Process automation for SMEs
Process automation means that a recurring task in a company runs by itself according to fixed rules, and a human only steps in where a decision is needed. Vectoryon brings Swiss SMEs into the age of AI. Like other AI providers, Vectoryon answers emails and creates appointments, and it does much more. Together we go to the heart of the company and rebuild its value-creating processes with and around AI. This makes real gains in efficiency and quality of up to 60 percent possible. Process automation is the tool for this. In Vectoryon Automations, workflows are built from 86 blocks in 9 groups, including an AI agent and approval by a human.
Typical examples are collecting receipts, following up on quotes or routing requests. This page explains the terms, the difference between RPA and AI automations and how an SME starts with its first workflow. The statements about Vectoryon describe the app as of 15 October 2026. What Automations does as a whole is on the Automations page, and describing workflows is covered on the Process page.
What is process automation in an SME?
In an SME, process automation means handing a task that is done by hand, always the same way, over to a system. The system starts at a fixed time or on an event, fetches data, processes it and files or forwards the result.
In SMEs, workflows are usually small and numerous. An accounting firm collects receipts every month, a trade business follows up on quotes, an office sorts incoming email by project. Each takes only a few minutes, but comes back every week.
Order matters. First the workflow is described: who does what, with which system, where a human decides. Only then is it automated. A workflow that nobody can describe cannot be automated reliably.
What is the difference between RPA and AI automations?
RPA stands for Robotic Process Automation. A software robot operates programs the way a person would: it clicks through screens, copies values from one window to another and fills in forms. RPA suits legacy systems without an interface. When a screen changes, the robot has to be adjusted.
A classic automation works through interfaces. Instead of operating screens, it reads data directly from the system, for example email through the Microsoft Graph interface. This is more robust than RPA, but requires the system to have an interface.
An AI automation adds steps that understand language to the fixed rules. An AI step reads an email and decides whether it is a quote request. It extracts amounts from a receipt or drafts a reply. Where a rule used to be needed for every special case, an instruction in plain language is enough. Because AI steps can be wrong, every external action should be checked by a human first.
Which workflows can Vectoryon automate?
Vectoryon Automations runs workflows that work with Microsoft 365, files, tables and the Vectoryon modules. There are 37 system blocks for this, mainly for Outlook, calendar, Teams, SharePoint and OneDrive.
A workflow starts from one of six triggers: schedule, table trigger, webhook, website form, Website Agents or start by another workflow. Flow blocks such as If, Branch, Loop and Wait control the path.
The «AI agent» block gets an instruction, a selection of tools and limits for rounds, cost and time. The «Approval» block pauses the run: a responsible person receives the request in the app or by email and decides. The outputs are approved, rejected, review again and deadline expired.
An example from the canvas: every day at 08:00 search the inbox, the AI agent drafts follow-up emails for open quotes, a human approves, then the email goes out.
How does an SME start with its first workflow?
Step 1: Pick a workflow that happens often, is clearly bounded and does little harm if something goes wrong. Collecting receipts is a better start than triggering payments.
Step 2: Describe the workflow in Process, with roles and steps. A process step can later point to the automation that runs it, so it stays visible which part runs automatically.
Step 3: Choose the trigger and connect the blocks in the canvas. Put an approval in front of every step with an external effect.
Step 4: Check it in test mode and only then switch it live. In the canvas, the path Test, Live, Locked shows the state of each version.
Where are the limits?
- No RPA. Vectoryon does not operate screens, only systems with an interface.
- No free HTTP block. An arbitrary API cannot be called directly from the canvas today, only through a webhook trigger from outside.
- Focus on Microsoft 365. The 37 system blocks mainly cover Outlook, calendar, Teams, SharePoint and OneDrive.
- No self-hosting. Vectoryon runs only as a service.
- AI steps can be wrong. That is why every external action goes through human approval first.
Details
What does process automation cost?
At Vectoryon, Automations is included in the price of CHF 49 per person per month. Each automation has a budget per run so that an AI step cannot cause unexpected costs. Details are on the pricing page.
On top comes the time to set it up: describing the workflow, connecting the blocks, testing. How long that takes depends on the workflow. A reliable figure only exists once the workflow is described.
Other tools charge differently, for example per execution or per robot. With many workflows and few people, a price per execution can be cheaper than a price per person.
When RPA or another tool fits better
If a system has no interface and can only be operated through its screens, RPA is often the only way. Vectoryon cannot operate a system without an interface.
If many different web services have to be connected, integration platforms with large catalogues offer more ready-made connections.
If the software has to run in your own data centre, a self-hosted tool fits better. Vectoryon runs only as a service.
Frequently asked questions
What is process automation?
A recurring task runs by itself according to fixed rules: it starts at a time or on an event, processes data and files the result. A human only decides where it is needed.
What is the difference between RPA and process automation?
RPA is one form of process automation in which a software robot operates screens like a person. Other forms work through interfaces or with AI steps that understand language.
Which processes should be automated first?
Workflows that happen often, are clearly bounded and do little harm when something goes wrong, such as collecting receipts, routing emails or following up on quotes.
Does process automation require programming skills?
Not in Vectoryon. Workflows are built in the canvas from blocks. For special cases there is a «Code» block for JavaScript that runs in an isolated sandbox.
What does process automation cost at Vectoryon?
Automations is included in the price of CHF 49 per person per month. Each automation has a budget per run.
Where do Vectoryon automations run?
Vectoryon operates the application in Switzerland. According to the privacy policy, the application and database run in Switzerland, under the revised Swiss data protection act.