What is Business Process Automation?

I once watched a supply chain team reroute a single purchase order through seven systems and four people. It took five days. The actual order? $72 worth of printer toner.

When I talked to the team, no one could tell me why the process existed. Instead, they muttered the forbidden phrase: “It’s how we’ve always done it.”

This is exactly where business process automation (BPA) shines. Not flashy AI chatbots or robotic arms – but effective automation of processes that eat up hours every week.

At Botpress, we've helped deploy over 750,000 AI agents that streamline business processes – from vendor onboarding to invoice reconciliation – for SMBs, enterprises, and agencies alike. 

We've seen firsthand how BPA separates companies that scale efficiently from those that stall. 

“BPA empowers people to do more. One individual can now manage what once required ten people,” explains Ajaykumar Mudaliar, a Product Manager at Botpress. “BPA is the unlock for businesses to move from linear growth to exponential scalability.”

In this article, I'll explain what BPA is, the common challenges in implementing BPA, and explain how to implement a successful BPA strategy.

What is business process automation?

Business process automation (BPA) is the use of technology to streamline and execute tasks and workflows that traditionally involve human input.

A business process is a series of steps a company follows to complete a task, like approving a time-off request, processing an invoice, or fulfilling an online order.

BPA is how companies get tasks done faster and with fewer mistakes by handing off the repetitive aspects of their operations to machines. 

But in many cases, automation doesn't replace people but rather augments them, enabling humans and machines to work together more efficiently. It’s becoming common practice to the point that 2/3rds of organizations have automated business processes in at least one business function.

What’s an example of business process automation?

Order fulfillment is a perfect example of how automation simplifies everyday tasks. What used to take a handful of people and several steps now happens in seconds.

Scenario: A customer places an order on a website 

Without automation, someone on the operations or fulfillment team might have to:

1. Manually check if the item is in stock
2. Update the inventory system
3. Process the payment
4. Write and send a confirmation email
5. Notify the warehouse or shipping partner
6. Generate a shipping label
7. Share tracking info with the customer

But with BPA, the entire chain of steps can happen in seconds. 

The moment an order comes in, the BPA system kicks into gear: it verifies the purchase, adjusts stock levels, charges the card, and triggers fulfillment – all without a human touching a keyboard.

What’s the difference between RPA and BPA?

RPA automates individual tasks by mimicking human actions, while BPA automates entire workflows by orchestrating systems behind the scenes.

Robotic process automation (RPA) focuses on surface-level tasks – the kinds of repetitive activities a human might perform using a computer. This includes copying data from one spreadsheet to another, or filling out digital forms. 

On the other hand, BPA is concerned with the full end-to-end process. Rather than simulating human input, BPA connects different systems directly. BPA handles the orchestration of multiple tasks, using APIs and databases to move information, make decisions, and trigger actions across departments. 

In practice, these technologies often work together. BPA initiatives frequently include RPA components to bridge tasks within a larger automated flow.

When should I use RPA over BPA?

RPA is faster to implement for narrow use cases. It’s best for automating isolated steps within a process, especially when systems aren’t well-integrated. So if your team wants to automate a task without changing existing systems, opt for an RPA solution.

BPA requires more upfront planning but offers broader impact, allowing automation of complex workflows across teams and systems. If you’re trying to streamline an entire workflow that spans multiple departments or tools, then a BPA solution is better for your needs.

Key Features and Components of BPA Tools

Business process automation tools include several core components that work together to drive efficiency and reduce manual intervention:

Workflow automation

Workflow automation is the core of any BPA system: the ability to build step-by-step flows that handle tasks automatically. These workflows make sure the right actions happen in the right order, across teams, and tools.

Data integration

BPA tools connect with the systems teams already use, like CRMs, HR software, or internal databases, so they can pull in and update information automatically.

This keeps data accurate and processes running smoothly across different teams and tools.

