8 min.

RPA Automation

Automation, cloud computing, robotics and artificial intelligence characterise the use of new technologies. Robotic process automation (RPA) in particular is growing due to its easy integration and applicability in various business areas. In contrast to physical industrial robots, RPA automates business processes and tasks with the help of software robots or bots. These emulate human interactions with the user interface and perform tasks in computer systems. RPA systems can automate repetitive, rule-based tasks that are normally performed by employees.
Mit einem Drehknopf werden bestimmte Robotic Process Automation Anwendungen eingestellt
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The most important features of RPA

The key features of RPA that are relevant to organisations include

  • Robotic business process automation: RPA softwares can implement repetitive tasks such as data extraction, data entry, reporting and many other types of business process automation in your organisation.
  • Ease of use: RPA tools such as UiPath are often user-friendly and do not require extensive programming knowledge. You can often use drag-and-drop interfaces to create your own automation workflows.
  • Scalability: RPA systems can be easily adapted to the needs of your organisation in terms of size and process requirements.
  • Rule-based automation: Software robots follow your predefined rules and instructions and can respond to specific triggers in your business processes.
  • Integration: RPA bots can be seamlessly integrated into your existing software applications and tools to optimise your business process through robotic process automation.

RPA offers you a wide range of application possibilities in various industries, including finance, healthcare, retail, logistics and many others. Typical use cases include automating entire parts of your business process such as invoice processing, customer care, data migration, reporting, compliance tasks and business process transformation.

Implementing RPA software such as UiPath can help increase efficiency in your organisation and assist your employees with repetitive tasks while improving customer satisfaction. However, it is important to note that although RPA solutions are powerful technologies for automating operations, they have their limitations and are best suited for repetitive, rule-based business process tasks. For more complex tasks that require creative thinking and human judgement, other forms of automation, such as artificial intelligence (AI) and machine learning, are better suited.

Application of RPA in various industries and business areas


  • Robotic automation of invoice processing: RPA bots can be used to capture, verify, extract data and input your invoices into accounting systems.
  • Credit review and approval: Software robots can speed up your credit review processes by automatically reviewing applications and making informed decisions.


  • Appointment scheduling: RPA bots can automate appointments for your patients and enter them into electronic health records (EHR).
  • Billing and coding: RPA can help with billing and coding your medical services to minimise errors and speed up the process.

Human Resources:

  • Employee onboarding: RPA bots can help you onboard new employees by automating administrative tasks such as creating user accounts and filling out forms.
  • Payroll: software robots can perform process automation of your payroll by tracking working hours and absences and creating payslips.


  • Warehouse management: RPA bots can be used in your logistics processes to optimise warehouse management. This includes monitoring inventory status, automatically creating purchase orders and generating shipping labels for your efficient shipping process.
  • Order tracking: In logistics, tracking orders accurately plays a crucial role. Software robots can support you in this by automatically monitoring the status of deliveries, providing updates and raising the alarm early on in the event of deviations.
  • Customer service: An RPA software robot can help answer your customer queries, process your refunds and monitor your orders.


By integrating RPA solutions into compliance tasks, organisations can not only increase efficiency but also ensure that their processes meet regulatory requirements and internal standards.

  • Data consistency and accuracy: RPA can help keep data consistent and accurate by automating rule-based checks and validations. This minimises errors and ensures compliance with the specified standards.
  • Security and access control: Software robots can contribute to the implementation of security policies and compliance by controlling access to sensitive data and ensuring that only authorised users can access certain information.
One platform,
endless possibilities.

ExB is an Intelligent Document Processing platform that transforms unstructured data from any type of document into structured results. Our AI-based software can not only extract all relevant information from your documents, but also understand them. This allows you to automate your processes and save both time & money, while improving your customer experience and employee satisfaction. Win-win. 


Steps for implementing an RPA solution

  1. Process selection:
    Identification of suitable processes for automation.
    Evaluation of process complexity and frequency.

  2. Risk assessment:
    Analysis of risks and compliance requirements.
    Definition of security guidelines for automated processes.

  3. Technology selection:
    Selection of a suitable RPA platform based on your company’s requirements.
    Integration of the RPA solution into your existing systems.

  4. Pilot project:
    Execution of a pilot project to test feasibility.
    Evaluation of performance and effectiveness before full implementation.

  5. Automation development:
    Creation of automation scripts or bots.
    Consideration of exception scenarios and error management.

  6. Test phase:
    Comprehensive testing of the automated processes.
    Validation of results in comparison with manual processes.

  7. Training and acceptance:
    Training your employees to work with RPA.
    Ensuring acceptance by the teams concerned.

  8. Implementation:
    Introducing the RPA solution into your productive operations.
    Monitoring performance and making adjustments where necessary.

  9. Scaling and optimisation:
    Identifying further processes for scaling the RPA solution.
    Continuous optimisation of automation to ensure maximum efficiency.

  10. Monitoring and maintenance:
    Setting up ongoing monitoring of the RPA solution.
    Regular maintenance and updates to ensure that the automation meets your changing business requirements.

RPA - Best Practices

  1. Clear objectives: Clear objectives and clear expectations are fundamental to the success of your RPA implementation. Setting these parameters forms the basis for your effective and targeted automation process.

  2. Stakeholder engagement: The commitment of managers and relevant teams from the outset is crucial. The active involvement of these stakeholders ensures a smooth implementation and promotes positive acceptance of RPA solutions.

  3. Consider scalability: Planning for the scaling of RPA automation in your organisation is a forward-thinking best practice. This takes future requirements into account and maximises the efficiency of your automation solutions.

  4. Security considerations: Implementing security protocols and monitoring is paramount. The focus is on protecting your sensitive data and ensuring compliance to minimise potential risks.

