What is RPA?
RPA is a technology that uses software robots to automate repetitive, rule-based tasks typically performed by humans, such as data entry, invoice processing, and report generation. RPA bots interact with applications the same way a person would, following predefined workflows to complete tasks faster and with fewer errors.
What is RPA?
Robotic Process Automation, commonly referred to as RPA, is a technology that allows businesses to configure software robots, or "bots," to automate routine, rule-based tasks that human employees traditionally perform. These bots can log into applications, copy and paste data, fill in forms, extract information from documents, and move files between systems, all without human intervention once configured.
Unlike traditional software integration, RPA does not require changes to your existing IT systems. The bots work at the user interface level, mimicking human actions across applications. This makes RPA particularly attractive for organisations that rely on legacy systems where deep integration would be costly or impractical.
How RPA Works in Practice
An RPA implementation typically follows these steps:
- Process identification: Analyse business processes to find repetitive, rule-based tasks suitable for automation
- Bot design: Map out the exact steps the bot should follow, including decision points and exception handling
- Development and testing: Build the bot using an RPA platform such as UiPath, Automation Anywhere, or Microsoft Power Automate, and test it thoroughly
- Deployment and monitoring: Deploy the bot in production and monitor its performance, handling any exceptions that arise
RPA bots come in two main types:
- Attended bots: Work alongside employees, triggered by specific actions or requests. Ideal for tasks that require some human judgement during the process.
- Unattended bots: Run independently on servers or virtual machines, processing tasks around the clock without human involvement. Best for high-volume, fully standardised processes.
RPA Use Cases for Businesses
RPA delivers value across virtually every department. Here are some of the most common applications:
- Finance and accounting: Automating invoice processing, accounts payable and receivable, bank reconciliation, and financial report generation
- Human resources: Streamlining employee onboarding, payroll processing, leave management, and benefits administration
- Customer service: Automating ticket routing, order status updates, and routine customer inquiries
- Supply chain and procurement: Handling purchase order creation, inventory updates, and vendor communication
- Compliance and reporting: Generating regulatory reports, conducting data validation, and maintaining audit trails
RPA in Southeast Asia
RPA adoption is growing rapidly across ASEAN markets. In countries like Singapore, Malaysia, Thailand, and the Philippines, businesses are turning to RPA to address labour shortages, rising costs, and the need for operational efficiency. The Business Process Outsourcing (BPO) industry in the Philippines, for example, has embraced RPA to handle higher volumes of work without proportional headcount increases.
For SMBs in the region, cloud-based RPA platforms have made the technology more accessible. Solutions like Microsoft Power Automate and UiPath Community Edition offer affordable entry points, allowing businesses to start small and scale as they see results.
Common Misconceptions About RPA
"RPA replaces employees." In practice, RPA handles the mundane parts of a role, freeing employees to focus on work that requires creativity, judgement, and interpersonal skills. Most organisations redeploy staff rather than reduce headcount.
"RPA is AI." While RPA is often grouped with AI, basic RPA is not intelligent. It follows predefined rules. However, when combined with AI capabilities like natural language processing or computer vision, it becomes what is known as Intelligent Automation, which can handle more complex tasks.
"RPA is only for large enterprises." Today's cloud-based RPA tools are affordable and accessible to businesses of all sizes. An SMB can automate its first process in days, not months.
Getting Started with RPA
For business leaders considering RPA, the recommended approach is:
- Identify your highest-volume repetitive tasks and calculate the hours spent on them weekly
- Evaluate the rules and exceptions involved to determine if the process is a good RPA candidate
- Start with one process that is clearly defined and has measurable outcomes
- Choose a platform that matches your budget and technical capacity
- Measure and iterate by tracking time saved, error reduction, and employee satisfaction
RPA offers one of the fastest and most tangible returns on investment of any automation technology. For CEOs and CTOs, the appeal lies in its ability to reduce operational costs, eliminate human error in repetitive tasks, and free up employees for higher-value work, all without overhauling existing IT systems.
In competitive ASEAN markets, where labour costs are rising and skilled talent is in short supply, RPA provides a way to scale operations without proportional increases in headcount. A finance team that spends 20 hours per week on manual data entry can reclaim that time through a bot that costs a fraction of an employee's salary.
Beyond cost savings, RPA improves compliance and auditability. Every action a bot takes is logged, creating a clear audit trail that satisfies regulators and reduces the risk of human-caused compliance violations. For industries like financial services, healthcare, and logistics that face stringent regulatory requirements across Southeast Asia, this is a significant advantage.
- Start with simple, high-volume, rule-based processes before attempting complex automation. Quick wins build organisational confidence.
- Document your processes thoroughly before automating them. Automating a broken process just produces broken results faster.
- Plan for exceptions. No process is 100% rule-based, so design clear escalation paths for cases the bot cannot handle.
- Consider total cost of ownership, including licences, maintenance, monitoring, and the time needed to update bots when underlying systems change.
- Involve the employees who currently perform the tasks in the automation design. They understand the nuances that documentation often misses.
- Track ROI rigorously by measuring time saved, error rates, processing volumes, and employee satisfaction before and after automation.
Frequently Asked Questions
How much does RPA cost for an SMB to implement?
RPA costs vary widely depending on the platform and scope. Cloud-based tools like Microsoft Power Automate start from USD 15 per user per month. Dedicated RPA platforms like UiPath offer community editions for free. A typical first automation project for an SMB, including platform costs and implementation, might range from USD 5,000 to 25,000, with payback periods often under six months.
How long does it take to implement an RPA bot?
A straightforward automation can be built and deployed in one to four weeks. More complex processes involving multiple applications and exception handling may take six to twelve weeks. The majority of time is spent understanding and documenting the process rather than building the bot itself.
More Questions
Yes. One of RPA's key advantages is that it works at the user interface level, interacting with applications the same way a human would. This means it can automate tasks across legacy systems, web applications, desktop software, and even mainframes without requiring API access or system modifications.
Need help implementing RPA?
Pertama Partners helps businesses across Southeast Asia adopt AI strategically. Let's discuss how rpa fits into your AI roadmap.