Process mapping and design

Before teams can automate a process, they need to understand it. That’s where visual builders come in. Visual builders help teams:

• Map out current workflows step by step
• Spot gaps or unnecessary steps
• Collaborate across teams before any automation goes live

Real-time monitoring and reporting

Once things are running, teams will need to understand what’s working and what’s not. Good BPA platforms offer:

• Dashboards with live stats (task completions, delays, errors)
• Bottleneck detection
• Easy reporting for audits or performance reviews

Security and compliance features

Good BPA platforms help keep data safe. They offer security features like permission controls and activity logs to protect sensitive info and meet industry regulations.

This is especially important in areas like finance, HR, and healthcare, where privacy and compliance are essential.

Custom logic and extensibility

Effective BPA platforms will include features like:

• Rules and conditions
• API integrations
• Modular setup

These tools make it easier to build automations that fit different processes and can adjust as things change.

What are the benefits of business process automation?

Increased efficiency

Automation removes bottlenecks and manual dependencies, allowing tasks to progress without waiting on handoffs or approvals.

This creates more that scale smoothly as the business grows, without proportional increases in headcount.

Higher cost savings

BPA reduces the labor required to complete routine tasks and prevents costly mistakes caused by human error or inconsistencies.

Over time, these savings compound – especially in high-volume processes – freeing up budget for innovation, not just maintenance.

Enhanced data accuracy

More accurate data leads to more confident decisions.

By automating data entry and system updates, BPA reduces the chance of human error creeping into reports or workflows. 

Improved compliance and risk management

In regulated industries, process deviations can carry legal or financial consequences. 

BPA enforces standardized procedures and maintains detailed logs. This strengthens audit readiness and minimizes exposure to process-related risks.

Better customer service

Automated processes respond faster and more consistently – whether it’s a support ticket, order update, or onboarding step.

With connected systems and fewer delays, customers get timely, reliable service every time.

What are 6 challenges in implementing BPA?

1. Data quality and integration

A common reason automation fails isn’t the workflow itself – it’s the data feeding into it.

Even the best automation can’t do much with inputs that are incomplete or outdated.

Running into automation issues? Try:

• Cleaning up data pipelines before scaling BPA – make sure the data is actually usable before automating around it
• Choosing tools that integrate cleanly with existing systems – no more patchwork setups or disconnected sources
• Auditing the completeness of key data inputs, especially the ones driving decisions or branching logic

2. Change management

If your team sees automation as a threat instead of a tool, it’ll slow everything down. Resistance is normal, especially if employees are unclear about how their job functions might change..

To get buy-in early, involve end users (i.e. employees) from the start. Ask for their input on pain points and allow them to contribute to how automation is used in their workflows.

And don’t just announce the arrival of new tools. Instead, give a clear explanation that centers the benefits of employees. 

The framing will depend on how your workplace uses BPA. It might be that automation is being introduced to remove friction, and not to replace employees. Or perhaps your BPA solution will allow employees to better focus on complex work, rather than wasting time on repetitive tasks.

Automation rollouts should feel collaborative, not top-down. In all cases, lead with empathy and clarity.

3. System compatibility

Modern automation tools are great… until they run into a system from 2007 that nobody can touch without an IT ticket.

If your BPA project keeps stalling because of rigid software or locked-down APIs, you’re not alone. But there are a few ways to make things easier:

• Use platforms built for hybrid environments. Not everything needs to be cloud-native – make sure your tools can work with older, on-premise systems too. (This often involves using a flexible building platform, like Botpress.)
• Look for prebuilt connectors. The less custom code you need to write to make things talk to each other, the faster you’ll move.

4. Security and compliance

Automation can save time – but if it handles sensitive information and isn’t fully secure, it can open up a whole new world of critical errors. 

Start by thinking about what kind of data your automation will touch: customer info, financial records, employee data, credentials. All of it counts as sensitive. 

So instead of treating security as an afterthought, make it a starting point. That means choosing a BPA platform (or partner agency) that’s fully certified and built with compliance in mind from day one.

Strong platforms give you the tools to stay in control:

• Set fine-grained permissions so only the right people (or bots) can touch certain data
• Use encryption both at rest and in transit
• Turn on audit logs to track activity and catch issues early

And yes, Botpress has all of this and more, built in by default. We’ve helped thousands of companies automate critical workflows without compromising on chatbot security.

