AUTOMATION GUIDE
What is RPA?
A complete guide to Robotic Process Automation—what it is, how it works, and how modern AI-powered automation is changing the landscape.
Last updated: January 2026
RPA Definition: What is Robotic Process Automation?
Robotic Process Automation (RPA) is software technology that uses "bots" to automate repetitive, rule-based tasks typically performed by humans on computers. These software robots can interact with applications, enter data, process transactions, and communicate with other digital systems—mimicking human actions but at much faster speeds.
Unlike physical robots in manufacturing, RPA bots are purely software-based. They work at the user interface level, interacting with applications the same way a human would—clicking buttons, typing text, copying data between systems, and following predetermined rules.
How Does RPA Work?
Record or Program
A developer records human actions or programs the bot to follow specific steps—clicking buttons, reading screens, entering data.
Configure Rules
Business rules are defined: if this field contains X, do Y. The bot follows these predetermined decision trees.
Execute Tasks
The bot runs the workflow, interacting with applications through the user interface—exactly as a human would, but faster.
Log & Report
Every action is logged for compliance. Reports show processing volumes, errors, and time savings.
Benefits of RPA
Cost Reduction
Lower operational costs compared to manual processing
Speed
Faster processing than human workers
Accuracy
Error rate when rules are properly configured
Availability
Bots work around the clock without breaks
Compliance
Audit trail for every action taken
Scalability
Add more bots to handle volume spikes
Limitations of Traditional RPA
While RPA offers significant benefits, traditional RPA tools have well-documented challenges:
Brittle Automations
Traditional RPA uses selectors (XPath, CSS) to find UI elements. When applications update, these selectors break, causing failures and requiring constant maintenance.
High Implementation Costs
Enterprise RPA platforms like UiPath require $100K+ upfront licensing plus certified developers at $100-150K/year salaries.
Long Deployment Times
Complex RPA projects can take 3-6 months to deploy, with significant change management and testing requirements.
Limited Intelligence
Traditional RPA cannot handle unstructured data, make judgment calls, or adapt to exceptions. It only follows pre-programmed rules.
Maintenance Burden
Organizations report spending 30-40% of RPA budgets on maintaining existing automations rather than building new ones.
Traditional RPA vs. AI-Powered Automation
Modern AI-powered automation platforms address the limitations of traditional RPA:
| Aspect | Traditional RPA | AI-Powered Automation |
|---|---|---|
| Technology | Selector-based (XPath, CSS) | OS-level accessibility APIs |
| UI Changes | Breaks, requires fixes | Self-healing, adapts automatically |
| Implementation | Months | Days to weeks |
| Cost | $100K+ upfront + developers | Usage-based, 80% lower TCO |
| Unstructured Data | Cannot process | AI extraction from PDFs, emails |
| Maintenance | 30-40% of budget | Minimal, automated updates |
Common RPA Use Cases
Finance & Accounting
- Invoice processing
- Account reconciliation
- Financial reporting
- Expense management
Insurance
- Claims processing
- Policy administration
- Underwriting support
- Customer onboarding
Healthcare
- Patient registration
- Claims submission
- Appointment scheduling
- Medical coding
Banking
- Loan processing
- KYC verification
- Account opening
- Transaction monitoring
Frequently Asked Questions
What is RPA (Robotic Process Automation)?
RPA (Robotic Process Automation) is software technology that uses bots to automate repetitive, rule-based tasks that humans typically perform on computers. RPA bots can interact with applications, enter data, process transactions, and communicate with other systems—mimicking human actions but at much faster speeds.
What are the benefits of RPA?
RPA benefits include: reduced operational costs (40-75% savings), faster processing speeds (5-10x faster than manual), improved accuracy (near-zero error rates), 24/7 operation without breaks, better compliance through audit trails, and freeing employees for higher-value work.
What are the limitations of traditional RPA?
Traditional RPA limitations include: brittle selectors that break when UIs change, requiring specialized developers, high implementation costs ($100K+), long deployment times (months), constant maintenance, and inability to handle unstructured data or make decisions.
What is the difference between RPA and AI automation?
Traditional RPA follows pre-programmed rules and cannot handle exceptions or learn. AI-powered automation uses machine learning and accessibility APIs to understand applications at a deeper level, adapt to UI changes, process unstructured documents, and make intelligent decisions. AI automation is more reliable and requires less maintenance.
What tasks can RPA automate?
RPA can automate tasks like: data entry and migration, invoice processing, claims processing, report generation, customer onboarding, order processing, HR tasks (payroll, employee data), compliance reporting, and any repetitive task involving digital systems.
How much does RPA cost?
Traditional RPA (UiPath, Automation Anywhere) typically costs $100K+ upfront plus $50-150K/year for developers. Modern AI-powered alternatives like Mediar use usage-based pricing (around $0.75/minute) with no upfront licensing fees, resulting in 80% lower total cost of ownership.
How long does RPA implementation take?
Traditional RPA implementation takes 3-6 months for enterprise deployments. AI-powered automation platforms can deploy production workflows in 2-4 weeks, with first automations running within days.
Ready for smarter automation?
Mediar uses AI-powered automation that works at the OS level—more reliable than traditional RPA, at a fraction of the cost.