RPA (Robotic Process Automation) is being hyped as the all-purpose weapon, especially in relation to accounting tasks. With the help of RPA, monotonous, repetitive process steps can be automated by processing, validating or transferring structured and unstructured information from various sources according to certain rules . What distinguishes RPA from traditional IT automation is the ability of RPA software to adapt to changing interfaces or system releases. It therefore follows more of an outside-in approach and leaves the underlying system unchanged. The robot thus becomes a virtual employee of the company and has the potential to free skilled workers from monotonous tasks. Typical application areas are logistics and accounting. How often is ERP data exported to Excel, processed, converted or summarized there and then made available in a web application? A typical RPA scenario!
Process Automation with RPA in Accounting
A process is suitable for robotic process automation if it is often repeated identically , is based on statistical rules, contains a large volume of processes (number of executions), is stable in time, i.e. has few changes in the process, involves a high susceptibility to human error, is completely digital and is executed via different software systems.
The software solutions “Blue Prism”, “Automation Anywhere” and “UIPath” currently receive the best marks. Our bot at ICS adminservice is called UIPath.
For many accounting processes, the use of RPA is obvious. Weaknesses in the process and a high risk of errors, especially in manual processing , can be eliminated and there is the potential to make work more efficient. Typical processes are:
- Instruct payments, send reminders and check incoming funds and compare them with other data
- Incoming invoices and orders with transfer of data to the ERP system
- Payment approval after independently performing various checks across different sources of information
- Maintenance of master data
- Automatic reporting for analysis and as a basis for decisions
… 24 hours a day, 365 days a year.
What is RPA in accounting not?
Without question, “office robots” offer enormous potential for efficiency, quality and compliance. In addition, there is an opportunity to bring more and more tasks back from offshore to onshore . Software robots are already established in many industries.
But honestly, the trees don’t grow into the sky. A major disadvantage of RPA solutions is that software robots can only be used for structured processes and routine activities. For semi- and unstructured processes, RPA offers little added value. Applications and processes must be stable for RPA to function optimally. Robots are limited if the solution no longer has to be rule-based, but knowledge- and experience-based.
Our conclusion
RPA enriches us as a business process service provider in accounting and will make us better and faster in many processes. However, the basis for this is in-depth business knowledge and process clarity, for which our experienced experts and business people form the foundation.
Do you already use RPA for your back office, especially in accounting? What is your experience? We look forward to your comments.
Image source: Adobe Stock, Photographer: sdecoret
