Bitrix24 Tender Automation: Smart Processes and EIS Integration
When your tender department juggles a hundred bids in Excel while deadlines burn—mistakes are inevitable?
A missed bid deadline costs a company a significant amount in lost profit. We configure Bitrix24 so that every tender moves through stages, and automation reminds you when to sign documents. Our certified engineers with 10 years of experience have developed a solution already used by 15+ companies. Contact us to get a consultation—we'll assess your project in one business day.
Why a standard deal isn't suitable for tenders
Bitrix24's standard deal doesn't differentiate between monitoring, analysis, and document preparation stages. Managers end up duplicating info in spreadsheets and lose control over deadlines. As stated in Bitrix24 documentation, smart processes are designed for such non-linear workflows. We use custom smart processes to accurately reflect the real bidding cycle.
How a smart process speeds up tender handling?
We create a separate CRM entity—a custom object with its own stages, fields, and automation. Unlike a deal, a tender has unique logic:
- Stages: Monitoring → Analysis → Decision to Participate → Document Preparation → Bid Submission → Auction → Won / Lost → Contract Execution
- Custom fields: tender number (EIS), trading platform, NMC, our price threshold, bid submission date, auction date, tender type (44-FZ / 223-FZ / commercial)
We link the smart process to the client-company and the responsible manager. The average NMC for our clients' tenders is 5–10 million RUB, so accuracy is critical.
Step-by-step smart process setup
- Create an entity in the Smart Processes section—name it "Tender".
- Add stages: from "Monitoring" to "Contract Execution".
- Configure custom fields: EIS number, platform, NMC, dates.
- Add robots—for example, on stage change to "Analysis", automatically assign tasks to a lawyer and a technical specialist.
Example: automation by stage
Monitoring → Analysis. Trigger: manager moves the tender to "Analysis"—automatically creates a task for a lawyer ("Check documentation for tender #XXX, deadline = submission date minus 5 days") and for a technical specialist ("Assess feasibility"). This cuts approval time by 30%.
Decision to Participate. Tasks for preparing the document package are created with deadlines. For 44-FZ one checklist, for commercial another. Implemented via task templates with conditions.
Bid Submission. Reminder to the responsible person 48 hours before the deadline. Robots—"Notify user" via IM and email.
Result. Stages "Won" and "Lost" are final. On "Won", a deal (or smart process "Contract") is automatically created linked to the tender and contract amount.
Tender fields and card
Custom fields of the smart process:
| Field | Type | Purpose |
|---|---|---|
| UF_TENDER_NUMBER | String | Notice 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 | Bid submission 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
A folder on Bitrix24.Drive is attached to each tender: "Tender #XXX — Client". Structure is fixed: "Client documentation", "Our bid", "Correspondence", "Contract". It is created automatically when the tender moves to "Decision to Participate" stage via a robot calling disk.folder.addsubfolder. Savings on penalty fines for delays are significant.
Reporting
Via built-in CRM reports we build: pipeline by stages (how many tenders at each stage), conversion "participated → won" (average 12%), average won contract size (around 3 million RUB), effectiveness by trading platforms. This enables decisions: which platforms we win on most, which NMC range is most promising.
Why a smart process is 3x better than a standard deal
A smart process with properly configured stages, fields, and automation gives the tender department structured work without extra tools. Managers see all tenders in one place, deadlines are not missed, history of each tender is preserved. Compared to standard deals, a smart process reduces tender processing time by 40%.
What's included in the setup
- Configuration of the smart process with required stages and fields
- Creation of robots and business processes for task automation
- Integration with trading platforms via API (Sberbank-AST, Roseltorg, EIS) — optional
- Setup of reports and dashboards
- Test upload of 5–10 tenders and employee training
- 3 months free support warranty
Contact us to get a consultation on Bitrix24 setup for tenders. We'll assess the project in one day, give a clear plan and timeline—from 7 to 14 days for implementation.
How to set up EIS integration?
If automatic import of tenders from EIS or platforms is required, we connect REST API or parsing via agents. New tender data flows directly into CRM; managers don't need to monitor manually. Based on experience, this saves 10–15 hours per week per employee.