope of work
The project initially began as a proof of concept, but soon enough, with each new feature delivered, the company experienced increased engagement and value.
We developed a web tool that integrates seamlessly with Phantombuster for data extraction and LinkedIn for social outreach. Now, the company has a platform that elevates the efficiency of their lead generation activities and provides deep insights into potential client bases.
Building an Advanced Admin Portal for Streamlined Operations
Confronted with the need for more sophisticated internal tools, an owner of IP Licensing marketplace turned to Retool to utilize its administrative functions. The primary goal was to construct an advanced admin portal that could support complex, multi-layered processes efficiently.
The scope of work
Our client needed help with updating filters and tables for its internal platform. In just 30 hours we've been able to update and create about 6 pages. Following features were introduced: add complex filtering and search, delete records, styling application with custom CSS.
Together, we have increased performance on most heavy pages and fixed circular dependency issues.
Creating MVP Dashboard for Google Cloud Users
Facing the challenge of unoptimized cloud resource management, a technology firm working with Google Cloud users was looking for a solution to make its operations more efficient. The main idea of the project was to create an MVP for e-commerce shops to test some client hypotheses. Traditional cloud management tools fell short.
The scope of work
Determined to break through limitations, our team of developers turned Retool. We decided to craft an MVP Dashboard specifically for Google Cloud users. This wasn't just about bringing data into view; but about reshaping how teams interact with their cloud environment.
We designed a dashboard that turned complex cloud data into a clear, strategic asset thanks to comprehensive analytics, tailored metrics, and an intuitive interface, that Retool provides. As the results, an increase in operational efficiency, significant improvement in cost management and resource optimization.
Elevating CRM with Custom HubSpot Sales Dashboard
Our other client, a SaaS startup, that offers collaborative tools for design and engineering teams, was on a quest to supercharge their sales efforts. Traditional CRM systems were limited and not customizable enough. The company sought a solution that could tailor HubSpot to their workflow and analytics needs.
The scope of work
Charged with the task of going beyond standard CRM functions, our team turned to Retool. We wanted to redefine how sales teams interact with their CRM.
By integrating advanced analytics, custom metrics, and a user-friendly interface, our developers provided a solution that transformed data into a strategic asset.
In 40 hours, three informative dashboards were developed, containing the most sensitive data related to sales activities. These dashboards enable our customer to analyze sales and lead generation performance from a different perspective and establish the appropriate KPIs.
Building a PDF Editor with Low-Code
Our client, a leading digital credential IT startup, needed a lot of internal processes to be optimized. But the experience with low-code tools wasn’t sufficient. That’s why the company decided to hire professionals. And our team of developers joined the project.
The scope of work
The client has a program that designs and prints custom badges for customers. The badges need to be “mail-merged” with a person’s info and turned into a PDF to print. But what is the best way to do it?
Our developers decided to use Retool as a core tool. Using custom components and JavaScript, we developed a program that reduced employees' time for designing, putting the data, verifying, and printing PDF badges in one application.
As a result, the new approach significantly reduces the time required by the internal team to organize all the necessary staff for the conference, including badge creation.
