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.