And if you're in a regulated industry like healthcare or finance, make sure your BPA platform has certifications like SOC 2, HIPAA, and ISO 27001.

5. Scalability

Just because an automation works today doesn’t mean it’ll hold up tomorrow. What handles 1000 requests a day might buckle at 10,000. And if you’re not ready for that growth, you’ll end up rebuilding from scratch. 

Instead of patching things as you go, make scalability part of the plan from the beginning. 

Choose tools that can grow with you, not ones that only work for a proof of concept. Think about how your system handles higher loads, whether it can monitor performance over time, and how easily it can adapt as workflows get more complex. 

Automations should grow with your business, not limit it.

6. Cost and resource allocation

One of the biggest challenges with automation is underestimating how much time and budget it takes to do well. It’s common to jump in with good intentions, only to stall out halfway through due to poor planning.

Instead of trying to automate everything all at once, pick one workflow that’s high-impact and easy to measure. Run it as a pilot, see what works (and what doesn’t), and use that insight to guide your next steps.

Starting small helps teams spend wisely, and gives you real data to shape your strategy as you go. 

You can learn more about how to implement new AI systems into an organization from our Blueprint to AI Implementation. 

5 Types of Business Process Automation Solutions

1. Workflow automation tools

If you’re building any kind of automation system, you’re going to need a workflow automation platform. This is what actually runs your logic – the "if this, then that" part of the operation.

Workflow automation platforms let you design step-by-step processes across different apps and teams. 

These platforms let you design step-by-step processes that span different teams and tools. Many offer visual or low-code builders for employees who are non-technical, while also giving developers the flexibility to build complex features when needed. 

And yes, there are a lot of options out there. Platforms like Botpress, Pipefy, Kissflow, Process Street, and Monday.com all help you map out workflows and automate the boring stuff. Some lean more toward internal ops, others play better with customer-facing systems.

Point is: if you're still stitching processes together with spreadsheets, forms, and Slack messages, a workflow automation platform is what you need to level up.

2. End-to-End Process Automation Suites

If workflow automation platforms handle the simple stuff, end-to-end process automation suites are the full-on operations control room.

End-to-end process automation suites go beyond individual workflows by automating full business processes from start to finish. Think: cross-functional coordination, real-time tracking, case management, compliance, analytics, and a lot of logic behind the scenes.

Let’s be clear: you don’t need this level of tooling for approving time-off requests. But if you’re running something like enterprise onboarding, claims processing, or anything with lots of moving parts, handoffs, and edge cases? This is where they shine.

Now, here’s where people get confused. Some assume they need a giant suite right away. But unless you're operating at serious volume or complexity, you might be better off starting with something simpler and layering up.

That said, when you’re ready, there are a few big names worth looking at: Appian, IBM Business Automation Workflow, Nintex, and Bizagi all offer serious muscle for large-scale orchestration.

Also, Botpress makes this list too – especially if you want to build powerful, end-to-end flows that feel conversational and integrate directly with your existing stack. (Yes, we’re biased. But also... not wrong.)

TL;DR: If your operations are getting tangled in handoffs and manual tracking, end-to-end process automation suites are the platforms that untangle them.

3. Digital Process Automation (DPA) Solutions

Digital process automation solutions are tools focused on connecting customer-facing interfaces with back-end systems to create digital experiences. They make sure that when a customer submits a form, schedules an appointment, or chats with a bot, the right workflow actually kicks off behind the scenes.

So if someone fills out a request on your portal, it doesn’t just vanish into a Google Sheet and a prayer. It triggers something real: a case gets created, a workflow starts, a team is alerted.

This is especially useful if you’ve got complex, customer-facing flows that rely on multiple systems talking to each other.

Platforms like OutSystems and Creatio are made for exactly this. They connect front-end interactions with process logic and automation under the hood.

TL;DR: If you want customer actions to trigger real workflows, DPA is your go-to.

4. Integration-Led Automation Platforms

Integration-led automation platforms are designed to connect disparate tools and enable automated workflows by moving data between them in real time.

These are the connectors. They’re not trying to manage your whole business process, they just want your apps to talk to each other without you acting as the middleman.

