You know which processes you want to automate and how a software robot works. Now you face the choice: which RPA software suits your organisation? There is a wide range on offer, from extensive enterprise platforms to solutions that are already included in your existing package. The differences in price, capabilities and complexity are huge. The wrong choice costs not only money, but also time and support within the organisation.
The biggest mistake when choosing RPA software is starting with the tools. If you go straight to watching demos, you are easily won over by impressive features you will never use. So start with your own situation and answer these questions first.
With these answers on paper, you can assess RPA tools in a targeted way, rather than being led by the most attractive demo.
This is the most important criterion. How well does the software work with the applications you already use? Look at ready-made integrations with your CRM, ERP and accounting system, but also at the options for systems without an integration. A good RPA tool can work both via the screen and, where possible, via an API. You can read more about that trade-off in RPA vs API.
Can your own employees build and adjust simple robots, or do you depend on a specialist for every change? Look for a recorder that turns actions into a workflow, a visual design environment and clear error messages.
Many back-office processes revolve around documents: invoices, packing slips, forms. Can the software extract data from PDFs and scans, even when the layout varies? And how easily can you combine the robot with AI to interpret emails or free text? Also read RPA vs AI agents.
A robot logs in to systems and works with sensitive data. Check how login credentials are stored, whether permissions can be set per robot, whether all actions are logged and where the data is processed. For Dutch and Flemish organisations, processing within the EU is an important point of attention.
How do you keep an overview as you get more robots? A central management environment shows which robots are running, which have got stuck and how many tasks they are processing. Good notifications and exception handling are essential.
Does the robot only run on Windows, or also on macOS and Linux? Does it work in the browser and with desktop applications? The broader the support, the more processes you can automate.
Look beyond the licence price. Include configuration, infrastructure, management and any extra user licences, and calculate over at least three years. You can read how to do this in RPA costs and ROI.
Does the software fit into a broader platform that you already use or plan to use? Is there an implementation partner nearby who speaks your language and understands your processes? Good support often makes more difference than an extra feature.
The price of RPA software depends heavily on the licensing model. If you understand the models, you can compare quotes fairly.
| Model | How it works | Watch out for |
|---|---|---|
| Per robot | You pay for each software robot you deploy | Costs rise as you automate more processes |
| Per user | You pay for each employee who builds or starts robots | Favourable with few builders, expensive with many attended users |
| Usage-based | You pay per run or per processed transaction | Less predictable with fluctuating volumes |
| Included in a package | RPA is part of a broader subscription | Check the limits, such as the number of agents or runs |
Broadly speaking, you can divide RPA software into three groups. Each group suits a different type of organisation.
| Criterion | Zoho RPA | Collabotics | Enterprise platform |
|---|---|---|---|
| Licence costs | Included in Zoho One at no extra cost | Tailored to the process and the support | High, often per robot or user |
| Compatibility | Zoho apps plus Windows, web and Excel | Desktop applications and collaboration with employees | Very broad, many standard connectors |
| Document processing | Intelligent document processing, including scans and handwriting | Retrieving and processing information | Extensive AI modules |
| Ease of use | Recorder and visual workflows | Guided by a specialist | Powerful, but more complex |
| Scale | Small to medium | Small to medium | Large to very large |
| Best for | Organisations in or moving towards the Zoho ecosystem | Processes with a lot of human-robot collaboration | Large organisations with their own automation team |
Use this checklist for every solution you are considering:
If you can answer yes to most of the questions for a solution, you have a serious candidate.
The best way to assess RPA software is to work with it. A demo shows what a tool can do in ideal conditions. A proof of concept shows what it can do in your environment, with your systems and your data.
Choose a real process for the trial, preferably a simple process with clear gains. Automate the main path and see how the software handles your systems, how quickly the robot is built and how easily you can adjust it. Involve the key users: they will see straight away whether the result is usable. You can read more about this approach in Implementing RPA.
If you already work with Zoho One, a trial like this is even easier to start. Zoho RPA is already in your app launcher, so you can begin right away without signing a new contract.
Yes, but it takes effort. Robots you build in one RPA tool cannot simply be moved to another. The logic has to be rebuilt. That makes a good first choice important.
You reduce the risk of a difficult switch by documenting your processes well. A clear process description, including all steps, rules and exceptions, is half the work in a new implementation. What is more, a switch often takes less work than expected, because by then you know the processes well and have already simplified them.
The choice of RPA software rarely stands on its own. Software robots work best in combination with API integrations, low-code and AI. So choose a solution that fits within your broader IT landscape and your plans for the future. If you want to use AI alongside your robots, make sure this happens securely. With Mobile XL's GDPR-compliant AI platform, your data stays within a secure environment. You can find the basics of the technology on our page about robotic process automation.
We were already using Zoho One, so Zoho RPA was the obvious choice. Mobile XL first showed us what it could do for our processes, and only then did we decide.
The best RPA software does not exist. There is only the software that best suits your systems, processes, budget and ambitions. With the eight criteria and the checklist on this page, you can make that choice on solid grounds, rather than on the basis of the most attractive demo.
Mobile XL is happy to help you weigh it up. We know Zoho RPA and Collabotics from practice, map out your processes and systems and advise you on which solution delivers the most. Then we build your first robot as a proof of concept, so you can make the choice based on real results.
The most important criteria are compatibility with your existing systems, ease of use, AI and document processing, security and GDPR, management and monitoring, supported platforms, total cost and the availability of good support.
That depends on your systems. If you work with Zoho One, Zoho RPA is often the most logical choice, because it is included in your subscription at no extra cost. For processes with a lot of collaboration between robots and people, Collabotics is a strong option.
Zoho RPA is built into the Zoho ecosystem and is included in Zoho One at no extra cost. Enterprise platforms offer more features for very large numbers of robots, but are more expensive and more complex. For SMEs, that is often more than they need.
Do not just compare the licence price, but also the licensing model, the configuration costs, infrastructure and management. Calculate over at least three years and look at how the costs scale as you deploy more robots.
For most SMEs, a cloud solution with local agents is the most practical. Fully on-premise gives more control over your data, but also requires more management.
An attended robot is started by an employee and works together with them. An unattended robot runs independently in the background, for example on a server. Unattended licences are usually more expensive.
Increasingly important. With AI, a robot can extract data from documents with varying layouts and interpret free text. That lets you automate many more processes than with rule-based robots alone.
Yes, and that is highly recommended. Run a proof of concept with a real process in your own environment. If you work with Zoho One, Zoho RPA is already available and you can start right away.
Check how login credentials are stored, whether permissions can be set per robot, whether actions are logged and where the data is processed. Put the arrangements in writing in a data processing agreement.
Yes, but the robots will then have to be rebuilt. If you document your processes well, a switch is a lot easier. A careful first choice saves a lot of work.
Book a no-obligation consultation with one of our specialists.
