- Uncovering the benefits of business process automation
- What is driving demand for business process automation software?
- What is business process automation?
- Why do you need business process automation?
- What are the benefits of business process automation?
- Common tasks and processes that businesses automate
- Business Process Automation Examples and Case Studies
- Challenges and Considerations in Implementing Business Process Automation
- What is the best solution for system integration and business process automation?
- How to Choose the Right BPA Solution for Your Business
- Measuring ROI of Business Process Automation
- Future Trends in Business Process Automation
- Business Process Automation Services
- Frequently Asked Questions
Uncovering the benefits of business process automation
Business process automation can improve efficiency, streamline productivity and increase profits. So what processes can you actually automate and what is the best software to achieve this? We take a deep look into this concept and technology.
What is driving demand for business process automation software?
The need for businesses to improve efficiency and reduce costs, yet have the capacity to stay competitive, has led to a significant rise in demand for system integration and business process automation.
Organisations have adopted multiple applications and systems in the past few years, especially cloud-based software and services, to manage particular business processes or to accommodate the specific demands of a department.
Having multiple applications and systems that perform particular activities does help streamline activities, but they can create data silos which are detrimental to the overall performance of the business.
This data needs to be synchronised with other applications and systems that are dependent on the same information so that users and organisations can get a holistic view of the entire business.
The amount of data that is also being generated from these various sources is also putting pressure on businesses to implement a reliable and competent data synchronisation strategy.
System integration has therefore become essential for an organisation to actually operate.
The constantly changing face of business and the way that organisations are now operating has also been an influence, especially during and following the pandemic. Organisations have had to reduce outgoing costs as well as structurally change their working practices, with many employees now working remotely.
This has resulted in many organisations having to rapidly implement a digital transformation strategy, and quickly adopt a wide-range of cloud-based applications and services, which has also driven the requirement for system integration, especially iPaaS (Integration Platform as a Service).
The combination of both these scenarios is also a contributing factor to the rise in demand for business process automation software.
In reality, business process automation capability should actually be included within any decent system integration solution – whether on-premises or cloud-based.
The two functions go hand in hand and are ultimately the whole point of integrating applications and systems – the ability to transfer and synchronise data and automate data entry, business processes and improve workflow efficiency.
BPA technology and integration via iPaaS is more cost-effective, efficient and flexible, enabling organisations to scale quickly, reduce costs and achieve business process improvement.
Download Digital Transformation Roadmap
What is business process automation?
Business process automation (BPA) is defined by Gartner “as the automation of complex business processes and functions beyond conventional data manipulation and record-keeping activities, usually through the use of advanced technologies. It focuses on “run the business” as opposed to “count the business” types of automation efforts and often deals with event-driven, mission-critical, core processes.”
Business process automation is achieved by using advanced technology, such as a dedicated BPA Platform, to carry out and fulfil business processes without human intervention. These processes can cover a wide variety of business activities, tasks or workflows, ranging from order management and financial reporting to data monitoring and critical notifications.
The software can be either deployed on-premises, as traditionally done, or cloud-based automation solutions using iPaaS technology that is gaining popularity. We’ll discuss this in greater depth later in the article.
Why do you need business process automation?
As we have discussed, in order to be competitive in the current climate, businesses need to adopt a digital transformation strategy.
Efficiency, cost reductions and flexibility need to be realised, and the best way of achieving this is by automating some of the mundane, time-consuming processes that businesses need to perform on a regular basis.
Manual data inputting is a huge drain on resources for many organisations, but one that can be easily rectified via process automation. Rather than an employee constantly extracting data from one application or system and then inputting it into another, a BPA solution can simply automate the transfer of data in real-time. This will help improve the flow of data as well as make sure that all information across the business is synchronised.
This is especially important if the data being processed is time-sensitive or has a significant impact on another department or system.
Additionally, less manual data inputting will enable employees to concentrate on other tasks that can add value to the business and improve performance.
As a business grows, this data is only going to multiply. More complex activities and workflows will also be generated, adding further strain to the business. Therefore, automating common business processes and workflows will help alleviate some of this pressure.
