RPA (Robotic Process Automation) uses software bots to do repetitive, rule-based tasks.
Think: copy-pasting, uploading, moving files, sending emails, syncing data between platforms.

These bots run silently in the background - without error, fatigue, or distraction - freeing your team for high-value, client-facing work.

You don’t need to overhaul your business. Just start here:

1. BAS & IAS Prep & Signing
Automate workpaper population, file movement and checklist reminders. The bot queries FYI, extracts the IAS, and initiates preparation for electronic signing via Annature.

2. Data Collection
Using Power Automate to efficiently collect documents from various sources (Xero, XPM, FYI, ATO ) and input them in workpapers saving time by having all the information already in one place.

3. CRM & Onboarding
Use bots to auto-populate fields, generate engagement docs, and push client data into platforms like Xero, Xplan, or FYI Docs.

4. Meeting Notes to Systems
Transcribe Teams/Zoom calls and use ChatGPT + Power Automate to summarise and upload notes to Xplan or DASH.

5. Internal Task Allocation
Set up triggers that create jobs or tasks in practice management tools when new data is received.

6. XPM Budget, Time and Staff Allocation
Recurring jobs deploy from Practice Ignition on the 1st of each month, with annual jobs added as signed. The bot updates XPM with standard naming conventions, proposal number, and budget, time, and staff allocations.

If your firm isn't systematic, your automation won't stick.

The #1 barrier we see in failed RPA attempts? Poor systems.

Before you build a single bot, your team needs clear processes, well-documented workflows, and defined ownership.

At Smart Business Solutions, we’ve used SystemHUB for nearly a decade to document processes, delegate confidently, and systemise our growth.

Tools we use to support systems + automation:

• SystemHUB – SOPs & business systems
  
• Xero Workpapers
  
• FYI Docs – automated file management
  
• Microsoft Power Automate – no-code bot builder
  
• Practice Protect – secure cloud access & role-based controls
  

Start simple. Build smart. Scale when ready.

You don’t need an enterprise budget to get started with automation. Many of the tools we used in the early stages of our RPA journey were either free, low cost, or already part of our existing Microsoft ecosystem.

Here’s the core tech stack we recommend for firms who want to DIY their way into RPA.

Essentials (Free or Low-Cost Tools to Get Started)

These tools are powerful, accessible, and budget-friendly - perfect for firms just getting started:

• Microsoft Power Automate (Free/Low-Cost)
  Automate workflows between Microsoft 365 apps like Outlook, Teams, Excel, SharePoint, and OneDrive. Included in many Microsoft 365 subscriptions.
  
• UiPath Community Edition (Free)
  A powerful RPA tool with drag-and-drop automation builder. Great for firms who want more flexibility or non-Microsoft automation.
  
• ChatGPT (Free & Plus plans)
  Use AI to draft emails, summarise notes, generate logic for bots, or even write VBA scripts. Game-changing when paired with Excel and automation tools.
  
• Microsoft Excel (Already in your toolkit)
  More than just spreadsheets -Excel is a powerful platform for RPA triggers and data processing when combined with Power Automate or VBA.
  

Pro Tip:
Even one or two bots built with Power Automate and Excel can save your team dozens of hours a month. Don’t wait for the perfect stack - start with what you already have.

After implementing RPA & AI firm-wide, we’ve experienced:

• 2,000+ hours saved per year
• 22.2% drop in admin wages
• Faster onboarding & fewer client touchpoints
• 15% revenue growth—without increasing headcount
• Empowered staff building their own automations

Before you start automating anything - secure everything.
RPA bots work fast, but if they’re connected to the wrong systems or credentials aren’t locked down, mistakes can happen at scale.

Here’s how we’ve approached cybersecurity at Smart Business Solutions while embedding automation into our firm:

• Use role-based access controls: Only give automation tools access to the data and files they need. Avoid blanket admin rights.
• Implement 2FA (two-factor authentication) across every platform your bots and team interact with - especially email, CRM, and financial data systems.
• Test all bots in a safe environment first: Before giving a bot access to client data or sending anything externally, run it in a test scenario to validate behaviour and logic.
• Keep an audit trail: Whether you're using Power Automate or another tool, document your bots, triggers, and logic flows. This helps with compliance and debugging.
• Use a dedicated cybersecurity platform like Practice Protect: We use Practice Protect to manage user access, enforce password policies, and enable secure cloud-based workflows across the entire business.

Want to shortcut your own learning curve?
Here are some of the RPA and AI champions that we have learned a lot from:

SkyBots Singapore: Hands-on RPA training. Join one of our upcoming SkyBots workshops in Perth, Brisbane, Sydney, or Melbourne.
Workshop details here: https://www.smartbusinesssolutions.com.au/events/

Systemology & SystemHUB: Learn how to document, delegate, automate and scale without chaos.