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The Flock

100+ Robotic Process Automation (RPA) Use Cases 

Explore our database of Robotic Process Automation (RPA) use cases for RPA examples in various industries and business functions

RPA Use Cases Finance

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RPA use cases across different business functions

In different industries, Robotic Process Automation (RPA) can be used for many different purposes. RPA helps companies to automate rule-based processes, allowing companies to work cheaper, faster and better.

To help you get started, these are over 100 RPA Use Cases at a glance. Scroll down for a more detailed look at each of the RPA use cases.

RPA Use Cases in Finance, Customer Service, HR, IT, Supply Chain, Sales & Marketing, etc.

Find the right RPA use cases for you

Start by choosing your work function in the dropdown list below. Alternatively, you can explore RPA use cases for all functions to view a large range of RPA examples for inspiration to get started with RPA.

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Automating Returns

To improve customer satisfaction and cut down your employees' workload, you can employ RPA bots to automate manual parts of the return process, such as retrieving customers' purchase records.

HR Virtual Assistants

Use chatbots and RPA to help employees easily accomplish routine HR tasks such as applying for leave, submitting claims, and more. 

This creates a smoother process for employees, resulting in less frustration and more accurate declaration, while HR staff members can focus on higher-value tasks.

Generating Mass Emails

If you regularly send emails that involve gathering information from multiple sources, you can set up an RPA bot to automate the email generation and sending process.

Data & Content Migration

RPA bots can be used to migrate content, files, and folders from one system to another. For example, you could use bots to transfer content among disparate systems, or to migrate from legacy systems to a new system.

Intelligent Email Classification

Automate the reading and extraction of information from emails, classify them with the help of AI, and assign them to the right department or employee for follow-up.

Job Postings on Multiple Sites

Post your open positions on multiple job sites at one go, without manually going to each portal and entering your entries.

Rewards & Gifts

Automate the verification of points and other qualifying criteria, then trigger sequences, such as purchasing and shipping gift items, based on customer details retrieved from your enterprise system.

Roundup Content Creation

Automate the creation of marketing materials such as newsletters and roundup posts by searching the web for pre-defined keywords and choosing relevant articles.

Large-scale Leads Gathering

Search the internet, over hundreds of websites and databases, for business opportunities related to your field. 

Gather potential opportunities like tenders, RFPs, and RFQs, and populate them in your CRM system for follow-up by your Sales team.

New Customer Setup and Onboarding

Retrieve customer details from spreadsheets or another system and create their records across multiple enterprise systems.

Create customised onboarding materials such as guides, manuals, and slide decks, and automatically send them to the new customers.

Customer Notification

Automate notification of important updates, new products, new features, and more to customers.

Gathering Customer Information

Automate the collection of customer information during new calls and provide the information to call centre agents for smoother customer experience and quicker resolution of issues.

During the call, quickly retrieve customer information, such as customer information, order details, and conversation history, from multiple enterprise systems to reduce search times by call centre agents. 

Automatically create support tickets if subsequent follow-ups are required.

Customer Data Population

Automatically populate new data acquired during customer calls across multiple systems, so that different departments have access to the same updated data without manual migration

Financial Review Preparation

Automate the creation of management reports or slides by collating information from various finance management systems and/or reports.

Payment Processing for Accounts Payable

Automate data entry and payments preparation, as well as processing of payments and bulk payment files for journal entries to sub system

Asset Capitalisation

Automate tasks like asset creation in the enterprise system, approvals, and reporting. 

Generate reports that require obtaining data across multiple sources, such as the Depreciation and Capital WIP Reports.

Transaction Posting

Automatically download, process, and validate journal vouchers for data accuracy and formatting.

Send automated emails to respective approvers, then upload the journal voucher into the general ledger accounts in the enterprise system.

Compliance & Discrepancy

Extract information from bank statements, then compare it across  your company records in your enterprise systems and validate it against business rules to identify discrepancies.

Bank Reconciliation

Reconcile transaction information and bank statements from disparate sources into reports that are meaningful from the business' perspectives. This includes unstructured data such as those obtained from emails and bank websites.

Customer Service and Support

Automate repetitive customer service/support desk activities and provide self-service options for common problems, flagging exceptions for handling by human agents.

Automate the retrieving of customer/employee information across multiple disparate systems to support human agents in resolving issues quickly.

Checking Disk Usage

Automatically check disk usage at pre-defined time intervals. If the disk usage is higher than allowable, retrieve the list of processes with the highest memory usage and end processes that are not needed, as set out by pre-defined rules.

Virus Check on Server

Automatically run anti-virus software on the server at a pre-defined time and analyse the anti-virus report. If there is any issue, perform first-level resolution before emailing an admin personnel for further resolution if necessary.