With business processes being automated it will also place organisations in a strong position to scale the business and onboard other resources, such as new applications, employees or even facilitate the merger of new acquisitions.
What are the benefits of business process automation?
The benefits of business process automation are numerous, hence why there has been such a huge increase in demand for the software. Organisations often cite an immediate return of investment (ROI) when they deploy a business process automation platform, even from automating the most basic of tasks.
- Increased efficiency: The immediate impact of business process automation is often an increase in efficiency throughout the business.
- Decreased errors: Automating data inputting, transfers and synchronisation not only reduces the possibility of human errors it also eradicates the possibility of data duplication.
- Streamlined data workflows: With data being processed in real time, data workflows improve and deliver better consistency across the entire business.
- Reduced costs: The intelligent automation of certain tasks inevitably reduces the amount of resources required to perform some of the more time-consuming tasks, which in turn leads to a reduction in costs associated with certain processes.
- Improved service offering: Having real-time data and improving business workflows will speed up transactions and document sharing, leading to greater customer satisfaction.
- Enhanced communication: All aspects of the business will have greater access to data thus improving communication and understanding between departments.
- Better employee experience: BPA removes many of the mundane and time-consuming data inputting and processing tasks enabling employees to focus on core business objectives.
- Reduced risk: A BPA solution processing the data from one system to another eliminates potential data security issues by removing the use of spreadsheets etc.
- Digital transformation: Dedicated business process automation and integration software greatly assists in providing a stable platform to introduce and establish digital transformation projects.
- Accountability and quality control: Managing real-time data, a competent BPA platform should be able to provide audit capabilities resulting in greater accountability and quality control.
[Related Article: Exploring the long-term benefits of CRM integration].
Common tasks and processes that businesses automate
The automation of processes and tasks that can be performed are numerous and wide-ranging, but generally fall into a couple of distinct categories: data integration and synchronisation, business workflow, notifications and alerts, and report and automated document processing.
Data integration and synchronisation
Data is probably the most important asset for any business these days. Therefore, effective data management is paramount. The data needs to be consistent across the business and should be synchronised between the different applications and services used within the organisation.
As we have discussed, this can be achieved via system integration and business process automation.
Bridging the gap between disparate on-premises and cloud-based applications enables systems to work together and dynamically transform data. Common integration scenarios can include:
- XML, CSV, TXT file integration
- ERP integration: Access Dimensions, Epicor, Microsoft Dynamics, Sage Intacct, SAP Business One, SYSPRO etc.
- CRM integration: Salesforce, SugarCRM, Pipedrive, HubSpot, Infor CRM, Maximizer CRM etc.
- eCommerce integration: Magento, Shopify, PrestaShop, eBay, Amazon Marketplace etc.
- Email marketing integration: dotmailer, MailChimp, HubSpot etc.
- Courier service integration: Parcelforce, DPD, Interlink Express, UPS etc.
A powerful BPA Platform should also be able to read and write different file formats in order to achieve this, and convert the files into the relevant system format as required.
Another aspect that needs to be considered is the real-time monitoring of data. This can help spot any discrepancies, raise alerts regarding any significant issues or simply provide information that is relevant to a particular department.
For example, Advanced Oncotherapy, the developer of LIGHT, a breakthrough proton therapy system for cancer treatment, gained immediate ROI from deploying BPA Platform to integrate its product lifestyle management (PLM) software from Autodesk with its Epicor ERP system. The organisation has now automated the transfer of transactional data, providing better transparency and improving the manufacturing process.
Percipient, a specialist provider of cloud-based business management, accounting and finance software, is using system integration software to integrate a front of house system for a hotel or restaurant with financial systems, as well as a utilities solution that can measure the usage of power within a business and pushing that information into an accounting system.
