RPA use cases across different business functions

Streamline, Automate, Innovate: Unleashing the power of RPA in everyday operations.

    • Data management

    RPA can automate many aspects of data management, bringing efficiency, accuracy, and scalability to the following processes.

    Business use cases:

    • Data migration and conversion.
    • Processing unstructured documents.
    • Data analysis and reporting.
    • Data entry and validation.

    • Data extraction

    Screen scraping, OCR, and basic pattern recognition technologies enable data extraction from almost any format.

    Business use cases:

    • Data extraction from PDFs.
    • Data extraction from scanned documents.
    • Data extraction from any other formats.

    • Automated data backup and recovery

    RPA can monitor and schedule regular data backups, ensuring easy data recovery in case of incidents and enhancing data security.

    Business use cases:

    • Backup scheduling.
    • Data compression and encryption.
    • Monitoring and alerts.

    • Document processing

    RPA bots equipped with speech-to-text features can automate the generation of meeting minutes and summaries.

    Business use cases:

    • Extract data from any document—digital, paper, PDFs, or handwritten.
    • Enter data into forms and capture systems, accurately and tirelessly.
    • Digitize and archive mountains of backlogged paper all by themselves.

    • Excel data analysis

    Analyze data from Excel reports, providing pre-defined outputs.

    Business use cases:

    • Bot can gather information stored in multiple Excel reports.
    • Automated analysis and comparison of the reports.

    • MS Word OCR image recognition

    A bot for text recognition in images using OCR technology.

    Business use cases:

    • Extract text from images and PDFs.
    • Integrate extracted data with databases, file servers and document management systems.
    • Send extracted information in various formats to specified destinations.

    • MS Word conversion to PDF

    Batch conversion of multiple files to PDF, streamlining document management.

    Business use cases:

    • Document retrieval.
    • Conversion of Word documents to PDF format for various purposes such as archiving, sharing, or standardization.

    • Excel to web transfer

    Transfer data from a spreadsheet to a web application, integrating offline and online data.

    Business use cases:

    • Data extraction from Excel.
    • Logging into the web application.
    • Input data from Excel to web application.

    • Software configuration

    RPA can automate software installation and initial configuration to save precious employee time and prevent costly disruptions.

    Business use cases:

    • Installation and configuration of software applications.
    • Patch management.
    • Testing and quality assurance.

    • Automated software testing

    Another great RPA use case in tech is automated testing. Manual user testing can be complicated and takes time.

    Business use cases:

    • Test scenario identification.
    • Automation of common test scripts.
    • Error handling and reporting.

    • IT maintenance and monitoring

    Routine, automated monitoring of IT systems reduces the risk of downtime that could hurt business operations.

    Business use cases:

    • System monitoring.
    • Alert management.
    • Performance reporting.

    • Password resetting

    Routine password resets are a necessary but mundane security measure.

    Business use cases:

    • RPA can complete them quickly, regularly, and reliably by validating user identity through predefined security protocols.
    • Automates the generation of temporary passwords, communicates new credentials, and updates the information across relevant systems.

    • Incident management

    Traditional incident management processes often involve manual tasks, which can be time-consuming, error-prone, and resource-intensive. Integrating RPA into incident management can streamline workflows, reduce response times, and improve overall efficiency.

    Business use cases:

    • Incident detection and triage.
    • Automated incident resolution.
    • Communication and stakeholder updates.
    • Post-incident analysis and reporting.

    • Generating mass emails

    RPA can generate personalized emails, newsletters, and other forms of marketing outreach which can lead to more successful campaigns.

    Business use cases:

    • Gather customer data from different systems.
    • Put them onto pre-approved email templates.
    • Send them to customers/potential leads.

    • Lead nurturing

    Leads arrive through a myriad of channels such as LinkedIn, lead collection forms, and vendors. RPA bots can extract them and put them in a single location.

    Business use cases:

    • Automate follow-up actions such as sending follow-up emails.
    • Segment leads based on predefined criteria.
    • Automate the lead scoring process by assigning scores to leads.

    • Lending automation

    Automation helps shorten the lending cycle by digitizing documents, automating mundane tasks, and giving agents a digital sidekick.

    Business use cases:

    • Loan origination.
    • Loan processing.
    • Identity verification.
    • Disbursement processing.

    • Claims processing

    Claims processing is at the heart of every insurance company. Since customers make claims at times of misfortune, a fast and efficient customer experience is crucial.

