9 Best Robotic Process Automation (RPA) Use Cases in 2025

No, the RPA has not come to replace humans. That is not its purpose.

Instead, RPA is used to automate manual, repetitive processes and allow your people to contribute where they are productive and innovate.

In fact, companies incorporating RPA have seen a change in the role of 34% of employees, who are now engaged in higher value tasks.

Before we present the real-life use cases in business, let’s understand what RPA is and how it works.

What is (Robotic Process Automation);

Robotic Process Automation (RPA) is the technology that uses software “robots” to automate repetitive tasks in business processes.

Simply put, RPA creates virtual software robots (digital robots or bots) that perform tasks as a human would perform them on a computer. These bots can connect to various applications and systems, and mimic actions such as:

mouse clicks,
typing,
copy-paste data,
filling in forms,
reading,
transfering files, etc.

They essentially simulate the actions of a human being when performing a task.

Unlike robots in industry that perform physical tasks, these are “software robots” that operate in digital environments.

The key is that RPA follows rules and procedures that we define in advance. It is not an artificial intelligence that makes decisions on its own. Instead, RPA is rule-based automation, meaning bots perform specific steps that users have programmed.

Benefits of RPA

1) Time savings & increased productivity

Software bots can perform tasks faster than humans and work 24/7 without breaks.

Projects that might have required hours or days of employees are completed faster with RPA. This speeds up processes and completion of tasks. Employees are freed from the burden of tedious processes and can focus on more important responsibilities, increasing overall team productivity.

Indicatively, in cases where RPA was used, savings of up to 200 hours per year per worker in high-volume operations were observed.

2) Cost reduction and fast ROI

Process automation reduces the man-hours required, reducing operational costs.

RPA tools often do not require heavy investment in software development (they are low-code), so implementation can be done quickly and economically. For this reason, many businesses see a return on investment (ROI) in just a few weeks or months.

Statistics show that organizations adopting RPA had an ROI improvement of 30% to 200% within the first year of implementation, and also achieved a 10%-50% reduction in cost of operations by reducing errors and manual labor.

Indeed, in some cases the cost benefit is huge. For example, Uber reported savings of 3,400 hours per year and $30 million dollars annually thanks to RPA (Microsoft Power Automate).

3) Fewer errors, greater accuracy

Even the best employees make mistakes when performing monotonous tasks (e.g. data entry), especially when they are tired or pressed by deadlines.

RPA bots on the other hand always perform the same actions in the same way, without fatigue. This significantly reduces errors and ensures consistency in results.

The increased accuracy of RPA is especially valuable in processes that require compliance with regulations or accurate recording (e.g. accounting records, reports), reducing the risk of violations and facilitating audits.

4) Enhanced flexibility and scaling

Software robots allow a company to easily scale its production according to needs.

If, for example, the workload increases during a period (e.g. end of the month, peak period), the company can simply deploy more bots to meet the demand.

Similarly, it can reduce or shut down bots when the load drops, achieving flexibility that is difficult to achieve with solely human resources.

This fast scaling is particularly useful in businesses with seasonal fluctuations or changing demands.

5) Compliance and recording

RPA systems can track and record in detail every action performed, creating a complete audit trail.

This means that a company can more easily meet regulatory requirements, since processes are always performed according to predefined rules and there is transparency in what has been done.

Strict adherence to rules by bots reduces the risk of policy violations or compliance errors, and in the event of an audit or investigation, all data is available and reliable.

6) Integration with existing systems (legacy)

A practical benefit of RPA is that it can work with existing information systems without requiring extensive upgrades or replacements.

Bots can interact through the user interface (UI) with legacy applications. They essentially “see” the screen like a human and input/export data, rather than requiring new integration via API. This allows automation even in situations where APIs or resources are not available for system modernization without disrupting infrastructure.

This approach has delivered significant IT cost savings to organisations that would otherwise have had to modernise legacy systems to achieve a similar level of automation

7) Improving staff morale and utilization

Finally, although job losses are a concern when robotic automation is mentioned, in practice RPA can improve employee morale.

By freeing them from boring routine tasks, employees feel they are contributing more meaningfully and using their skills in creative tasks. This leads to greater job satisfaction and lo

Job roles may shift, with new opportunities for more analytical or supervised tasks, and the business benefits from a workforce that is better utilised where it really makes a difference.

How does RPA work?

Let’s look at how Robotic Process Automation works in practice.

Although the background of RPA includes various technologies, the basic principle is quite simple: we program software to mimic the actions of a human user in an information system.

The steps by which an RPA solution is implemented usually include:

1) Recording or designing the process

First, we identify a specific process that we want to automate, e.g. the transfer of data from an email to an ERP system (such as Business Central or Soft1 ERP).