IT Policy and Training

Automatically distribute IT policies to relevant employees. Monitor and track the completion and scores of IT training to ensure that employees are appropriately trained.

Data Backup

Automatically back up your servers at a pre-defined time through remote access using set credentials. 

In the event of a disruption during backup, automatically reschedule the backup for the soonest possible time.

Generate automated reports to be sent to the personnel in charge.

Performance Management

Easily coordinate 360-degree appraisals by automatically mailing performance review forms to multiple parties and collating the inputs using RPA.

Automate the generation and mailing of performance reports, as well as the scheduling of appraisal meetings.

Position Budget Management

Compare compensations and headcount (new hire requisitions and current employees) against approved budget on an ongoing basis to ensure that all positions are funded.

Credentials and System Access

Automatically trigger user credentials creation and activate access to company systems and facilities so that new hires will have all the access they need on their first day.

Scheduling of Meetings

Automatically schedule meetings for each entry in a database or spreadsheet. 

This saves hours of manual scheduling for HR professionals who schedule regular check-ins with many employees, or interview many candidates regularly.

Inventory Cycle Count

Generate lists of items to be counted based on pre-defined rules and methods, and inform stores ahead of conducting inventory cycle counts. Monitor and track the results against past cycle counts and generate reports to facilitate reviews.

Accounts Payable

Capture data from hardcopy invoices from suppliers and automatically check them for missing information and against payment limits as stated in the POs or contracts. 

Prevent payment of invoices with discrepancies and initiate requests for additional information to the relevant stakeholders.

Purchase to Pay

Automate purchase order (PO) processes including creation, approvals, and sending of POs to vendors. 

Automate 3-way match of POs, invoices, and goods receipts to ensure that prevent fraudulent transactions.

Category Management

Use machine learning and RPA to automatically classify procurement transactions according to texts in the requisitions. Flag requesters with follow-up questions if there is insufficient information for classification. 

Create automated periodic reports to inform your procurement strategy.

Scorecards & Dashboards for Performance Tracking

Gather data from multiple disparate sources to create dashboards and scorecards to analyse data over multiple periods.

Invoice Creation In Accounting System

Automatically access and read Excel files in shared folders, then retrieve and store the details. The RPA bot can then log in to your accounting system, such as SAP, to update the data for all relevant records, and automatically send emails to relevant personnel.

Transferring Business Cards to CRM

If you have a large number of business cards collected through previous meetings, you can employ OCR and RPA to enter these into your CRM.

Absence Management

Cross-check employee leave records with the time logged in to your company's systems to identify gaps in absence reporting, and notify your employees to fill in the blanks.

Data Updates from Emails and Forms

Set up bots to automatically update information such as changes in personnel or customer details (addresses, phone number, email addresses) by extracting information from emails and forms.

Data Entry

Automate data entry from one place to another using RPA bots. 

For example, information from Excel spreadsheets can be keyed into your enterprise system without human workers having to toggle between the two. 

If the information is not yet digitised, then OCR can be employed to extract information from hardcopy documents for further processing by RPA bots.

Report Compilation & Distribution

Collate information from multiple sources and pre-populate periodic reports, then send the reports to relevant stakeholders according to pre-define timelines and rules.

SLA Reports

Automate the end-to-end generation of Service Level Agreement (SLA) Reports and send them to relevant internal and external stakeholders.

Customer Satisfaction Surveys

Automatically send customer satisfaction surveys to customers upon service or project completion. Trigger follow-up sequences to encourage survey completion.

Tracking of Tender Opportunities

Monitor procurement portals for tender and RFP opportunities according to your pre-defined rules. Send automated notification to the relevant employee as soon as the opportunity is captured.

Sales Order Booking

Retrieve details from spreadsheets or other databases to create orders in your enterprise systems, preventing multiple data entries and eliminating errors.

Sales Reports

Automate the preparation of various sales reports on a monthly and daily basis according to your pre-defined rules, gathering information from spreadsheets and ERP system.

Classification and Routing of Customer Feedback

Combining RPA with Machine Learning and Intelligent Data Capture, you can digitise and classify free-form, handwritten customer feedback forms and route them to the right departments or employees for follow-ups.

Following up with Customers

Automatically follow up with customers after employees have taken action to ensure that customers are satisfied and to verify that the issues have been resolved.

Call Centre Reporting

Automate the reporting of Call Centre performance metrics and ranking of inquiries and issues

Intercompany Reconciliation

Automate the checking and reconciling of balances across different companies, check for exceptions, and email exception reports for review and approval.

Vendor Setup and Maintenance

Automate gathering and checking of documents to support vendor creation, and create vendor entries in the enterprise system. Automatically obtain new documents from vendors when old documents expire.

