What is Process Automation? Simply Explained with Examples

Process automation - a term that pops up everywhere. But what does it actually mean? And more importantly: What does it bring to your business? In this article, we explain process automation without jargon and show you real examples from practice.

Definition: What is Process Automation?

Process automation means having software handle recurring workflows instead of doing them manually.

A simple example:

Before (manual):

Customer fills out contact form

Email lands in inbox

Employee reads email

Employee copies data into CRM

Employee sends confirmation email

Employee informs sales via Slack

After (automated):

Customer fills out contact form

Everything else happens automatically

That's process automation: Software takes over routine work, you focus on what matters.

Why Process Automation Matters

The Time Problem

Studies show: Knowledge workers spend 60% of their time on "work about work" - tasks that don't directly create value:

• Sorting and forwarding emails
• Copying data from System A to System B
• Giving status updates
• Searching for information
• Getting approvals

This time could be used for customers, strategy, or innovation.

The Error Problem

Humans make mistakes. Especially with monotonous tasks:

• Typos in data entry
• Forgotten follow-ups
• Wrong assignments
• Overlooked emails

Automated processes don't make such errors. They work the same way every time.

The Scaling Problem

Your company is growing. But:

• More customers = more manual work
• More manual work = more employees
• More employees = more costs and coordination

Automated processes scale without additional personnel costs.

Types of Process Automation

1. Simple Automation (Trigger-Action)

When X happens, then do Y.

Examples:

• When new email arrives -> Create task in Asana
• When form is filled out -> Send confirmation
• When invoice is paid -> Update status

Tools: Zapier, Make.com, n8n, Power Automate

2. Workflow Automation

Multi-step processes with branches and conditions.

Examples:

• Onboarding new employees
• Approval processes
• Lead qualification

Tools: Make.com, n8n, Camunda, ProcessMaker

3. Robotic Process Automation (RPA)

Software robots that mimic human actions.

Examples:

• Extract data from legacy systems
• Fill out forms in web portals
• Process PDF documents

Tools: UiPath, Automation Anywhere, Power Automate Desktop

4. Intelligent Automation (AI)

Automation with decision-making capability.

Examples:

• Categorize and respond to emails
• Read and process documents
• Understand and route customer inquiries

Tools: n8n + OpenAI, Make.com + Claude, Custom Solutions

10 Examples of Process Automation

1. Automatic Invoice Processing

Problem: Invoices arrive by email, are manually entered and forwarded for approval. Solution:

• Email with invoice arrives
• OCR reads invoice data
• Data is transferred to accounting system
• Approval request goes to responsible person
• After approval: Automatic booking

Savings: 5-10 minutes per invoice

2. Lead Qualification and Distribution

Problem: Leads from various sources are manually reviewed and distributed. Solution:

• Leads from forms/LinkedIn/website are collected
• Scoring based on criteria (company size, industry, etc.)
• Automatic assignment to appropriate sales rep
• Notification via Slack/email
• Follow-up reminder after X days

Savings: 15-30 minutes per lead

3. Onboarding New Employees

Problem: HR manually creates accounts, orders equipment, informs teams. Solution:

• Employment contract signed -> Workflow starts
• IT receives task: Create accounts
• Facilities receives task: Prepare workspace
• Team receives info: New colleague starts on [date]
• Welcome email is prepared
• Onboarding meetings are scheduled

Savings: 2-4 hours per new hire

4. E-Commerce Order Processing

Problem: Orders from various channels are processed manually. Solution:

• Order in Shop A/B/C -> Central system
• Inventory is checked
• Shipping label is generated
• Customer receives tracking info
• Accounting receives invoice
• Upon delivery: Feedback request

Savings: 3-5 minutes per order

5. Social Media Monitoring

Problem: Brand mentions are manually searched and processed. Solution:

• Monitoring tool captures mentions
• Sentiment analysis categorizes (positive/neutral/negative)
• Negative mentions -> Immediate notification
• Positive mentions -> Marketing team for re-shares
• Weekly report is generated

Savings: 1-2 hours per day

6. Contract Management

Problem: Contracts are filed in folders, deadlines are forgotten. Solution:

• Contract is uploaded -> OCR reads data
• Duration and cancellation period are extracted
• Reminder 90 days before expiration
• Reminder 30 days before expiration
• Escalation if no response

Savings: No forgotten cancellation deadlines

7. IT Support Ticketing

Problem: Support requests are manually categorized and assigned. Solution:

• Request comes in (email/chat/form)
• AI categorizes the problem
• Automatic assignment to specialist
• For standard problems: Automatic solution suggestions
• SLA timer starts
• Escalation if exceeded

Savings: 50% faster first response

8. Reporting and Dashboards

Problem: Reports are compiled manually from various sources weekly. Solution:

• Data is automatically pulled from systems
• KPIs are calculated
• Report is generated (PDF/Slides)
• Distribution to stakeholders
• For deviations: Immediate alerts

Savings: 2-4 hours per report

9. Applicant Management

Problem: Applications are manually reviewed, rejections sent manually. Solution:

• Application arrives -> Confirmation is sent
• Pre-selection based on criteria
• Qualified candidates -> HR team
• Not qualified -> Friendly rejection
• Interview appointments are coordinated
• Feedback is collected after interview

Savings: 10-20 minutes per application

10. Data Synchronization

Problem: Customer data differs across various systems. Solution:

• Change in System A -> Automatically in System B
• Conflicts are detected and reported
• Duplicate check for new entries
• Regular data reconciliation

Savings: No more data discrepancies

Which Processes Should You Automate?

Not every process is suitable for automation. Good candidates are:

Ideal for Automation:

• Recurring (daily/weekly)
• Rule-based (clear if-then logic)
• Time-intensive (more than 5 minutes per execution)
• Error-prone when done manually
• Data is moved between systems

Less Suitable:

• One-time or rare tasks
• High creativity component
• Complex human decisions
• Constantly changing requirements

How to Start with Process Automation

Step 1: Identify Processes

List all recurring tasks. Ask your team: "What annoys you the most?"

Step 2: Prioritize

Evaluate by: Time spent x Frequency x Error-proneness

Step 3: Document

Write down the process step by step. Every decision, every system.

Step 4: Select Tool

Depending on complexity: Zapier (simple), Make.com (medium), n8n (complex)

Step 5: Pilot Project

Start with ONE process. Learn. Optimize.

Step 6: Scale

After successful pilot: Automate next process.

Common Questions About Process Automation

Does automation replace jobs?

No. Automation replaces tasks, not people. Your employees can focus on value-creating work.

How long does an automation take?

Simple automations: Hours. Complex workflows: Weeks. It depends on the process.

What does process automation cost?

From free (simple Zapier workflows) to five figures (Enterprise RPA). The question is: What does it cost NOT to automate?

Do I need to know how to code?

For 80% of automations: No. No-code tools like Make.com or Zapier don't require programming skills.

Conclusion

Process automation is no longer a luxury, but a necessity. Companies that continue to do repetitive tasks manually lose time, money, and competitiveness.

The best time to start was yesterday. The second best is today.

Start small. Automate one process. See the results. Then the next.

---

Don't know where to start? We'll help you identify and automate the right processes. Schedule a free initial consultation.