Businesses today face growing pressure to work faster, deliver better results, and cut costs. But what if your processes didn’t just run automatically — they also got smarter and more efficient over time? That’s exactly what intelligent business process automation (IBPA) offers.
This approach combines traditional automation with advanced technologies like artificial intelligence, machine learning, and data analytics. IBPA doesn’t just automate routine tasks; it analyzes data, identifies inefficiencies, and makes your operations smarter and more effective.
In this article, we’ll talk about what IBPA is, the key technologies that drive it, and how it can reshape your business for the better.
What is intelligent business process automation?
Intelligent business process automation is a cutting-edge approach that enhances business process automation strategies by integrating advanced technologies like artificial intelligence (AI), machine learning (ML), and analytics into workflow management. It goes beyond automating repetitive tasks to create systems that learn, adapt, and make informed decisions.
IBPA focuses on combining automation with intelligence, enabling businesses not only to streamline operations but also to uncover insights, optimize processes in real time, and enhance customer experiences. It is an essential strategy for businesses looking to stay ahead in a digital-first world.
According to Accenture, tech leaders are growing five times faster than others. Their advantage comes from using intelligent automation, which helps them boost efficiency, speed up product and service launches, and enhance customer and employee experiences.
Key components of IBPA
- Robotic process automation (RPA)
RPA uses software bots to perform high-volume, repetitive tasks like data entry, invoice processing, or report generation.
- Artificial intelligence and machine learning
AI and ML enable systems to analyze data, recognize patterns, predict trends, and make data-driven decisions.
- Process mining
Process mining uses data analytics to visualize, analyze, and improve business workflows by identifying bottlenecks, redundancies, or delays.
- Business process management (BPM)
BPM is a holistic approach to managing and improving business processes, from design to execution and monitoring.
- Integration tools
Integration tools play a pivotal role in IBPA by connecting disparate systems and databases to create a cohesive operational framework. Low-code platforms, in particular, can simplify this process by providing drag-and-drop interfaces and pre-built connectors. For example, using a low-code tool like Retool, businesses can seamlessly integrate CRM systems, finance software, and APIs without requiring extensive coding.
{{Retool Dashboards with HubSpot Integration}}
To delve more into the topic of low-code, RPA, and BPA, you can read the following comparison articles:
- Low-code vs. RPA
- Robotic Process Automation vs. Business Process Automation
- Low-code vs. Traditional development.
How AI and RPA combine to drive IBPA
Robotic process automation and artificial intelligence are the two main cornerstones of business intelligence automation, each playing a unique role in transforming business operations. Together, they create systems capable of automating repetitive tasks while simultaneously making informed decisions to improve efficiency and outcomes.
RPA: the foundation of efficiency
RPA focuses on automating routine, rule-based tasks that are often time-consuming and prone to error when performed manually. For example, extracting data from spreadsheets, re-entering information into different systems, or sorting large volumes of documents can all be handled by software bots. These bots work through existing interfaces, mimicking human actions without requiring significant changes to underlying systems.
How RPA drives IBPA:
- Speed: RPA accelerates processes by eliminating manual delays and reducing errors.
- Cost savings: By automating repetitive tasks, businesses can reallocate employee time to higher-value work, significantly cutting operational costs.
- Scalability: Organizations can quickly deploy additional bots to scale operations without hiring new staff.
AI: adding intelligence to automation
AI complements BPA by introducing cognitive capabilities that go beyond simple automation. Using technologies like machine learning (ML), neural networks, and natural language processing (NLP), AI allows systems to analyze data, identify patterns, and make decisions based on historical trends.
Notably, 78% of executives have identified scaling AI use cases to create tangible business value as a top priority. This underscores the growing recognition of AI’s potential to improve workflows.
How AI drives IBPA:
- Data analysis: AI can process massive datasets, finding insights that would be impossible for humans to detect manually. For example, AI can analyze underwriting documents to identify risks, reducing the time spent on evaluation.
- Learning from patterns: Unlike traditional rule-based systems, AI learns and evolves, becoming better at tasks over time.
- Enhanced decision-making: AI empowers businesses to make smarter, faster decisions by offering predictive insights. Key benefits include real-time tracking of operations for immediate responses and leveraging generative AI as virtual advisors for strategic planning. According to IBM, 75% of CEOs believe companies with advanced generative AI will gain a competitive edge, with 43% already using it to shape key decisions.
However, AI adoption brings challenges, such as ensuring reliable data sources, safeguarding sensitive information, and complying with regulations. To avoid potential challenges during implementation and to prevent unexpected issues, it is recommended to seek expert advice. Business process automation consultants can identify vulnerabilities and provide guidance on how to effectively integrate AI into BPA for optimal results.
The synergy of RPA and AI in IBPA
RPA is process-driven, automating repetitive, rule-based tasks such as data entry, and following specific instructions from users. AI, on the other hand, is data-driven, using machine learning to analyze data and identify patterns. AI continuously improves by learning from data, while RPA executes tasks without any learning component.
When combined, RPA handles task execution, and AI provides intelligence by making data-driven decisions and learning from patterns. This synergy allows businesses to automate simple tasks and complex workflows, where AI enhances RPA by identifying trends and “anomalies”, while RPA acts on AI insights more quickly. What else does this synergy bring to the table?
- Reduced manual data handling: RPA automates data entry and document sorting, while AI validates information and checks for inconsistencies.