Payment Status

Retrieve payment status for large volumes of invoices from different customer websites.

Create a report based on payment status retrieved for collectors to take action.

Installment Tracking

Track installment due dates and automate the creation of installment invoices, and send them to the customers at preset time intervals.

Tax Reconciliation

Reconcile inter-company transactions, determined the tax filing status of each legal entity, calculate the tax, and apply it to the trial balance in the ERP.

Invoice Processing

Automate the updating of invoices in the ERP, performing 3-way matching (invoices, POs, and goods receipts). Safeguard against fraud by paying out only if validations are in order, then update the status in your ERP.

Content Migration

Schedule and automate large content migrations from legacy systems to ensure minimum downtime for business users. Automating the process also reduces the duration drastically.

Resolving Login Issues

Read requests for resolving login issues from the log system and retrieve employee and IP address details. Perform checks such as the employee's blocked status, verifying the employee's credentials, and more. 

Depending on results of these checks, automatically send emails to relevant personnel for manual follow-ups.

File Management

Automate batch processing of files. Synchronise, delete, move, and empty folders without human intervention.

Software Installation

Eliminate human intervention by automating software installation requests and approvals, downloading of licensed software, and installing of the software on approved servers and user machines.

Talent Sourcing

Expedite the hiring process. Comb through multiple portals and systems to accurately shortlist best-fit applicants quickly. 

Automate the tedious tasks of screening and review high volumes of job applications. 

Employee Background Check

Cross-check details of candidates against multiple databases, create reports that are uploaded to your backend system quickly and without human intervention.

Offer Letter Administration

Gather information across different platform to automatically tailor the offer letters to specific candidates, and verify them against regulations. 

Automate the sending of offer letters, then monitor and track the returned documents to ensure that they fulfill your requirements.

Learning & Development Administration

Ensure employees' qualifications are up to date by continually comparing their certifications against requirements. 

Trigger notifications to employees and their managers when certifications lapse, so training and recertifications can be done in a timely manner.

Leave Tracking

Automatically email an employee's manager when a leave application has been initiated. When the manager approves the leave application, automatically update the leave details in the backend system and notify the employee.

Inventory Monitoring

Monitor items in inventory and automatically notify procurement or production when the inventory falls below the pre-defined threshold, in order to prevent stockouts.

Supplier Onboarding and Updates

Automate supplier onboarding activities such as collation of supplier documents, registration for procurement portals, and more. 

Initiate periodic review and renewal of supporting documents.

Supplier Risk Management

Perform supplier due diligence quickly, across several risk categories. Continually monitor operational risks of your suppliers, such as financial, legal, and reputational risks. 

Monitor events that may affect your supply chain resilience, and receive real-time notifications.

Strategic Sourcing

Automate market research and analysis on suppliers, and select suppliers based on your pre-defined criteria. Automate eRFQ processes such as sending out invitations to quote, analysing quotations, and more.

Spend Analysis & Reporting

Capture and cleanse data to enable automatic generation of reports. 

Pre-populate components of periodic reports to cut down the time taken to prepare your reports.

Automate the sending of repetitive reports.

Invoice Creation From Unstructured Data

RPA bots can automatically access and read invoice sent through emails, retrieve the information, and update the data in your accounting system. They can then initiate information requests if there is missing information, or create an invoice through the system.

Issuing Refunds

Use RPA bots to automate the process of issuing refunds based on pre-defined business rules, and only flag exceptions for manual intervention by staff members. 

This reduces the workload of staff members while improving the customer experience.

Daily P&L Preparation

Automate the tedious process of creating daily P&L and risk exposure reports. Cut out the manual, error-prone process of checking various Excel spreadsheets, legacy systems, and more.

Data Reconciliation

Reconcile data from various sources by having RPA bots access the sources and extract the information, then perform comparison and validation before gathering them into a single report or database.

Forms Processing

Extract information from forms, and execute processing steps, such as creation of membership accounts and amendments of customer details, directly in your enterprise system.

If necessary, you can also integrate OCR or Intelligent Data Capture to extract information from handwritten hard-copy forms.

Data Extraction & Aggregation

Extract information from large numbers of websites, portals, documents, and systems, and aggregate them in a central database. 

You can also populate the information across multiple systems to ensure that different business functions in your company have access to the same information.

Invoice Creation & Distribution

Automatically create invoices by populating them with customer and order details retrieved from spreadsheet or other sources of data, then send them to the customer.

Competitor Monitoring

Monitor competitors' websites for real-time changes in pricing and offers without manually browsing multiple websites.

Send automated notification to your relevant employees when there are changes.

Management of Customer Contacts

Aggregate customer contact information across teams and sources, and update them in your CRM for analysis and follow-ups. 