“The ability to get that information into an accounting system in real time for analysis and reporting is revolutionary for a lot of our clients that use a lot of power and utilities. That solution was so successful that it was actually used by Sage Intacct at its last summit as a demonstration to its global customer base.” Dan Clibbens, Operations Director, Percipient
Image: BPA Platform enables businesses to automate a wide range of tasks and processes via a graphical user interface
Business workflow
Establishing, monitoring and enforcing appropriate workflow processes within an organisation is critical to performance. In many instances, workflow authorisation processes remain a loose and manually-driven process and can often require multiple levels of authorisations which are unique to business rules and departmental structures. Providing employees with controlled processes ensures that business rules are adhered to and administration is removed. Examples include:
- Single/multi-level workflow authorisation
- Purchase order authorisations
- Discount authorisation and price change approvals
- Expenses approvals
For example, Anesco, a leading UK renewable energy company, improved its flow of data from its ERP system to a new operational management system and vice versa – pushing and pulling financial data as well as asset and project information.
“All of our data, together with project information (sites, installations etc.), is entered and managed in our ERP system and we need to push that out to the operational management system to allow us to the manage those sites. We also need to send data to our engineers instructing them to visit a site and evaluate an asset. The automation will therefore be a ‘push’ to the operational management system, which will then ‘push’ to the engineers’ mobile devices and then return data. When that information comes back, the information relating to the purchase orders and invoices for those jobs needs to flow back into OpenAccounts.” Nick Powell, Director of IT, Anesco
Notifications and alerts
The majority of decision makers don’t have the physical time to manually monitor and react to data changes within business systems. Dynamically monitoring these systems for key data changes (set to business rules) and sending email or SMS business alerts to both internal and external recipients when required, makes it possible to provide decision makers with real-time updates to identify potential issues before they happen.
- Inventory Control: Stock level alerts, stock movement alerts, stock receipt notifications
- Credit control notifications: Account on hold, approaching credit limit
- Sales notifications: Unauthorised discount notifications, incomplete sales record
- Support team updates: Support ticket opened/closed, unresolved issue
Report and document automation
The creation, distribution and management of business reports are commonplace activities for management personnel and administrative staff alike, but can be time-consuming and prone to errors. Automating reporting procedures on a scheduled basis or business event can ensure that business rules are enforced, repetitive administration and reporting errors are removed and that decision makers have the most current information to analyse.
- Automating stock management reports
- Automating sales and marketing reports
- Automating financial reports
Knights, a legal and professional services business, improved insight into its data and forecasting by automating legal reports. Prior to introducing business process automation, the wealth of data that is automatically monitored, formatted and delivered would not have been possible, as it would have required being manually created by individuals.
“To achieve what we do now, you could easily have a couple of people working full time just preparing this information daily, as a minimum. That’s for the daily tasks. Beyond that, what it would take to manage when a file goes beyond a due date and so on, I don’t think I could quantify the resource we’d require to make all that happen. There’s a substantial amount of automation through reports and locking of matters, so from a compliance perspective we’d also need a much larger team to handle that side of things if we didn’t have the automation that BPA Platform provides.” Nigel Johnson, IT Director, Knights
Download 200 Ways to use BPA Platform
Business Process Automation Examples and Case Studies
In this section, we will dive into business process automation examples and case studies. These success stories utilise BPA Platform and showcase how organisations have tackled their digital transformation journey to build streamlined business operations through intelligent integration and automation.
Case Study 1: Priors Hall Park Management
Industry: Housing and Communities Management
Primary software used: Maximizer CRM, Sage 50.
The Problem:
- Manual creation, printing, and sending of 1,300 annual invoices to homeowners and landlords
- Time-consuming process taking at least two weeks to complete
- Increasing number of invoices as the community grows (expected to reach 5,000 properties)
- Complicated by landlords managing multiple properties
- Inefficient system needing improvement to save time and create efficiencies
The Solution:
- Integrated Sage 50 with Maximizer CRM using BPA Platform
- Automated invoicing process and quarterly statement generation
- Implemented automated email notifications and payment receipts
- Set up automatic transfer of account data between systems
- Created filters for credit control and unpaid invoices
The Results:
- Improved cash flow due to better data communication
- Reduced overall administrative costs
- Streamlined invoicing process, cutting time from 10 days to 2 days
- Easier credit control management
- Better account visibility for customers
- Automated payment receipts and regular statements improved invoice payment times
- Enhanced efficiency in reminder letter process using templates in Maximizer CRM
- System capable of evolving with the development’s growth
- Cost-effective solution without need for an entirely new system
“BPA Platform has delivered improved cash flow due to better data available for communicating by email, reduces overall admin costs and having automated processes, such as payment receipts and regular statements sent, improves the time taken for invoice payments. Customers have much more visibility of their accounts now.”
