90 best RPA use cases and examples for all functions

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RPA lets software robots optimize your business processes, leaving the humans more bandwidth for the high-value needs. RPA can help just about every vertical in your organization improve e ciency while also helping both customers and employees feel more satis ed. What’s not to like?

RPA has all kinds of applications in virtually every industry and function. In this guide, we will cover the 100 best RPA use cases and you can discover the process with the most automation potential.
top 100 RPA Use Cases

RPA Use Cases for ERP​

1. ERP Basic functions

Use a digital workforce to automate simple processing ranging from setting up security, user authorizations, devices/printers to transport analysis & validation and Fiori app activation.

2. Data migration and validation

Digital workers can orchestrate and validate data migration from existing database tables into new ones.

RPA Use Cases for Procurement

3. Portal Queries

Organizations often work with vendors through portals that don't have a well-defined integration. Instead of assigning a staff member to log in and out and copy and paste data, take advantage of one robot to connect to all of your portals and collect or post information automatically, either at preset times or as part of a defined workflow.

4. Price comparisons

If you work with multiple vendors to source a specific product with fluctuating prices, track changes and best prices automatically with a robot. Robots can even sneak into web code to extract prices from the catalog.

5. Market Intelligence

Checking vendor credentials on a regular basis to ensure they meet your threshold is a very manual task that is easy to postpone to another day. Load a robot with this job and it will deliver a full report on time, every time.

6. Contract terms

For some invoices, the supplier's contract data must be validated to ensure compliance with the contract terms. Some organizations already have this automated feature, but if not, consider that gap with a robot.

RPA Use Cases for Quote to Cash

7. Vendor Price Comparisons

When preparing a customer quote, comparing your vendor prices is often an urgent manual process. Let a robot collect that data and deliver it in record time.

8. Order Exception Processing

Sales orders often have stipulations like holding the price for several days. A robot can do a price check automatically and verify the current price with the sales order.

9. Delivery Reconciliation

Delivery notes are reconciled with purchase orders to validate orders against shipments. A robot can verify and approve all matching orders and only notify a human when there is an exception.

10. Customer onboarding and master data maintenance

As with vendors in the purchase-to-pay cycle, new customers must be vetted and onboard, and their data must be validated and updated periodically.

RPA Use Cases for Record to Report

11. Support financial close

The financial close and reporting process encompasses all tasks and processes that involve many systems, departments, and individuals. The process requires publishing data from sources like Excel to these auxiliary ledgers, a tedious task that RPA can mitigate.

12. Data extraction for accounting close:

Across the company, departments and divisions record transactions in journals, which must be consolidated and reconciled. A robot can collect and consolidate transactions and reconcile them in its ERP.

13. Data Management

A robot will take care of this work and will not only ease the urgent burden on employees collecting data, but also benefit executives who need information to better understand the business.

RPA Use Cases for Supplier Management

14. Supplier Onboarding

Setting up approved and vetted suppliers accurately and efficiently

15. Contract management

Proactive creation and management of supplier agreements

16. Performance management

Automated reporting of supplier performance against SLAs

17. Regulatory checks

Consistent execution of compliance checks to ensure suppliers are meeting all obligations and internal requirements

RPA Use Cases for Manufacturing

18. Predictive maintenance

RPA can gather data from assorted sensors, standardize the formatting and then take the relevant actions to minimize downtime.

19. Process Tracking

Data captured by IoT devices such as factory equipment and RFID tags can be collated, aggregated, analyzed by RPA to improve process efficiency and drive down costs. Parts, components, and products can be tracked throughout the production cycle.

20. Bill of materials

Engineers can make changes to the Engineering BOM - in Product Data Management (PDM) and Product Lifecycle Management (PLM) applications – with the updated data points being automatically updated in the Manufacturing BOM, for example in SAP.

RPA Use Cases for Human Capital Management

21. Resume screening

Use RPA and artificial intelligence (AI) to screen candidates’ resumes and find the best fit for your open positions.

22. Streamlined onboarding

Robots quickly fill in and process new hire forms, transfer new hire information into the company’s database, and send notifications to new employees.

