What is a Proof of Concept (PoC)?
A Proof of Concept (PoC) is a small-scale, limited implementation of an automation solution designed to validate its technical feasibility, demonstrate potential value, and reduce risk before committing to full-scale deployment. In automation, a PoC typically involves building a working prototype that automates a single process or subset of a process.
Why Run a PoC?
A well-executed PoC helps organizations:
- Validate that the technology works in your specific environment
- Demonstrate tangible value to stakeholders and executives
- Identify technical challenges early before large investments
- Build internal expertise and confidence with automation
- Refine ROI estimates with real-world data
- Secure buy-in and budget for larger initiatives
Example: Invoice Processing PoC
A company wants to automate their invoice processing. Instead of automating all 15 invoice types across 5 ERP systems, they start with a PoC: automating standard vendor invoices (the most common type) in SAP only. In 4 weeks, they prove the concept works, identify integration challenges, and measure actual time savings. This data builds the business case for the full rollout.
PoC vs Pilot vs Production
Understanding the differences helps set appropriate expectations:
Implementation Stages
- Proof of Concept (PoC) - Validates feasibility. Limited scope, controlled environment, 2-6 weeks duration. Goal: Can it work?
- Pilot - Tests in production conditions. Real transactions, limited users/scope, 1-3 months. Goal: Does it work reliably?
- Production - Full deployment. All transactions, all users, ongoing. Goal: Deliver sustained value at scale
What Makes a Good PoC Process?
Choose a PoC candidate that:
- Is representative - Results should apply to other processes
- Has clear success criteria - You can measure improvement objectively
- Is not too complex - Avoid tackling the hardest problem first
- Has supportive stakeholders - Process owners should be engaged
- Shows quick wins - Demonstrable value within the timeframe
- Has stable systems - Avoid processes with major system changes planned
PoC Success Metrics
Define these metrics before starting your PoC:
- Technical Feasibility - Does the automation work as expected?
- Processing Time - How much faster is automated vs manual?
- Accuracy Rate - What percentage of transactions complete without errors?
- Exception Rate - How many transactions require human intervention?
- Development Effort - How long did it take to build?
- Projected ROI - Based on PoC data, what's the expected return?
Common PoC Pitfalls
- Scope Creep: Keep the PoC focused; expansion comes after success
- Wrong Process: Choosing too simple (not impressive) or too complex (fails)
- No Success Criteria: Define what 'success' means before starting
- Ignoring Exceptions: PoC should test edge cases, not just happy path
- No Stakeholder Buy-in: Involve business owners from the start
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