10 Questions to Ask Before Hiring an RPA Implementation Partner in 2026

Here’s the Truth About RPA Projects Nobody Tells You

What if the biggest risk in your Robotic Process Automation (RPA) program is not the technology, but the people you hire to implement it?

You’re about to invest hundreds of thousands of dollars in Robotic Process Automation (RPA). Your board expects results. Your team is counting on you. But here’s the harsh reality:

Did you know that 30 to 50 percent of RPA projects fail? And the #1 reason? Choosing the wrong RPA implementation partner.

Why does that happen? Is it because the RPA software is not powerful enough? Or is it because the wrong RPA implementation partner was chosen?

In most cases, it is the second one. Let us look at what this really looks like inside real businesses.

Scenario 1: The $2M Disaster

A Fortune 500 company spends $2 million on an RPA rollout. Six months later, only two bots are live. Both break often. Employees do not trust the system. Leadership starts questioning the investment.

What went wrong?
The company did not fail because of automation. It failed because an inexperienced RPA consultant sold big promises but delivered weak execution.

Scenario 2: The Success Story

Now imagine a different outcome. A mid sized manufacturing company selects the right automation partner. Within four months, 15 high volume processes are automated. Invoice processing time drops by 85 percent. The company saves $750,000 every year.

Same technology. Very different results. So what changed?

The questions they asked before signing the contract.

At Bitcot, we see this challenge regularly. Many companies come to us after spending months with an RPA consulting firm that built bots but failed to deliver real business value. Choosing the right RPA implementation consultant is now more important than choosing the automation platform itself.

This guide explains the 10 most important questions you should ask before hiring an RPA implementation partner in 2026 so you can protect your investment and achieve measurable results.

Why 2026 is a Game-Changer for RPA

The automation landscape has transformed beyond simple task automation into intelligent systems. The RPA landscape has evolved dramatically.

It’s no longer just about simple rules-based automation. Today’s RPA is powered by:

• Artificial Intelligence (AI)
• Machine Learning (ML)
• Hyperautomation capabilities
• Intelligent automation

The numbers are staggering:

• Global RPA market expected to reach $35.27 billion in 2026
• Growing to $247.34 billion by 2035 (24.20% annually)
• 72% of enterprises have RPA deployed
• 60% adopted low-code or no-code platforms

This transformation means the stakes are higher. But so are the opportunities. The right RPA implementation partner can help navigate this complex landscape, avoid common pitfalls, and build a sustainable automation strategy that delivers measurable ROI (Return on Investment).

The wrong one? They’ll drain budgets, frustrate teams, and set digital transformation back by years.

With these market dynamics in mind, selecting the right partner becomes even more critical.

Why Choosing the Right RPA Partner Matters More Than Ever

Implementation expertise determines success more than the technology itself. The RPA consulting landscape has changed dramatically. What started as simple screen-scraping evolved into sophisticated intelligent automation combining:

• RPA technology
• Artificial Intelligence
• Natural Language Processing (NLP)
• Intelligent Document Processing (IDP)

Here’s why partner selection is critical:

According to Ernst & Young, 30-50% of RPA projects fail. That’s not a technology problem. It’s an implementation problem. The technology works. What fails is:

• Poor process selection
• Inadequate change management
• Lack of governance framework
• Insufficient training
• Choosing partners who lack RPA expertise

Before evaluating partners, you need to understand what they should actually deliver.

What Your RPA Implementation Partner Should Actually Do

A comprehensive partner provides strategy, implementation, and long-term support. Before diving into the questions, let’s clarify what an RPA implementation partner should be doing.

Many business leaders have misconceptions about the consultant’s role. This leads to misaligned expectations and disappointment.

Discovery Phase

An effective partner conducts comprehensive process assessments to identify automation opportunities. This goes far beyond asking which processes are repetitive.

They should:

• Use process mining tools
• Conduct stakeholder interviews
• Analyze process documentation
• Evaluate transaction volumes

Planning Phase

Partners should develop a comprehensive automation roadmap aligned with broader digital transformation strategy. They design governance frameworks that define:

• Bot ownership
• Access controls
• Change management processes
• Performance monitoring standards

With these foundational expectations established, let’s explore the critical questions.

The 10 Critical Questions to Ask Your RPA Implementation Partner

These questions separate experienced professionals from opportunistic vendors. Let’s dive into the questions that separate experienced RPA consultants from opportunists.

1. What Industry-Specific RPA Experience Do You Have?

Why This Question Matters

Industry experience isn’t just nice-to-have. It’s essential. While core RPA technology remains consistent, how automation applies in healthcare automation differs dramatically from financial services, manufacturing automation, or retail.

Each industry has unique:

• Business processes
• Regulatory requirements
• Compliance considerations
• Operational challenges

A partner with deep industry knowledge brings invaluable context that generic RPA consultants can’t match.

When evaluating RPA implementation, Bitcot looks for demonstrated expertise in your specific industry vertical.

