General comparison
Definition
BPA is a broader approach to automation that focuses on streamlining and optimizing entire business processes.
It integrates multiple systems, workflows, and applications to improve efficiency, eliminate bottlenecks, and reduce manual effort across an organization.
BPA often involves technologies like workflow automation, AI, and APIs to enhance end-to-end process execution.
The goal: automate, optimize, and manage entire business workflows.
RPA uses software bots to automate repetitive, rule-based tasks without modifying existing systems. These bots mimic human interactions with digital interfaces, such as data entry, form filling, data extraction, and clicking through applications.
RPA is best suited for automating structured tasks within a workflow.
The goal: automate repetitive, rule-based tasks at the user interface level.
Target audience
- Organizations aiming for overall process optimization
BPA is targeted at businesses seeking to automate and improve entire workflows across multiple departments, integrating systems, people, and processes.
- Enterprises with complex, cross-departmental workflows
It is ideal for large organizations with complex business processes that span various departments or involve intricate decision-making. It is often used in industries like manufacturing, supply chain, healthcare, and financial services.
- Companies that need deep system integration and customization
BPA targets organizations that are ready for significant process redesign and need complex, tailored solutions that require integrating different business applications and technology platforms.
Best suited for:
- Enterprises with complex workflows.
- Organizations needing deep system integration and customization.
- Large businesses looking for long-term process transformation.
- Organizations seeking efficiency in routine tasks
RPA is ideal for businesses that need to automate repetitive, time-consuming tasks that follow strict rules, such as data entry, invoice processing, and customer data management. These tasks are often part of larger workflows but can be automated independently without altering the core systems.
- Departments with high volumes of repetitive tasks
RPA is well-suited for finance, HR, IT, and customer service departments where manual, rule-based tasks are common and need to be scaled quickly.
- Companies looking for fast and low-cost automation
RPA targets small to medium-sized businesses or departments looking to implement automation quickly and affordably without deep technical knowledge and/or significant system changes.
Best suited for:
- Departments seeking quick and low-cost automation solutions.
- Organizations with simple, rule-based workflows.
- Small to medium-sized businesses looking for fast automation-related results.
Features & Other things to consider
Customization and flexibility
BPA is highly customizable as it’s focused on automating end-to-end processes across various departments.
Besides, customizations can be applied at every level, from task automation to full-scale process optimization.
BPA also offers greater flexibility when dealing with dynamic or complex workflows, including those that require decision-making or integration with multiple systems.
It allows for continuous improvement and adjustment to evolving business needs.
RPA is designed to automate specific tasks, so its customization is usually focused on adapting bots to different tasks within a predefined workflow.
It works well when the task has clearly defined rules and processes but is less flexible when dealing with more complex, dynamic processes (compared to BPA).
RPA doesn’t require major system overhauls, and its flexibility lies in how it can be applied to various tasks across different departments.
However, it has limited ability to adjust to evolving business needs unless reprogrammed.
Performance and scalability
- High performance for complex workflows: BPA optimizes entire processes, enhancing the overall performance of business operations.
- Continuous process optimization: It often integrates AI and machine learning, allowing continuous monitoring and performance improvements.
- Scales for entire processes: BPA is designed to scale across entire business processes, handling complex, cross-departmental workflows.
For example, a BPA system can handle an expanding supply chain process, adjusting to new suppliers, additional data points, and changing customer demands as the business grows.
- High performance for repetitive tasks: RPA is optimized to handle rule-based tasks, performing them quickly and accurately.
- Limited to task-based automation: While RPA performs well for individual tasks, it doesn't manage entire workflows or complex processes, which limits its overall performance when the process involves multiple systems.
- Scales easily for repetitive tasks: RPA can be scaled quickly by deploying more bots to handle higher volumes of tasks. Besides, it is highly scalable for processes that require large-scale automation of repetitive tasks.
For example, RPA bots can be deployed across multiple departments to automate tasks like data extraction or customer queries (but scaling across entire organizational processes may require additional infrastructure).
Integration capabilities
BPA integrates across multiple systems, applications, and data sources, working with both UI and backend systems for complex automation.
It can connect enterprise systems like ERP and CRM, automating processes across departments with APIs, web services, and databases.
For example, BPA can integrate a CRM system with marketing automation tools, syncing customer data and triggering tasks across both systems.
At the same time, RPA automates tasks by mimicking user actions at the interface level without deep backend system integration.
