Process automation might not be new to many of you. In fact, from the time of lean manufacturing and assembly-line production, process automation has helped businesses improve efficiencies and reduce costs by leaps and bounds. In this article, we are going to compare two powerful process automation technologies – Business Process Automation vs Robotic Process Automation. They are two complementary (and powerful!) automation initialisms that have been a part of many modernisation strategies in recent times. So, without further ado, let’s dive into the article.
What is Business Process Automation (BPA)?
In very simple language, Business process automation or simply BPA, is used to automate workflows that improve the efficiency of your organisation as a whole. The key here is the word – whole. BPA neither focuses on a single task nor on a single department. It integrates all your existing systems to iron out your end-to-end process.
Here is an example of BPA in action:
- Company A has automated its invoice processing workflow using BPA.
- A vendor submits an invoice via email
- The internal system automatically captures the document
- It extracts key data (e.g., invoice number, amount, and vendor details) using OCR (Optical Character Recognition)
- It validates it against the purchase order in the ERP system.
- If the invoice matches, it is sent for payment approval.
- If there’s a discrepancy, the system routes it to the appropriate team for review.
What is Robotic Process Automation (RPA)?
RPA, short for Robotic Process Automation, is another process automation technology that works via software robots or what is popularly known as bots. These bots imitate human tasks by following preset rules. For instance, RPA bots can:
- Log into systems
- Navigate the page
- Input and extract data
- Mimic any other interactions humans have with computer systems.
Here is an example of RPA in action:
- An RPA bot is programmed to assist with onboarding new hires.
- When a candidate accepts an offer, the bot automatically triggers a series of actions.
- It first creates a new employee record in the HRMS (Human Resource Management System).
- It sends a welcome email with links to complete the necessary forms.
- It then updates IT with a request to set up email accounts and hardware access.
- It finally logs the progress of the onboarding process in a tracking spreadsheet.
Difference between BPA and RPA
Here are all the key differences between the two process automation technologies:
| Aspect | Robotic Process Automation (RPA) | Business Process Automation (BPA) |
| Scope of Automation | Automates specific, repetitive, rule-based tasks. | Automates end-to-end workflows and processes across departments. |
| Technology Used | Utilises bots, AI, and machine learning to mimic human actions. | Combines workflow management systems, APIs, and advanced automation tools. |
| Complexity | Low to moderate complexity; focus on individual tasks. | High complexity; requires process redesign and system integration. |
| Integration | Works across existing software without altering underlying systems. | Often requires deeper integration with enterprise software and databases. |
| Scalability | Limited to task-level scalability; new bots are needed for added tasks. | Highly scalable for managing entire processes as the organisation grows. |
| Customisation | Minimal customisation, primarily predefined, rule-based actions. | High customisation to align with business workflows and objectives. |
| Implementation Time | Quick to implement (days to weeks). | Longer to implement (weeks to months), depending on process complexity. |
| Key Use Cases | Data entry, report generation, employee onboarding, and claims processing. | Supply chain management, customer service workflows, invoicing, compliance processes. |
| Cost | Generally lower upfront cost; suitable for specific tasks. | Higher upfront cost but more cost-effective in the long term for full processes. |
| Objective | Improves task efficiency and reduces errors in repetitive work. | Improves overall process efficiency and organisational productivity. |
When to Use BPA vs. RPA?
The choice between BPA and RPA is not really a complicated one. All you need to do is consider a few factors, like the scale of automation required, costs, and the complexity of the processes involved.
For example, BPA is ideal for organisations looking to optimise their entire workflows across multiple departments. It involves integrating disconnected systems like CRM, ERP, and HRMS to eliminate inefficiencies. Common use cases of BPA include:
- Optimising order management
- Setting up multi-level approval workflows
- Streamlining regulatory compliance processes
On the other hand, RPA is best for automating specific, repetitive tasks. It’s especially useful for short-term automation needs or working with legacy systems that lack integration capabilities. It works within existing systems without requiring significant redesign. So, it is a good choice if you are looking for a quick and cost-effective solution. Common use cases of RPA include:
- Extracting data from invoices
- Automating email notifications.
- Automated report generation
Benefits of Combining BPA and RPA
Both BPA and RPA can complement each other. RPA can streamline individual tasks within a BPA-driven framework. This ensures immediate and long-term process efficiency. RPA handles repetitive, rule-based tasks, such as data extraction or email notifications, while BPA focuses on end-to-end workflow optimisation.
Together, they enable you to streamline processes at both micro and macro levels. For instance, RPA bots can efficiently collect and input data, which BPA systems then use to trigger complex workflows across departments. This integration minimises human intervention, reduces errors, and accelerates overall process execution.
The combination also ensures flexibility and scalability for your business. RPA can quickly address specific pain points and deliver immediate productivity boosts. BPA provides the foundation needed for long-term process improvements.
Right Tech to leverage both BPA and RPA
To effectively leverage both BPA and RPA, you need the right tool that enables seamless integration, scalability, and adaptability. Salesforce is the best example of such a tool.
Salesforce’s built-in BPA capabilities, powered by tools like Flow and Omniscript, allow you to design end-to-end automated workflows. Through them, you can automate approval processes, such as sales discounts or budget requests. You can also seamlessly integrate different systems (e.g., CRM with ERP) for consistent data synchronisation. It can also trigger personalised customer journeys based on real-time actions using Marketing Cloud Journeys.
Similarly, Salesforce utilises MuleSoft RPA to automate repetitive, rule-based tasks across your legacy (and modern) systems. It can streamline processes like data entry and data extraction by mimicking human actions to interact with applications, documents, and databases. It leverages Optical Character Recognition (OCR), web and image search, and APIs to automate data retrieval and processing from various sources, including spreadsheets, emails, web pages, and even scanned documents or images. Through MuleSoft, Salesforce offers a unified approach to automation across business processes and applications.
About Brysa
Brysa is a leading Salesforce consulting, implementation and managed services partner in the UK. We specialise in helping businesses streamline operations and achieve digital transformation. With expertise in Salesforce’s robust automation tools, we empower organisations to implement BPA and RPA seamlessly within their operations. Our tailored approach ensures that your automation needs align with your unique business goals. If you are looking for expertise and support for successful BPA and RPA implementation, contact us now.