  5. Documentation: Comprehensive documentation of all your automated processes is essential. It not only serves the purpose of traceability, but also supports you in troubleshooting and optimising your automation.

  6. Regular review: Regularly reviewing and updating your automation ensures that the RPA solutions can keep pace with your changing business requirements. This dynamic approach ensures long-term effectiveness.

RPA - common challenges

The successful implementation of RPA requires not only technical expertise, but also careful planning, clear communication and consideration of business and human aspects. Comprehensive change management and a strategic approach are crucial to overcoming these hurdles and maximising the long-term benefits of RPA.

A key aspect that can cause resistance to change may be acceptance issues among your employees. Fears of job loss or uncertainty about new technologies can make the introduction of RPA more difficult.

Another obstacle is the complexity of your processes. Highly complex or unstructured processes in particular can cause difficulties for your automation. Adapting RPA to these complex scenarios requires careful planning and implementation.

Data quality and integration are also significant hurdles. Integrating RPA into systems with inadequate data quality can lead to problems that affect your automation efficiency. Security concerns play a crucial role here, as automating your sensitive business processes is associated with potential security risks.

Scalability challenges are another problem. Scaling RPA solutions seamlessly across your organisation can be difficult due to a number of factors, including technical complexity and organisational structures.

Maintainability and updating your already automated processes over time are also critical aspects. Problems in this area can affect the long-term effectiveness of your RPA solution and require continuous monitoring and maintenance of your implemented automations.

Outlook: The importance of RPA for the future of automation in companies

Looking to the future of Robotic Process Automation (RPA), the use of robots is expected to continue to grow as companies look for ways to optimise and streamline their business processes more than ever before. RPA trends are increasingly moving towards intelligent automation, where software robots are increasingly being combined with artificial intelligence (AI) and machine learning to create intelligent automation solutions.

Differences and synergies between RPA and IDP: Optimal automation solutions for your company

The differences between Robotic Process Automation (RPA) and Intelligent Document Processing (IDP) are essential when it comes to automating more complex tasks in the business process. Both technologies are designed to automate your business processes and increase the efficiency of your organisation, but they focus on different aspects of process automation.

The differences between RPA and IDP at a glance:

  1. Focus: RPA focuses on the automation of business processes and interactions with your applications, while IDP specializes in the intelligent extraction of information from structured and unstructured documents.

  2. Data extraction: RPA can extract and process data from your business applications, while IDP specializes in extracting data from your documents, such as invoices, contracts or forms.

  3. Areas of application: RPA solutions can be used in a wide range of industries and business areas to automate a wide variety of tasks. IDP solutions are particularly useful for you if large volumes of documents need to be processed in your areas, such as accounting, contract management and logistics.

  4. Intelligence: IDP technologies use machine learning and artificial intelligence to understand your documents and extract information from them. RPA solutions, on the other hand, still increasingly follow predefined rules and instructions.

While RPA is ideal for your repetitive, rule-based tasks, IDP comes into play when you need to process documents and information of varying complexity. IDP uses artificial intelligence (AI) and machine learning to extract and understand unstructured data from documents. This enables it to process complex documents, such as contracts or scientific texts, and capture relevant information. IDP can also process natural language through NLP (Natural Language Processing), for example, to gain contextual insights. Find out more about the advantages of IDP.

The synergies of RPA and IDP at a glance:

  1. Complement: IDP and RPA solutions can complement each other. RPA can be used to control your business processes, while IDP can transform your documents into high-quality data.

  2. End-to-end automation: By combining RPA and IDP, your company can achieve end-to-end automation, where RPA bots perform your tasks in different applications and systems and IDP technology extracts the data from your documents and feeds it into the process.

    The synergies between RPA and IDP are crucial for you if you are aiming for end-to-end automation. This allows your company to not only automate repetitive tasks, but also optimize more complex, data-intensive processes. This leads to increased efficiency, accuracy and cost savings as your employees are freed up from time-consuming manual tasks to focus more on your customers, value-adding activities and creative thinking processes. The seamless implementation of RPA and IDP promises a bright future for automation in your company.


In the world of automation technologies, Robotic Process Automation (RPA) and Intelligent Document Processing (IDP) have their unique strengths. RPA is characterized by the efficient automation of repeatable tasks, while IDP masters complex document processing tasks through the use of artificial intelligence (AI).

The synergies between RPA and IDP enable companies to create comprehensive automation solutions. Despite their potential, RPA and IDP have their challenges, particularly in terms of adapting to complex processes, data quality and security aspects. Careful implementation and continuous optimization are therefore crucial to realizing the long-term benefits of these technologies. The market penetration of RPA will continue to increase, accompanied by partnerships and ecosystems, for example with IDP, to create comprehensive automation solutions.

Overall, it is clear that RPA and IDP offer companies transformative opportunities to optimize their operations, transform workplaces and shape the way automation is done in the future.

If you have any further questions, please do not hesitate to contact us

ExB is the flexible Intelligent Document Processing (IDP) platform that enables your company to process different documents in seconds instead of days using Artificial Intelligence (AI) and automate workflows. Shorten your processing time with ExB, reduce your costs, free yourself from inefficient processes and create more time for value-adding work.

Our focus at ExB is on processes that need to handle a large volume of documents, e.g. in the logistics, insurance, manufacturing, engineering, automotive, transportation and healthcare industries. Are you interested or would you like to clarify further questions for your specific application? Then get in touch with us. We look forward to hearing from you!


Written by:

Simon Rauch

Content Creator bei ExB

Simon is responsible for creating marketing content at ExB. With his expertise in the areas of AI trends and editing, he enriches ExB’s information offering – on our blog, on LinkedIn and YouTube.
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