Automation Vendor Selection Matrix (Onboarding)

Automation Vendor Selection Matrix (Onboarding)

1. 01

   Inventory the client's repetitive workflows and rank them by automation potential

   List processes that consume more than 10 hours monthly and follow deterministic rules. Score each on frequency, error cost, and integration complexity to identify the top three candidates.

2. 02

   Assess the client's compliance and security requirements before shortlisting platforms

   For regulated industries like finance or healthcare, confirm that the platform offers audit logs, role-based access, and data residency options. Document any constraints that would rule out cloud-only tools.

3. 03

   Compare enterprise platforms against lightweight prompt-driven tools for fit

   Enterprise suites like Automation Anywhere suit clients needing governance and scale, while tools such as BrowserAct or Robin fit SMBs with simpler, UI-level tasks. Avoid recommending a platform that exceeds the client's operational maturity.

4. 04

   Run a proof of concept on the top two candidates with a real client workflow

   Select a low-risk process and time the build and execution on each platform. Measure error rates and the effort needed to handle exceptions, not just the happy path.

5. 05

   Evaluate total cost of ownership over a 24-month horizon

   Include licensing, infrastructure, training, and maintenance. Factor in the cost of human oversight, especially as agentic features may reduce but not eliminate the need for supervision.

6. 06

   Check the vendor's roadmap for agentic AI and how it affects the platform's longevity

   The category is bifurcating between enterprise orchestration and prompt-driven utilities. Confirm the chosen platform is investing in AI agents, as traditional RPA's moat is eroding and a stagnant vendor could strand your client's automation investment.

7. 07

   Document the decision criteria and scoring in a shared deliverable for the client

   Produce a matrix that shows how each platform scored on functionality, cost, compliance, and vendor viability. This transparency builds trust and gives the client a reference for future automation decisions.