RPA tools often provide graphical interfaces where we can either record a user’s actions (recording) or graphically draw the workflow with drag-and-drop.

For example, the user can record a sequence: opening an email, copying specific fields, opening an ERP application, pasting data into the appropriate fields, saving the record.

2) Creating the bot (automation script)

The RPA tool converts this stream into a script that the bot software will automatically execute.

This script is rules and commands, e.g. “click here, read the text there, if field A is blank do X otherwise Y”.

Importantly, most modern RPA tools offer low-code / no-code capabilities, i.e. the design is done with minimal programming. This allows even non-programmers (business analysts, departmental employees) to configure automation without full dependency on the IT team.

The logic is that a human who knows the process can easily “train” the bot through the tool.

3) Testing and optimisation

After the bot is created, it is tested in a controlled environment.

Here we see if it performs all the steps correctly. Improvements may be made, e.g. to add exception handling rules for cases where something unexpected happens, or to set timelines and triggers for when the automation runs.

It is likely that the user’s control will still be needed (e.g. before the final entry of the document), with the time savings still remaining close to 80%.

4) Performance and orchestration

The RPA bot can now run the process automatically. Depending on the type of automation, it can be:

Attended RPA:

where the bot runs next to a user, usually on their workstation, and is activated by the user (e.g. they press a button to run the bot when needed).

This is useful for automating front-office tasks, where the employee works with the bot.

Unattended RPA:

where the bot runs on a server or computer in the background, without human presence.

It starts either at scheduled times, or based on triggers (e.g. the receipt of an email or the import of a file into a folder).

Unattended bots are ideal for massive, repetitive tasks that can be performed automatically, even during the night.

Modern RPA tools provide orchestrators where the enterprise can manage multiple bots:

to see which ones are running,
When,
what results they have had,
stop them if necessary
or redirect them to other tasks.

So there is an orchestration of robots, as we would manage a team of employees.

5) Maintenance and scaling

Like any process, automated processes may need to be adapted when needs or systems change.

RPA scripts need to be updated if e.g. the user interface of an application changes (if the bot clicks on a specific location on a screen, a change in layout may affect it).

However, this maintenance is much simpler than changing custom code in complete systems.

In addition, if the company wants to extend automation to other processes, it can reuse existing components or templates and create new bots quickly, gradually expanding its digital workforce.

Artificial Intelligence and RPA

It is important to understand that RPA is not cognitive intelligence. Bots don’t think like AI systems, they just perform what we have defined.

However, they can incorporate AI modules for more intelligent functions: e.g. OCR for reading text from images, NLP for understanding email/text, or machine learning models for decision making in more complex situations.

When RPA is combined with AI, we enter the realm of Intelligent Process Automation (IPA), where the system not only executes rules but also learns or analyses unstructured data.

For example, an IPA scenario could read invoices of different formats via OCR and machine learning, extract the correct fields and then enter this data into the ERP via RPA.

Examples of RPA in business

RPA is not limited to a single sector.

Instead, it has found application in many business functions, from finance to supply chain and HR. Wherever there are repetitive, rules-based processes, there is an opportunity for RPA.

Let’s look at some practical use cases in different sectors:

1) Finance and Accounting

The financial sector was one of the first to adopt RPA because of the many time-consuming and tightly controlled processes it involves.

Banks, insurance companies and accounting departments of large or even small and medium-sized enterprises benefit significantly from automation.

Examples of applications:

Processing invoices and payments:

An RPA bot can read invoices from an email or envelope, extract basic data (supplier name, amounts, dates) and enter them into the accounting system (ERP).

In addition, it can check if a payment has been approved, update the payment status and even automatically execute the payment if the conditions are met.

Automating invoicing and Accounts Payable reduces payment errors and saves valuable time in the accounting department.

End of month reconciliations and reports:

Instead of employees doing reconciliations between systems manually, e.g. bank and ERP, a bot can pull data from each system and perform reconciliations, highlighting differences for further review. This makes month-end reporting faster and more accurate.

2) Human Resources (HR)

Human Resources departments are characterized by many document-based processes and repetitive steps, making them excellent candidates for automation. Some examples of using RPA in HR:

Leave and attendance management:

Bots can read leave requests from emails or from a form, enter them into the HR system, notify supervisors for approval and finally update the employee’s calendar.

Similarly, on an employee’s departure (offboarding), RPA can ensure that all their accounts are deactivated and records are updated.

Onboarding of new employees:

The process of integrating a new employee often involves completing a lot of paperwork, setting up accounts in various systems (email, HRMS, access systems), preparing equipment, etc.