    Business use cases:

    • Automating claims verification with rules.
    • Increasing fraud detection percentage.
    • Taking the unstructured data in forms, structuring, extracting, and assessing them.

    • Credit card and mortgage processing

    RPA speeds up the credit card dispatching process by automated background checks and validation based on given rules and procedures. As with mortgage processing, banks have to perform several scrutiny checks such as employment and credit history, etc.

    Business use cases:

    • Application processing.
    • Credit checks and verification.
    • Verification of borrower credit histories and income documentation.

    • Accounts payable and receivable

    Accounts payable (AP) and accounts receivable (AR) are vital functions in finance departments, implementing RPA here can significantly enhance efficiency, accuracy, and productivity.

    Business use cases:

    • Automating invoice payments.
    • Sending payment reminders.
    • Reconciling accounts.

    • Applications verification

    Streamline and optimize the process of verifying information provided by applicants using RPA.

    Business use cases:

    • Extract key personal details such as the customer’s name, address, income, and credit history.
    • Cross-check them with other sources.
    • Enter data into the bank’s internal system, increasing speed and response times.

    • Employee sourcing

    Automating employee sourcing with RPA involves leveraging automation technologies to streamline and optimize the recruitment process, from sourcing candidates to initial screening.

    Business use cases:

    • RPA bots allow HR managers to search for suitable prospects and candidates based on preset parameters.
    • The bots will automatically receive the data when the parameters match the prospect’s profile.

    • Payroll automation

    RPA can perform automation for payroll related transactions from end-to-end to avoid inaccuracies and delays.

    Business use cases:

    • Verify employee data consistency across multiple systems.
    • Validate timesheets, load earnings, and deductions.
    • Automate paycheck creations.
    • Administer benefits and reimbursements.

    • Absence management

    Manual absence management is difficult and hence RPA can be used to automate this.

    Business use cases:

    • Cross-check employees’ absence reports against their logged-in time in the corporate system.
    • Alert other team members when an employee adds their info to the vacation calendar.

    • Invoice processing

    With RPA, businesses can automate invoice processing for faster and more accurate processes.

    Business use cases:

    • Automate data extraction from invoices.
    • Update accounts payable systems.
    • Invoice approval and payment processing.

    • Expense management automation

    RPA tools can be used to automate expense management. This eliminates the need for employees to hold and submit paper receipts.

    Business use cases:

    • Extract information from the receipts and log them into the system.
    • Expense report creation.
    • Expense approval workflow.

    • Financial reporting

    Automated financial reporting with Robotic Process Automation (RPA) can revolutionize the way organizations produce, distribute, and analyze financial reports.

    Business use cases:

    • Data extraction and aggregation.
    • Data validation and reconciliation.
    • Report generation and formatting.

    • Supply chain management

    Supply chain management involves various processes that can benefit from automation to streamline operations, optimize inventory levels, reduce costs, and improve efficiency.

    Business use cases:

    • Warehouse management.
    • Inventory tracking and traceability.
    • Automated demand forecasting.

    • Vendor and supplier management

    To improve the overall coordination of the supply chain, manufacturers can leverage RPA to automate processes related to vendor and supplier management.

    Business use cases:

    • Onboarding of new vendors.
    • Communication with suppliers.
    • Supplier performance tracking.

    • Inventory management

    RPA bots can facilitate inventory controls by alerting you when the stock level is lower than demand.

    Business use cases:

    • Regularly retrieve inventory data from various sources.
    • Analyze inventory data to determine when to reorder products or replenish stock.
    • RPA bots can facilitate inventory controls by alerting you when the stock level is lower than demand.

    • Production planning and scheduling

    To ensure efficiency and prevent production bottlenecks, manufacturers can use RPA for production schedule optimization based on demand forecasts, resource availability, and machine efficiency.

    Business use cases:

    • Automated process of demand forecasting by analyzing historical sales data.
    • Production scheduling.
    • Maintenance planning.

    • Sourcing and purchasing

    Intelligent automations enhance sourcing performance by improving cost efficiency, time savings, accuracy, compliance, supplier relationship management, data analytics, process standardization, and employee productivity.

    Business use cases:

    • Invoice processing and exception management.
    • Raw material pricing updates and monitoring.
    • Vendor onboarding, updates, and performance monitoring.
    • Automated legal and compliance checks.

    • Bill of Material (BOM) processing

    RPA can automate Bill of Material processing with OCR, and data extraction technologies based on deep learning.