Acquire more complete customer information by searching the web to fill in missing details.

Research on Customer Sentiments

Gather feedback on a large scale by monitoring large volumes of online news outlets such as blogs, social media, newspapers, and magazines for opinions on your organisation's products.

Perform analysis that will help improve your products, marketing materials and content, and customer service.

Internal Notifications on New Customers

Automate notifications to relevant departments or employees regarding new customers, so that they can provide timely follow-ups.

Self-Service Options for Customers

Combine RPA with chatbots to offer self-service options for common issues faced by customers. Customers can relay instructions through chatbots and have the desired action, such as order cancellation and amendments executed directly in the enterprise system. This helps reduce loads on customer service agents.

Routing of Customer Enquiries

Automatically classify and route customer enquiries to the relevant employees or departments for follow ups

Operational Finance and Accounting

Automatically review prices based on customer contracts. Automate calculation and processing of rebates and commissions. 

Standard Journal Entries

Create standard monthly journal entries by gathering information from templates provided by various business users, analyse and validate the entries, and post them to the ERP system.

Account Receivables

Gather and verify information across various platforms for credit approvals, and automate the generation of documentation. 

Automate cash receipts processing and sending of late notices by email.

Book Closure

Automate book closure processes such as transferring journal entries to the general ledger (GL), summing up the transactions in your GL accounts, preparing a trial balance, and more.

Financial Reporting

Gather information across disparate systems to form the complete picture necessary for financial reporting, while eliminating delays and errors from toggling between different systems.

Credit Assessment

Extract meaningful data from companies' financial statements to create their credit assessment profiles to evaluate their suitability for programmes such as loans, etc.

Integrating ERP and other systems

Constantly and automatically update data across multiple disparate systems to ensure that all enterprise systems have up-to-date, accurate, and complete information to facilitate decision making.

User Account Management

Initiate user account creation when a new service request is raised, validate the requests, and flag exceptions. Set up and provide pre-defined access such as applications, databases, and remote access.

LAN Connectivity Check

Automatically run periodic LAN connectivity check at a pre-defined time, performing activities such as giving a ping to the server and analysing the response, checking the DNS server entry, IP4 settings, and more.

Ongoing Server Monitoring

Execute server monitoring periodically at a preset time, automatically send emails regarding server issues, and generate automated report on server performance.

Password Reset

Automatically read password reset requests from the log system and retrieve employee details. Then log in to the user management system to reset the password, close the password reset request, and email the employee. 

Employee Relations

Perform periodic surveys on employee sentiments, engagement, and grievances. Automate data analysis and generation of reports to support decision-making by the management.

Employee Data Management

Automate the updating of data for employee hires, transfers, promotions, and terminations to minimise data entry errors and to ensure consistent data across disparate systems. 

Payroll Processing

Automate the running of standard payroll batch extract. 

Reduce errors and rework during gross-to-net processing by automatically verifying data across different HR platforms, including verifying time records, deductions, reimbursements and more. 

Automate the online distribution of payslips.

Employee Offboarding

Automatically check for employees to be offboarded and retrieve their details. With these, RPA bots automatically log in to the appropriate systems to block access to company resources and facilities at the right time, before sending email notifications to the HR personnel for any manual follow-ups.

Attendance Management for Shift and Hourly Workers

Send automated reminders to workers with non-regular working hours based on pre-defined work schedules. Track logging of hours for these employees to ensure adherence to schedules.

Bill of Materials

Create accurate and detailed bills of materials (BOM) with all the parts needed to create a finished product to help procurement support development or production efforts more effectively.

Expense Management

Automate the processing of standard expenses, such as travel expenses, based on pre-defined logic. 

Automatically approve standard expenses that have been checked against pre-defined rules and submitted proof documents.

Supplier Relationship Management

Integrate updates on supplier portals with internal systems. Integrate supplier performance data across disparate systems to form a holistic picture for supplier performance review. 

Analyse email interactions with suppliers and highlight those with the most escalations to strategically address gaps in supplier relationships.

Contract Management and Enforcement

Automate contract creation, updates, and management of contract data. Monitor contract compliance on an ongoing basis. Track contract performance and SLA to accurately collect rebates, tiered discounts, penalties, and more.

Employee Onboarding

Automate liaising with new hires to acquire accurate and complete information throughout the hiring and onboarding process. 

Automatically check for new employees for onboarding, then retrieve their details and log into the HR system to create these new employee accounts with their corresponding usernames, passwords, and more, and send them a welcome email.

Invoice Data Capture

Combine RPA technology with Intelligent Data Capture to scan paper invoices, classify them, extract information from them, and automatically upload the information into your ERP system.

Image by Douglas Bagg

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