Zoho RPA
Zoho RPA: Automating Repetitive Business Tasks
Let bots handle the copying, clicking and retyping that no API can reach, and know when a bot is the wrong answer.
September 8, 2026
Zoho One | Development & Automation
Zoho RPA: Automating the Systems That Have No API
Zoho RPA
Bots that click, type and read screens, so legacy desktop apps and portals join the automation chain.
At a glance
What it is
RPA bots for desktop and web apps, Excel, files and PDFs with OCR; attended or unattended
Best for
Businesses stuck retyping data between a legacy system and Zoho
Pricing
Free (3 executions a month, 1 flow); Standard usage-based from 500 executions a month
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Zoho RPA is Zoho’s robotic process automation tool: bots that record and repeat the clicks, keystrokes and screen reads a person makes in Windows and web applications, Excel, files and PDFs, including OCR. It is the tool for systems with no API, and it connects to Zoho Flow for the cloud side. A free edition allows 3 flow executions a month with 1 active flow, and the Standard plan is usage-based from 500 executions a month, with agents for Windows, Mac and Linux. Our full Zoho RPA guide covers setup; this hub is the overview.
Some business tasks resist automation because the system involved has no API: a legacy desktop application, a government portal, a stack of PDFs. Zoho RPA automates those by doing what a person would do on screen, and hands the result to Zoho Flow for the cloud apps. This hub is the overview and the index for RPA content on this site; the complete Zoho RPA guide covers pricing, triggers, use cases and building a first bot in depth. It belongs to the Development & Automation cluster.
What Zoho RPA Does
- Windows desktop automation: open, click, type, read values, close.
- Web automation for portals and apps without an API.
- Excel: read, write, filter and format workbooks.
- Files and folders: move, rename, copy, watch for new files.
- OCR and PDF: extract text and data from scans and documents.
- Attended bots that run beside a person; unattended bots on schedules, webhooks or desktop events.
- Agents for Windows, Mac and Linux; execution history and error handling.
- Native hand-off to Zoho Flow, and through Flow to every Zoho app.
Zoho RPA Pricing
| Plan | RPA flow executions | Highlights |
|---|---|---|
| Free | 3 per month | 1 active flow, 30 days of history, core builder |
| Standard | 500 per month, with add-on packs | Unlimited active flows, 90 days of history, Windows, Mac and Linux agents, OCR and PDF actions |
One execution is one successful run of a flow, and a 15-day trial includes premium features. Confirm current rates and add-on packs on the official Zoho RPA pricing page; RPA is included in Zoho One.
Pricing checked October 2026. These are Zoho’s published rates at the time of writing. They change over time, vary by region and currency, and may differ inside Zoho One, so confirm the current figures on the official pricing page linked above before you decide.
When to Use RPA
| Situation | Best approach |
|---|---|
| Both apps have connectors or APIs | Zoho Flow or a native integration |
| Logic inside one Zoho app | Workflow rules or Deluge |
| A desktop or web app with no API | Zoho RPA |
| Data locked in scanned documents or PDFs | Zoho RPA with OCR and PDF automation |
RPA is the last option, after APIs, native integrations and Flow connectors, because screen automation depends on screens staying the same. Used for the right tasks it removes hours of retyping a week.
Good First Bots
- Supplier invoices arriving as PDFs: extract with OCR and pass to Zoho Books through Flow.
- Orders entered in a legacy desktop system: read them and create matching Zoho CRM records.
- A daily report from a portal without an API: log in, download, file it.
- Spreadsheet clean-up before import: open, standardise columns, save a clean copy.
- Faxed or scanned forms: read and fill a Zoho Creator form.
Keeping Bots Healthy
- Review execution history weekly for failures.
- Re-test bots after any update to the application they use.
- Use stable identifiers over screen positions where possible.
- Keep a short document per bot: what it does, which machine, who owns it.
- Store credentials in Zoho Vault, not in the bot.
