RPA Outsourcing | Process Automation Team

Last updated: November 11, 2026

Many finance, HR and operations teams still copy data from emails and portals into the ERP, reconcile bank statements line by line and download the same reports every morning. Robotic process automation (RPA) moves these rule-based, repetitive tasks to software robots, so your people can spend time on exceptions and decisions. With RPA and process automation outsourcing, a 360 Soft team analyses your processes, designs and builds bots on UiPath, Power Automate or Automation Anywhere, operates them in production and keeps them running when applications change. Teams work remotely, on-site or hybrid from Istanbul and typically start within 1–2 weeks. See all outsourcing services for more.

What is RPA and who is it for?

RPA uses software robots that operate applications the way a person would: logging in, reading screens and documents, entering data, clicking buttons and sending emails. Combined with APIs, document understanding (OCR and AI extraction) and workflow tools, it becomes intelligent process automation. RPA is most valuable where processes are rule-based, high-volume, digital and stable, and where systems lack good integrations.

It suits finance and shared service centres, banks and insurers, logistics and retail companies, HR and payroll teams, healthcare administration and any organisation that runs legacy systems alongside newer cloud tools. Companies that already own RPA licences but lack developers to build or maintain bots are a common case, as are those running a centre of excellence that needs extra capacity.

Typical RPA use cases by function and sector

Area	Example processes
Finance and accounting	Invoice entry, three-way matching, bank reconciliation, payment runs, intercompany postings, month-end reports
HR and payroll	Onboarding and offboarding, master data updates, timesheet checks, payroll inputs
Sales and customer service	Order entry, CRM updates, quotation preparation, customer data changes
Supply chain and logistics	Shipment tracking, customs documents, carrier portal updates, stock reconciliations
Banking and insurance	Account opening checks, claims registration, policy changes, regulatory report preparation
IT operations	User provisioning, password resets, system health checks, report distribution

Scope of the service and roles

Process discovery and assessment: volumes, rules, exceptions and automation potential
Business case support and prioritisation of an automation pipeline
Process design documents (PDD) and solution design documents (SDD)
Bot development, unit and user acceptance testing
Deployment to production, orchestrator scheduling and credential vaults
Hypercare, monitoring, incident handling and bot maintenance
Change management when target applications change
Document understanding, API integrations and human-in-the-loop steps
Centre of excellence (CoE) support: standards, code reviews, governance

Role	Responsibility
Business / process analyst	Discovery, process mapping, PDD, benefit tracking
RPA developer	Bot development, testing, documentation
Solution architect	Architecture, reusable components, security design
RPA support engineer	Monitoring, incidents, maintenance
Delivery lead	Pipeline, SLA reporting, stakeholder management

Platforms: UiPath, Microsoft Power Automate (desktop and cloud), Automation Anywhere, Blue Prism and open-source options such as Robot Framework, together with Python, APIs and document AI services.

Regulation, audit and compliance

Bots often touch financial records and personal data, so audit trails matter. We design bots with logging, segregation of duties, controlled credentials in vaults and documented change management, which supports internal control frameworks and audits (for example SOX-style controls). Our team operates under Turkey’s KVKK, and for international clients we sign a GDPR DPA with Standard Contractual Clauses (or the UK IDTA). Sector rules, such as banking outsourcing requirements, and local regulations in your country apply in addition.

Delivery models

Model	How it works	Best for
Automation project	Defined set of processes, built and handed over	First automations, proof of value
Dedicated RPA team	Analysts and developers working through your pipeline	Ongoing automation programmes
Managed bot operations	We run, monitor and maintain bots under SLA	Companies with bots but no support team
CoE extension	Our developers join your centre of excellence	Scaling an existing programme

Process steps and typical timelines

Discovery (1–2 weeks): process workshops, volume and exception analysis, candidate scoring.
Design (about 1 week per process): PDD and SDD, test cases, access requirements.
Build and test (typically 2–6 weeks per process): depending on complexity and number of systems.
Deployment and hypercare (2–4 weeks): close monitoring and fine-tuning.
Run and improve: ongoing support and new automations from the pipeline.

Illustrative scenario

Illustrative scenario: a shared service centre receives supplier invoices as PDFs by email. A bot reads each email, extracts invoice data with document AI, matches it to the purchase order in the ERP and posts it; mismatches go to an accountant’s queue with the reason. The 360 Soft team builds the bot, runs hypercare and then monitors it daily. This is an example design, not a reported client result.