Integration-led automation platforms are great if you need something like: “When someone signs a contract in PandaDoc, update HubSpot, send a Slack notification, and tag them in Airtable.” Easy, fast, and no engineering tickets involved.

Let’s be real: these tools aren’t here for complex logic or compliance-heavy workflows. But if you’re in ops, marketing, or just trying to remove manual copy-paste between 10 apps, you’ll love them.

Zapier is probably the most well-known name here. Make (formerly Integromat) gives you a bit more power and flexibility. Workato adds enterprise-grade muscle (at a higher price point). Tray.io sits somewhere in between, with a more developer-friendly vibe.

You can do a lot with these platforms: sync data across tools, trigger notifications, manage basic approval flows, and even stitch together light customer-facing automations.

Just keep in mind: the more complex your logic becomes, the faster these tools will show their limits. But for lightweight automations? They’re about as plug-and-play as it gets.

5. Intelligent Automation Platforms

Intelligent automation platforms are where things start getting... smart.

Unlike basic workflow tools that follow rigid rules, intelligent automation platforms mix in AI – think machine learning, natural language processing, and decision-making based on context. So instead of “if X, then Y,” you get “if this kinda looks like X and sentiment is negative and the doc says Y, then do Z.” You get nuance. You get flexibility.

Intelligent automation platforms are especially useful when your data is messy or you want automation that feels more human.

So what does this look like in practice? Reading invoices that don’t follow a template. Prioritizing support tickets based on tone. Automatically classifying documents or making routing decisions based on past patterns. All doable.

Some of the big players here include UiPath, Microsoft Power Automate + AI Builder, and Automation Anywhere. Each offers a mix of traditional automation with AI layered on top.

Botpress fits here too, especially if you want AI agents that understand what users are asking, respond naturally, and trigger back-end workflows based on intent.

Bottom line? If your automation needs to read between the lines, intelligent automation is the move.

(Interested? Our intelligent process automation article dives into these platforms in a lot more detail.)

How to Implement Business Process Automation: A Step-by-Step Guide

Rolling out business process automation doesn’t have to be a massive AI digital transformation effort from day one. The best implementations start small. 

Whether you're automating your first internal workflow or replacing a patchwork of legacy tools, this step-by-step guide will help you approach BPA with clarity.

1. Figure out where the friction is

Before you start drawing flowcharts or comparing automation tools, take a step back and ask: what’s actually slowing the team down?

Every company has a few processes that are painfully manual, error-prone, or just flat-out annoying. That’s where automation can make a real difference – not just where it’s easiest to drop in a workflow.

If you’re not sure where to start, talk to the folks doing the work. What’s repetitive? What causes delays? What keeps getting done wrong? You can also look at support tickets, user complaints, or system data to spot bottlenecks.

2. Understand current processes

“Don’t automate what you don’t understand” should be rule #1 in any BPA playbook.

It’s easy to get excited about automating a clunky process, but if you haven’t taken the time to figure out how that process actually works (and why it works that way), you’re setting yourself up for pain later.

This is where a quick deep dive pays off. Even basic questions like “Who starts this workflow?” or “Where do things usually get stuck?” can save you hours of rework.

Also: don’t skip the messy parts. The edge cases, the one-off workarounds people use to make things run – those are exactly where automation tends to break.

Make sure to look for:

• Who initiates the workflow and under what conditions?
• What systems are currently involved? Which ones don’t work nicely together?
• Where do handoffs happen? Where do they most often fall apart?
• Which steps rely on manual workarounds?

3. Research BPA solutions

Once you’ve mapped out your current processes and know what you’re trying to improve, it’s time to pick your tools. But here’s the catch: there’s no universal “best” BPA platform.

Some are built for simple task automation. Others are made for complex, multi-step workflows with loads of integrations. So the real question is, what’s going to work for you?

You’ll want to figure out how technical your team is, what systems the BPA tool needs to plug into, and how flexible the workflows need to be. Some companies need developer-level customization. Others just need something their ops team can run with out of the box.

You can approach this in three ways:

Lightweight task automation

These tools are built for speed and simplicity. Great if you’re automating straightforward, repetitive work.

