What Automates Business Processes? A Guide to Tools, Examples, and How to Start

Wondering what automates business processes and how your company can benefit from it? Business Process Automation (BPA) uses modern tools and technologies to handle recurring tasks, reduce manual effort, and boost operational efficiency. This guide will show you exactly what drives automation, with real-world examples, tools, and a clear path to get started.

BPA is a core enabler of digital transformation. By streamlining operations, reducing human error, and improving service delivery, automation supports scalability and long-term growth in any organization.

Tools That Automate Business Processes

Several categories of tools can automate business processes, each serving specific needs depending on the process complexity and existing system architecture.

• BPMS (Business Process Management Systems)
  A BPMS, like HEFLO, allows businesses to model, execute, monitor, and improve workflows using standards like BPMN. These platforms provide a visual way to map business rules, define user tasks, and integrate external systems. BPMS is ideal for processes that span departments and require transparency and compliance.
• RPA (Robotic Process Automation)
  Tools like UiPath or Blue Prism are perfect for automating repetitive, rule-based tasks. Instead of integrating at the data or API level, RPA mimics user interactions with the user interface. For example, it can extract information from emails, log into legacy systems, or transfer data between applications.
• iPaaS (Integration Platform as a Service)
  Platforms like Zapier and Make allow you to create automation between cloud applications without writing code. For example, when a form is submitted on your website, it can create a lead in your CRM and notify your sales team on Slack.
• Kanban-Based Automation Tools
  Applications like Trello or Monday.com offer built-in automation for task and project management. You can configure rules like “when a card moves to ‘Done,’ notify the client” or “when a checklist is completed, move the task to the next phase.” These tools are great for managing agile workflows with team-level visibility.

Each of these tools plays a role in the automation landscape. Often, businesses combine them to cover all levels of complexity—from simple app integrations to enterprise-wide process orchestration.

🎥 Watch a Practical Example in HEFLO

Want to see how business process automation works in practice?
Watch our free video lesson and learn how to model and automate a real process using the HEFLO platform:

Real-World Examples of Business Process Automation

Understanding how automation applies in the real world helps highlight its potential impact:

• Invoice Approval Workflow
  Automate the capture of invoice data, match it with purchase orders, route it to the correct manager for approval, and trigger payment processing.
• HR Onboarding Process
  When a new employee is hired, the system can automatically generate credentials, schedule training sessions, assign a mentor, and provision IT equipment.
  👉 New Employee Onboarding Process Flowchart: Accelerate your Results!
• Customer Support Ticketing
  Chatbots can respond to common customer queries, while ticketing systems use automation to assign tickets, escalate based on keywords, and notify support managers of SLA breaches.
• Procurement Request and Purchase Order Flow
  Employees submit a purchase request form, which is automatically routed for approval based on value or department. Once approved, a purchase order is generated, sent to suppliers, and tracked—all with minimal manual input.
  👉 Procurement process flowchart: Cost reduction and transparency
• Finance Shared Services: Intercompany Reimbursement Workflow
  In a shared services environment, when one business unit incurs expenses on behalf of another, a reimbursement request can be submitted via a standardized form. Automation handles validation of cost centers, approval routing, and generation of journal entries, ensuring transparency, compliance, and accurate intercompany accounting.
  👉 What is a Shared Services?

These use cases not only save time but also enhance consistency and reduce the risk of errors in critical business operations.

BPMS vs RPA vs Kanban Automation: What’s the Difference?

Each automation approach serves a different purpose and is best suited to specific contexts. Understanding their strengths helps in selecting the right tool—or combination of tools—for your needs.

For maximum effectiveness, many businesses use these tools together. A BPMS might manage the high-level process while calling RPA bots for specific tasks and visualizing task progress on a Kanban board.

📚 Want to understand how a BPMS works and what makes it different? Check out our full article on What Is BPMS.

How to Start Automating Business Processes

If you're new to automation, the key is not to overcomplicate your first steps. Here’s a proven approach to begin:

1. Map your current process
   Use BPMN or flowcharts to understand the steps, actors, and decision points. This visualization brings clarity and exposes inefficiencies.
2. Identify repetitive or error-prone tasks
   Look for bottlenecks, manual rework, or excessive approvals. These are ideal starting points for automation.
3. Select the right automation tool
   Choose tools that align with your goals—whether it’s app-level automation with iPaaS or full process modeling with a BPMS.
4. Start with a pilot
   Automate a single process or sub-process. Validate its success with KPIs like time saved, error reduction, or employee feedback.
5. Iterate and expand
   Use the pilot as a foundation. Gather feedback, improve it, and move on to the next candidate for automation.
6. Train and involve your team
   Automation only works when people understand and trust it. Include process stakeholders in testing and design.

A successful automation strategy is incremental and aligned with business goals—not just about using technology for its own sake.

Common Misconceptions About Business Process Automation

Despite the growing adoption of business process automation, several myths still prevent companies—especially small and mid-sized ones—from taking the first step. Let’s clear up a few common misconceptions:

“Automation is only for large enterprises.” ❌

Many small and medium-sized businesses assume automation is too complex or expensive. In reality, cloud-based tools like HEFLO make it easy to start small and scale gradually—without major upfront investment.

“Automation replaces human jobs.” ❌

Automation isn’t about removing people—it’s about helping them focus on meaningful work. By eliminating repetitive and low-value tasks, teams can spend more time on strategy, problem-solving, and creativity.

“It's too complicated to implement.” ❌

With visual modeling, pre-built templates, and low-code platforms, automation is more accessible than ever. You don't need a dedicated IT department to get started—just a clear process and a simple use case.

“We need to fix everything before we automate.” ❌

You can begin with the process as it is (“as-is” model) and evolve it over time. Automation itself can help highlight inefficiencies and accelerate improvement.

By breaking these myths, businesses can unlock the real value of automation: better performance, happier teams, and faster growth.

💡 Final Thoughts: Automating Business Processes the Smart Way

Automation is not just about eliminating manual tasks—it’s about building a more responsive, reliable, and scalable business. The right combination of tools can empower teams, optimize operations, and free up time for innovation.

👉 Ready to go further? Explore HEFLO's automation features and discover how to model and automate your business processes in one powerful platform.