Industry-Specific Examples

Banking and Financial Services: Must navigate complex regulations like KYC (Know Your Customer), AML (Anti-Money Laundering), and Basel III compliance. This sector accounts for 36% of global RPA deployments.

Healthcare: Involves HIPAA privacy rules, claims adjudication workflows, and EHR system integration.

Manufacturing: Requires understanding supply chain systems, quality management platforms, and Industry 4.0 technologies.

What Good Answers Look Like

Qualified partners should provide specific, detailed examples of RPA projects they’ve completed in the industry.

Listen for concrete details:

• Number of clients in the sector
• Types of processes automated
• Challenges encountered and how they were resolved
• Measurable outcomes achieved
• Industry-specific compliance considerations addressed

Red Flags to Watch For

Be wary of consultants who claim equal expertise across all industries. Generic answers that avoid specifics are concerning.

If a consultant says they have healthcare experience but can’t articulate specific HIPAA considerations or common healthcare automation use cases, that’s a red flag. Beyond industry knowledge, technical certifications validate a partner’s capabilities.

2. What Certifications Does Your Implementation Team Have?

Why This Question Matters

RPA project success depends entirely on the skills of the people doing the work. Modern RPA implementations require diverse skillsets:

• Certified RPA developers who can build complex automations
• Business analysts who can map processes
• Change management specialists
• Project managers

Industry research shows approximately 40% of enterprises cite lack of skilled automation professionals as a major barrier to scaling RPA initiatives.

Key Certifications to Look For

Platform-Specific:

• UiPath Certified Advanced Developer
• Automation Anywhere Certified Advanced RPA Professional
• Blue Prism Accredited Developer
• Microsoft Power Automate certifications

Project Management:

• Project Management Professional (PMP)
• Agile or Scrum certifications

Remember: Certifications matter, but the methodology for selecting processes matters even more.

3. How Do You Identify and Prioritize Processes to Automate?

Why This Question Matters

Choosing the right processes to automate makes or breaks RPA programs. Automate the wrong processes and budgets get wasted while generating minimal value. Here’s the truth:

Not every repetitive process is a good automation candidate. Some processes are:

• Too complex
• Too unstable
• Involve too much human judgment

What Good Answers Look Like

Qualified consultants should describe a comprehensive, multi-stage discovery process. Look for structured evaluation frameworks.

They might use scoring matrices that rate processes across dimensions like:

• Volume and frequency
• Process stability and standardization
• Rules-based decision-making
• Manual effort required
• Strategic importance

Evaluation Criteria

Process selection methodology leads directly to the next critical decision: platform choice.

4. Which RPA Platform Do You Recommend and Why?

Why This Question Matters

The RPA platform selected impacts everything. From implementation timelines to long-term scalability and total cost of ownership (TCO). Different platforms have different:

• Strengths and limitations
• Licensing models
• Integration capabilities

How consultants answer this question reveals priorities:

Platform-agnostic consultants evaluate specific requirements and recommend technology that fits the context.

Vendor-locked consultants push their preferred platform regardless of whether it’s the best fit.

Leading RPA Platforms in 2026

Top RPA tools include:

• UiPath – Leader in enterprise automation
• Automation Anywhere – Cloud-native platform
• Blue Prism – Enterprise-grade security
• Microsoft Power Automate – Integration with Microsoft ecosystem
• WorkFusion – AI-powered automation

Platform selection is important, but execution depends on disciplined project management.

5. What’s Your Approach to Project Scoping and Timeline Management?

Why This Question Matters

Project scope directly impacts costs, timelines, and outcomes. Here’s what quality consultants do:

• Begin with detailed discovery and documentation
• Produce comprehensive statements of work (SOW)
• Define clear deliverables and acceptance criteria
• Have formal change management processes

Typical timelines:

• Simple processes: 4-8 weeks
• Complex implementations: 3-6 months
• Enterprise-wide RPA deployment: 6-12 months

Agile vs. Waterfall Methodology

Modern RPA implementations often use Agile methodology for faster iterations and continuous improvement.

Benefits of Agile RPA:

• Faster time-to-value
• Continuous feedback loops
• Flexibility to adapt
• Incremental delivery

Strong project management must be paired with rigorous quality assurance practices.

6. How Do You Ensure Quality and Handle Testing?

Why This Question Matters

Nothing destroys confidence in RPA faster than deploying buggy automation. Quality assurance (QA) is non-negotiable. Testing should consume 20-30% of total implementation effort.

Look for consultants who describe:

• Comprehensive, multi-layered testing approaches
• Collaborative testing with process owners
• Separate development, testing, and production environments
• Post-deployment monitoring strategies

Types of RPA Testing

• Unit Testing – Testing individual bot components
• Integration Testing – Testing bot interactions with systems
• User Acceptance Testing (UAT) – End-user validation
• Performance Testing – Validating bot speed and efficiency
• Security Testing – Ensuring data protection and compliance

Technical excellence alone isn’t enough without addressing the human element.

