Setting Up Tender Tracking in Bitrix24 CRM

We often see this situation: a tender manager works in three systems simultaneously—EIS, SBIS or Kontur.Tender for monitoring, and Excel spreadsheets for status tracking. Bitrix24 CRM is not involved. The result: wasted time on manual data transfer, errors in deadlines, and missed bids. Our experience shows that centralizing all processes in CRM reduces tender processing time by 30–40% within the first month. One of our clients—a company with 20 tenders per month—after setting up automatic collection reduced manual labor by 50% and stopped missing deadlines. Get a consultation for your project—contact us.

Why Use Smart Processes for Tenders?

Standard Bitrix24 deals are not designed for tender specifics: 44-FZ, 223-FZ, different platforms, long funnels. We use smart processes (available from the "Standard" plan)—a separate "Tender" entity with its own funnel. This eliminates confusion with regular sales and allows configuring unique fields. According to official Bitrix24 documentation, smart processes provide flexibility for complex business processes.

What Fields Are Needed to Store Tenders?

How to Automate Tender Collection?

Automatic tender collection is divided into two approaches.

Option 1: Aggregator API. Kontur.Zakupki, Tenderplan provide API search by keywords and OKPD2 codes. We connect your account, configure filters, and tenders go to CRM immediately after publication. Comparison: automatic collection via API is 10 times faster than manual monitoring.

Option 2: EIS RSS Monitoring. Free but limited—only basic fields. Good for a start. We parse RSS and create a tender in CRM using an agent:

class TenderMonitorAgent
{
    private array $searchQueries = [
        'server supply OKPD2 26.20',
        'IT services software development',
    ];

    private string $smartProcessEntityTypeId = '183';

    public function run(): void
    {
        foreach ($this->searchQueries as $query) {
            $tenders = $this->fetchFromEis($query);

            foreach ($tenders as $tender) {
                if ($this->alreadyExists($tender['number'])) {
                    continue;
                }

                $this->createCrmItem($tender);
            }
        }
    }

    private function createCrmItem(array $tender): void
    {
        \Bitrix\Crm\Item\Factory\SmartProcessItemFactory::getInstance(
            (int)$this->smartProcessEntityTypeId
        )->create([
            'TITLE'                   => $tender['name'],
            'STAGE_ID'                => 'DT' . $this->smartProcessEntityTypeId . ':NEW',
            'UF_CRM_TENDER_NUMBER'    => $tender['number'],
            'UF_CRM_TENDER_NMCK'      => $tender['price'],
            'UF_CRM_TENDER_DEADLINE'  => \Bitrix\Main\Type\DateTime::createFromTimestamp(
                strtotime($tender['deadline'])
            ),
            'UF_CRM_TENDER_URL'       => $tender['url'],
            'UF_CRM_TENDER_LAW'       => '44-FZ',
            'ASSIGNED_BY_ID'          => $this->getDefaultManager(),
        ])->save();
    }
}

How to Set Up Automatic Reminders for Deadlines?

Robots in Bitrix24 (no coding) allow you to configure actions when a tender stage changes. Examples:

For complex logic, we use PHP handlers. Example:

AddEventHandler('crm', 'OnCrmSmartProcessItemUpdate', function(\Bitrix\Crm\Item $item) {
    if ($item->getEntityTypeId() !== 183) return;

    $stageId = $item->getStageId();

    if ($stageId === 'DT183:WON') {
        $deadline = (new \DateTime())->modify('+30 days');

        \CTaskItem::add([
            'TITLE'          => 'Sign contract via EIS',
            'RESPONSIBLE_ID' => $item->getAssignedById(),
            'DEADLINE'       => $deadline->format('d.m.Y H:i:s'),
            'DESCRIPTION'    => 'Contract signing period under 44-FZ is 30 days',
            'UF_CRM_TASK'    => ['T' . $item->getId()],
        ], 1);
    }
});

Step-by-step instructions:

1. In Bitrix24, go to the "Robots" section for the "Tender" smart process.
2. Add a rule for element creation: task to responsible, notification.
3. Set up triggers for stage transitions: when moving to "Bid preparation", add tasks for documents.
4. For custom logic, upload the handler file to /bitrix/php_interface/init.php.