Carly Cullen, Office Administrator, Priors Hall Park Management
Download Priors Hall Park Management Case Study
Case Study 2: Bob Martin (UK) Ltd.
Industry: Pet Heath
Primary Software Used: SYSPRO, Microsoft Dynamics NAV and TrueCommerce EDI
The Problem:
- Company acquisition needed to connect to new APIs
- Required SYSPRO TrueCommerce EDI integration
- Integration between SYSPRO and Microsoft Dynamics NAV
- Existing processes for transferring orders was outdated and limited in functionality
- Manual interventions were necessary for various processes, including transferring stock between locations across multiple systems
- Internal month-end reporting was time-consuming, relying heavily on Excel
The Solution:
- Implemented Codeless Platforms’ BPA Platform to integrate SYSPRO with TrueCommerce EDI
- BPA Platform was used to convert files from customer systems into a format readable by SYSPRO
- Set up continuous checking for new transactions to ensure efficient processing timeframes
- Utilised BPA Platform’s graphical user interface and drag and drop technology for easy implementation without extensive programming
- Leveraged BPA Platforms’ flexibility to address multiple integration challenges
The Results:
- Successfully integrated SYSPRO, Microsoft Dynamics NAV, and EDI system
- Removed manual intervention in order processing and file conversions
- Improved processing speed for sales orders, enhancing cash flow
- Gained the ability to easily check on system performance and troubleshoot issues
- Reduced the need for expensive development and SQL programming
- Positioned the company to automate future processes, such as stock transfers between locations and month-end reporting
- Established a firm foundation for further IT transformation and system integration
“BPA Platform facilitates the integration between SYSPRO and TrueCommerce, depending on the site location, and converts files from the customer’s system. For example, when we receive an order from a major grocer through EDI BPA Platform converts them into a file that SYSPRO can read, sends an order acknowledgement, dispatch note and credit adjustments where necessary. BPA Platform checks for new transactions continuously, ensuring we’re efficient in our processing timeframes to keep customers happy. This data transformation and automation element is used by us for at least fifteen of our customers, including all major UK grocers.”
Andrew Cooke, CFO/COO Bob Martin and CFO
Download Bob Martin (UK) Ltd. Case Study
Case Study 3: INOV8
Industry: Sport Apparel
Primary Software Used: Microsoft Dynamics AX, eCommerce, courier service and B2B Portal
The Problem:
- Needed to improve order management processes
- Required integration of eCommerce and courier systems with Microsoft Dynamics AX
- Needed to prepare for future projects and business requirements
- Faced the challenge of streamlining the entire order-to-fulfilment process
- Had to manage multiple sales channels and platforms, including a B2B portal
The Solution:
- Implemented BPA Platform as middleware
- Automated the transfer of sales orders between systems
- Automated the upload of shipment data to courier systems
- Integrated B2B portal with Microsoft Dynamics AX
- Automated the synchronisation of data across platforms
- Used BPA Platform’s Web Service Connector Tool for data mapping and transformation
- Used the Scheduler Tool and Call Task function for converting data sets to XML and vice versa
The Results:
- Successfully synchronised data between sales channels and Microsoft Dynamics AX
- Prepared shipping processes for post-Brexit operations
- Set up the system for future business requirements and integrations
- Improved operational efficiency in order fulfilment processes
- Streamlined management of paperwork for international shipments
- Achieved end-to-end solution for eCommerce service
- Gained the ability to easily connect future third-party applications or external systems with APIs to their ERP system
- Increased self-efficiency in managing integration while maintaining access to vendor support when needed
“Within the BPA Platform middleware, the Web Service Connector Tool is a great mapping tool for easily being able to transform data between two different sources. We also find the Scheduler Tool and the Call Task function quite useful for converting data sets to XML or XML to data sets. We’ve found it to be quite a powerful tool.”