7. What’s Your Approach to Change Management and User Adoption?

Why This Question Matters

Technical perfection means nothing if people refuse to use automation. RPA projects fail more often due to people issues than technology problems.

Quality consultants should:

• Treat change management as a core component, not an afterthought
• Identify and empower internal champions
• Provide hands-on, role-specific training
• Address job security concerns proactively

Building an Automation Culture

Successful RPA adoption requires:

• Clear communication about automation benefits
• Employee engagement from day one
• Transparent messaging about workforce impact
• Continuous training and upskilling programs
• Celebrating automation wins

Change management directly influences how quickly you’ll see returns on your investment.

8. How Quickly Can We Expect ROI?

Why This Question Matters

ROI (Return on Investment) is the ultimate measure of automation success. According to industry studies:

• Most organizations achieve positive ROI within 6-12 months
• Some see returns in as little as 3 months
• Top performers earn nearly 4x their RPA investments
• RPA delivers 30-50% process time reductions
• 25-40% operating cost savings

Direct vs. Indirect Benefits

Calculating RPA ROI

ROI Formula: ROI = (Net Benefits – Implementation Costs) / Implementation Costs × 100

Key Metrics to Track:

• Cost per transaction before and after automation
• Full-time equivalent (FTE) savings
• Process cycle time reduction
• Error rate improvement
• Customer satisfaction scores

Initial ROI matters, but long-term success requires ongoing support and maintenance.

9. What Post-Implementation Support Do You Provide?

Why This Question Matters

RPA is not a set-it-and-forget-it technology. Bots require ongoing maintenance, monitoring, and optimization.

The reality:

Reactive maintenance due to application changes can consume up to 40% of annual automation budgets. Quality consultants should offer:

• Managed services where they monitor and maintain bots
• Hybrid models with shared responsibilities
• On-demand support for specific issues
• Full knowledge transfer for self-sufficiency

Support Service Models

• Managed Services – Partner handles all bot maintenance
• Co-managed Model – Shared responsibility between partner and client
• Knowledge Transfer – Training for complete internal ownership
• Service Level Agreements (SLAs) – Defined response times and support levels

Bot Maintenance Considerations

• Application updates that break automations
• System upgrades requiring bot modifications
• Process changes needing workflow updates
• Performance optimization for efficiency
• Security patches and compliance updates

Finally, the best partners help you think beyond the questions you’ve already asked.

10. What Are the Three Most Important Questions We Haven’t Asked?

Why This Question Matters

This final question flips the script. It reveals how potential partners think.

The best consultants welcome this opportunity to:

• Highlight important considerations that may have been overlooked
• Demonstrate expertise and genuine interest in success
• Show they’re listening to needs, not just closing a sale

Thoughtful consultants typically raise questions about:

• Broader digital transformation strategy and how RPA fits
• Governance framework and change control processes
• Internal capacity and organizational commitment
• Expectations and definitions of success
• Scalability plans for expanding automation
• Center of Excellence (CoE) establishment

Armed with these questions, you’re ready to make an informed partner selection.

The Bottom Line: Make the Right Choice

Your partner choice will determine whether your RPA investment delivers exponential value or expensive frustration. Choosing the right RPA implementation partner is one of the most consequential decisions on any automation journey. The RPA market is expected to reach $35.27 billion in 2026 and continue explosive growth to $247.34 billion by 2035.

But remember: 30-50% of RPA projects fail, and the primary reason is choosing the wrong implementation partner.

These 10 Questions Provide a Framework

They help assess:

• Technical capabilities
• Industry knowledge
• Change management expertise
• Genuine commitment to success

Pay Attention to How They Respond

During evaluation, notice:

• Do they provide specific, detailed answers or vague generalities?
• Do they ask insightful questions or just talk at you?
• Do they acknowledge challenges or only present rosy scenarios?

The Investment Pays Off

Organizations that choose the right partners typically achieve:

• ROI within 6-12 months
• 30-50% cost reductions
• 90%+ error rate improvements
• Sustainable automation programs that scale

Take the Time to Find the Right Partner

The RPA journey is too important to leave to chance.

Find a partner who brings:

• Technical skills
• Strategic thinking
• Industry expertise
• Genuine commitment to long-term success

As a leading RPA implementation partner, Bitcot helps organizations navigate the complexities of robotic process automation with proven methodologies, certified experts, and industry-specific experience. We specialize in AI automation services and custom workflow automation solutions that deliver measurable business outcomes. The right partner will help avoid common pitfalls, accelerate time-to-value, and create a foundation for sustainable automation that drives competitive advantage for years to come.

Ready to start your RPA journey with confidence? Contact us today to schedule a consultation with our automation experts and get answers to these critical questions tailored to your specific business needs.

These frequently asked questions address the most common concerns we hear from prospects.

Frequently Asked Questions