23. Payroll mutations

A robot receives payroll change requests, reads them for relevant data, and enters the changes into the necessary platform.

24. Employee relations

RPA augments your HR helpdesk by answering frequent questions and performing common tasks.

25. Compensation and benefits

Robots handle benefit updates and provide decision support in developing compensation models.

RPA Use Cases for Healthcare

26. Document processing

Healthcare providers can automate intake, filing, and processing of patient health records, patient registration, and other critical documents.

27. Prior authorization

Physicians can use RPA to collect the vast array of information needed and monitor the progress of prior-authorization on a daily basis, expediting the process and cutting costs of manual work.

28. Propensity to pay

Providers can accelerate their cash flow through programming RPA robots to retrieve real-time information on customer copay and deductibles.

30. Regression testing

RPA robots can be used to aid testers in the regression testing process, through running tests, pulling data and performing other systematic testing steps. RPA robots can perform parts of this process significantly faster than humans.

31. The claims management process

An estimated 85-95% of the manual and time-consuming claims management tasks can be expedited and performed more accurately with an RPA robot.

32. Credit Card Remediation

Accepting requests for credit card remediation due to an issue or refund, and then gathering thousands of related data items for each remediation application.

33. Claims Assessment

Logging into a statement repository and converting PDF-based unstructured data into structured data, using the power of natural language processing to identify key terms to inform claims assessment.

34. Know Your Customer

KYC is simply the process of gathering information and data in order to verify the identity of clients and make sure that they are not involved with money-laundering or another type of financial crime.

35. Product Origination (loan origination)

Loan origination is the process by which a borrower applies for a new loan, and a lender processes that application. Origination generally includes all the steps from taking a loan application up to the disbursal of funds (or declining the application). It involves several stages, starting with the loan application by the borrower, the submission of appropriate documentation, the lender's assessment of the application, and the final granting of the loan.

36. Trade Finance

Trade finance represents the financial instruments and products that are used by companies to facilitate international trade and commerce. Trade finance makes it possible and easier for importers and exporters to transact business through trade.

37. Anti Money Laundering

RPA can separate alerts generated by the Bank's Anti Money Laundering I.T. system into 'potential crime' or 'false positives' can be critical to driving improved compliance, as well as customer service, quality and cost. Sanctions screening is a control employed within Financial Institutions (Fls) to detect, prevent and manage sanctions risk.

RPA Use Cases for Retail

38. Invoice Matching

When you are invoice matching, you look at three key pieces of information; vendor invoice, purchase order number and product receipt information. Within any large consumer goods organization, this information will most likely be held in an ERP of some form. The multi-skilled digital worker can log into the ERP, find the run of work, and match invoices between the ERP, and any other system – just as a human would do.

39. Vendor creation

You have a new client, so they need to be logged in all of your systems. This may appear simple, but this is a process which is incredibly prone to human error and, due to the nature of multiple disparate systems, is time consuming. What’s more, the risk of human error is based around the inputting of sensitive banking details, making this an ideal candidate for automation.

40. Unstructured Order Processing & 24 Hour Customer Service

One consumer goods organization had always received orders from clients in an unstructured way. Not quite scribbled on scrap paper, but not far off. They were interested to see if this information could be processed without people involved, plus they wanted it to be available 24 hours a day so that they could ship their goods orders rapidly and around the clock.

RPA Use Cases for Insurance

41. Underwriting and Pricing

This process requires data collection and analysis from a variety of sources, which can take up to three weeks of effort. Software robots automate data gathering from both internal and external systems, entry of relevant data to internal sites, or report generation.

42. Claims Processing

RPA can be used in data gathering from multiple sources to be processed much faster than when manually performed, i.e., in only a quarter of the time. With the steady increase in the number of clients, it becomes even more necessary to use RPA for claims processing. RPA ensures more appropriate handling of clients’ claims, and this improves your company’s reputation.

43. Regulatory Compliance

The insurance sector faces strict guidelines for documenting work and creating audit trails. RPA can be used to Validate existing customer information, regulatory report generation, sending out account closure processing notifications are a glimpse of the scenarios which RPA in Insurance can automate.