Jonathan Emerson, Head of IT, INOV8
Case Study 4: Graphics Direct
Industry: Graphics Equipment Supplier
Primary Software Used: Sage 200, Shopify Plus, Linnworks, Amazon, eBay
The Problem:
- Graphics Direct moved their online shop from Magento and Shopify Plus and needed to integrate it with their newly deployed Sage 200 system
- Required additional integration with Linnworks, Amazon and eBay
- Needed to automate business processes, particularly order management and stock level tracking
- Manual processing of orders and data management proved to be time-consuming and resource-intensive
The Solution:
- Implemented BPA Platform to integrate Sage 200 with Shopify Plus and Linnworks
- Automated order management from placement to picking list generation
- Stock level synchronisation across all platforms
- Automated notifications for low stock, out of stock, and reorder levels
- Automated data processing in Sage 200 (Booking, Banking and Invoicing)
- Automated the creation of new customer accounts
- Integrated order processing from multiple sales channels (Shopify, Amazon, eBay) through Linnworks into Sage 200
- Automated delivery note and label production, including tracking number and invoice distribution
The Results:
- Time and Resource Savings: Reduced need for additional staff, keeping the wage bill to a minimum, reduced manual intervention in order processing
- Improved Operational Efficiency: Automating stock levels across platforms and streamlining order management from multiple channels
- Enhanced Scalability: Developed a solution capable of handling three times as many orders without significant changes
- Cost-effective Growth: IT costs increased but remained far below the equivalent of 3-4 additional salaries in the department
- Improved Focus on Core Business: Management able to concentrate on other business matters instead of mundane data processing tasks
“The synchronisation of stock is the most important thing for us, because over selling is a big no, no. With everything now integrated, BPA Platform will send us notifications about our stock levels, whether this is low levels, out of stock or reorder levels. These are then posted back onto the website by BPA Platform – updating the stock in date from the manufacturer’s purchase order.”
Chris Booth, Managing Director, Graphics Direct
Download Graphics Direct Case Study
Challenges and Considerations in Implementing Business Process Automation
While there are many benefits of business process automation, there are also important challenges and considerations to keep in mind when implementing these solutions. A measured, strategic approach to addressing these key challenges can ensure successful implementation.
Common challenges include:
Cost and Resource Requirements:
- Implementing automation technologies can require upfront investment in software, hardware, IT support, employee training
- Ongoing maintenance and updates to automation systems must also be factored into the total cost of ownership
Change Management:
- Employees may be resistant to new automated processes that replace manual tasks they are familiar with
- Careful change management is required to get buy-in, address concerns, and help employees adapt to the new ways of working
Security and Compliance:
- Automated processes must be designed with robust security controls to protect sensitive data and regulatory requirements
- Auditing and monitoring of automated systems is crucial to ensure compliance
Scalability and Flexibility:
- Scalable business automation should be considered to ensure the automation solution can grow with the business
- Flexibility is also important, as automated processes many need to be adjusted as the business evolves
[Related Article: Discover the common data integration challenges and solutions].
What is the best solution for system integration and business process automation?
System integration has previously been a complex and laborious process. Developers were usually required to write swathes of code just to simply create basic connections between systems. Fortunately these days, it is a lot easier.
Although some integrations are still reliant on bespoke coding, even with the availability of APIs, there are dedicated integration platforms that make this process much easier, providing a visual, drag and drop interface that can connect virtually any application, business system or web service.
The pressure on businesses to increase efficiency, reduce costs and streamline productivity means that they need projects rolled out instantly. They can’t afford to wait for months for a project to be completed.
Furthermore, where system integration and business automation used to be separate entities, businesses are realising that they should actually be part of the same solution.
What is the point of system integration if you can’t automate all of the business processes that are required, such as the ones we have discussed in this article?
A combination of system integration and end-to-end process automation should therefore be a prerequisite feature of any dedicated software platform. They simply go hand in hand.
