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Robotic process automation for the clicking and retyping nobody should be doing

When two systems have no interface between them, people bridge the gap by copying data from one screen to another. Robotic process automation does that work with software that uses the applications the way a person does. We use it where there is no API, connect through the API where there is one, and add AI where the input is a document rather than a form.

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What we cover

Where it fits

The right kind of automation for each step

RPA is one tool among several, and not always the best one. A bot that clicks through a screen breaks when the screen changes, so where a system has an API we connect to it directly, and where a process runs entirely in Microsoft 365 a Power Automate cloud flow is simpler. RPA earns its place with older desktop applications, websites without an interface and systems whose vendor will not open them up.

We map the process first, with the people who do the work: every step, every system, every decision and every exception. Then we choose the method step by step, so one process may use an API call, a desktop flow and a person's approval.

What we do

  • Process mapping with the people who do the work
  • API connections where they exist, bots where they do not
  • Power Automate desktop flows and cloud flows
  • Approvals and exceptions routed to named people

What we automate

Typical jobs for a bot

The best candidates are frequent, rule-based and dull. Entering orders or invoices from email into an ERP. Copying new customers from an online store into a CRM. Downloading reports from a supplier portal every morning and filing them. Reconciling a spreadsheet against a system and flagging the rows that do not match. Updating the same record in three systems when a customer calls with a change.

Where the input is a document, AI does the reading. For a luxury resort we built pilots that turn supplier invoices into clean spreadsheet rows and highlight missing or mismatched values for review, and a food cooperative's quality team has its certificates of analysis read, checked and filed by an agent as they arrive.

What we do

  • Order and invoice entry from email and PDFs
  • Portal downloads and report filing
  • Reconciliation between spreadsheets and systems
  • Customer and supplier records kept in step

In delivery

Four systems, one customer record

Wholesale customers of a national food cooperative sign up in the online store, are approved in the CRM, copied to the ERP and marketed to from a separate platform, and a change made by phone reached none of the others. We are building the workflow on Power Automate, with a Copilot Studio agent alongside it, to keep customer records, approvals, order history and profile changes in step across all four systems, and to route anything that needs a person to a named reviewer.

Keeping bots running

Automations that fail loudly, not silently

An automation nobody watches stops one day, and nobody notices for a week. Ours log every run, retry what can be retried, and send failures to a person with enough detail to fix them. We document each process, what it does, which accounts it uses and who owns it, and bots run under their own accounts with only the access they need, never a person's login.

When an application a bot depends on changes, the bot has to change with it, so we keep a register of which automations touch which systems, and an upgrade does not break them by surprise.

What we do

  • A log of every run and every failure
  • Retries for temporary errors, alerts for the rest
  • Bots on their own least-privilege accounts
  • A register of automations, their owners and the systems they touch

Case studies

Robotic Process Automation in practice

Client names are withheld. We are happy to share details on a call.

All case studies
  • In delivery

    4 systems, 1 record

    Food manufacturing

    Systems Integration

    One customer record across four business systems for a national food cooperative

    Wholesale customers sign up in the online store, are approved in the CRM, copied to the ERP and marketed to from a separate platform, and changes made by phone reached none of the others. The workflow keeps customer records, approvals, order history and profile changes in step across all four, and flags anything that needs a person.

    • Four systems, one customer record
    • Exceptions routed to a named reviewer
  • In production

    Hours → minutes

    Food manufacturing

    Systems Integration

    Document intake agent for a national food cooperative

    A Copilot Studio agent reads certificates of analysis as they arrive in the quality team's inbox, extracts 14 fields with AI Builder, checks them, files the PDF in SharePoint and posts a summary in Teams. Fields it is unsure about go to a person instead of being guessed.

    • Hours of daily filing down to minutes
    • 14 fields per document, validated
  • Proof of concept

    Invoices → rows

    Hospitality

    Systems Integration

    Back-office agent pilots for a luxury resort

    A resort with separate food and beverage, retail, spa and golf operations asked where agents could take paperwork off its staff. We built pilots that turn supplier invoices into structured spreadsheets and check supplier documents for missing or mismatched values.

    • Invoices turned into clean spreadsheet rows
    • Mismatches highlighted for review

Questions

Common questions

What is the difference between RPA and API integration?

An API integration exchanges data with a system through the interface its vendor provides, which is faster and more reliable. RPA operates the application's screens the way a person does, which works when there is no interface but breaks more easily when a screen changes. We use APIs where we can and RPA where we must.

Which processes are worth automating first?

Ones that run often, follow clear rules, take real staff time and cause trouble when done wrong: order entry, invoice processing, data copied between systems. A process that changes every month, or needs judgment on every item, is a poor first choice.

Which RPA tools do you use?

Mostly Microsoft Power Automate, with desktop flows for the screens and cloud flows for the rest, because it sits alongside the Microsoft 365 most organizations already run. If you already have bots on another RPA platform, we look at what you have before recommending any change.

What happens when a bot fails?

It stops, logs what it was doing and alerts the person responsible with the item that failed. Temporary problems, such as a slow system or a timeout, are retried automatically. We design each step so a failed run can be resumed or undone, rather than leaving a record half entered.

Can AI replace RPA?

For reading documents and handling variation, AI is far better than rule-based bots, and we often combine them: AI extracts the data, a flow or bot enters it, and a person checks what the AI was unsure about. For predictable clicks in a stable application, a plain bot is still cheaper and easier to audit.

Related services

On-site IT support across New Jersey, New York City and Philadelphia. Remote services wherever you are. Areas we serve →

Is someone copying data between screens all day?

Show us the process and the systems. In one call we will tell you which steps a bot, an API or an agent should take.

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