44. Policy administration and client servicing

Software robots’ capacity for quick and accurate data analysis can be leveraged to notify customers before they actually experience any losses. Policy status and payments or policy renewals will thus cease being a threatening mystery for your clients, and this is going to boost their satisfaction with the services that you offer them.

RPA Use Cases for Government

45. Financial Data Tracking

Track month-end closes or monthly review checklists to provide high-level overviews of revenues and expenses with a combination of RPA and AI.

46. Planning & Budgets

RPA can ingest data from multiple sources and enable staff to make it meaningful, enhancing the ability to identify high-level trends and patterns.

47. Automatic Invoicing

Digital Workers learn when invoices need to be delivered and automatically send them to the appropriate contacts. Citizen satisfaction improves as the billing pattern becomes predictable billing patterns and agencies realize more revenue on time.

48. Tax Preparation

RPA has the ability to pull data from multiple systems and sources and compile that data into reports that can be used to prepare taxes.

49. New Account & Account Renewals

Automate the process on the frontend, using a Connected- RPA Digital Worker to capture all of the initial data.

50. Efficient Public Service Matching

RPA can gather and cross-reference data to match to the right citizen services.

51. Employee Empowerment

Agency employees are enabled to provide more directed support rather than spending time on repetitive, mundane tasks.

RPA Use Cases for Telecommunication

52. Network Management

One of the challenging areas to tackle for telecom providers is capacity demand, as an increasing amount of rich content. Implementing RPA technology allows telecom providers to use automated solutions for repetitive tasks like incident, event, and diagnostics management so that network engineers can divert their focus towards more complex processes.

53. Invoice & Purchase Order Processing

RPA can conduct periodic maintenance work, monitor networks, keep backups, and distribute emails, RPA offers complete automation based on the complexity of the task. Further, RPA can digitize invoices and emails, helping the employees save their valuable time and focus their attention on better revenue generation strategies.

54. Customer Onboarding/Offboarding

RPA powered bots make it super easy to add customers automatically whenever a new one joins and also simple to remove when they leave.

55. Efficiently Responding to Partner Queries

RPA are fully equipped to respond to the simple queries, interpret emails, and redirect the complex questions to humans making the overall process of query resolution much simpler.

56. Manual Sales Order Processing

RPA can minimize the manual efforts required in sales order processing. This can be achieved by generating a well-structured workflow based on employees’ actions, which serves as an infrastructure for all the automated processes.

57. Data Transformation

RPA can help transform all unstructured data into a structured and uniform format, with an ability to work with non-standard formats of data as well.

58. Expense Control

RPA technology can be used for billing and revenue management by automating those tasks.

59. First Call Resolution (FCR)

RPA access data, thus assisting the telecom agents in addressing high volumes of customer demands on their first call without having to do repeated follow-ups.

60. Debt Collection

RPA helps telecom firms to identify and collect what their organization is owed on the respective due dates by automating various steps of the debt collection process, such as payment information updates, due dates, payment reconciliation, and urgent escalations.

RPA Use Cases for Education

61. Paperwork Automation

Administrators process grades and report cards, admit new students, review applications and more.

62. Scheduling

Administrators and teachers schedule classes and events before and throughout the school year. This can be tedious, especially when accommodating every student and their parents.

63. Grading

Teachers and instructors grade homework, quizzes, tests, papers and projects for all of their students. Some have assistants to help, but most do not. RPA can be utilized to grade smaller things, like homework assignments, quizzes and some portions of tests.

64. Registration assistance

Schools, particularly colleges, are often bogged down with phone calls, emails and in-person questions and requests just before classes start and during the first few weeks of class. Many of these phone calls and messages can be replied to with IA or chatbots.

RPA Use Cases for Media and Publishing

65. Device activation

We can all agree that we live in the century of fast action, right? Media companies must ensure that mobile devices can be swiftly activated, in order to live up to customers’ expectations. Software robots can efficiently work across several systems in parallel, which drastically reduces processing times for device activation from days to hours.

