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Robot Co to jest RPA automatyzacja w księgowości

What is RPA (Robotic Process Automation)?

Each robot is a dedicated program that performs specific tasks. Its job is to mimic the actions of a human worker—automating actions performed using a mouse or keyboard. Robots can perform tasks in the same way employees do. RPA tools (Robotic Process Automation) can be used by both IT specialists and business departments. The main idea behind using RPA tools is their simple and quick usability. By utilizing features like process recording and pre-built controls with no-code functionalities, users can implement their first automations after initial training.

What is RPA in practice? It is a technology used to automate complex and repetitive processes, where software robots communicate with business systems to replicate human work.

Robots can perform tasks in the same way employees execute business processes.

How did Robotic Process Automation come about?

RPA solutions began emerging in the early 21st century, with the first applications of such tools appearing a bit later. Initially, these were simple automations involving the automation of time-consuming programming tests.

An algorithm was developed to eliminate errors made by employees. The introduction of RPA-class solutions proved beneficial, leading to increased work efficiency and time savings.

Although RPA is a relatively new concept, the use of modern technologies to support and optimize work and human development is becoming commonplace. Automation allows for generating savings that can ultimately be invested in enhancing employee skills. Polish companies do not want to stay behind, and there is a growing demand for tools that improve organizational work.

“Data from the analytical company Global Industry Analysts indicates that in 2020, the RPA market was valued at 0.82 billion dollars. By 2027, this figure is expected to rise to 4.7 billion dollars.”

Which processes can be automated using RPA?

There are numerous processes that involve certain procedural rules. The key is to introduce solutions that visibly impact the quality of work in the organization. Examples of processes that can be automated using RPA include:

  • Automatic saving of invoice data
  • Contract automation
  • Excel file automation
  • Test automation
  • Email automation
  • Data extraction from files

Which industries can benefit from RPA technology?

Automation technology can support various industries where different business processes exist. Identifying repetitive and monotonous tasks performed by employees and subjecting them to detailed analysis is essential. Some basic questions to ask include:

  1. Why does a particular process exist?
  2. Is it significant?
  3. What do we want to achieve by automating the process?
  4. What is most important to us?
  5. Will there be any changes in the process?
  6. Do we really need a robot?
  7. How can the process be improved before automation is implemented?
  8. What should be remembered and not overlooked in the process?

Only after a thorough analysis of the process can a deployment plan be prepared. The broader the application of automation, the greater the chance of achieving better results and cost minimization. Here are some practical examples of using RPA tools:

  • HR and payroll: recruitment (automatic candidate search), generating referrals for occupational health examinations, calculating bonuses, and leaves.
  • Sales and marketing: issuing invoices, processing contracts, generating offers, registering customers, registering contracts.
  • Production and industry: scheduling production orders, printing technical drawings.
  • Customer service: order processing, contract termination handling, data registration in CRM systems.
  • Finance and accounting: invoicing, salary calculations, debt collection, verifying contractors in the whitelist.
  • Logistics and warehouse: confirming deliveries, settling PZ/WZ documents, managing production data, entering warehouse documents.

Example of using RPA in accounting

The whitelist allows for the verification of selected contractors to avoid situations where business owners engage in transactions with disappearing VAT taxpayers. What actions does the robot take to speed up the contractor verification process?

  1. The robot opens the browser and enters the ministry’s website address.
  2. Then, it retrieves data from the Excel file and enters it into the appropriate cells.
  3. The robot copies the obtained data to the Excel file and saves it.
  4. The user receives a file containing information about the owners of selected companies.

What is RPA? Process automation in practice

X-Code implemented its proprietary Router PWI tool at E-ON, a solution for automating activities carried out on Information Exchange Platforms in the energy industry. Within the solution, nearly 200 different robots operate, performing tasks originally done by company employees, such as data registration, data verification, and retrieving the status of PZS. The solution introduced a uniform format for inputting data into the service, regardless of the platforms supported. Moreover, Router PWI was integrated with a CRM-class system.

The implementation allowed employees to be relieved of repetitive tasks carried out on Information Exchange Platforms—processes are now automated, reducing their execution time. Customer employees no longer need to monitor changes on individual platforms (robots handle this), eliminating potential process delays.

More information:

Example of using RPA in the energy industry

Another example of efficient business process automation is the implementation of solutions consisting of several elements. The company responsible for selling electricity acquires new customers every day. This requires the execution of many processes, mainly carried out by the Sales Support Department. Due to the systems used and internal organizational conditions, this posed the following challenges:

  • Duplicating activities: the process required registering the same data in several places, significantly prolonging it.
  • Processing errors: a large number of repetitive tasks led to more errors made by employees.
  • Additional employment costs: sudden volume increases required hiring new employees or training individuals from other departments.
  • Maintenance costs: in case of volume decreases, the client bears the costs of maintaining the team on standby.
  • Difficult monitoring of case status: delays in the process execution risk incurring fines imposed by URE.

For the client’s needs, a solution consisting of several elements was implemented, directly affecting the more efficient and optimal execution of the process of concluding agreements with end customers:

  • Contract generator: an online form for generating a contract document and collecting contract information in digital form.
  • Modules performing tasks automatically: an orchestrator managing work and robots registering contracts in the CRM system.
  • Module managing manual tasks in the process: a workflow system handling non-standard cases and tasks not subject to automation in the process.

In the final stage of the process, data is transferred to the Router PWI tool — a proprietary solution by X-Code for automating activities carried out on Information Exchange Platforms as part of the change of seller process.

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