Automation
Robotic process automation in South Africa, or RPA, means software that clicks and types through other software the way a person would. It is useful when a system has no proper way to connect to it, such as an old accounting package or a government portal. It is also fragile, so it is worth knowing when a simple integration or AI would serve you better.
The position
Use an API or integration first: it is more reliable than a robot clicking through screens. Use RPA when the only way into a system is through its screen. Add AI when the input is messy, such as emails, scanned invoices or free text, because a rule-based robot cannot read those by itself.
Tools start at about R250 a user a month for Microsoft Power Automate Premium, before VAT. Unattended robots start at about R2,504 a bot a month. A focused custom automation is usually R8,000 to R35,000 once off, which often works out cheaper if you only have one process.
An RPA robot follows set steps on a computer: open this program, copy this number, paste it there, click save. There is no physical robot. Because it works through the screen, it needs no changes to the system it operates, which is its big appeal for older software.
There are two main kinds. An attended robot runs on a person's computer when they trigger it, and an unattended robot runs alone on a server or virtual machine, usually overnight or on a schedule.
The two are often sold together, but they solve different problems.
RPA
AI automation
The system has an API
Use this
An integration: fast and reliable.
Why not the others
RPA adds a fragile layer you do not need.
No API, only a screen
Use this
RPA, with monitoring for when it breaks.
Why not the others
An integration is not possible without the vendor.
Input is emails or scans
Use this
AI to read it, then an integration or RPA to enter it.
Why not the others
Rule-based RPA alone cannot read varied documents.
Volumes are very low
Use this
Keep doing it by hand for now.
Why not the others
The build and upkeep cost more than the hours saved.
US dollar list prices checked on 1 November 2026, converted at R16.69 to the dollar and before VAT. Vendors change plans often, so confirm at checkout.
Power Automate Premium
~R250 / user / month
Microsoft, per user, including attended desktop flows (RPA). US$15 a user a month, paid yearly.
Power Automate Process
~R2,504 / bot / month
Microsoft, per unattended bot. US$150 a bot a month, paid yearly.
Power Automate Hosted Process
~R3,588 / bot / month
As above, on a Microsoft-hosted machine. US$215 a bot a month, paid yearly.
UiPath Basic
From ~R417 / month
Personal and small team automations, from US$25 a month. Larger plans are quoted by sales.
A focused custom automation
~R8,000 to R35,000
One process built for you, with RPA, integration or AI as needed, and a fixed price up front.
Vendor prices exclude VAT. Custom ranges are indicative, not a quote. See [what AI automation costs](/guides/ai-automation-cost-south-africa).
Enter approved invoices or journals where the vendor offers no integration.
Finance
Download statements or reports from supplier, bank or government portals, within each site's terms.
Admin
Copy customer or stock details from a legacy system into a new one during a transition.
Data
Pull numbers from several programs into one report each morning.
Reporting
Three risks to plan for
Robots break when screens change, so someone must own monitoring and fixes. They often log in with real credentials, so store those securely and give the robot only the access it needs. And when a robot handles personal information, POPIA still applies, including keeping records accurate and secure. Check a website's terms before you automate access to it too. If you would rather not run this yourself, see our AI automation service.
It is software that does repetitive computer work by following set steps, clicking and typing through other programs the way a person would. There is no physical robot. It is most useful when a system cannot be connected to in any other way.
Microsoft Power Automate Premium lists at US$15 a user a month paid yearly, about R250 before VAT, and an unattended bot at US$150, about R2,504. UiPath's Basic plan starts at US$25. A custom automation for one process is usually R8,000 to R35,000.
No. RPA follows fixed rules and does not understand content. AI can read and write free text, but it can make mistakes. Many useful systems combine them: AI reads a document, and RPA or an integration enters the result.
Usually not. An API connection is faster and more reliable, because it does not break when a screen changes. Check for a direct integration or a tool such as Zapier or Make first.
If you already pay for Microsoft 365, start by looking at Power Automate. If you only have one process, a fixed-price custom build can be cheaper than running a platform. Compare the total yearly cost, including someone's time to maintain it.
Have a process a robot could run?
Tell us the process and the systems involved. We will say whether RPA, an integration or AI fits, and quote one fixed price in rand.
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