Robotic process automation (RPA)
Robotic process automation is software that copies fields and types them into another application staff already use, completing a repetitive computer task the same way a person would.
Robotic process automation is software that operates the same screens a person uses. It's not a physical robot. An RPA bot logs in and types fields into the next application, following a script you have defined. It sits on top of the applications you already have rather than replacing them. Operations teams reach for it when staff currently move the same data between two applications that were never built to share records.
A bot is given a dedicated login and a queue of work, such as invoices in a shared mailbox or orders in a spreadsheet. It opens each item, reads the fields it has been told to find, writes them into the next system and marks the item complete. If a field is missing or a screen looks different, the bot should stop and pass the case to a person. Finance uses this for invoice posting. HR uses it to set up new-starter accounts.
RPA breaks when the screen changes. A software update or a moved button can stop every bot overnight. It also fails on messy inputs, such as poorly scanned invoices and records that don't match. Firms that treat RPA as a one-off project often leave the bots unattended months later. Someone has to own the logins and the exception queue, which is why the work belongs on a monthly retainer.
When it matters
- →The same computer task is repeated throughout the working day.
- →Two business applications still rely on a person to transfer data.
- →The process is stable enough to script, with a clear exception path.
- →Screen-based work is delaying invoice posting or order updates.
Related terms
Robotic process automation (RPA): common questions
What is the difference between RPA and AI?
RPA follows a script. It operates a screen in a fixed sequence, the same way a person would. It doesn't read meaning or decide what to do when the layout changes. AI can interpret unstructured text and extract fields from files a script cannot read. Many businesses use both: RPA to operate existing applications, and AI to handle the files. Monthly plans start at £495.
What is RPA used for in business?
Businesses use RPA on high-volume screen work that follows the same path every time. Typical jobs include posting supplier invoices into an accounts package and moving order details from a spreadsheet into another system. The bot does the clicking and typing. A person still handles exceptions. If the work starts with a messy PDF, document processing usually sits in front of the bot. We'll build and monitor this on a monthly retainer from £495.
Is RPA the same as an AI agent?
No. An RPA bot follows a fixed script on a screen. Change the layout and the script no longer matches. An AI agent is built around a specific piece of work rather than a click path. It can read a request, check information and choose an approved next step, then pass exceptions to a person. Some services combine them: an agent decides what should happen, and RPA carries out the clicks in an older system that cannot share data. Monthly plans start at £495.
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