66. Customer management

There is a growing worldwide demand for network expansion, as almost no home is considered 'complete' without services such as broadband Internet access, cable television with a wide spectrum of available programs, landline, mobile phone, etc. . Consequently, media companies must update the customer management system to be able to quickly and accurately identify the locations likely to host the services they provide.

67. Service Request

Network expansion also brings with it the challenge of meeting more demands from a larger number of customers, who are increasingly aware of their right to have their complaints addressed in a timely manner. Automation of service requests by RPA can provide successful resolutions regardless of normal working hours during the day.

68. Content Creation

Structured news content, whether we talk about earning reports, latest results in sport competitions, or even advertising, can be easily automated. RPA in combination with AI technologies leads to intelligent automation, which can be used even for the creation of less structured content.

69. Content discovery

Even basic metadata, such as title, episode name, or synopsis, can be extremely complex for archived content. With the help of natural language processing, image processing or machine learning, intelligent automation can be used to deal with structured and unstructured data, and to isolate a larger number of more specific keywords, for example accessories in a scene.

RPA Use Cases for Construction

70. Billing operations

Construction firms are experiencing cash flow problems resulting from Days Sales Outstanding (DSO) delays. Each invoice required, on average, more than 100 pages of back-up data that had to be pulled from 10 different systems such as ERP, legacy platforms, labour management, and many other portals. Accordingly, Those firms effectively freed up multiple FTE hours.

71. Invoice creation

Bots can consolidate much information from different sources into a single form. This process has a high automation potential to automate since it mostly relies on structured data to generate invoices to be sent to customers which leads to earlier payments and improved cash flow.

72. Updating databases

Legacy systems still perform critical functions at many construction firms. Such legacy systems can’t pull relevant data from modern APIs. In such cases, employees manually migrate data using formats flat files like CSV. In such cases, bots can update client, vendor, supplier or subcontractor information easily.

73. Document Management

File scanned documents into a centralized, easily managed system. Azdan is using Blue prism bots in screen scraping, OCR (Optical Character Recognition) and basic pattern recognition technologies to enable data extraction from almost any format.

74. Site Cost monitoring

We can produce cost-to-estimate reports, pulling in data from contractors and suppliers, importing it into the project budget and generating real-time analytics into regular weekly, daily or on-demand reports.

75. Processing invoices

Bots can extract the data from the invoices an enter them to ERP. and can also send a confirmation email to vendors and customers highlighting any missing data automatically without manual interference.

76. RFP response process

Creating an automated estimate, gathering the required documentation.

Other RPA Use Cases

77. Payments alerts clearing

Monitoring customer requests for outbound payments to prevent fraudulent money transfers. Payments alert clearing Monitoring customer requests for outbound payments to prevent fraudulent money transfers.

78. Anti money Laundering

Monitoring customer transactions across all systems to identify money laundering activity.

79. Trade processing

The monitoring, control, reconciliation, and reporting of traded securities .

80. Compliance monitoring / reporting

Automating reporting that is often performed manually using data from multiple systems.

81. Predictive analytics

Use past data to predict future events, such as when customer actions will lead to buying.

82. Contact centre

60-80% of traffic to most contact centres are simple repetitive queries a chatbot could answer.

83. Product onboarding

A quicker customer journey to ensuring all requirements to access a product are met.

84. Journal entries

Repetitive manual period end adjustments can be automated via RPA / machine learning.

85. Email traffic analysis

Identifying traffic volumes between nodes to identify efficiencies.

86. OCR / Document reading

Reading paper based or scanned documents, including all levels of structure to the data.

87. Voice transcription / analysis

Converting speech to text and inferring meaning from transcripts via Natural language processing.

88. Unstructured comms

Machine learning and natural language processing can analyse email purpose and drive efficiencies.

89. Remediation

Scouring millions of historic pages of unstructured data.

90. Digital customer experience

Digital front ends allow customers to access a superior experience which is faster and cheaper to provide.

RPA Process Discovery Tool

Discover the process with the most automation potential

Jack Tadros

Jack Tadros

Jack is a full-stack marketer at Azdan where he is executing demand generation programs for enterprise performance, automation, and management solutions.
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