How to Get Tender Analytics?

Reports in CRM show the conversion funnel, average NMCC reduction percentage, and performance by purchase type. We add a custom widget to the main page—a summary of active tenders with nearest deadlines:

$urgentTenders = \Bitrix\Crm\SmartProcess\Query::create(183)
    ->addSelect(['ID', 'TITLE', 'UF_CRM_TENDER_NMCK', 'UF_CRM_TENDER_DEADLINE'])
    ->addFilter(['<=UF_CRM_TENDER_DEADLINE' => (new \DateTime())->modify('+7 days')])
    ->addFilter(['!STAGE_SEMANTIC_ID' => 'F'])
    ->addOrder('UF_CRM_TENDER_DEADLINE', 'ASC')
    ->exec()
    ->fetchAll();

Based on this data, you can build a manager workload chart and distribute tasks in advance. Order analytics setup—get a demonstration of capabilities.

What's Included

• Creating a "Tender" smart process with custom fields and stage funnel.
• EIS monitoring agent or integration with aggregator API (Kontur.Zakupki, Tenderplan).
• Setting up robots for auto-tasks and reminders.
• Reports and deadline widget.
• Process documentation, manager training, post-launch support.

We guarantee stable integration operation and help adapt the solution to your internal regulations. We are certified as "1C-Bitrix. Developer" and have over 50 successful projects for tender department automation.

Timeline and Cost

Setup timeline: 1 to 2 weeks without integration, 3 to 5 weeks with automatic tender collection. Cost is calculated individually—contact us for an audit of your current CRM.

How to ensure CRM implementation success?

We have been working with Bitrix24 for over 10 years — during that time we have completed 500+ projects. Every second one starts with the same problem: a company buys CRM, sets it up "by the book," and three months later managers fill two out of twelve fields, deals stall at "Negotiations" for months, and management cannot extract analytics. The root is not bad software — it's the approach. CRM is configured without auditing real processes, without considering staff objections, and without a step-by-step automation plan. In this article — a step-by-step guide on how we avoid this.

All specialists are certified by 1C-Bitrix, the methodology is proven on hundreds of cases. 1C-Bitrix is a platform that, when paired with Bitrix24, provides real end-to-end analytics if configured correctly.

Reality of CRM implementations: 80% fail to deliver results

Why do employees sabotage CRM?

Managers are accustomed to Excel and notepads — they perceive CRM as total control. Our solution: involve key employees at the design stage, show personal benefits — automatic reminders, ready-made proposal templates, less routine. We train on real scenarios, not abstract examples. Resistance drops 4 times faster than with "command" implementation.

How to prevent incomplete data entry?

Mandatory fields are filled, others are ignored — familiar picture? We solve it on three levels:

• Set mandatory fields per funnel stage (only relevant data at each stage).
• Implement auto-fill from UTM tags, email parsing, data from open databases.
• Remove redundant fields — fewer fields, higher quality.

According to our practice, field optimization reduces omission rates by 70% within the first month.

How to design funnels correctly?

Too many stages, no transition criteria, duplicate stages — typical mistakes. We design the funnel based on reality: how sales actually work, not as written in textbooks. We use CRM data from the first 2 weeks of audit to identify real stages and loss points. This shortens the deal cycle by 25–40%.

What automation should be done first?

We set up robots and business processes from day one — so the team immediately feels the difference. For example, lead distribution, sending emails after status changes, creating tasks for colleagues. Companies that implement automation at the start achieve plan targets 3 months faster.

What Bitrix24 features accelerate sales?

