Business Process Automation Software

Nicole Dwyer | Wednesday, Sep 14th 2022
Digital icons of KPI and financial indicators projected in front of people working around a laptop

Introduction

The COVID-19 pandemic has been a game changer for businesses of all sizes. The change from office to home-based work environments challenged organizations to manage business processes that once relied on physical contact and hard copy documents. Businesses of all sizes have had to rethink how they manage business-critical processes. Implementing Business Process Automation (BPA) software is one way to ensure business continuity and future-proofing your business to handle whatever comes next.

What is business process automation software?

Business process automation software is the technology that manages the automation of complex business processes. It focuses on “run the business” types of automation efforts and is typically used to automate core processes.

BPA software streamlines the way companies manage internal workflows, such as outbound customer communications, invoice delivery, and cash collection processes, in order to save money, create efficiencies and optimize resources.

Basics of business process automation solutions

BPA greatly accelerates how work is completed by routing information to the right person at the right time, through user-defined rules and actions.

BPA often involves transforming paper-based processes to a digital process. Rather than relying on manual input from employees to complete a process, the software automatically moves through workflows and prompts the user to act when necessary.

What are the benefits of using business process automation software?

Automating paper-based processes with BPA software reduces operational costs, improves the customer and employee experience, and drives business growth by automating business-critical outbound and inbound processes.

Modern BPA software solutions leverage existing core systems and enable business user control over crucial interactions with an organization’s most valuable asset – the customer. The result is greater efficiency through the elimination of manual processes, improved customer experience, and greater control over regulatory compliance. 

Business process automation enables your organization to process documents more securely, efficiently, and more frequently. It frees your employees to focus on higher-value tasks and ultimately increases employee engagement and satisfaction.

BPA greatly enhances your operations and business outcomes, from accelerating cash flow to allowing you to maximize the impact of each communication with targeted marketing messages.

Another benefit of utilizing BPA software is that digitized content enables organizations to
effectively leverage templates, analytics, and business intelligence tools. To drive real business value from process automation and digital transformation, companies must focus on digitizing the inputs that come into the organization. It’s all about gaining access to that business-critical information currently trapped in paper documents.

Tips to choose the best business process automation software for your business

Choosing the best business process automation software for your business can be a daunting task. Here are five tips to help you make an informed BPA software purchase.

  1. Easy system integration

Make sure to select BPA software that is capable of easy integration with a wide variety of systems. System integration is critical to getting the most from your platform.

  1. Easy to use with intuitive navigation

Ensure that the software you choose is easy to use and that it is easy for your users to navigate. If the software is too complicated it will cause frustration amongst your staff, and they will revert to the old way of doing things.

  1. Heed the reviews

Ensure that you partner with a vendor that is committed to the success of their customers. Make sure to read customer reviews and ask potential vendors about their customer satisfaction ratings.

  1. Invest in a single, flexible platform that evolves with you as your business grows

Trying to figure out how and where to begin may be overwhelming. Fortunately, there are a host of cost-effective cloud-based solutions that enable SMBs to reap the benefits of advancing their process automation and digital transformation journey. Technology has evolved to a point where SaaS-based tools for automating manual processes are more easily accessible and affordable.


With a single, flexible BPA platform SMBs with few IT resources can get up and running quickly - in some cases, solutions can be implemented in hours.

  1. Don’t go at it alone. Leverage the knowledge and expertise of a trusted partner

While most enterprise organizations have teams that are dedicated to moving digital transformation initiatives forward, most SMBs don’t have the same resources. Enterprise organizations have staff that are dedicated to understanding what technology components are necessary. They have significant dollars that are earmarked for these programs, and they have internal resources assembled to help with every step along the way.

Many SMBs don’t even have an IT department let alone a team of dedicated people that are backed by investment dollars to go out and create a targeted digital workflow rollout plan.

If you don’t have the tools, assets, resources, and budgets of the bigger guys, seek out a partner that will help guide you through the minefield. Find the right partner with the right set of solutions to address your specific business needs.

A trusted advisor, like Quadient, will help you answer questions like:

  • Do we acquire a solution and manage it in-house, or do we outsource our larger disruptive mailings?
  • Do we have a workflow that supports both on-site and remote workers?
  • Are we providing our customers with the optimal experience?

These are questions that you have to ask to determine the best BPA solution for your business. Don’t be afraid to lean on the experts and take advantage of the resources they can bring to the table.

Depend on your partner’s expertise to assume some of the responsibility in making sure that whatever solution you put into place meets your specific requirements and delivers the best ROI.

Conclusion

The time is right for SMBs to evaluate their current operations and consider adopting technology to streamline and optimize their existing processes. BPA software has been proven to reduce costs, improve profitability and create a productive, efficient, and more highly engaged workforce. More importantly, by automating business processes SMBs gain the flexibility to adapt, emerge and evolve in an uncertain future.