Robotic Process Automation (RPA): Hand repetitive work over to software robots.
We move rule-based work such as data entry, report preparation and copying between systems to software robots that run 24/7. With AI-supported intelligent automation, processes that involve reading documents and making simple decisions can be automated too.
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Robotic Process Automation (RPA)Illustrative interface, sample data
In short
Robotic process automation (RPA) hands rule-based, repetitive work such as data entry, invoice processing, reconciliation and data transfer between systems to software robots that mimic the steps an employee takes on screen. As part of our RPA consulting, CoreTechs identifies the processes worth automating, builds and deploys the robots, and makes their work visible in a management dashboard. Where steps involve reading documents or simple decisions, we combine RPA with AI (intelligent automation).
Scope
Departments
- Finance and accounting (reconciliation, invoice processing)
- Human resources (recruitment and payroll preparation)
- Customer service
- Sales and marketing
- IT operations
Deployment options
- Cloud-based service (SaaS)
- On-premise installation
Deliverables
- Process analysis and automation potential report
- Working robots
- Robot management panel
- Time and cost savings report
Who is it for?
- Finance and accounting teams that key invoices, orders or bank transactions into their systems by hand
- Companies that copy the same data into several systems because those systems are not integrated
- Teams that compile daily, weekly and monthly reports from multiple sources
- HR teams with heavy paperwork and checks in recruitment, personnel files and payroll preparation
- Operations and customer service teams whose workload peaks seasonally or must be handled outside office hours
- Organizations running a legacy system with no API that cannot be replaced in the short term
How we work
Process discovery and selection
We talk to your teams, list repetitive tasks and assess each one's volume, rule clarity and exception rate. The result is an automation potential report that shows which processes make sense to start with.
Process design
We document the selected process step by step and clarify exceptions and the points where the robot hands over to a person. Where useful, we suggest simplifying the process before automating it.
Robot development
We build the robot on an RPA platform or with code-based automation. Wherever possible, we use API or database connections instead of the screen to make the robot more resilient.
Testing and parallel running
We test the robot with real data and run it alongside your team's work for a period to compare results. Error and exception scenarios are closed at this stage.
Launch and monitoring
We put the robot live on a schedule or trigger and report run logs, errors and time saved in the management dashboard.
Maintenance and new processes
We update robots when screens or rules change in the systems they use, and queue up new processes using what was learned from the first ones.
How long does it take?
The timeline depends on the number of steps in the process, its exception rate, how many systems the robot needs to access and whether it connects via API or through the screen. A single-system process with clear rules and one that spans several legacy systems follow different schedules. After a free 30-minute intro call we usually start discovery within a week, and confirm the exact timeline in the proposal that follows discovery.
Phases
- Intro callA free 30-minute call to discuss candidate processes for automation.
- Process analysisWe review processes in place and prepare an automation potential report.
- Fixed proposalScope, timeline and price for the selected processes, in writing.
- Development and testingRobot development, testing with real data and parallel running, in two-week sprints.
- Launch and handoverGo-live, management dashboard, team training, and transfer of source code and intellectual property.
What drives the cost?
RPA cost consists of development and of platform and infrastructure expenses. That is why the first question should be "which process" rather than "which tool": process analysis shows where the investment will pay back.
| Factor | Effect on cost |
|---|---|
| Number and complexity of processes | More steps and decision points mean more development and testing. Starting with clearly ruled processes keeps cost low. |
| Exception rate | Processes with frequent exceptions need separately designed exception handling and hand-off flows. |
| Systems accessed and connection method | Systems with APIs automate more robustly and cheaply; legacy systems reachable only through the screen need more development and maintenance. |
| Platform and licensing | Commercial RPA platforms carry per-robot or per-user license costs; code-based automation needs no license but requires a different maintenance model. |
| Deployment model | A cloud-based service (SaaS) allows a quick start; on-premise deployment adds server and operating costs but keeps data in your environment. |
| Document reading and AI needs | Extracting data from unstructured documents such as invoices or forms adds OCR and AI components to the scope. |
| Run frequency and volume | High-volume or 24/7 robots need more infrastructure capacity and monitoring. |
Technology options
RPA platforms
- UiPath
- Microsoft Power Automate
Code-based automation
- Python
- Node.js
- Playwright (web UI automation)
Document processing
- OCR
- Field extraction with large language models
- Document classification
Integration
- REST APIs
- Database connections (PostgreSQL, SQL Server)
- Email and file share integrations
Monitoring
- Robot management dashboard
- Run logs and error notifications
Example solution scenario
Automated processing of supplier invoices
Representative scenario, not a real client project.
- Profile
- The accounting team of a distribution company that receives supplier invoices by email and portal and enters them into the ERP by hand.
- Need
- The team opened each invoice, entered amount, tax and order details into the ERP, then matched it to the order. Workload spiked at month-end, and entry errors surfaced late, during reconciliation.
- Approach
- In the process analysis, we documented invoice sources, fields and common exceptions.
- We built an invoice processing automation that reads e-invoices as structured data and PDF invoices with OCR and AI.
- The robot matches each invoice to the order and delivery note in the ERP and posts the ones that match.
- Exceptions such as amount differences or missing orders are routed as tasks to the right person, with the reason attached.
- All activity is visible in the management dashboard, so the team stays in control.
- Technologies
- UiPath
- OCR
- Large language model
- ERP integration
- Robot management dashboard
- Outcome
- The accounting team now spends most of its time resolving exceptions instead of entering data. Because matching checks run at entry, errors are caught without waiting for month-end.
Frequently asked questions
Which processes are suitable for RPA?
The best candidates are processes with clear rules, high repetition, digital inputs and a low exception rate. Invoice processing, bank reconciliation, order entry, report compilation and data transfer between systems are common robotic process automation examples. We decide together which processes to start with through process analysis.
Is RPA or system integration the better choice?
If systems offer APIs and you want a permanent solution, direct integration is usually more robust. RPA is a strong option for legacy systems without APIs, when results are needed quickly, or where the cost of integration cannot be justified. Our analysis report states which route fits each process.
Which RPA tools do you work with?
We work with platforms such as UiPath and Microsoft Power Automate, as well as license-free code-based automation. We choose based on your existing licenses, number of processes, deployment preference and your team's capacity to maintain the robots.
Will a robot break when screens or systems change?
Robots that work through the screen can be affected by interface changes. To reduce this risk, we use API or database connections wherever possible and set up monitoring that reports errors immediately. Keeping robots up to date can be covered under maintenance and support.
How are security and data protection handled when robots access our data?
Robots run under separate user accounts with only the permissions their task requires, and every action is logged. Credentials are kept in a secure vault, and personal data is processed only as far as needed. On-premise deployment can keep data entirely within your environment.
What do the cost and timeline of an RPA project depend on?
Key factors are the number and complexity of processes, the exception rate, the systems involved, platform licensing and the deployment model. We usually start discovery within a week of the intro call and confirm a fixed timeline and price in writing after process analysis.
Do robots replace employees?
RPA takes over the repetitive steps that consume people's time; resolving exceptions, making decisions and dealing with customers stay with your team. We design the project with your team and train them to monitor the robots' work.
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