• Inquiries from all channels (phone, email, messengers, forms) are captured automatically.
• Leads are created and distributed without manual intervention.
• Visual kanban with custom stages — drag a card to the next stage, an email is sent automatically, a task is created.
• Omnichannel: unified window for telephony, email, WhatsApp, Telegram, Viber, VK, Instagram, online chat.
• Robots and business processes: mailings, document generation, reminders, escalations — no coding required.
• Analytics: funnel, conversions, lead sources, manager workload, average handling time.

What does integrating a 1C-Bitrix website with Bitrix24 CRM provide?

Synergy of the two products yields measurable results, and we implement it through direct data exchange. Site forms transfer leads to CRM instantly with full UTM markup — you see where the client came from. Online chat connects via open lines: a visitor writes on the site, the manager responds from CRM. Orders in the store based on infoblocks v2.0 become deals with full purchase history, enabling cross-selling. Call tracking with number substitution links calls to advertising channels. We use CommerceML to exchange data with 1C Trade Management/ERP: nomenclature, stock balances, prices — synced via agents without manual intervention. End-to-end analytics collects advertising costs, visits, leads, sales in one report — ROI per channel. For non-standard logic, we use REST API and high-load blocks to store arbitrary data (e.g., tech support interaction history). In one project, we configured this bundle for a retail chain: 1C cash register integration with CRM created contacts automatically upon loyalty card purchase, and CRM marketing via Bitrix24 increased repeat purchases by 18% in six months.

How we set up CRM: the process

1. Audit. We analyze how sales work currently. Where are leads lost? Which channels bring clients? We form recommendations before technical implementation.
2. Design. Multiple funnels for different directions, custom fields, mandatory stages and transition conditions. Structure reflects the real process.
3. Integrations. Connect to website, telephony, email, messengers, Yandex.Direct, Google Ads, 1C.
4. Custom modules. When standard is not enough — applications for Bitrix24: specific reports, non-standard business logic, integrations with industry systems.
5. Migration. Transfer databases from amoCRM, Megaplan, Salesforce, HubSpot, Excel. Relationships, communication history, attachments — everything intact.
6. Training. Trainings tailored to your configuration, video instructions, documentation.

What is included in the work?

Cloud or on-premise: which to choose?

Comparison: the cloud version is 2–3 times cheaper initially, but for B2B companies with large data volumes, on-premise pays off in 1.5–2 years due to no per-user subscription fee.

Metrics we track for your business

• Funnel stage conversion. If 80% are lost at the proposal stage — the problem is pricing, not managers. Norm: 5–15% for B2B, 1–5% for high-ticket B2C.
• Lead response time. A 5-minute response increases conversion 10x compared to a 30-minute response. We set alerts — if a manager doesn't respond within 15 minutes, the lead is reassigned.
• LTV. CRM segments clients by lifetime value — managers focus on the most valuable.
• Average deal cycle. If it increases, something is broken. Reasons for rejections are gold for product and script adjustments.

Our case studies

Manufacturing company (B2B). A plant with high annual turnover. Leads were lost in email; management only learned about large deals post-factum. We set up automatic inquiry capture, a funnel "qualification → calculation → proposal → approval → contract → payment," and robots that generate proposals from templates. Conversion increased by 23%, lead processing time dropped from 4 hours to 20 minutes. Manager payroll savings exceeded $1,000 per month due to reduced routine.

IT service company. Three funnels: new clients, upselling, tenders. Auto-generation of contracts and invoices, integration with Jira — after signing, tasks automatically appear in the development department. Management received a weighted revenue forecast with 90% accuracy. The project paid off in 4 months.

Implementation timeline and cost

The cost is calculated individually based on your scope of work. After implementation — tech support with SLA (response from 1 hour), regular usage audits, and feature development.

Ready to discuss your situation? Contact us — we'll conduct a free audit of your current CRM within 2 days and propose an implementation architecture with a result guarantee. Request a consultation — we'll show you in numbers how much you'll save with proper setup.