What Is RPA? Explaining Robotic Process Automation in Simple Words

Anna Novikova

In many businesses, there is always a mountain of repetitive computer work, whether you run a small accounting firm or head up HR for a midsize manufacturer. Someone has to retype customer information from one system to another, update the same spreadsheet daily, or fill out the same form dozens of times. These tasks are dull and error-prone, and they take time away from activities that add real value.

That’s why you keep hearing about Robotic Process Automation (RPA). Supporters promise that "software robots" will handle the clicking and typing while you focus on customers and strategy. But what exactly does that mean? In this article, we'll answer the question, "What is RPA?" We'll break down the meaning of RPA and show practical examples. You don't need to be an IT expert. Think of this as a friendly guide for business owners, operations managers, and non-technical executives who want to understand how business process automation can help them.

What Is RPA in Simple Words?

Robotic Process Automation (RPA) is software that automates routine digital tasks by mimicking the way a person uses a computer. Rather than a person clicking buttons, copying data, or typing into forms, an RPA "bot" performs these actions on your screen. As one plain-English definition explains, RPA is "software that automates repetitive, rule-based tasks by interacting with digital systems the same way a human would - clicking, typing, copying, and triggering actions across applications." In other words, RPA bots are tireless digital assistants that follow instructions exactly.

Breaking down the term helps demystify it:

• Robotic refers to software robots - not physical machines - that imitate human actions on a computer. They open files, move the mouse, press keys and navigate menus.
• Process means a sequence of steps that achieves a business outcome, such as processing an invoice or onboarding a new employee. RPA only works when those steps are clearly defined and follow a consistent pattern.
• Automation means that once configured, the bot performs the process automatically without manual intervention. You teach it the steps, and it repeats them whenever needed.

So, it's like having a diligent digital coworker who performs repetitive computer tasks for you. These software robots aren't artificial intelligence. They don't think for themselves, but rather, faithfully follow the rules you give them.

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What Can RPA Actually Do? Everyday Examples

It's easier to understand what RPA is by looking at real-life scenarios. Below are a few examples of RPA that will resonate with most offices:

1. Office and administrative tasks – RPA bots are great at copying data between systems and updating spreadsheets. Imagine an administrator who must pull customer orders from an online store and paste them into an internal database. A bot can extract each order, open the database, type the details into the right fields and save the record. Since the steps are repetitive and rule‑based, the bot performs the task the same way every time.
2. Finance and invoicing – In small businesses, processing invoices often involves reading PDFs, extracting amounts and entering them into an accounting system. A bot can open each invoice, copy the invoice number and totals, and input them into your accounting software. RPA’s strength lies in its consistency: once you define the workflow, it executes without errors or fatigue.
3. HR and employee onboarding – When a new hire joins, HR staff might need to create accounts in different systems, send welcome emails and populate the HR database. An RPA bot can follow a checklist: copy the employee’s details, open the payroll system, create a user, send a welcome email and update the HR spreadsheet. This reduces onboarding time and ensures every step is completed.
4. Customer service – Customer support teams often need to pull information from several systems to answer a query. A bot can gather data from your CRM, ticketing system and knowledge base, then present it in one place for the agent. RPA can also update order statuses or log case notes across multiple systems after a call.

These examples demonstrate that RPA automation is most effective for repetitive tasks that require moving data across systems and have clear steps. Since bots mimic human clicks and keystrokes, they can work even when systems don't integrate well.

How RPA Works

Implementing RPA does not require extensive coding. Most platforms offer low-code interfaces that allow business users to record steps or drag and drop actions. Here’s a simple overview:

1. Map the process – Identify a task that is rule‑based and repetitive. Document each click, keystroke and decision a human takes. The process must have clear inputs and outputs. Experts advise selecting tasks that have defined rules, occur regularly and have sufficient volume.
2. Configure (or “teach”) the bot – Using an RPA tool, you either record yourself performing the task or build a workflow by dragging actions like “Open application”, “Copy data”, “Paste into field” and “Click submit”. Since many tools are low‑code, business analysts or operations managers can do this without programming.
3. Run the bot – Once configured, schedule the bot to run at set times or trigger it when an event occurs (e.g., when a new invoice arrives). The bot repeats the process exactly as instructed, 24/7 if needed. You monitor its performance and make adjustments if the underlying process changes.

Because RPA operates at the user interface level - mimicking clicks and typing - it can work with legacy systems that lack modern APIs. This non‑invasive approach means you don’t need to replace existing software to start automating.

RPA vs. Smart AI: What’s the Difference?

RPA is often confused with artificial intelligence services (AI). Although the two technologies complement each other, they serve different roles. RPA is rule-based and follows explicit instructions, but it doesn't learn. Bots perform the same steps each time and require structured input. AI, on the other hand, uses machine learning models to recognize patterns, interpret unstructured data, and adapt to changing situations. AI makes decisions based on probabilities, not fixed rules.