- Faster processing: RPA executes repetitive tasks at lightning speed, and AI steps in to analyze outcomes or make decisions in real time.
- Improved customer experiences: By handling backend processes seamlessly, such as resolving service requests or updating records, these technologies allow businesses to respond to customers faster and more effectively.
For example, if we take an insurance company, RPA bots can handle policy data extraction and sorting, while AI evaluates risk factors and streamlines underwriting. The result? Faster processing times, fewer errors, and a more competitive edge in the market.
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How intelligent business process automation can help your business
IBPA, backed by RPA, AI, and low-code automation, combines speed and smart decision-making. Here's how it can bring tangible value to your business:
- Streamlining routine tasks
RPA automates repetitive processes like data entry, while low-code tools make creating this automation accessible to business teams. With low-code platforms, even non-technical staff can design automated workflows for tasks like expense approvals or customer onboarding, reducing dependency on IT resources while increasing agility.
ProTip: Start small with a low-code platform to build and automate one repetitive task, then scale up as you see results. You can read more about what platform to choose here.
- Improved accuracy
In industries like healthcare, finance, and legal services, where even a small mistake can have significant consequences, accuracy is critical. AI systems ensure precision by analyzing vast amounts of data. For example, in healthcare, AI can automate the process of verifying patient data, identifying potential discrepancies that might go unnoticed by human workers, ensuring more accurate medical records and billing processes. Similarly, in finance, AI-driven systems can help automate transactions, flagging any discrepancies or compliance risks.
ProTip: Pairing RPA with AI is especially effective for compliance-heavy tasks such as auditing or generating financial reports, where every detail must be precise. Alternatively, integrating low-code platforms with RPA helps simplify document reviews or reporting processes, streamlining the task for faster and more reliable results.
- Faster and smarter decision-making
IBPA can transform decision-making across industries by providing predictive insights and learning from past trends. For instance, unlike traditional systems that follow predefined rules, AI analyzes historical data, identifies emerging patterns, and uses that information to make future predictions.
ProTip: Combine predictive analytics with real-time tracking tools to anticipate business changes and adjust strategies immediately. For example, a retail company could use a low-code platform to integrate sales data with AI-driven forecasts in a real-time dashboard. This gives managers instant access to insights, allowing them to optimize inventory management or adjust pricing strategies to maximize profitability and reduce waste.
Discover how we leveraged low-code capabilities to provide real-time data updates and accurate record-keeping, helping our client optimize operations and improve decision-making — read the case study.
- Cost efficiency
Although the implementation of IBPA might require a significant upfront investment, it will pay off in the future: by automating labor-intensive tasks, IBPA reduces operational costs while enabling your team to scale operations without a proportional increase in workload.
With properly implemented IBPA, you can:
- Reduce labor costs: Automating tasks allows companies to avoid hiring additional staff during busy periods (holidays, quarter-end, etc.).
- Minimize errors (and, therefore, the cost of fixing them): Reduced errors mean fewer corrective actions and associated financial losses.
- Optimize resource allocation: Optimizing processes with IBPA allows companies to allocate resources such as time, personnel, and materials more efficiently.
ProTip: Combine automation tools like RPA with low-code platforms to quickly adjust workflows during peak demand. For example, a retailer could automate inventory management during holiday seasons, ensuring the right stock levels without hiring extra temporary staff.
- Enhanced customer experiences
AI-powered chatbots provide 24/7 customer support, addressing the 82% of consumers who expect instant issue resolution. RPA further enhances service by automating tasks like order fulfillment and boosting response times. What’s more, 92% of companies report improved response times, while 83% find it easier to manage customer requests with automation.
Additionally, AI personalizes interactions based on customer data, meeting the 65% of customers who expect businesses to adapt to their changing needs. Combined, AI and RPA ensure faster, more personalized customer experiences.
Final thoughts
Intelligent business process automation plays a crucial role in enhancing business operations, offering the potential for improved efficiency, smarter decision-making, and better customer experiences. However, to make the most of it, it’s essential to integrate technologies like low-code development, machine learning, AI, and robotic process automation properly. Only then can businesses achieve “truly intelligent” processes — where speed is balanced with quality and cost savings are realized over the long term.
A well-thought-out integration strategy ensures that these technologies work together seamlessly, driving both short-term results and long-term growth. At Akveo, we understand the complexities of implementing these solutions. With our expertise in low-code platforms, RPA, and AI integration, we can guide you through every step, from strategy development to seamless deployment. Whether you're looking to streamline operations, enhance decision-making, or optimize customer interactions, our experts in business process automation can help ensure your business remains agile, efficient, and competitive. Contact us today to discuss your needs.
Retool Dashboards with HubSpot Integration
Our client needed a centralized tool to aggregate account and contact activity, improving visibility and decision-making for the sales team.
The solution
We built a Retool application integrated with HubSpot, QuickMail, and Clay.com. The app features dashboards for sorting, filtering, and detailed views of companies, contacts, and deals, along with real-time notifications and bidirectional data syncing.
The result
- MVP in 50 hours: Delivered a functional application in just 50 hours.
- Smarter decisions: Enabled data-driven insights for strategic planning.
- Streamlined operations: Reduced manual tasks with automation and real-time updates.
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.
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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.
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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.
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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.
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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.
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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.
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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.