They're best for things like PTO requests, simple lead routing, or “if this, then that” logic – stuff that doesn’t need complex decision-making or multi-step coordination.

Look for features like:

• Prebuilt integrations with your CRM or ticketing tools
• Simple drag-and-drop workflow builders
• Clear limits on scalability or complexity

Popular platforms in this category include Botpress, Zapier, Automate.io, and built-in tools like Notion automations.

If you’re testing BPA for the first time or need a quick win, these are excellent places to start.

Mid-range workflow automation

This tier is where automation starts to get more powerful. It’s ideal for teams that have grown past basic task automation and now need workflows that respond to more adaptive conditions or require some form of human-in-the-loop decision-making.

You might be routing approvals based on deal size, escalating support tickets based on sentiment, or triggering multi-step sequences when customer data changes in your CRM. 

These tools usually strike a balance between ease of use and capability. You still get no-code or low-code interfaces, but with much more control over logic, exceptions, and roles.

Some common features of mid-range workflow automation platforms include:

• Branching logic and conditional paths
• Role-based permissions
• Support for both structured flows and flexible exceptions

Some tools in this space also offer built-in audit trails and integrations with business-critical systems like CRMs, ERPs, or knowledge bases.

Popular platforms include Botpress, Pipefy, Kissflow, Asana Premium/Business (with rules and automations), and Monday.com with workflow logic.

Ultimately, mid-tier tools are great when you want to bring more structure and sophistication to business ops – without going full enterprise mode. You still get speed and accessibility, but with a lot more control.

Enterprise-grade BPA

These are your heavy-duty platforms built to handle end-to-end workflows across multiple teams and systems. They’re made for scale and complexity – ideal for global operations or multi-layered approval chains.

If your processes span several systems (CRM, ERP, HRIS, custom databases), or if you need fine-grained control over compliance, enterprise-grade BPA is where you want to be.

Enterprise platforms are about orchestration. That means workflows that handle exceptions, sync real-time data across tools, and maintain compliance without breaking stride.

Features to look for include:

• Comprehensive integration support
• Strong compliance features and audit trails
• Collaboration-friendly design

Platforms in this tier often come with built-in analytics, SLA tracking, sandbox environments, and role-based governance to support scale and complexity.

Popular players include Botpress, ServiceNow, Nintex, IBM watsonx, and Appian.

And remember: whatever platform you choose, it should work with how your teams already operate. If the tool forces you to rethink your entire process just to make it fit, it's not the right one.

4. Pilot the chosen solution

Before you go all-in on automation, start with a single workflow. Just one. 

Think of it as your test run. This is the “crawl” in the classic Crawl-Walk-Run model.

Pick something simple but valuable. Maybe it’s automating how PTO requests get approved. Or routing new support tickets. The key is that it’s measurable – time saved, tasks completed faster, fewer manual errors.

You can build this with your new BPA tool manually, or let AI handle the logic and edge cases if you're ready for it. 

Some teams run pilots in a sandbox. Others go live with a small team and closely monitor results. Either way, you’re learning what breaks, what needs tweaking, and what impact it actually delivers.

If the pilot succeeds? Congrats! You’ve got your proof point. Use it to refine your setup and make a case for broader rollout. If it doesn’t? Even better, you caught the issues before scaling.

And if you need a deeper dive into how to structure this kind of rollout, check out what my talented colleague wrote about strategic chatbot implementation. It covers how to move from crawl to walk to run – without tripping over yourself.

5. Train your team

Even the best automation setup won’t stick if the team doesn’t understand it—or worse, if they feel like it’s being handed down from on high without context.

Automation should feel like a helpful upgrade, not a surprise replacement. If people don’t know how it fits into their daily flow or where to go when something breaks, they’ll revert to old habits fast.

So don’t just toss them a login. Walk them through how it works in their world. Show them what it takes off their plate. Make it obvious that this is about fewer repetitive tasks and not about cutting heads.

