Term · Integrations & automation
RPA (robotic process automation)
RPA is software that clicks and types through the screens of a program, as an employee does.
In short
RPA stands for robotic process automation. A software robot imitates actions on the screen: clicking, copying, pasting and typing. It helps with systems without an API, but it is sensitive to changes in those screens.
What is RPA?
RPA is software that imitates actions on a computer screen: clicking, typing, copying and pasting. RPA stands for robotic process automation. The robot is a program, not a machine.
The difference from an API integration: that talks to the back end of a system, via the API. RPA uses the front end, just like an employee.
How does RPA work?
You set down which steps the robot takes. With a lot of RPA software you can record your own actions and then adjust them. The robot recognises buttons and fields on the screen and carries out the steps. Microsoft Power Automate, for example, offers this with what are called desktop flows.
Example in an SME
Made-up example
A transport company works with an old planning program without an API. Every morning someone transfers the trips into a spreadsheet for the customers. An RPA robot can copy the trips from the screen and put them into the spreadsheet.
What should you look out for?
- Vulnerable to changes. If the supplier moves a button or a screen changes, the robot can get stuck. Someone then has to adjust it.
- Access. The robot works with its own login. Do not give it more rights than needed.
- Look at an API first. If the system has an API, an integration via that API is usually more stable. RPA is mainly a solution for systems without an API.
- Scans and PDFs. If the robot has to extract data from scans, OCR is also needed.
RPA is one form of workflow automation. Which form suits your systems is something I look at in a business analysis. Read more about integrations and automation.
Frequently asked questions
Is RPA the same as AI?
No. An RPA robot follows fixed steps and does not weigh anything up itself. You can combine RPA with AI, though, for example to have a document read first.
When is RPA a good choice?
When a system has no API, the work comes back often and the screens change little. Or as a temporary solution, until an integration via an API is possible.
Source: Microsoft Learn: Introduction to desktop flows. Consulted on 7 October 2026.
Written by Bart van Engelenhoven Founder of Uniekaiconsultancy in Ede, the Netherlands. Bart analyses how SMEs work and builds software, integrations and AI applications himself. Last updated: 7 October 2026
Read more
Term
Workflow automation
What is workflow automation, or process automation? Software carries out the fixed steps of a work process. Explanation, example and what to watch.
Read moreTerm
API integration
What is an API integration? Two systems exchange data themselves via their API, so nobody has to retype it. With an example and what to watch for.
Read moreTerm
OCR (optical character recognition)
What is OCR? Software that recognises text on a scan or photo and turns it into readable text. With an example and the step to AI document recognition.
Read moreNext step
Curious what could work for you?
- The first conversation is free and without obligation
- By phone or at your premises
- You speak directly with me
Bart van Engelenhoven You tell me what takes up your time, I tell you honestly whether I can help.