Bitrix24 Integration with EIS (Unified Public Procurement Information System)
A company participates in government procurement. A manager opens zakupki.gov.ru every morning, manually searches for tenders by keywords, copies data into a spreadsheet, then creates a deal in the CRM. In parallel, they track submission deadlines, prepare documents, and monitor results. One missed tender means a lost contract. One missed deadline means lost tender security.
Bitrix24 integration with EIS automates procurement monitoring, deal creation from tenders, and deadline control.
What is EIS and How to Access the Data
EIS (zakupki.gov.ru) — a unified platform publishing information on government and municipal procurement. Procurement data is available through:
- Open Data — XML files with procurement information, updated daily.
- EIS FTP Server — archives with complete data by regions and procurement types.
- Web Interface Parsing — as a backup option if structured data is insufficient.
The integration uses structured data from XML feeds for maximum reliability.
Solution Architecture
| Component | Function |
|---|---|
| Data Collector | Downloads and parses XML files from EIS on schedule |
| Filter | Selects procurements by criteria: OKPD2, region, customer, amount |
| Middleware | Creates deals in Bitrix24 from filtered procurements |
| Scheduler | Monitors deadlines and sends notifications |
| Storage | Database for deduplication and procurement history |
Tender Monitoring
The data collector runs on schedule — typically every 2–4 hours. For each procurement, the following is extracted:
- Procurement Number (registry number)
- Name and Description of the procurement object
- OKPD2 Codes — for classification
- Initial (Maximum) Contract Price (NMCK)
- Customer — name, tax ID, region
- Deadlines — publication date, application submission deadline, review date
- Procurement Type — Law 44-FZ, Law 223-FZ, e-auction, request for quotation, tender
- Participant Requirements — tender security, licenses, SRO permits
- Documentation — links to specification files, contract drafts
Filtering by Criteria
Without filtering, thousands of irrelevant procurements will flood the CRM. Configurable criteria include:
- OKPD2 Codes — list of company product and service codes.
- Keywords — in procurement name and description.
- Customer Region — for companies with limited geography.
- NMCK Range — minimum and maximum price (excludes too small or too large).
- Procurement Type — auctions only, or quotation requests only.
- Exclusions — stop-words, specific customers (companies you don't work with).
Filters are configured in Bitrix24 interface through custom directories or in middleware configuration.
Deal Creation from Tenders
Each suitable tender becomes a deal in the CRM:
- Deal Name — procurement number + brief description.
- Amount — NMCK.
- Contact/Company — customer. Searched by tax ID; if not found — created.
-
Custom Fields:
- Procurement registry number
- Procurement type (Law 44-FZ / Law 223-FZ)
- OKPD2
- Application submission deadline date
- Tender security amount
- Link to procurement in EIS
- Stage — "New Tender" (first stage in tender sales pipeline).
- Responsible — assigned by region or procurement type.
Deduplication: if a procurement with this registry number already exists in CRM — a new deal is not created, but data is updated (deadline changes, documentation clarifications).
Tender Sales Pipeline
Typical stages:
- New Tender — procurement found, awaiting analysis.
- Analysis — manager reviews documentation, assesses chances.
- Tender Preparation — document collection, price calculation.
- Application Submitted — documents sent to platform.
- Review — awaiting results.
- Victory / Loss / Rejection.
- Contract Signed — work began.
Each stage can have mandatory fields — for example, on the "Tender Preparation" stage you must specify the planned offer price.
Deadline Control
Missing the application submission deadline means losing the tender. The integration creates tasks and reminders:
- 5 Days Before Deadline — notification to responsible manager.
- 2 Days Before — repeated notification + to team lead.
- 1 Day Before — urgent notification in tender team group chat.
- Deadline Passed — deal automatically moves to "Overdue" stage (if application not submitted).
Configured through Bitrix24 business processes or middleware.
Document Preparation
Tender participation requires a document package. The integration helps:
- Templates. Bitrix24 stores application templates, commercial offers, price calculations. When a deal is created — documents are generated with procurement data.
- Checklist. Each procurement type has its own list of required documents. Manager marks readiness of each.
- File Storage. Procurement documentation (specifications, contract drafts) is downloaded from EIS and attached to the deal.
Result Tracking
After application submission, integration continues monitoring EIS:
- Review Protocols — parsed from EIS, result recorded in the deal.
- Changes in Procurement — if customer modified documentation or postponed deadlines, deal updates automatically.
- Procurement Cancellation — deal moves to "Cancelled by Customer" stage.
Analytics
Reports are built based on CRM data:
- Conversion by Procurement Type — where win percentage is higher.
- Average Discount — how much final price differs from NMCK.
- Department Load — how many tenders in work, how many overdue.
- Top Customers — who we work with and win most often.
We configure the integration for company specifics: from monitoring a narrow OKPD2 range to a full tender department with pipeline, deadlines, and analytics.