RPA versus API automation
Robotic process automation (RPA) uses software bots that operate an application’s screen: they open the app, log in, click buttons, fill fields and read what appears. API automation talks to the system directly, sending and receiving structured data without touching the screen at all.
API automation is faster, cheaper to run and far less likely to break, so it’s always our first choice, and most of our AI workflow automation work uses it. RPA is the answer when there’s no API: an older accounting or ERP package on a desktop, a government or insurance portal, a supplier site that only offers a download button, or a line-of-business app the vendor stopped updating.
The trade-off is fragility. When a portal moves a button or changes a page, a screen-level bot can fail. We build for that with careful element selection, checks after every step and alerts when something looks different, and we plan time for upkeep from the start.
Where RPA earns its keep
Downloading from portals
Logging in to bank, supplier or carrier portals each morning to download statements, invoices or reports and file them for processing.
Entering data into legacy software
Keying orders, timesheets or customer records into an older desktop ERP or practice management system from a spreadsheet or another app.
Status checks
Checking claim, permit, shipment or application statuses on portals and updating your CRM or job board.
Form submissions
Filling in repetitive online forms, such as warranty registrations or compliance filings, from structured data you already hold.
Report extraction
Running and exporting reports from old systems on a schedule so the data can feed automated reporting.
How we build bots that last
API check first
Before building a bot, we confirm there’s no API, export or ready-made connector that would be more reliable.
The right tool for the screen
UiPath or Power Automate Desktop for Windows desktop apps, and Playwright or Selenium scripts for web portals.
Attended or unattended
Attended bots run on a staff member’s PC when triggered. Unattended bots run on a dedicated virtual machine on a schedule.
Secure credentials
Logins are kept in a credential vault, never in scripts, and each bot uses its own account where the system allows.
Step verification
After each action the bot confirms the screen shows what it expects, and stops with a screenshot if it doesn’t.
AI where it helps
AI models read unstructured screens or documents the bot downloads, and handle small layout changes more gracefully than fixed rules.
How an RPA project runs
- Audit We record the manual process step by step, note exceptions, and check whether an API alternative exists.
- Proposal You get a written scope covering the bot, the machine it runs on, licensing and upkeep, with a fixed monthly price.
- Build and test We build against a test account where possible, then run supervised on live data while you check the results.
- Run and maintain We monitor every run, fix the bot when screens change, and report every two weeks.
Questions we get about RPA services
How often do RPA bots break?
It depends on how often the target system changes. Old desktop software rarely changes, so bots stay stable. Busy web portals change more often. Our monitoring catches failures quickly, and fixes are part of the monthly scope.
Can bots get past multi-factor authentication?
Sometimes, with an authenticator set up for the bot’s own account, where the site allows it. Some portals require a person for each login, and we’ll design around that. We only automate access in ways the system’s terms permit.
Do we need to buy UiPath licenses?
Not always. Power Automate Desktop is included with Windows, and Playwright or Selenium scripts have no license fees. If UiPath is the best fit, licensing is billed to your account and we’ll explain the costs up front.
Where does the bot run?
Attended bots run on a staff computer. Unattended bots run on a Windows virtual machine in your cloud account or on a spare machine in your office.