Configuring Government Procurement (44-FZ) Workflows in Bitrix24

We frequently encounter a supplier company that participates in government procurement under 44-FZ. Tenders are found on the EIS (zakupki.gov.ru), documents are scattered across email and folders, and contract execution is not tracked in CRM. Bitrix24 itself does not know about 44-FZ, but its CRM, tasks, and documents provide a sufficient platform for building the process. Based on over 30 projects, we guarantee that customization for government orders reduces time per tender by 40–60%.

According to Federal Law 44-FZ, contracts exceeding a certain threshold must be registered in the EIS (see 44-FZ).

How to automate procurement monitoring?

Manual monitoring takes up to 2 hours per day. Automation via EIS XML feed parsing or API processes purchases 10 times faster.

We configure a script that reads new purchases once an hour based on specified filters (keywords, 44-FZ, small business) and creates deals in CRM with a preliminary analysis.

class EisFeedParser { private string $feedUrl = 'https://zakupki.gov.ru/epz/order/extendedsearch/rss.html?' . 'morphology=on&searchString=&kladrCode=' . 'orderPlacementSmallBusinessSubject=on&' . 'fz44=on&okpd2IdsOnly=72.19.99'; public function parseAndCreateDeals(): void { $xml = simplexml_load_file($this->feedUrl); foreach ($xml->channel->item as $item) { $zakupkaNumber = $this->extractNumber((string)$item->link); if ($this->isDealExists($zakupkaNumber)) { continue; } $dealId = \Bitrix\Crm\DealTable::add([ 'TITLE' => (string)$item->title, 'STAGE_ID' => 'C4:NEW', 'UF_CRM_ZAKUPKA_NUMBER' => $zakupkaNumber, 'UF_CRM_ZAKUPKA_FZ' => '44-FZ', 'UF_CRM_ZAKUPKA_DEADLINE' => $this->parseDeadline((string)$item->pubDate), 'SOURCE_ID' => 'EIS_FEED', 'ASSIGNED_BY_ID' => $this->getResponsibleManager(), ])->getId(); \Bitrix\Crm\ActivityTable::add([ 'OWNER_TYPE_ID' => \CCrmOwnerType::Deal, 'OWNER_ID' => $dealId, 'TYPE_ID' => \CCrmActivityType::URL, 'SUBJECT' => 'Purchase on EIS', 'DESCRIPTION' => (string)$item->link, ]); } } } 

Comparison of manual and automated approaches:

CRM object structure for government contracts

Standard Bitrix24 entities are adapted to the specifics of 44-FZ. Deal = Purchase (tender). Custom fields:

• UF_CRM_ZAKUPKA_NUMBER — registry purchase number (EIS)
• UF_CRM_ZAKUPKA_IKZ — purchase identification code
• UF_CRM_ZAKUPKA_NMCK — initial maximum contract price
• UF_CRM_ZAKUPKA_TYPE — procurement method (open tender, auction, etc.)
• UF_CRM_ZAKUPKA_DEADLINE — bid submission deadline
• UF_CRM_ZAKUPKA_FZ — list (44-FZ, 223-FZ)
• UF_CRM_CONTRACT_NUMBER — contract number (after win)

Contact/Company = Customer. Requisites: TIN, KPP, OGRN, treasury account.

Tender sales funnel

Deal stages for 44-FZ:

Each stage corresponds to a set of tasks — Bitrix24 task templates.

Why is deadline control under 44-FZ important?

44-FZ strictly establishes deadlines: bid submission, contract signing after win (30 days), milestone execution. Violation — fines up to 30% of contract price and inclusion in the register of unscrupulous suppliers (RNP). For example, with a contract of 10 million RUB, the fine can reach 3 million RUB. We configure an agent that daily checks deadlines and creates notifications 5, 3, and 1 day before the deadline. This eliminates human error.

$urgentDeals = \Bitrix\Crm\DealTable::getList([ 'filter' => [ 'STAGE_ID' => 'C4:PREPARATION', '<=UF_CRM_ZAKUPKA_DEADLINE' => date('Y-m-d', strtotime('+3 days')), ], 'select' => ['ID', 'TITLE', 'ASSIGNED_BY_ID', 'UF_CRM_ZAKUPKA_DEADLINE'], ]); 

Automatic tasks by stage

When a deal stage changes, we create template tasks via Bitrix24 robots or directly:

AddEventHandler('crm', 'OnCrmDealUpdateItemsForStatus', function(array $data) { $deal = \Bitrix\Crm\DealTable::getById($data['ID'])->fetch(); $stageId = $deal['STAGE_ID']; $taskTemplates = [ 'C4:PREPARATION' => [ 'Prepare technical proposal', 'Collect documents for participation', 'Calculate bid price', 'Check EDS for bid submission', ], 'C4:CONTRACT' => [ 'Sign contract via EIS', 'Register contract in registry', 'Set up bank guarantee (if required)', ], 'C4:EXECUTION' => [ 'Prepare execution schedule', 'Issue advance invoice (if applicable)', ], ]; if (isset($taskTemplates[$stageId])) { foreach ($taskTemplates[$stageId] as $taskTitle) { \CTaskItem::add([ 'TITLE' => $taskTitle, 'RESPONSIBLE_ID' => $deal['ASSIGNED_BY_ID'], 'CREATED_BY' => 1, 'DEADLINE' => $deal['UF_CRM_ZAKUPKA_DEADLINE'], 'UF_CRM_TASK' => ['D_' . $data['ID']], ], 1); } } }); 

Contract documents

44-FZ document templates (requests for quotations, commercial proposals, executive documentation) are stored in the "Deal documents" section. We configure generation based on smart documents or a custom DOCX generator with customer requisites substitution. For data exchange with 1C, CommerceML is used.

Common mistakes when working with government contracts

• Missing the bid submission deadline due to lack of notifications
• Incomplete document package (missing licenses, certificates)
• Incorrect NMCC calculation leading to losses
• Lack of bank guarantee when signing a contract
• Untimely update of requisites in CRM

Our setup eliminates these risks through automatic checklists and tasks at each stage.

What is included in the setup

• Creation of a tender sales funnel with custom stages and business processes
• CRM custom fields for purchase requisites
• EIS feed parser or integration with EIS API
• Automatic stage-based tasks via robots
• Deadline control agent with notifications
• Document templates (bids, contracts, acts)
• Team training on CRM usage
• One month of support after launch

We will assess your project within 2 days. Contact us for a consultation on configuring your processes. Our engineers will help adapt CRM for government contracts. With over 10 years in production and 30+ successful integrations with government procurement systems.

Timelines: Basic CRM and funnel setup — 2–4 weeks. Full cycle with automatic EIS parsing and document management — 6–10 weeks. Cost is calculated individually after analyzing current processes.