RPA automation: software robots for repetitive office work
An RPA robot takes over the repetitive steps your team does in apps: it downloads invoices, matches bank statements, fills in portals and sends reports. A person only reviews the exceptions.
- SPV invoices land straight in your system
- Robots fill in portals that have no API
- Run log and human review
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Companies that work with the CustomCRM team
Which processes are a good fit for RPA?
Good candidates for RPA are repetitive, rule-based, high-volume processes with structured data, done in stable apps. If a colleague can write the steps on a sheet of paper and repeats them the same way many times a week, the process is a good candidate.
Repetitive
The process runs daily, weekly or for every incoming document, with the same steps. A task done a few times a year doesn’t justify a robot.
Rule-based
Decisions can be written as rules: if the amount and the CUI (company tax ID) match, the invoice is paid. Where judgment is needed, a person decides.
High volume
The more documents you have, the bigger the gain. At low volumes, a CRM rule often solves the problem.
Structured data and stable apps
XML invoices, bank statements and Excel files with fixed columns work well. Variable PDFs and portals that change their screens often need extra checks.
What isn’t a good fit for RPA
Processes that change every month, processes that depend on negotiation, and processes that already have an API. In these cases, we tell you plainly which option makes sense.
Which processes can you automate with RPA in a Romanian company?
In a Romanian company, typical RPA candidates are processes tied to SPV, banks, large customers’ portals, reports and order entry. They all involve repetitive steps and data moved from one app to another.
Supplier invoices from SPV into accounting
Invoices received in SPV download automatically, and the robot enters them into your accounting software, with the supplier and expense account set by rules. Unusual invoices stay with the accountant.
Matching bank statements to invoices
The robot pulls the statements, matches incoming payments to invoices by amount, CUI and reference, and marks the invoices as paid. Unmatched payments go to a person.
- Partial payments flagged separately
- Reminders for unpaid invoices
Supplier and government portals
Large customers often require you to upload invoices and delivery notes to their supplier portal. The robot fills in the forms and saves the confirmation on the order in your system.
Periodic reports generated and sent
Sales, inventory or collections reports are generated at a set time and sent by email. Nobody pastes data into Excel on Monday morning anymore.
Orders from email and PDF entered into your system
Orders received as PDF or Excel files are read and enter your system as draft orders. Your sales colleague only checks and confirms them.
Checking CUIs with ANAF
For every new partner, the automation checks ANAF’s public sources for the company name, address, VAT registration and inactive status. It can also run periodically across your whole database.
Price updates
Supplier price lists are compared with your current prices and updated in your system or online store. Changes above a set threshold go for approval.
Included in every CustomCRM
- InvoicingInvoices, pro formas and recurring invoices, payments, due dates and reminders.
- ContractsContracts, annexes and amendments generated from templates, with expiry alerts.
- e-Factura (SPV, ANAF)Invoices go to SPV automatically, status shows in the CRM, supplier invoices come in on their own.
- e-TransportUIT declarations generated from orders, where you move goods covered by the e-Transport rules.
- Reports and dashboardsSales, payments, productivity and profitability, by role.
- Integrations and APIAccounting, email, calendar, website forms, ad leads.
See these modules on a real example
In a demo we walk you through the full workflow on a case close to your business. Or start with a free one-hour consultation where we review your process.
Prefer the phone? Call +40 729 743 719
How does an RPA automation project work?
A CustomCRM RPA project has four stages: process analysis, prototype, supervised runs and monitoring. The robot takes over the process on its own only after it has run correctly while your team watches.
Process analysis
Together with the colleague who runs the process today, we write down every step, app and exception. We also check whether an API or a CRM rule would solve the problem more simply.
Prototype
We build the robot on a real case and run it on a small set of documents. You see exactly what it does and where it stops.
Supervised runs
The robot works on real data, but a person checks the results. We adjust the rules until the only exceptions left are the cases that need judgment.
Monitoring
Every run has a log: what it processed, what it skipped, what it sent for review. If a portal changes its screens or a run fails, you get a notification, and the CustomCRM team adjusts the robot.
Which industries does CustomCRM build for?
- Digital Marketing CRMRetainers, projects, timesheets and profit per client.
- Services CRMRequests, scheduling, field teams and maintenance plans.
- Legal CRMCases, deadlines, time tracking and billing from hours.
- Fitness & Spa CRMMemberships, check-in, class and therapist bookings.
- Construction CRMBids, progress billing, subcontractors, e-Transport.
- Recycling CRMWeighing, waste codes, collection routes and reporting.
- Fleet Management CRMVehicles, drivers, renewals, fuel and cost per km.
- Real Estate CRMListings, buyer matching, viewings, commissions.
- Consulting CRMOpportunities, phased projects, billable hours.
- Education CRMEnrollment, groups, attendance, fees and parent updates.
- Another industry?We build tailor-made software around your process.