An RPA bot can automate many of these steps: once someone is recruited and their basic details are entered, the bot can:

create the corporate account,
enter his data in the HRMS,
to automatically register a corporate email,
schedule the issuance of a digital card,
send welcome emails with instructions.

This significantly speeds up the onboarding process and ensures that nothing is skipped from the required steps.

Recruitment:

Although human judgment is involved here, RPA can help filtering resumes (e.g. receiving application emails, downloading resumes, entering key data into a list) or scheduling interviews (sending automated emails for availability, setting up meetings).

Thus, the HR department focuses on interviews and selection, instead of the procedural part.

3) Supply Chain and Logistics

In the logistics and supply chain management industry, where operations involve many sequential steps and collaboration between systems (orders, warehouses, transportation, suppliers, etc.), RPA has begun to be used to orchestrate and accelerate workflows. Some typical use cases of RPA in the supply chain:

Order Processing:

When an order is received (e.g. from an online store), often its data must be passed to different systems: one for stock, one for shipping, one for invoicing.

A bot can automate order entry by collecting the necessary data from the sales system, checking for completeness, and entering it into the warehouse management system (WMS) or ERP. At the same time, it can automatically generate the invoice and route notification to the customer.

With RPA, businesses can process more orders in the same amount of time, speeding up the time from order to delivery to the end customer.

Planning and monitoring of deliveries:

The planning of transport routes and tracking are critical stages. RPA Bots can :

automatically complete the shipping documents,
choose a transport company or route based on rules (e.g. lowest cost, fastest time)
and register shipment details on tracking platforms.

Then, as the order travels, the RPA can pull the tracking data and inform both internal systems and the customer about the progress of the delivery; and enter the shipment details into tracking platforms.

In this way, errors (e.g. address errors, double loads) are reduced and the customer has transparency in the status of his order.

Warehouse and inventory management:

In warehouses, RPA bots can help with inventory tracking and replenishment.

For example, an RPA bot can collect inventory data from various warehouses on a daily basis, merge it and generate reports on products that fall below a threshold. It can even automate the creation of orders to suppliers when it detects shortages.

In addition, at the operational level, when goods arrive, the bot can cross-check the receipt slips with the purchase orders and inform the system that the goods have been received, without the warehouse manager having to manually enter the data.

Implement RPA quickly in your processes

RPA has the potential to become the assistant that will take the burden of tedious tasks off your shoulders and do it tirelessly, quickly and reliably.

This translates into a more efficient business, with happier and more creative staff, and more satisfied customers. In an age where every advantage counts, robotic process automation is the key to leveling up your operations. It’s worth setting it as a key strategic initiative and taking the first step toward an automated, smarter way of doing business.

Not sure how to get started with automating your processes? Verus+ is the right Power Automate consultant to help you intelligently apply RPA to your operations. Contact us to analyze your needs and recommend the best ways to automate with Power Automate.

Frequently asked questions about RPA

What is RPA used for in business?

Some use cases of RPA in business:

Order processing: Automates inventory updates, invoice creation and order processing.
Invoice and payment management: Exports data, identifies transactions and updates accounting systems.
Data consolidation: merges information from different systems for analysis and reporting.
HR tasks: automate processes such as employee data entry and application management.
Customer request management: automates support requests, incident tracking and customer notification.

What is the best RPA tool?

Power Automate, integrates seamlessly with the Microsoft ecosystem (Office 365, Dynamics 365, Azure). It has an easy-to-use low-code environment that allows for rapid deployment and automation. At the same time, it offers powerful security and scalability features.

Why should I work with an RPA developer?

Working with an experienced RPA developer like Verus+ is important because it offers:

Expertise: has the technical knowledge to optimise and adapt automated processes.
Saving time and costs: Accelerates solution development and reduces errors through custom bots.
Continuous support: Provides maintenance and updates to ensure the stable operation of automations.

What are the benefits of RPA?

Cost reduction: Saves costs by automating repetitive tasks.
Increased efficiency: Speed up operations by reducing the scope for human error.
Improved accuracy: Reduces errors that often occur in manual processes.
Flexibility and scalability: allows automation of processes at large scales without additional manpower.
Compliance optimisation: applies integrated standards and procedures that ensure compliance with regulations.
Freeing up human resources: Allows employees to focus on more strategic and creative tasks.

What are the types of RPA?

There are 2 basic types of RPA:

Attended RPA:

It works in cooperation with the user (human-in-the-loop).
It is used in cases where interaction and supervision is required during the execution of the process.

Unattended RPA:

It performs processes autonomously, without human intervention.
Ideal for large automated processes that run 24/7 without interruption.

Is RPA AI?

No, RPA is not artificial intelligence, but it can be integrated with AI solutions for more sophisticated automation.

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What is (Robotic Process Automation);