RPA works well for automating tasks in applications with no open APIs or backend access. That’s why it’s ideal for automating tasks in legacy systems or when backend access is unavailable.
For example, RPA can extract data from an email inbox and input it into an older CRM system without backend integration.
Security and compliance
BPA provides more robust security protocols, as it operates on a deeper system level and integrates securely with enterprise applications.
BPA systems are designed to automate and enforce compliance by incorporating governance frameworks, regulations, and security controls directly into the processes. These can be customized to align with specific legal requirements (e.g., GDPR, HIPAA).
Besides, BPA systems include features like encryption, multi-factor authentication (MFA), and detailed audit trails. They are also designed to integrate with centralized identity management systems.
For example, a bank using BPA to automate loan approval processes will have a comprehensive audit trail, logging every action taken during the approval, including who approved or rejected applications.
For RPA, security largely depends on the platform and its integration. Since it operates at the user interface level, there’s a risk of unauthorized access or data breaches, particularly when bots handle sensitive information.
RPA platforms generally offer basic security management, such as credential management and access control.
As RPA is focused on automating tasks without full system integration, it can bypass some security measures and compliance processes that may exist in backend systems. This can lead to potential gaps in compliance.
For example, an RPA bot may automate data extraction from invoices, but the logs won’t show why the bot decided to approve or reject certain invoices, making it difficult to track compliance with internal financial controls.
Speed of development
Longer development cycle: BPA typically involves more complex workflows and requires deeper integration with existing business systems.
It also requires more planning, design, and development effort, particularly when integrating multiple systems or creating end-to-end processes.
System integration challenges: BPA often requires system changes or integrations with backend applications, which can lead to longer implementation times and more coordination between teams.
Faster development cycle: RPA enables rapid development due to its focus on automating individual tasks at the user interface level.
Bots can be created quickly with minimal coding, often using visual tools. This allows businesses to implement automation solutions quickly.
Minimal system disruption: Since RPA focuses on automating tasks at the UI level, it typically requires fewer changes to underlying systems. This minimizes disruption during development and speeds up the rollout process.
Learning curve
BPA requires a deeper understanding of business processes and systems integration.
It often involves more custom development involving intricate processes, resulting in a steeper learning curve.
BPA demands higher technical expertise to integrate and automate end-to-end business processes, making it more challenging for non-technical users to grasp.
RPA is generally easier to learn for basic automation tasks due to its user-friendly, no-code or low-code interfaces. However, the learning curve can increase for more complex tasks.
However, without complex automation requirements, the learning curve is typically lower for repetitive, rule-based tasks, allowing users to quickly automate basic processes.
Therefore, RPA platforms are designed to be accessible to non-developers, enabling them to quickly implement simple automation tasks with minimal training.
Cost
BPA typically involves higher initial costs due to the need for:
- More complex system integrations
- Custom development
- Longer implementation timelines.
Besides, BPA development may have a higher long-term ROI as it automates entire workflows, but the upfront costs, including software, development, and consulting fees, tend to be more significant.Ongoing costs for BPA are higher due to the need for system upgrades, maintenance, and continuous integration with evolving business processes.
RPA typically has lower initial setup costs because it focuses on automating individual tasks at the user interface level.
RPA can deliver a quick return on investment (ROI) for smaller-scale automation projects.
Ongoing costs are generally lower compared to BPA, as RPA typically doesn’t require extensive system overhauls (you only need bot maintenance, updates, and regular monitoring).
Key benefits
End-to-end automation: Improves overall business efficiency by automating entire workflows.
System integration: Seamlessly integrates with enterprise systems, enhancing data flow across departments.
Compliance automation: Ensures compliance by automating governance and regulatory processes.
Scalability and customization: Scalable and customizable to fit specific business needs and requirements.
Visibility and tracking: Provides full visibility of business processes for better decision-making.
Cross-department collaboration: Improves communication and collaboration across departments.
Simple task automation: Quickly automates rule-based tasks with minimal effort.
Error reduction: Reduces human error by automating simple and repetitive tasks.
Low-cost implementation: Low setup cost and rapid deployment for individual tasks.
Scalability: Easily scales to handle large volumes of tasks with minimal adjustments.
User-friendly: Simple interfaces enable non-technical users to create automations.
24/7 operations: Can operate continuously without interruption, boosting productivity.
Improved data accuracy: Ensures consistency in data processing by eliminating manual entry errors.
Main limitations
Complex setup: Requires significant time and resources for system integration and customization.
High initial costs: Implementation is expensive due to the need for custom development, integrations, and longer setup times.