CustomCRM RPA automation, in short
- What it is: CustomCRM RPA automation means software robots that repeat a person’s steps in apps (clicks, copying data, filling in forms, downloading documents) for the back-office processes of companies in Romania: SPV (the Private Virtual Space, the online portal of ANAF, Romania’s tax authority), banks, supplier portals, accounting and reporting.
- Key benefits:
- No copy-paste between apps
- Fewer typing errors
- Processes that also run outside office hours
- Who it is for: finance and accounting departments, accounting firms, distributors, suppliers to large retailers, back-office teams, operations managers
- What sets it apart: Before building a robot, CustomCRM checks whether an API integration or a CRM rule would handle the process more reliably, and every robot we deliver keeps a run log and sends exceptions to a person.
- Quick verdict: CustomCRM RPA automation is the right fit for companies where skilled people copy data every week between SPV, the bank, portals and accounting. In practice, documents reach your system without manual typing, and the person in charge only reviews the exceptions the robot flags.
What is RPA (Robotic Process Automation)?
RPA (Robotic Process Automation) means software robots that work in apps just like a person: they log in to a portal, click, copy data, fill in forms and download documents. The robot is a program that runs on a computer or server and follows the steps you describe together with us.
RPA also works with apps that have no API: supplier portals, government web apps, legacy inventory software. The limit is clear: the robot follows rules. When a document looks different than expected, it stops and hands the case to a person.
A CustomCRM RPA robot can, for example:
- Log in to portals and web apps
- Download invoices, statements and confirmations
- Read data from PDF, Excel and email
- Fill in forms and upload documents
- Send reports and notifications by email
How is RPA different from an API integration or a CRM automation?
RPA works through an app’s interface, like a person. An API integration exchanges data directly between systems, and a CRM automation runs rules inside the same platform. The choice depends on the access each app gives you.
| Situation | The right solution | Why |
|---|---|---|
| The app has a documented API | API integration | It’s more stable and doesn’t depend on how the screens look |
| Everything happens in CustomCRM | CRM automation | Rules and generated documents, no separate robot |
| Supplier or government portal with no API | RPA robot | The interface is the only way in |
| Legacy software with no import | RPA robot | Data goes in through the program’s screens |
| Orders and documents received as PDF or by email | RPA with human review | The robot extracts the data, a person confirms unclear cases |
| Decisions that need judgment or negotiation | A person, helped by automation | The robot prepares the data, the decision stays with your colleague |
Which apps can an RPA robot work with?
An RPA robot can work with any app a person uses on a computer: web apps, portals, desktop programs, Excel and email. The result lands in CustomCRM, in your custom ERP or in the software you already use.
The robots are built by the same team that develops your custom CRM, so one process can combine an API where one exists, CRM rules and a robot only for the remaining steps. See also the shared features. The robot has a dedicated account with limited permissions, and every action stays in the log.
- ANAF SPV and ANAF public services
- Internet banking and bank statements
- Large customers’ supplier portals
- Accounting software (such as SmartBill, Oblio, Saga)
- Desktop programs with no API
- Excel, PDF and email (Gmail, Outlook)
Frequently asked questions about RPA automation
How much does RPA automation cost?
The cost of CustomCRM RPA automation depends on the number of processes, the apps involved and the volume the robots handle. Pricing is based on usage, not per user, and you pay only for the automations you use. You get a concrete quote after the process analysis, once we know how many steps and exceptions it has.
Can an RPA robot pull invoices from SPV and enter them into accounting?
Yes, it’s a classic candidate for automation. Invoices received in SPV download automatically, are read from the XML file of e-Factura (Romania’s national e-invoicing system) and go into your accounting software, through an import where the software allows it or by the robot through the program’s screens. Invoices that don’t follow the rules stay with the accountant.
Do I have to move my data out of Excel to use RPA?
Not necessarily. An RPA robot can work directly with your existing Excel files: it reads the columns, copies data into other apps and writes the results back. If your Excel file actually holds your customer or inventory records, it makes sense to move that data into a CRM or ERP, and CustomCRM imports it for you.
How long does it take to implement an RPA robot?
It depends on how many apps the process touches, how many exceptions it has and how stable the screens are, so we set the timeline after the analysis, in the free consultation. We deliver in stages (prototype, supervised runs, autonomous runs), so you see the robot working on real cases before handover.
How is RPA different from the automations in a generic CRM?
Automations in a generic CRM work only inside that CRM: they send notifications, change statuses and generate documents. An RPA robot leaves the CRM and works in other apps, including portals and programs with no API. CustomCRM combines both: internal rules live in the platform, and the robot handles only the steps in external apps.
Is it safe to let a robot work in SPV or internet banking?
Yes, if access is set up correctly. The robot uses an account with permissions limited to what the process needs, and every action stays in the log. For sensitive operations, such as payments, the robot prepares the data and a person gives final approval. We decide during the analysis what the robot does on its own.