Where RPA Connects
RPA works best as one link in a chain: a bot extracts data from a legacy system or document, Zoho Flow pushes it into Zoho CRM, Books or Creator, and workflow rules in those apps take it from there. Our guide to identifying automation opportunities helps you spot where each tool fits.
Attended and Unattended Bots
| Type | How it runs | Good for |
|---|---|---|
| Attended | Alongside a person, triggered when they need it | Tasks that need human judgement at some step |
| Unattended | On its own, on a schedule, webhook or desktop event | Overnight batches and repetitive data entry |
Measuring the Value of a Bot
- Hours of manual work removed each month.
- Errors avoided, such as mistyped invoice totals.
- Turnaround time, such as how quickly supplier invoices reach the books.
- Bot success rate from the execution history.
Triggers: When Bots Run
Bots can run on a schedule, such as every weekday at 7am, when a webhook is called from another system, or on a desktop event, such as a new file appearing in a folder. Event-based triggers keep work flowing without waiting for the next scheduled run, while schedules suit batch tasks like daily reports.
Security Considerations
- Bots often use real logins; store credentials in Zoho Vault and use dedicated bot accounts where the application allows.
- Give bot accounts only the access they need.
- Keep the machines that run unattended bots locked, patched and monitored.
- Log every execution and review who changed a bot.
Zoho RPA vs Other RPA Platforms
Enterprise platforms such as UiPath and Automation Anywhere offer deep orchestration for large bot fleets, with pricing to match. Zoho RPA focuses on small and mid-sized businesses: published usage-based pricing, a low-code builder and a native link to Zoho Flow and the Zoho apps. For organisations already using Zoho, it is usually the faster, cheaper way to automate the handful of tasks that need RPA.
Building Your First Bot
- Pick one frequent, rule-based task with clear steps and few exceptions.
- Write down each step exactly as a person does it today.
- Install the Zoho RPA agent on the computer where the task runs.
- Record the steps with the RPA recorder, then tidy the recorded actions.
- Add checks for errors, such as a missing file or a slow-loading screen.
- Test with real data several times, then schedule it or trigger it from an event.
Common RPA Mistakes
- Using RPA where an API or Zoho Flow connector already exists.
- Automating a process with many exceptions, so the bot keeps stopping.
- Relying on screen positions that break when the window size changes.
- No owner or monitoring, so a broken bot goes unnoticed.
Related Guides
Written guideComplete Zoho RPA guidePricing, triggers, use cases and a first bot, in depth.Read the guide ›App hubZoho FlowThe cloud half of every RPA chain.Read the guide ›App hubZoho CreatorApps that receive what bots extract.Read the guide ›
Questions People Ask About Zoho RPA
Short answers, drawn from the guide above.
What is Zoho RPA?
Zoho RPA is Zoho's robotic process automation tool: bots that repeat the clicks, keystrokes and screen reads a person makes in desktop and web apps, Excel, files and PDFs with OCR, connected to Zoho Flow.
Is Zoho RPA free?
There is a free edition with 3 flow executions a month and 1 active flow. The Standard plan is usage-based from 500 executions a month with add-on packs, and RPA is included in Zoho One.
When should I use RPA instead of Zoho Flow?
Use Flow when apps have connectors or APIs. Use RPA for systems without an API, such as legacy desktop applications, portals and scanned documents.
Does Zoho RPA work on Mac?
Yes. The paid plan supports agents on Windows, Mac and Linux; Windows-specific desktop actions require a Windows agent.
What is an RPA flow execution?
One successful run of an RPA flow. Every time an active flow completes without errors, it counts against your plan.
Is Zoho RPA suitable for small businesses?
Yes. The low-code builder, recorder and usage-based pricing are designed for small and mid-sized businesses automating a handful of repetitive tasks.
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A note on pricing. Prices and plan limits on this page are Zoho's published rates at the time of writing and change over time, vary by region and currency, and can differ inside Zoho One. Always confirm current figures on Zoho's official pricing page or ask us before you buy.
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