Robotic process automation, or RPA, uses software "robots" that mimic what a person does on a screen: opening applications, copying data, clicking buttons and filling in forms. It is not a physical robot and is not necessarily AI.
An RPA bot is trained or scripted to follow set steps, usually in the same way each time. It works with the user interface of systems that may have no API, which is why it is popular for older software. Newer products combine RPA with AI so bots can read documents or handle slight variations.
Businesses with a head office, multiple stores or older systems use RPA for tasks like entering supplier invoices, transferring data between a POS export and an accounting package, or checking order statuses on a supplier portal. It suits high-volume, rule-based tasks.
RPA can be fragile. If a screen layout changes or a system updates, the bot may break or enter wrong data. Where a proper API integration exists, it is usually more reliable than RPA. Check who maintains the bots, how failures are flagged and how credentials are stored securely.
It matters because many small and mid-sized businesses still rely on tools that do not talk to each other, and RPA can bridge the gap without replacing a whole system.