How you roll this out will depend on your team size and setup, but strong adoption usually starts with:

• Role-specific walkthroughs so each team sees how it applies to their work
• Quick-reference guides or short Looms for when they forget which button does what
• An open channel (Slack, email, whatever) for questions, feedback, or reporting issues

In other words: make automation feel like a tool, not a threat.

6. Expand and iterate

Just because your BPA pilot worked doesn’t mean you’re done. The best automation systems evolve over time, and scaling too quickly without refinement is a fast way to break things.

Once you've seen value from your first workflow, expand carefully. Add new use cases, bring in more teams, and start building out a system that improves as it grows.

This is where iteration matters most. Keep monitoring key signals: Are workflows completing faster? Are error rates dropping? Are people actually using the new system?

Then, make small adjustments as you go:

• Tighten logic. If steps keep breaking down in the same place, revisit your triggers or conditions.
• Improve handoffs. Add clarity where workflows touch multiple teams or tools.
• Track adoption. If usage drops, talk to the team. Is the process confusing? Manual work creeping back in?
• Revisit metrics. Are you tracking the right KPIs? Add new ones if needed (e.g., turnaround time, task completion rates).

Once the pieces are working smoothly, create an internal playbook. That way, other teams can build off what’s already working without starting from scratch.

What are business process automation use cases?

HR onboarding

Onboarding sounds simple until you realize how many moving parts are involved. Accounts to set up, documents to collect, equipment to provision, and calendars to fill, the list goes on.

Without automation, most of this happens through endless email threads and spreadsheet updates. It’s slow, error-prone, and honestly? A headache for everyone involved.

Let’s walk through how BPA can actually make onboarding smooth, for both HR and the new hire.

Trigger workflows the moment an offer is accepted

The magic starts once a candidate says yes. BPA tools can automatically create employee records in your HRIS, send out welcome emails and compliance forms, and kick off the next steps without someone manually nudging every department.

Imagine this: the second the offer is signed, the IT team gets a ticket to set up a laptop and user accounts. Meanwhile, the new hire gets a personalized onboarding email and a link to upload any documents they need to submit.

Schedule without the back-and-forth

Orientation, benefits enrollment, first-day check-ins – all of it can be auto-scheduled. 

Instead of trying to coordinate across calendars manually, BPA tools can reserve time slots based on availability and send confirmations to everyone involved.

And voila. No missed steps and a new hire who actually feels welcomed.

What tools make this happen?

You’ll usually see a mix of tools: HRIS platforms like BambooHR or Personio handle people's data, workflow automation tools like Kissflow or Pipefy help stitch tasks together, and ITSM tools like Jira Service Management make sure tech setup doesn’t fall through the cracks.

Customer support

Let’s be honest. Support agents waste way too much time on things that have nothing to do with actually helping customers. Sorting tickets. Assigning priorities. Figuring out who should take what. And in the meantime, customers are waiting.

This is where automation (and using AI in customer service) earns its keep. Rather than replacing your support team, it’s about clearing their plate so they can actually focus on solving real problems.

Automated triage

When a support request comes in, someone (or something) has to figure out what it’s about. Is it a billing issue? A bug? Is the customer mad or just confused?

BPA systems can take this over completely. Using AI (think: sentiment analysis, keyword matching, or account history), BPA systems can categorize and prioritize tickets automatically. So instead of an agent skimming through every request, they’re dropped right into the ones that need them most.

Smart routing

Once a ticket’s categorized, the next step is sending it to the right person. That alone can burn hours if it’s done manually.

With BPA, routing happens instantly. A billing question goes to Finance. A high-priority product bug goes straight to Engineering. A VIP client’s issue gets flagged for your senior agents. You can build whatever logic you need, and it all runs in the background.

Auto-filling and status updates

Every support agent knows the pain of copying and pasting customer info from one system to another. 

But if your BPA is hooked into your CRM or internal tools, it can pre-fill ticket fields with relevant data before the agent even touches it.

You can also use automation to send real-time status updates or follow up on pending responses. That means less manual work for teams, and a smoother experience for the customer.

Tools that make this easier

Platforms like Zendesk and Freshdesk have built-in BPA features. Pair those with AI-powered routing tools and integrations with your CRM or internal knowledge base, and you’ve got a support engine that scales.

