RPA examples to automate business processes

Check out this collection of applications for process automation and RPA examplesof successful companies of all sizes. This collection of use cases includes applications to sales, accounting and finance, document processing, software automation (CRM, accounting system, ERP, etc.), supply chain, and human resources. 

  • There is no better way to learn more about this technology than to see how other companies, departments and teams have managed to eliminate repetitive tasks. 

  • Allows companies to instantly implement any of these Bots by making slight custom changes.

We hope it will be of value, do not hesitate to contact our team or request our Ebooks for specific use cases by industry.

RPA Examples: Sales

Get Unlimited LinkedIn Leads. Sales teams can use multiple channels to find potential customers' contact information, and this manual data collection can take up to 8 hours a day, impacting sales teams' productivity and their ability to focus on other tasks.

  • Sign in to the LinkedIn account using an employee's credentials
  • Set filters according to predefined criteria
  • Collect the data of the profiles found
  • Create an Excel spreadsheet with this data
  • Runs the email validation service, checks the data for invalid addresses

Download now:

RPA_RPA SOFTWARE_LINKEDIN BOT

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE_LINKEDIN BOT

 

Prospect list validation is an important process for sales and marketing. Even with various tools that help automate validation, the repetitive tasks associated with this process can be time consuming.

  • Enters and extracts from the system or website where the contact data is stored
  • Open Excel files where data is stored for validation
  • Runs the email validation service, checks the data for spam and invalid addresses
  • Create a report in Excel with the states of the validated data
  • Email the Excel file to those interested
  • Notifies the amount of data processed

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN VENTAS

CRM systems contain key information about the operations and activities of sales teams. However, CRM systems do not contain enough data to calculate sales bonuses. Calculating bonuses requires the consolidation of data scattered across multiple sources, including accounting, management, and administrative systems, as well as internal sales team spreadsheets.

  • Open folders containing spreadsheets and relevant files

  • Extract data from relevant fields in sales files and systems

  • Consolidates the extracted data in the sales bonus calculation system/file

  • Calculate bonuses based on preset formulas and relevant field data

  • Email notifications of their designated bonuses to team members

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN VENTAS

 

Performance management involves the analysis of data from various sources and task management systems. Gathering this information costs management hours of productive time and requires a meticulous approach.

  • Collect and consolidate data on a team's performance from multiple spreadsheets, dashboards, and messengers into a performance master file

  • Reconcile metrics and team member data with a master file containing presets and target metrics

  • Apply relevant labels for HR managers

  • Send alerts with information about the best and worst performing team members

  • Activate alerts to those responsible for trust

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN VENTAS

 

RPA Examples: Finance and Accounting

To fill out tax forms, employees have to manually map financial data to the relevant fields, which means switching between multiple sources and multiple records in tax management software.

  • Switch between systems to collect data

  • It is registered in the fiscal software

  • Enter the data in the corresponding management system

  • Map financial data to relevant fields on a tax form

  • Create reports on the completion of tasks

  • Send reminders to those interested by email or by messaging

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

It can be very difficult for employees to obtain tax data from various sources, such as invoices, balance sheets and profit and loss sheets. Often that information appears in multiple formats, all of which take time to recognize and process.

  • Run automations on common legacy environments (email system, CRM, financial system)

  • Transfer data from legacy systems to external and on-premises sources (spreadsheets, cloud, or other systems)

  • Importing data from external sources into legacy systems

  • Updating data stored on legacy systems

  • Access legacy systems using user credentials

  • Create reports based on tasks performed on legacy systems

  • Send alerts on predefined activities executed on legacy systems

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

Creating entries in a general ledger can require accountants to manually enter data that is siled across spreadsheets, scans, and multiple accounting software programs. This task is time consuming and often leads to operational inefficiencies, increasing the cost of onboarding.

  • Enter the account details

  • Reconcile the data

  • Update ledger accounts

  • Create reports on the status of tasks

  • Send reminders to stakeholders

  • Notify stakeholders of updates via messaging and email

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

Repetitive tasks, such as manually reconciling transactions, can cost accounting team members hours of valuable work time. This is especially true when using poorly performing legacy systems or encountering duplicate data.

  • Detects discrepancies between a company's bank statements stored in the corresponding folders and the bank statements provided by the bank

  • Reconciles the data that appears on a company's balance sheet in a general ledger system with the details that make up these balance sheets in accounting systems

  • Reconcile external vendor accounts

  • Reconcile internal balance details

  • Identifies accounts that do not reconcile

  • Email notifications to stakeholders when reconciliation tasks are completed

  • Create reports

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

Invoice reconciliation is a vital task in various sectors, especially accounting and finance. However, depending on your accounting department or the size of your company, it can take more than 40 hours per week to reconcile a group of invoices. It involves extracting all the documents related to the transaction, comparing the fields and numbers manually and verifying that everything is correct. This time consuming process is definitely in need of automation which Botget would love to do.

  • Reconciles data from supplier declarations with data stored in internal systems

  • Reconciles data from bank statements with the internal General Ledger system

  • Export matching items to the company's accounting systems

  • Create email or Slack notifications when reconciliation task is complete

  • Reconcile the accuracy of data stored in Excel spreadsheets with data in primary documents

  • Create reports on reconciliation of invoice data

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

Manual financial reporting is a time-consuming process that involves collecting data from multiple sources, including past reports and unstructured data stored in various formats. Very often it is accompanied by poor legacy systems and siloing between teams.