Additionally, the widespread adoption of cloud-based applications and services is another factor that businesses now need to consider when looking for an integration and automation solution.
On-premises or cloud-based? Why iPaaS is the future
Integration and business process management (BPM) are essential, but the software used to accomplish this needs to tie in with the overall business objectives, namely increasing efficiency, cutting costs and improving workflow.
This can be achieved by selecting an iPaaS (Integration platform as a service) solution.
As iPaaS is hosted in the cloud it facilitates rapid deployment, delivers greater flexibility and scope, increases efficiency and productivity, improves scalability and reduces the resources required, thus reducing cost, which results in immediate ROI.
Not only does iPaaS provide integration and business process automation capabilities, it can be hosted either on-premises or in the cloud. This provides much greater flexibility and can deliver cloud-to-cloud integration, on-premises to cloud integration, or a hybrid combination of both.
Being hosted in a cloud environment, iPaaS is also in an ideal position to handle high-volume, real-time data processing. With the ability to read, write and convert different file formats, such as XML, CSV and JSON, it can easily automate the transfer of data between various systems, whether cloud-to-cloud or on-premises to cloud.
An intuitive design and a graphical user interface can also provide a visual representation of the connections and tasks being automated, helping to provide greater insight and control over business process management.
Video: What is iPaaS?
Business process management
Business process management is an extremely important factor in the adoption of any system integration and automation project, and the successful transition to digital transformation.
The planning and structuring of any business process automation implementation throughout a business is therefore essential.
Organisations need to target and identify the key areas of the business that need to be streamlined in order to improve productivity and efficiency, and therefore should devise a BPA project management plan to implement a process mapping strategy.
This will help all stakeholders consider the business requirements and resources available within the organisation to make the business process automation implementation a success.
How to Choose the Right BPA Solution for Your Business
Selecting the right BPA solution is essential to ensure efficient data processing, high-quality data output and for the overall success of your business process automation project. Below, we have compiled the key considerations when selecting your BPA solution.
1. Define Your Requirements
When choosing a BPA solution, it’s crucial to clearly define your automation requirements. This involves:
- Identifying processes to automate: Determine which business processes you want to streamline.
- Assessing process complexity: Evaluate the complexity of workflows you need to automate.
- Determining integration needs: Identify systems and applications that need to be connected.
- Aligning with business objectives: Ensure the BPA solution supports your overall business goals.
Understanding your specific needs helps narrow down BPA tool options and ensures you choose a solution that addresses your unique challenges and processes.
2. Evaluate Platform Features and Capabilities
When assessing BPA solutions, consider these key features:
- Process modelling: Look for intuitive task automation tools to design and visualise workflows.
- Automation capabilities: Ensure the platform can automate your required tasks and trigger extended processes.
- Integration options: Check for compatibility with your existing systems.
- Scalability: Choose a solution that can grow with your business and adapt to changes in business needs and market trends.
- User interface: Opt for a user-friendly platform to encourage adoption.
- Reporting and analytics: Look for robust monitoring and analysis tools.
These features determine how effectively the BPA solution can meet your automation needs and integrate into your existing infrastructure.
3. Assess Performance and Reliability
For BPA solutions, consider:
- Processing speed: Evaluate how quickly the system can execute automated tasks.
- Reliability: Look for high uptime and error handling capabilities.
- Security: Ensure the platform protects sensitive business data.
Performance and reliability are crucial for maintaining efficient operations and protecting business-critical processes.
4. Consider Integration with Existing Systems
When choosing a BPA solution:
- Check compatibility with your current software ecosystem.
- Look for API support and customisation options.
- Evaluate the availability of pre-built connectors for common business applications to reduce development times and costs.
Seamless data integration ensures that the BPA solution enhances rather than disrupts your existing workflows.
5. Analyse Cost and Return on Investment
For BPA solutions:
- Understand the pricing model (e.g., per-user, per-process, or enterprise-wide licensing).
- Consider implementation and training costs.
- Evaluate potential ROI in terms of time saved, error reduction, and improved efficiency.
