Setting Up Bitrix24 for Tender Work
Tender work doesn't fit standard sales pipeline: different timelines, different participants, mandatory documentation, and very specific stages—from platform monitoring to participating in auctions and contract execution. Standard CRM deals are insufficient, but Bitrix24 smart processes provide the necessary flexibility.
Smart Process "Tender"
Create a separate CRM entity via "Smart Processes"—a custom object with its own stages, fields, and automation. A tender isn't a deal because it has different logic:
- Stages: Monitoring → Analysis → Decision to Participate → Document Preparation → Application Submission → Auction → Won / Lost → Contract Execution
- Custom fields: tender number (EIS), trading platform, NMC (initial maximum price), our price threshold, application deadline, auction date, tender type (44-FZ / 223-FZ / commercial)
Link the smart process to the customer company and responsible manager.
Stage-Based Automation
Monitoring → Analysis. Trigger: manager moves tender to "Analysis"—automatically creates tasks for lawyer ("Verify tender documentation №XXX, deadline—submission date minus 5 days") and technical specialist ("Assess execution capability").
Decision to Participate. Creates document preparation tasks with deadlines. For 44-FZ tender—one document checklist, for commercial—another. Implemented via task templates with conditions.
Application Submission. Reminder to responsible person 48 hours before deadline. Robots—"Notify user" via IM and email.
Result. "Won" and "Lost" stages are final. On "Won", automatically create a deal (or "Contract" smart process) linked to tender with contract amount.
Fields and Tender Card
Custom smart process fields:
| Field | Type | Purpose |
|---|---|---|
| UF_TENDER_NUMBER | String | Notification number on EIS |
| UF_PLATFORM | List | Trading platform (Sberbank-AST, Roseltorg, etc.) |
| UF_NMC | Money | NMC |
| UF_OUR_PRICE | Money | Our bid |
| UF_SUBMIT_DATE | Date/Time | Application deadline |
| UF_AUCTION_DATE | Date/Time | Auction date |
| UF_TENDER_TYPE | List | 44-FZ / 223-FZ / Commercial |
| UF_WIN_PROBABILITY | Number | Win probability, % |
| UF_REJECT_REASON | String | Loss reason (for analysis) |
Documents and Storage
Each tender is linked to folder on Bitrix24.Drive: "Tender №XXX—Customer". Fixed structure: "Customer Documentation", "Our Application", "Correspondence", "Contract". Created automatically when moving tender to "Decision to Participate" stage via robot calling disk.folder.addsubfolder.
Reporting
Via built-in CRM reports, create: stage funnel (how many tenders at each step), "participated → won" conversion, average winning contract size, effectiveness by trading platform. This enables decisions: which platforms we win most on, what NMC price range is most promising.
A smart process with properly configured stages, fields, and automation gives tender department work structure without extra tools. Managers see all tenders in one place, deadlines aren't missed, each tender's history is preserved.