There are really two kinds. Although they are both sometimes referred to as RPAs, one of them should probably be referred to as just workflow automation tools, sometimes known as iPaaS (that is, Integration Platform as a Service) systems.
Confused already? That's okay. There won't be a quiz. Just go with it for now.
Here's how the systems work, according to ChatGPT (with the occasional peanut gallery comment from me): DefinitionsRobotic Process Automation (RPA)RPA tools automate repetitive, rule-based tasks by mimicking human interactions with user interfaces. They emulate keystrokes, mouse clicks, and data entries—ideal for working with systems that lack APIs (that is, Application Programming Interfaces) or where manual processing dominates.
Key Feature: User-interface-level automation of desktop or legacy applications. Integration Platform as a Service (iPaaS)iPaaS tools, sometimes just called workflow automation tools, integrate various cloud and on-premise applications using APIs. They manage data flows between systems, allowing businesses to orchestrate processes across apps like Salesforce, Slack, Google Sheets, and Workday.
You can even use them to automate your social media posts, which might be super helpful for our marketing.
Key Feature: API-level connectivity between apps and services. How They Are Best UsedBest Use Cases for RPA:
- Automating invoice data entry from PDFs into SAP (yeah, the same SAP behemoth we're all familiar with)
- Pulling data from mainframe systems without APIs
- Onboarding employees into legacy HRIS
- Copying data between spreadsheets and ERP (Enterprise Resource Planning) systems
- Processing insurance claims using scanned documents
Best Use Cases for iPaaS:
- Syncing CRM data from Salesforce to HubSpot
- Sending new survey responses from a survey engine to Airtable (cool!)
- Automatically posting updates in Slack when a contract is signed in DocuSign
- Moving leads from marketing platforms to CRM or email systems
- Triggering alerts or workflows based on API data (e.g., webhook from Stripe → action in Notion)
Comparison Table: RPA vs. iPaaSFeatureRPAiPaaSPrimary FocusEmulating human UI interactionsConnecting cloud apps and services via APIsIntegration MethodScreen scraping, desktop UI automationAPI-based integrationsBest forLegacy systems, repetitive desktop tasksModern SaaS platforms and data syncUsersOperations teams, IT with business analystsDevelopers, operations, growth/marketing teamsComplexity to DeployModerate to high (setup agents, test UI flows)Low to moderate (drag-and-drop or code-based)ScalabilityRequires orchestration tools (e.g., UiPath Orchestrator)High; built for cloud-native scalingTypical TasksData rekeying, screen scraping, UI automationSystem integrations, data transformationError HandlingSensitive to UI changesRobust if APIs are stableExamplesUiPath, Automation Anywhere, Blue Prismn8n, Make, Zapier, Workato, BoomiData TransformationLimited, unless paired with scriptsStrong (data mapping, conditional logic, etc.)Cost & LicensingEnterprise-focused; often higher TCOFreemium options available; more accessible When to Use Each
- Use RPA when:
- The system yu’re automating doesn’t offer a usable API
- Yu’re automating desktop applications or terminal-based software
- Yu need to automate human-like workflows with clicks, typing, or image recognition
- Use iPaaS when:
- All systems invlved have APIs or webhooks
- Yu want to quickly connect SaaS tools (e.g., Google Sheets ↔ Slack)
- Yu need clean, repeatable data flows across modern apps
ConclusionRPA and iPaaS serve different layers of the automation stack. RPA excels at bridging legacy systems and simulating human interactions in environments without APIs. iPaaS thrives in cloud-native ecosystems, enabling fast and scalable system-to-system integrations.
The smartest organizations often use both in tandem:
- iPaaS for orchestrating modern tools and APIs.
- RPA for reaching into the corners of legacy software, scanned documents, or screen-bound workflows.
Together, they provide end-to-end automation coverage across the old and new layers of enterprise technology.
In the end, they'll probably all be called "AI agents" by the general population, but (as we all know) IT and HR folks love their acronyms and technical lingo, so it's good to stay ahead of it!