SLA and KPI table

KPI	What it measures	How targets are set
Bot success rate	Transactions completed without errors	Per process, after hypercare
Exception rate	Cases handed to humans	Tracked by reason
Incident response time	Time to react to a failed bot	By priority
Hours returned to the business	Manual effort replaced	Measured against baseline
Pipeline delivery	Automations released vs plan	Quarterly roadmap
Bot availability	Scheduled runs completed	Per schedule

Pricing factors

Factor	Impact on cost
Process complexity	More systems, rules and exceptions mean more effort
Number of processes	Larger pipelines benefit from a dedicated team
Platform and licences	Licences are separate from services; existing licences reduce set-up
Document understanding	OCR and AI extraction add design and testing
Support coverage	Business hours or extended monitoring
Model	Project, dedicated team or managed operations

RPA and Process Automation Outsourcing — overview

In-house team, freelancers or outsourcing?

Criteria	In-house	Freelancers	Outsourcing (360 Soft)
Skill mix	Analyst, developer, architect needed	Usually developers only	Full team
Maintenance	Depends on retention	Often missing after go-live	Managed operations under SLA
Speed	Slow hiring	Fast	Typically 1–2 weeks
Standards	Must be built	Varies	Documented frameworks and reviews

Risks and mitigations

Automating a bad process: simplify and standardise first, then automate.
Fragile bots: robust selectors, APIs where possible, reusable components.
Application changes: change notifications and regression tests.
Credential misuse: vaults, least privilege, logged bot accounts.
Unclear benefits: baseline measurement and benefit tracking.

Security, data protection, NDA and IP

Bots run in your infrastructure or cloud tenant. Credentials are stored in vaults, bot accounts are named and logged, and developers access systems with MFA. Source code, documentation and reusable components are your property.

A note on the contract model

We work under a B2B service agreement with a statement of work, SLA annex and change procedure. Intellectual property in deliverables (rules, reports, code, designs, documentation) is assigned to you on payment, and a mutual NDA is signed before any data is shared. Where we process personal data on your behalf, we sign a GDPR-compliant data processing agreement (DPA) with Standard Contractual Clauses, or the UK IDTA/Addendum for UK clients, and we operate under Turkey’s KVKK. Team members are employed by 360 Soft under Turkish labour law; we remain responsible for their management and replacement. This is general information, not legal advice; please have your counsel review the final contract.

Vendor selection checklist

Does the vendor assess processes before automating them?
Are PDD and SDD documents delivered for every bot?
Is post-go-live maintenance offered under SLA?
How are credentials and access secured?
Is a GDPR DPA with SCCs and KVKK compliance in place?
Which platforms does the team know in depth?
Is code stored in your repositories with full documentation?

Frequently asked questions

Which processes are suitable for RPA?

Rule-based, repetitive, digital and fairly stable processes with enough volume, such as invoice entry, reconciliations, data transfers and report preparation.

Which RPA platforms do you work with?

UiPath, Power Automate, Automation Anywhere, Blue Prism and open-source tools such as Robot Framework.

Do we need to buy licences?

Usually yes, unless you use open-source tools. Licences are purchased by you; we advise on the right options and sizing.

Can bots read PDFs and emails?

Yes. Document understanding with OCR and AI extraction lets bots handle invoices, forms and emails, with human review for low-confidence cases.

What happens when an application changes?

We monitor bots, test against changes and update them as part of managed operations.

How long does one automation take?

A typical process takes 2–6 weeks from design to production, depending on complexity.

Is RPA better than API integration?

APIs are more robust when available. RPA is useful where APIs are missing or too costly; we often combine both.

Can you support our existing bots?

Yes. We audit existing bots, document them and take over maintenance.

Who owns the bots?

You do. Code, documentation and components are assigned to you.

How quickly can a team start?

Typically within 1–2 weeks, starting with process discovery.

Let us map your automation roadmap

Tell us about your RPA and process automation needs and we will come back with a scoped proposal, a team plan and a realistic start date (typically 1–2 weeks). Call +90 850 335 10 87, message us on WhatsApp, email info@360-soft.com or use the contact page. 360 Soft Marketing Yazılım ve Danışmanlık Ltd. Şti., Nidakule Ataşehir Batı, Barbaros Mah. Begonya Sk. No:1 D:2, 34746 Ataşehir/İstanbul.

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