Think of RPA as the hands and AI as the brain. AI reads and understands, while RPA carries out the resulting action. For instance, AI could read a scanned invoice and extract the vendor name and amount. Then, RPA takes that structured data and enters it into an accounting system. This partnership enables businesses to use AI to handle messy inputs and RPA to carry out repetitive follow-through.

So, when you see discussions about RPA versus AI, remember that they’re not competing technologies; they complement each other. Use RPA for predictable, repetitive workflows, and use AI for unstructured or complex data and decisions.

Why Businesses Use RPA

From a business perspective, RPA offers several practical benefits:

1. Time savings and efficiency – Bots free employees from tedious tasks. Small businesses can operate around the clock without paying overtime because bots never get tired. As the small-business guide notes, robotic process automation (RPA) enables 24/7 operation and reduces processing times, allowing staff to focus on higher-value tasks.
2. Cost reduction – By automating routine work, companies reduce labour costs and minimise errors that lead to financial losses. Bots also optimise resource allocation, letting you accomplish more with the same team.
3. Improved accuracy – RPA bots never make typing mistakes and always apply rules consistently. This leads to better data quality and reduces the need for rework. Consistency is especially important in finance and compliance tasks.
4. Faster processes – Whether it’s invoice approvals or new customer onboarding, automating the steps speeds everything up. Customers get quicker responses, and internal reports are generated faster.
5. Employee focus on meaningful work – When repetitive tasks are handled by bots, employees can concentrate on creative problem‑solving and customer interaction. This improves job satisfaction and allows your team to contribute more strategically.
6. Scalability – Once a bot is configured, running it for ten tasks or ten thousand tasks requires little extra effort. RPA can scale with your business without proportional increases in staffing.

These benefits explain why RPA is particularly appealing to small and midsize businesses looking to "level the playing field." Bots enable smaller firms to compete with larger companies by automating tasks that previously required significant resources.

Where RPA Works Well - and Where It Doesn’t

Ideal conditions for RPA:

• Repetitive, rules‑based tasks – Processes with clear and consistent steps are perfect for RPA bots. The bot must know exactly what to do at each stage.
• Stable processes – The workflow shouldn’t change frequently. If the procedure is regularly updated or dependent on human judgment, it’s harder to automate.
• Digital data and systems – RPA needs access to digital inputs and outputs. Paper documents or highly unstructured data require AI or manual intervention.
• Sufficient volume – Bots deliver the most value when they handle high volumes of transactions or data.

Limitations and cautions:

• Human judgment, empathy and negotiation – Tasks involving customer empathy, complex decision-making or negotiation are unsuitable for pure RPA. A human must stay in the loop.
• Constantly changing processes – If the steps change frequently or there is ambiguity in the process, bots will fail because they follow fixed instructions.
• Unstructured or messy data – RPA struggles with handwritten forms, free‑text comments or varied document formats unless paired with AI that can interpret the data.

Remember, RPA’s role is to support people, not replace them. It automates the busywork so your team can focus on work that requires creativity, empathy or complex reasoning.

How to Start with RPA: A Simple Roadmap

If you’re new to RPA, here’s a practical roadmap to get started with minimal risk:

1. Identify small, boring tasks – Look for 1–2 processes that take up a lot of time but involve clear, repetitive steps. Measure how many hours they consume each week.
2. Check suitability – Ensure the tasks are rule‑based, stable and have clear inputs and outputs. Use the criteria above to confirm they are good candidates for RPA.
3. Choose a tool and build a pilot bot – Select a low‑code RPA platform. Record yourself performing the steps or build the workflow using drag‑and‑drop actions. Don’t worry about naming vendors; many RPA tools offer similar capabilities.
4. Run and measure – Test the bot on a small set of transactions. Measure time saved, error reduction and overall impact. Collect feedback from the people who used to perform the task.
5. Iterate and scale – If the pilot proves successful, refine the process and gradually expand to other tasks. Use lessons learned to build more bots. Encourage a culture of continuous improvement - “start small, learn fast and scale.”

By following this roadmap, you can explore RPA for small business without a major upfront investment and build confidence before scaling up.

RPA as Your Digital Helper

Although Robotic Process Automation solutions may sound like science fiction, it's simply the use of software robots to handle digital menial tasks. In a nutshell: In simple terms, RPA means using software that mimics human clicks and typing to automate repetitive computer tasks. These bots don't think or feel; they follow the rules you provide.

For small and midsize businesses, the value is clear: RPA saves time, reduces errors, and allows your team to focus on customers and strategy. RPA works best on repetitive, rule-based processes involving digital data, and it pairs well with AI for interpreting unstructured information.

Now that you understand RPA, take a look at your daily tasks. Which ones involve the same set of clicks and keystrokes over and over again? Those tasks are prime candidates for a software robot. With a thoughtful approach, RPA automation can become a trusted digital assistant that allows your employees to focus on solving problems, building relationships, and growing the business.