Automation and integration of business processes: what's the difference?

Companies are constantly looking for ways to work faster, more efficiently and at lower costs. In this regard, concepts such as “automation of business processes” and “integration of business processes” are increasingly being heard. These key approaches are often confused because they have a common goal — optimizing work. But there is also a fundamental difference between them, and understanding it allows us to build an established and productive management system.

Let's take a closer look at what automation and integration are, why they are useful, how they work separately and together, and where you can order such services for your business.

What is business process automation?

Business process automation is the introduction of technologies and software systems that perform routine or repetitive tasks instead of people or with their minimal intervention. The main goal of automation is to increase efficiency and reduce costs by reducing the time required to complete standard tasks. Automation also reduces the risk of human error.

The advantages of implementing business process automation:

• saving time — configured programs do the work themselves, strictly adhering to the algorithm, while the employee can focus on other tasks;
• cost reduction — in the long run, investing in automation pays off and saves the company money, as the employee does not have to constantly pay for these processes;
• revenue growth — properly configured automated processes improve the quality and speed of tasks, which makes it possible to cope with a large amount of work;
• increasing audience loyalty — when programs perform routine tasks, employees have time for creative ideas;
• control and transparency of processes — it is much easier to track automated business processes than when an employee performs the same tasks.

Automation covers a wide range of processes. These can be CRM systems that automatically record customer requests and remind managers of the next steps. It can also be automatic billing to customers after placing an order, processing applications through online services without the participation of an administrator, notifications about stock balances or the need to reorder products, etc.

What is business process integration?

Business process integration is the process of combining various systems, software or company departments into a single coordinated ecosystem. The purpose of integration is the uninterrupted exchange of data between all key elements of the business so that processes work smoothly, without duplication and loss of information.

Benefits of implementing business process integration:

• increased productivity — through integration, it is possible to avoid duplication of efforts and ensure more efficient use of resources;
• improved coordination — integration promotes better interaction between departments, which allows us to respond more quickly to any changes;
• cost reduction — operating costs decrease, while overall business efficiency increases;
• improving the quality of service — integration allows us to serve customers faster and better, which has a positive effect on their satisfaction.

One example of integration is combining a CRM system with accounting software, which makes it possible to automatically transfer sales data to accounting. Using the integration, you can also synchronize the online store with the warehouse system to display current inventory or link the project management system to corporate email for automatic updates and notifications. Another example is the integration of an HR system with the company's calendar to automatically plan interviews or vacations.

The integration of business processes is especially important for companies that use many different programs or have a complex organizational structure.

What is the difference between automating and integrating business processes?

Despite the fact that automation and integration are often implemented together, their essence and objectives differ significantly. Let's take a closer look at the main differences between these two key approaches.

What's the difference between automation and integration:

• essence: automation optimizes one process or task, integration coordinates work between several processes/systems;
• level of action: automation operates within one department or system, integration works between different departments, platforms or services;
• goal: automation reduces manual work and increases productivity, integration ensures continuous data exchange;
• result: automation makes it possible to perform tasks within the process faster and more accurately; integration ensures the holistic operation of different systems as a single mechanism;
• example: when automating the process after ordering a product, a letter is automatically sent to the client; when integrated, data from CRM is transferred to an accounting program.

Examples of technologies for automating business processes are robotic process automation (RPA), marketing automation software, CRM systems that automate interactions with customers.

Examples of technologies for integrating business processes are API, middleware (software that connects different systems), and integration platforms.

Thus, automation improves individual processes, making them faster and less dependent on human intervention. And integration connects different systems and programs, ensuring their interaction and the ability to exchange data. Together, these approaches create a powerful basis for scaling and flexible business development.

The interaction between automation and integration

Automation and integration can be called complementary tools, as businesses do not need to choose just one approach. A successful business process is rarely limited to optimizing individual tasks or only combining systems. The best result is achieved when automated processes interact with each other through integration, creating a single, coordinated system.

Why automation and integration complement each other:

• automation makes individual tasks faster and more accurate;
• integration ensures the flow of data between these tasks so that there are no breaks and repetitions;
• together, automation and integration form a continuous, transparent and controlled business process — from the first contact with the client to financial reporting.

An example. The company sells products online. If it uses automation, when placing an order on the website, the CRM system will automatically create a new lead, send an order confirmation, and create a call task for the manager. If the company uses the integration, when the CRM system is combined with ERP, the order will automatically be added to the accounting system, the goods will be checked in stock, an invoice will be generated and sent to the client by e-mail, and after payment is received, the data will be transferred to the accounting department.

Where can I order automation and integration of business processes?

Choosing a partner for implementing automation and integration is a key decision that determines the effectiveness of the entire business management system. This is what you should contact StartDuck, which uses an integrated approach and understands how to turn technologies into real development tools.

The StartDuck team has extensive experience working with companies of various sizes. On the site, you can view cases and projects — what types of services were provided and what work Start:Duck specialists did, including automating and integrating business processes. Each solution is created based on an analysis of the processes of a particular business, rather than a template. This ensures that the implementation will work in accordance with the company's requests.

Contacting professionals allows you to avoid common mistakes, save time and quickly see the real impact of digitalization of processes.