Dependency on IT: Often requires collaboration with IT teams for integration and ongoing maintenance.
Overwhelming for non-technical users: Requires technical expertise and collaboration across multiple departments to implement effectively.
Ongoing costs: Requires ongoing system upgrades, maintenance, and support, which can increase long-term operational costs.
Limited to repetitive tasks: Best suited for simple repetitive tasks and struggles with complex decision-making processes.
Scalability challenges: Can face difficulties when scaling for highly complex or large-scale operations, especially with multiple systems.
Maintenance burden: RPA bots require regular maintenance and monitoring, especially as systems or processes change.
Security risks: Since RPA interacts with user interfaces, it may present security risks if not properly managed, especially with sensitive data.
High upfront investment: While it can automate tasks quickly, the initial cost of RPA platforms and setup can be high, especially for advanced automation.
Use cases & Examples
BPA is used for more intricate and complicated end-to-end scenarios, for example:
Sales management: Automates lead tracking, customer interactions, and report generation to improve efficiency.
Financial operations: Automates invoice creation, approval workflows, and payment processing, reducing manual errors.
Employee onboarding: Streamlines hiring by automating document collection, contract approvals, and training assignments.
Document management: Organizes, retrieves, and shares internal documents through automated workflows, improving collaboration.
Supply chain automation: Manages procurement, inventory tracking, and vendor communication to optimize logistics.
RPA is used for more simple tasks that embedded bots can handle, for example:
Invoice processing: Extracts data from invoices and inputs it into accounting systems to speed up financial workflows.
CRM data entry: Automates customer onboarding by filling CRM systems with relevant client information.
Email and notification handling: Automates email responses, ticketing updates, and notifications based on predefined rules.
Payroll processing: Collects employee work-hour data, calculates salaries, and enters details into HR systems.
IT support tasks: Handles password resets, system diagnostics, and routine IT troubleshooting without human intervention.
When to choose each of them
It’s better to opt for BPA if:
- You need complete automation: If your processes span multiple departments and systems, BPA is the right choice.
For example, automating an entire order-to-cash process that involves sales, accounting, and inventory.
- Your workflows are complex and decision-driven: If your operations require multiple approval stages, human judgment, or dynamic rule-based processing, BPA is better suited to handle these complexities.
- You need cross-system integration: If your business relies on multiple tools, such as ERP, CRM, and HR platforms, BPA helps streamline data flow and system communication.
- You’re managing high-volume operations: If your business processes involve a large amount of transactions, approvals, and compliance checks, BPA can standardize and optimize these workflows.
- You're focused on long-term process improvement: If your goal is to enhance overall efficiency, compliance, and scalability, BPA offers deep integration and sustainable process transformation.
It’s better to opt for RPA if:
- You need quick results: If you’re looking for immediate improvements in repetitive tasks, RPA can quickly automate processes like data entry, invoice processing, or order confirmations.
- Your tasks are structured and rule-based: RPA is ideal when dealing with repetitive tasks that follow a set pattern, such as extracting data from forms or processing transactions.
- You want automation without major system changes: If you need automation without modifying core applications, RPA works by mimicking human actions on existing software.
- You need to bridge system gaps: If your systems don’t have built-in integrations but require data transfers, RPA can act as a bridge, automating tasks without the need for new software investments.
For example, an RPA bot can extract data from an old legacy system and input it into a modern CRM without needing API connections.
- You want to reduce human errors in repetitive work: If manual processes lead to mistakes in data entry, payroll, or IT support tasks, RPA helps eliminate errors and improve accuracy.
Conclusion
To wrap it up, here's a quick RPA vs. BPA summary: BPA is ideal for streamlining complex, end-to-end workflows, whereas RPA excels at quickly automating repetitive, rule-based tasks. Choosing the right approach depends on your goals — whether you need deep system integration and long-term efficiency or a fast, targeted automation “boost”.
Still unsure about business process automation vs. robotic process automation? No worries — we’ve got you! Choosing the wrong approach can create more challenges than solutions, which is why having the right expertise makes all the difference.
At Akveo, we help businesses integrate automation seamlessly, ensuring efficiency across departments. If you’re considering end-to-end automation, a business process automation specialist can guide you on where to start. And if you’re looking for a more agile approach focused on specific task automation and speedy solution engineering, low-code development might be the better fit, enabling faster automation with minimal coding.
Whatever your automation needs are, we can help you plan and implement the right solution. Contact us to get started!