  • Bot activities

  • Recognize data using OCR

  • Extract data from various sources

  • Consolidates data from financial systems in a structured way

  • Reconcile data and reveal deviations and errors

  • Report Completion Emails

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN FINANZAS

 

Document Processing

RPA Examples: Various administrative (back-office) operations require the processing of document data that comes in different formats and originates from various sources. Whether they are structured or unstructured in nature, these documents can take hours to process manually.

  • Recognizes data using a character recognition (OCR) engine

  • Extract the relevant data

  • Populate the relevant systems/spreadsheets with the extracted data

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN PROCESAMIENTO DE DOCUMENTOS

 

Software Automation

RPA Examples: One of the most tedious parts of accounting operations is data processing. Manually generating sales receipts and invoices, sending emails and creating reports can limit the overall productivity and efficiency of teams. In this case, automation can be useful.

  • Log in to system accounts using user credentials

  • Import invoices into new rows of Excel spreadsheets

  • Generate sales receipts in system for updated MS Excel spreadsheets

  • Generate MS Excel rows for new system payments

  • Create rows in Excel for system expenses

  • Update mail service subscriber lists to include new system customers

  • Send email notifications for new invoices and system payments

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN AUTOMATIZACIÓN DE SOFTWARE

RPA Examples: Legacy systems are computer systems that organizations continue to use even after they have become obsolete because they contain key business data. Over time, these systems are difficult to maintain due to non-compatible components and difficulty in upgrading and adding features. Therefore, they end up being ineffective in meeting the needs of employees and customers. However, even legacy systems can integrate automation to reduce time-consuming manual activities. Bots working on the surface of applications can automate the tasks of legacy systems.

  • Run automations on common legacy environments (email system, CRM, financial system)

  • Transfer data from legacy systems to external and on-premises sources (spreadsheets, cloud, or other systems)

  • Importing data from external sources into legacy systems

  • Updating data stored on legacy systems

  • Access legacy systems using user credentials

  • Create reports based on tasks performed on legacy systems

  • Send alerts on predefined activities executed on legacy systems

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN AUTOMATIZACIÓN DE SOFTWARE

RPA Examples: Supply chain

In many business units, provisioning is a standard but time-consuming process that involves browsing many websites, sifting through information, checking product availability, and placing orders across multiple accounts. Scheduling supply deliveries is a time-consuming task that involves clicking through many screens on legacy websites, a procedure that bots are well suited for.

  • Browse to apply filters and check the availability of the required products

  • Sign up for multiple accounts and place orders

  • Place orders on relevant sources selected by pre-set criteria

  • Create a list of orders placed

  • Check shipping times and schedule delivery of orders

  • Email order fulfillment status updates to stakeholders

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN CADENA DE SUMINISTRO

Buyers typically spend 2-3 hours a week searching multiple websites for the best products at the best prices. This key provisioning task is extremely repetitive, and extracting the relevant data and entering it into a spreadsheet requires significant manual effort. Also, these spreadsheets need to be updated frequently.

  • Browse a predefined list of websites to find relevant products

  • Analyze the prices of the same products on various websites

  • Detect the best prices for the list of predefined items

  • Extract price values ​​from relevant websites

  • Enter the product data in the Excel spreadsheet or in the corresponding corporate system

  • Update pricing information regularly

  • Create reports on the best revealed prices

  • Email up-to-date pricing reports to interested parties

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN CADENA DE SUMINISTRO

RPA Examples: Human Resources

LinkedIn is a trusted candidate search platform. However, the process of searching through relevant profiles on LinkedIn can be time-consuming, requiring recruiters to perform repetitive filtering activities.

  • Enter a recruiter's profile using their credentials Enter predefined search parameters

  • Detect profiles that fit the parameters

  • Export the relevant profiles to an Excel file

  • Send the Excel file to the recruiter

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN RECURSOS HUMANOS

HR teams receive numerous resumes that they must rank based on the relevance of the candidate's skill set to the open position. This task can be laborious and take up to 3 hours a day.

  • Open emails and download resumes in PDF and Word format

  • Open job search websites and crawl resumes for preset keywords

  • Open PDF and Word files and crawl them for preset keywords

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN RECURSOS HUMANOS

Operations managers spend 30 minutes to several hours a week creating and reporting on timesheets. Employees must connect to the accounting system, record the dates, hours worked and the document number, save the document in the corresponding local folder and send an email to the managers to notify them that the timesheet has been created.

  • Enter the payroll system

  • Select the relevant database system

  • Select relevant employees based on preset criteria

  • Import the prepared timesheets in the corresponding folder 

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN RECURSOS HUMANOS

Payroll processing often involves reconciling point-of-sale data, business management and HR software, which is time consuming and generates errors that can negatively impact your business. Things can get even more complicated when multiple payroll methods are used for different employee cohorts, creating the need for an intermediate payroll table. Automating these manual tasks is hugely beneficial for small business owners, managers, accounting professionals, and human resources teams.

  • Logs into business accounting, point of sale and HR systems to collect data

  • Reconcile actual hours worked and budgeted hours

  • Notify managers of any variance (beyond range) via email

  • Process batches of income and deductions

  • Run tax reconciliations at the end of the quarter/year

  • Generate reports on benefit deductions

RPA software automating:

RPA EJEMPLOS_RPA SOFTWARE USADO EN RECURSOS HUMANOS