    Business use cases:

    • BOM creation and maintenance.
    • Bom verification and validation.
    • BOM analysis and optimization.

    • Purchase order creation

    Creating POs involving multiple vendors and product categories can be daunting. Instead of doing it manually, you can hand over the entire process to RPA to generate POs faster and error-free.

    Business use cases:

    • Purchase order generation.
    • Purchase order tracking and reporting.
    • Error handling and exception management.

    • Proof of delivery (POD)

    PODs are important for three-way matching and manufacturing planning. The document is highly labor-intensive and contains a high risk for human errors.

    Business use cases:

    • RPA bots can track logistics systems.
    • Link shipping data into the warehouse management system, once the delivery occurs.

    • Order management

    Automate order management processes to enhance efficiency and productivity.

    Business use cases:

    • RPA bots can automatically extract order details from emails.
    • Bots can upload orders to the ERP system.
    • Update customers on product availability, and generate proof of delivery documents once the order is delivered.

    • Automated returns

    Automating returns can improve customer satisfaction and reduce manual labor.

    Business use cases:

    RPA bots can be used to automate the steps of the return process, which include:

    • Checking customer purchase records from the system.
    • Checking the reason for the return.
    • Asking more questions such as ‘Has the item been worn?’
    • Assessing the return’s eligibility.

    • Product categorization

    Automating product categorization with RPA can significantly improve efficiency and accuracy in various industries such as e-commerce, retail, and supply chain management.

    Business use cases:

    • Automatic product data extraction from various sources.
    • Automated product categorization based on specific criteria.
    • Analyze product images and identify visual features that indicate the category or type of product.

    • Customer onboarding automation

    Customer onboarding is a critical process for any business, and automating it can bring significant efficiency gains and improved customer experiences.

    Business use cases:

    • Document processing.
    • Contract generation.
    • Reviewing personal information forms.
    • Creating customer accounts.

    • Client management

    Automation accelerates the lifecycle journey, reduces customer onboarding times, and lowers operational spend for lifecycle management by 15-20%.

    Business use cases:

    • Onboarding/KYC.
    • Account servicing.
    • Account closure.

    • Customer service automation

    RPA can be used to automate many tasks in customer service or support desks.

    Business use cases:

    • Incident management.
    • User administration.
    • Billing queries and updating records.

    • Administration and reporting

    Robotic Process Automation (RPA) can be highly beneficial in administration and reporting tasks across various industries.

    Business use cases:

    • Generate accurate production reports and provide a clear picture of the status.
    • RPA can streamline administrative workflows by automating routine tasks.
    • Automate document classification, indexing, filing, retrieval, and archiving.

    • Storing personal information

    Automating the storage of personal information of customers or employees with RPA involves employing automation technologies to efficiently and securely manage sensitive data.

    Business use cases:

    • Extract customer or employee information from the initial forms they fill out to present in an easy-to-read format.
    • Upload it to your CRM.

    • Periodic report preparation and dissemination

    RPA can be used to automate periodic reporting.

    Business use cases:

    • Auto-generate reports.
    • Analyze content of reports.
    • Email them to relevant stakeholders based on the contents.

    • Future outcomes prediction from historical data

    Minimize customer churn by predicting future outcomes using RPA bots.

    Business use cases:

    • Data collection and data processing.
    • Prediction custom model that predicts which current customers are most in danger of leaving can be built using RPA.

    • Twitter monitoring for customer complaints

    Use RPA to read reviews, detect sentiment, and extract actionable info on Twitter.

    Business use cases:

    • Bots can extract Tweet messages from the customer’s social page.
    • Bots can analyze the replies and provide sentiment analysis and a recommended reply.

    • Meeting minutes and documentation

    RPA bots equipped with speech-to-text features can automate the generation of meeting minutes and summaries.

    Business use cases:

    • Bots can extract information from recorded meetings.
    • Bots can transcribe discussions to ensure that all significant details have been captured.

    • Appointment scheduling

    RPA can optimize patient appointment scheduling based on physician availability, insurance information, location, and other factors.

    Business use cases:

    • Calendar management.
    • Appointment confirmation.
    • Rescheduling and cancellations.
    • Availability checking.

    • Miscellaneous

    RPA can help in automating various business processes under sales and marketing.

    Business use cases:

    • Sales order—data entry, validation, payment approval.
    • Quote generation, approval, and delivery.
    • Process payments and update tax information.
    • Customer registrations, and data enrichment.

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