Assessing costs and potential returns helps justify the investment and choose a solution that provides the best value for your business.
6. BPA Vendor Support, Services, and Resources
When selecting a BPA vendor:
- Research their reputation and customer reviews.
- Evaluate the level of technical support and training provided.
- Consider the availability of documentation, user communities, and online resources.
Strong vendor support and resources can significantly impact the success of your BPA implementation and ongoing use. By considering these factors, you can select a BPA solution that aligns with your business needs, integrates well with your existing systems, and provides long-term value through improved efficiency and streamlined processes.
Measuring ROI of Business Process Automation
Measuring the ROI of business process automation is crucial for justifying investments and evaluating the success of your automation initiatives. Below, we have detailed a comprehensive approach to measuring the ROI of your project:
Key Metrics for Calculating ROI
To effectively measure the ROI of your business process automation project you will need to consider the following metrics:
1. Cost Savings
It’s important to calculate the overall cost reduction through automation that has resulted from reduced operational and administration costs, including:
- Administration costs
- Materials
- Overheads associated with manual processes
This metric will help you to highlight the direct financial impact of automation.
2. Time Savings
Measure the reduction in the time that is required to complete manual administration tasks and processes. For example:
- A company automates its invoice process to reduce invoice processing time from several days to a few hours.
3. Increased Productivity
Evaluate the increase in output or transactions processed due to automation. For instance, this may include:
- An eCommerce company automates its order management processes and the way that it handles orders for dispatch. This enables the business to handle increased volumes of sales orders during peak periods without additional staffing and resource.
4. Error Reduction
Quantify the reduction in administration and data errors and the associated costs. Fewer mistakes will lead to:
- Decreased rework and duplication
- Improved data quality
- Enhanced customer experience
5. Improved Resource Allocation
You may choose to evaluate how business process automation can improve the allocation of resources, enabling your employees to focus on strategic initiatives rather than repetitive tasks.
Calculating ROI
The basic ROI formula for business process automation is:
ROI = (Financial Gains from Automation − Cost of Automation) / Cost of Automation × 100%
To calculate this you will need to:
1. Determine the total annual financial benefits, including:
- Administration and manual processing cost savings
- Efficiency and time savings gained
- Increased revenue from streamlined processes
2. Calculate the total investment costs. This should include:
- Software purchase and implementation costs
- Training and support
- Hardware expenses
In the last step, simply apply the ROI formula using the figures you have calculated.
Additional Considerations:
Soft ROI Metrics
In addition to calculating the hard financial metrics, it is also worth considering the soft ROI factors such as:
- Improved employee satisfaction and output
- Enhanced customer experience and satisfaction
- Increased compliance and accuracy in procedures and data
Long-term Benefits
You may also wish to factor in the long-term benefits of business process automation. This can include:
- Scalability e.g. process optimisation and adding new or removing automations when business needs change
- Improved and quicker decision-making
- Enhanced competitive advantage
Best Practices for Measuring ROI
- Set clear goals and business objectives that are fully aligned with your overall business strategy.
- Establish your baseline metrics for current manual processes before the implementation of the BPA solution.
- Continuously monitor automation metrics and the associated KPIs, adjusting as needed.
Example ROI Calculation:
ROI (%) = ((Net Benefits – Cost of Investment) / Cost of Investment) x 100
For example, if the total Net Benefits over a certain period are £50,000 and the Cost of Investment is £10,000, the ROI would be:
ROI = ((£50,000 – £10,000) / £10,000 x 100 = 400%
This means the business process automation project provided a 400% return on investment.
By thoroughly evaluating these metrics and applying a comprehensive ROI calculation, businesses can accurately assess the value of their automation initiatives and make informed decisions about future investments in automation technologies.
Future Trends in Business Process Automation
The demand for business process automation is being driven by several key factors. As businesses face increasing complexity in their day-to-day operations and the need to process vast amounts of data quickly, automation has become a critical solution. The pressure to maintain competitiveness in a global market, coupled with rising employment costs, has further accelerated the adoption of automation technologies.
