How Office Automation Systems Improve Efficiency

by Kris Subramanian, Chief Operating Officer | Posted on Sunday March 28, 2021

Mention office automation systems, and people immediately think of eliminating paperwork. While that is one result of implementing office automation software, it’s far from the only benefit. Read on to learn about the different types of office automation systems and how automating office tasks can boost efficiency.

Types of Office Automation Systems

Office automation can be achieved through various systems, most of which offer a less-than-perfect solution. Here are three types of office automation systems.


Optical character recognition, better known as OCR, can recognize text in scanned documents and images and provide that information in an accessible electronic format. A significant drawback with OCR as an office automation system is that it introduces numerous errors as it scrapes documents for information. Staff then need to take hours or even days to track down the details and correct the errors.


Robotic process automation (RPA) utilizes technology managed by business logic and structured inputs. The rules that govern RPA bots are so inflexible that any change to the data transposition, user interface or APIs can require additional configurations, which cost time and money.


When used for office automation, artificial intelligence (AI) and machine learning (ML) employ flexible rules to identify and gather the necessary information and complete the appropriate business processes.’s Automate is an example of an office automation solution that puts AI and ML to good use, giving companies the agility to create the software they need quickly and easily.

The Role of Office Automation Systems

When properly implemented, office automation systems are powerful tools that can manage a wide range of functions, including:

  • Data management
  • Accounting
  • Inventory management
  • Facility management
  • Training
  • Other administrative tasks

In assuming these functions, back-office automation software can deliver significant improvements, such as:

  • Eliminating manual processes
  • Identifying inefficient workflows
  • Facilitating informed decision making

The Benefits of Office Automation Systems

Regardless of its function, office automation system software helps reduce the costs associated with the tasks it performs. Office automation products also provide other essential benefits, including:

  • Better accuracy
  • Improved data storage and management
  • Better business processes
  • Streamlined information sharing

All of these benefits help improve efficiency in a direct, impactful way.

An Office Automation System Example’s Invoice Processing HyperApp is an excellent example of an office automation system that boosts efficiency using AI and ML.

Using HyperApps, you can create office automation solutions that achieve straight-through processing (STP) of invoices. STP means that an invoice is received, approved and paid without manual intervention. That can lead to considerable efficiencies compared to traditional manual processing methods, which can take up to two business weeks to clear one invoice.

Our Invoice Processing HyperApp provides automated workflows that connect effortlessly with ERP and other third-party business systems. It also offers pre-configured business rules to manage aberrations like invoice volume fluctuations and supplier requests for part or early payments.

Develop Office Automation Systems With

You can use office automation systems developed with HyperApps to cut costs, improve workflows and boost efficiency. Contact us today to speak with HyperApps experts who are ready to help you get the most out of your office automation software.

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