Manager creates a deal in Bitrix24, clicks “Generate document” and receives an act or contract — but with empty fields where the client’s details should be, the amount in words in Russian does not match the numeric one, and the company logo is not inserted.
This is a typical picture after the first implementation: document templates come out of the box minimal, and they need to be refined for the real tasks of the business.
We have been refining Bitrix24 document templates for more than 5 years and have developed more than 50 templates for deals, invoices, quotes, and contracts.
Our experience allows us to take into account all nuances: from correct output of details to integration with custom fields and external services.
As a result, managers save up to the cost calculated after audit per month on manual filling, while the accuracy of details reaches 99%.
How do document templates work in Bitrix24?
Document templates are available in the section CRM → Settings → Document templates (depending on the version — also via the deal/invoice card). The functionality is part of the crm module and works on the basis of the built-in template engine.
The template is created in docx format (Microsoft Word) — this is a key point. Bitrix24 uses docx as the template format with placeholders in double curly braces: {ContactName}, {DealTitle}, {TotalPrice}.
When generating a document, placeholders are replaced with real CRM data, and the resulting file is delivered as docx or converted to PDF. — Official 1C-Bitrix documentation
Available variables (placeholders)
The list of available variables depends on the document type (deal, invoice, quote, contact, company). Basic ones for a deal:
{DealId},{DealTitle},{DealOpportunity}— ID, name, amount{ContactName},{ContactPhone},{ContactEmail}— contact data{CompanyTitle},{CompanyAddress}— company data{AssignedName}— responsible manager{CreatedDate}— creation date
For tabular data (the list of products in a deal), repeat blocks are used — docx sections with the markers {#Products}...{/Products}.
CRM custom fields (UF_CRM_*) are also available through the corresponding placeholders — they must be added manually to the template variable list.
Why are standard templates not enough?
Standard out-of-the-box templates have a minimum of variables, static layout, and do not support logic. For example, you cannot output details only for a legal entity or hide the signature block if the deal has no counterparty.
Amounts in words, automatic filling of INN/KPP from the company card, and insertion of QR codes are also not supported. As a result, managers spend up to 30 minutes manually editing each document, and the risk of an error with details increases several times. Our templates are generated 10 times faster — in 10–15 seconds.
How do we develop document templates?
Our process consists of five stages:
- Analytics — we study your documents, identify variables, and agree on the layout.
- Prototype — we create a draft template in docx with placeholders.
- Development — we place variables, configure repeat tables, and implement custom fields.
- Testing — we check on real deals and fix errors (common ones: placeholder breaks, incorrect table formatting).
- Deployment and training — we upload the template to CRM, instruct managers, and provide a 30-day guarantee.
Stack: Microsoft Word / LibreOffice for editing docx, an internal tool for checking XML markup (so that placeholders are a single run). If necessary, we connect PHP handlers for complex logic.
Case study: service agreement for an agency (from our practice)
In our practice, there was a case with a marketing agency on cloud Bitrix24. Managers created contracts manually in Word, copying data from CRM — they lost 20–30 minutes per contract, and sometimes inserted the wrong details.
We developed a contract template: header with the agency's details (static text), client details — from company fields ({CompanyTitle}, custom UF fields for INN, KPP, address), subject of the contract — from the deal field, amount — {DealOpportunity} + amount in words via a custom UF field (filled by a robot).
Signatures — static lines with empty fields. Result: the contract is generated in 10 seconds, there are no errors with details, and the preparation time was reduced by 5 times.
What is included in document template development?
Every order includes:
- A ready-made template in docx format, uploaded to your CRM
- Documentation with a full list of used variables
- Testing on test deals
- Manager training (15-minute screencast)
- 30-day support guarantee (error fixing, improvements based on your feedback)
- Optionally — integration with robots and business processes for automation
Comparison: manual filling vs our templates
| Characteristic | Manual filling | Our templates |
|---|---|---|
| Time per contract | 20–30 minutes | 10–15 seconds |
| Error rate | 10–15% (incorrect details) | <1% |
| Customization capability | Unlimited | Full |
| Employee training | Not required | 15 minutes |
What limitations are encountered when creating templates?
Bitrix24 cannot natively: convert numbers to words, apply complex conditions in a template (IF/ELSE), insert images from CRM.
Workarounds: numbers to words — via a custom UF field or robots; conditions — via several templates for different scenarios or via a PHP event handler for onCrmDealDocumentGenerate; images — via pre-copying files to storage and using external links.
Typical mistakes when creating templates:
- Placeholder break — if part of
{DealTitle}is written in bold or italic, Word splits it into several XML tags, and Bitrix24 does not recognize the substitution. Solution: insert placeholders without formatting. - Incorrect table markers — the markers
{#Products}and{/Products}must be in separate table rows, otherwise the rows will not repeat. - Ignoring custom fields — if a UF field is not added to the template variable list, it will not appear in generation.
Timelines and cost
| Task | Timeline |
|---|---|
| Development of one template (up to 2 pages, standard fields) | 4–8 hours |
| Template with a complex product table and custom fields | 1–2 days |
| Set of 3–5 document templates | 3–7 days |
Cost is calculated individually — it depends on the complexity of the document, the number of variables, and the need for additional handlers.
To get an accurate estimate, send us your current documents (acts, contracts, invoices) — we will analyze them and propose the optimal solution. Contact us for a consultation — we will discuss the details and timelines. Order template development so that your managers can create documents in seconds without errors.
Useful links
- Official Bitrix24 documentation on templates
- Wikipedia: CRM system