Business process automation software can be used to overcome:
- Increasing task complexity
- Need for data processing and insights
- Demand for speed and agility
- Rising employment costs
- Global competition
Key Business Process Automation Trends
As businesses continue to embrace digital transformation, several trends are shaping the future of business process automation. These trends reflect the ongoing evolution of technology and the changing needs of business operations. From the integration of systems and data to the adoption of artificial intelligence (AI) and machine learning (ML), these trends are changing how businesses operate.
Key requirements and solutions that are driving business process automation include:
- System and data integration
- Workflow automation software
- Low-code/no-code solutions
- Customer experience enhancement
- Instant collaboration
- Cloud-based solutions
- Artificial Intelligence (AI) and Machine Learning (ML)
- Workflow orchestration
- Hyperautomation
Impact of AI and ML on Business Process Automation
Artificial Intelligence and Machine Learning are transforming business process automation by introducing unprecedented levels of intelligence and adaptability. These technologies are enabling companies to automate complex tasks that previously required human intervention, leading to significant improvements in efficiency, accuracy, and decision-making capabilities.
Common tasks that AI and ML are used for include:
- Data processing and analysis
- Predictive analytics
- Process automation
- Personalisation and customer experience e.g. Chatbots
- Fraud detection and security
- Supply chain optimisation
- Employee productivity and HR
[Related Article: Business Process Automation Trends].
Business Process Automation Services
With 25 years of experience in system integration and business process automation, Codeless Platforms has established itself as a specialist in providing robust business process automation services. Our flagship product, BPA Platform, offers a comprehensive solution for businesses looking to streamline their day-to-day operations and enhance customer relationships through seamless integration and intelligent automation.
Drawing from our extensive portfolio of over 7,000 successful implementations, as evidenced by a small selection of case studies on Priors Hall Park Management, Bob Martin (UK) Ltd, INOV8, and Graphics Direct, we’ve demonstrated our ability to tackle complex integration and process automation challenges across various industries and specialisms. Our BPA Platform has proven invaluable in connecting business systems such as ERP software, CRM, accounting systems, eCommerce, WMS and marketing automation tools, as well as other critical business applications.
We pride ourselves on working closely with channel partners to deliver successful integrations and exceptional customer service. With over 450 partners globally, this collaborative approach ensures that each solution is tailored to meet the unique needs of our clients, maximising the value of their IT investments.
BPA Platform offers cloud-based iPaaS (Integration Platform as a Service), hybrid or on-premises deployment options, providing flexibility to suit different business environments. Our platform excels in data integration, offering robust tools for data cleansing, transformation and synchronisation across multiple systems.
Key features of our CRM integration services include:
- Bi-directional data synchronisation
- Automated workflow and approval processes
- Automated alerts and notifications
- Drag and drop functionality to build automated processes and integrations
- Data transformation functions to change data between input and output
- Access to hundreds of data connectors via an easy-to-use platform
- Scalable solutions to scale integrations and automations up or down depending on business needs
- Business process automation tools as standard
- Comprehensive security and compliance measures
Automating business processes requires a solid understanding of data and a comprehensive knowledge of source or target applications. Codeless Platforms has a proven track record in deploying integration and business process automation solutions, and has accredited partner status with well-known ISVs, such as SAP, Microsoft and Sage, along with industry-specific applications and systems in many economic regions.
Through collaboration with ISVs and leading channel VARs, specialist features have been built into BPA Platform to provide you with an end-to-end automated business. This provides organisations with the ability to create a solution that is completely personalised to their internal applications and business operations.
Codeless Platforms’ professional services team can help you to plan your automation project and execute solutions that are a 100% fit every time. Our Professional Services team provides direct implementation and expert services essential to getting solutions up and running quickly and correctly so that you can achieve additional value from your business systems as soon as possible.
By leveraging our 25 years of expertise and the powerful capabilities of BPA Platform, businesses can unlock the full potential of their business software, creating a unified, data-driven environment that fosters growth and customer satisfaction.
For more information on the benefits of business process automation and how it can help your business, download the brochure below or call us on +44(0) 330 99 88 700.