Say goodbye to repetitive admin tasks. 

Contract management

Managing contracts manually? Welcome to version-control chaos and missed deadlines. Automating contract workflows brings some much-needed order and speed – thanks AI in procurement!

Auto-generate contracts

Best for: Standard agreements like NDAs, SOWs, or MSAs.

What it does: Pulls data from templates and fills in details automatically based on CRM or form inputs.

Hot tip: Lock key fields to avoid unauthorized edits, but keep room for custom terms.

Route for review and e-signature

Best for: Internal approvals, cross-team collaboration, and client signatures.

What it does: Sends contracts to the right person at the right time – like legal, finance, manager, or client – based on predefined rules.

Hot tip: Use tools that track who opened and signed what, so you’re never guessing where things are stuck.

Track changes and set reminders

Best for: Keeping contracts compliant and up-to-date.

What it does: Logs edits and approvals in an audit trail, then sends reminders for renewals or upcoming compliance reviews.

Hot tip: Don’t wait for someone to remember – set up auto-notifications 30, 60, or 90 days before key dates.

What tools make this happen?

Common tools include CLM platforms (e.g., Ironclad, DocuSign CLM), document automation tools, workflow and e-signature platforms (e.g., PandaDoc, HelloSign).

Invoice and expense processing

Manual invoice handling is the kind of work that drains time and patience. Copying numbers from PDFs, digging through emails for approvals, chasing people for receipts – it’s no wonder finance teams are overworked.

Let’s break down how BPA helps clean this up.

Extract invoice data

First step: ditch the manual entry. BPA tools with OCR or AI can scan invoices and pull out key details like vendor name, amounts, due dates, line items – automatically. That means no more tabbing between files and spreadsheets.

Match to POs or budgets

Once the data’s in, you need to match it to something. For example, an existing purchase order or a department’s budget. 

Automation handles this instantly and flags anything that doesn’t line up, so nothing slips through unnoticed.

Route for approvals

Instead of sending “Hey, can you approve this?” emails, let BPA handle routing. It can send the right invoice to the right person based on rules.

And yes, it’ll remind them too.

Sync with accounting tools

When everything’s signed off, BPA can push the approved invoice into your accounting software automatically. No extra data entry. Just done.

Tools like Tipalti, Airbase, Ramp, QuickBooks, and NetSuite make this setup easy. If your finance team is still doing everything manually… let’s fix that.

Deploy AI Solutions Next Month

Automation is how modern teams move faster and focus on work that actually matters.

Botpress is a conversational AI platform that gives teams the tools to build powerful business process automation – from simple workflows to complex, multi-system integrations.

With visual flow builders, unlimited integrations, and multilingual support, anyone can launch scalable automation without writing a single line of code.

Start building today. It’s free.

FAQ

What is business process automation (BPA)?

BPA refers to the use of technology to automate routine workflows and processes. It typically involves deploying software tools and applications that streamline repetitive tasks, reducing manual effort and boosting overall efficiency.

Which business processes are best for automation?

Processes that occur frequently and follow clear rules are ideal candidates for automation. For instance, employee onboarding, purchase approvals, customer service interactions, and data entry can be automated to save time and reduce mistakes.

What is the difference between RPA and BPA?

Robotic Process Automation (RPA) uses software bots to perform simple, repetitive tasks like data entry, while Business Process Automation (BPA) connects different systems to automate entire workflows and multiple process steps for more comprehensive improvements.

Who benefits from automating business processes?

Automation delivers value across the board. Businesses save time and money, employees can focus on more important, strategic tasks, and customers enjoy faster, more reliable service.

How can I measure the ROI of BPA?

ROI can be tracked by monitoring key performance indicators such as reductions in processing times, cost savings, improvements in data accuracy and compliance, and enhanced customer satisfaction. Regular reviews and feedback from teams help ensure BPA is delivering the anticipated benefits.

How long does it take to see results from BPA?

While some efficiency gains may be noticeable within a few months, full-scale benefits often take longer to materialize. It’s important to take a phased approach and continuously optimize to realize the long-term value of BPA.