RPA (Robotic Process Automation) is software that mimics human actions in existing screens: logging in, clicking, copying and pasting — following a fixed script. It is used to automate systems that don't have an API.
RPA in practice
RPA is therefore a patch, not a foundation: the robot does the same retyping work as a human, only faster and at night. As soon as the vendor moves a button or changes a screen, the script breaks. For outdated systems with no integration options that can be a perfectly good temporary solution.
The durable route is, where possible, to integrate at the API or via an integration platform: more stable, faster and verifiable. Rule of thumb: only choose RPA if there really is no API or export, and plan the replacement of the underlying system along with it. See also API integration and workflow automation.
Related terms
- Workflow automation — Workflow automation is letting consecutive process steps run automatically based on an event: an order comes in, then the invoice is created, the customer is emailed and inventory is updated — without manual intermediate steps.
- API integration — An API integration is a connection between two software systems that automatically exchange data via their APIs — for example orders from a webshop to the accounting system, or placements from an ATS to invoicing.
- No-code — No-code is building software or automating processes without programming: you click applications, flows or websites together in a visual environment.
- AI agent — An AI agent is an AI system that performs tasks independently: it is given a goal, can determine steps itself and use tools — such as searching, calling an API or drafting an email — and delivers a result.