A manager spends half an hour daily manually assigning tasks for deals — a contract not sent, a client waiting three days. That's 120 hours a year, equivalent to $3,600 at $30/hour, better spent on sales. According to statistics, about 20% of tasks are lost with manual assignment — a manager forgets to call, misses a deadline. Automation reduces this to zero. We solve this with automated CRM robots: when a deal reaches a specific stage, Bitrix24 automatically creates a task with an assignee, deadline, and checklist. Robots work 24/7 — the task is created instantly, even if the manager is on vacation. Based on our implementations, automation reduces lead processing time by 40% and eliminates human errors. In companies with 15 managers, savings reach 9 hours per week, or $11,700 annually. Setting up robots takes one day — and managers will never miss a task again.
How to Set Up Automatic Task Creation in Bitrix24
The main tool is the 'Create task' robot in the CRM automation section. It is added to any stage of the deal funnel. Robot parameters:
- Task title — supports field substitution:
Prepare a proposal for {{Company name}} - Description — template text with details: what to do, which documents to attach
- Assignee — a specific employee, the deal owner, or department head
- Deadline — absolute date or relative term: 'after 2 working days'
- Checklist — list of items the assignee must check off before completion
For more details on robot capabilities, refer to the official documentation.
How to Calculate the Deadline for a Task
Relative deadlines are the primary way to set due dates in automatic tasks. The robot calculates from the moment of task creation:
| Parameter | Example | Result |
|---|---|---|
| After N days | 3 days | Deadline after 3 calendar days |
| After N working days | 2 working days | Skips weekends |
| After N hours | 4 hours | For urgent tasks |
| Specific date from deal field | Field 'Delivery date' | Deadline tied to business logic |
For correct calculation of working days, Bitrix24 must have a work schedule configured: Settings → Working hours.
Example: setting a deadline after 3 working days
In the robot, select 'Relative date' → 'after' → '3' → 'working days'. If the deal moves to the stage on Friday, the task will appear on Wednesday (accounting for weekends).Step-by-Step Robot Setup Guide
- Go to CRM → Funnels and tunnels → select the required funnel.
- On the stage where an automatic task is needed, click 'Automation'.
- Add the 'Create task' robot.
- Fill in the parameters: title, description, assignee, deadline.
- For advanced scenarios, specify a task template ID.
- Save and test: move a deal through the stages.
Typical Scenarios
- Stage 'New deal' → task to manager 'Contact the client within 1 hour'. Checklist: clarify needs, record contact, schedule meeting or call.
- Stage 'Quote sent' → task to manager 'Follow-up after 3 days'. Description: call back the client, clarify decision, record feedback.
- Stage 'Contract' → task to lawyer 'Check the contract within 2 working days'. Checklist: details, payment terms, deadlines, liability.
- Stage 'Payment' → task to accountant 'Issue an invoice'. Deadline: 1 working day.
Subtasks and Templates
For complex stages, the robot can create a task from a template with subtasks. Example: 'Client onboarding' template contains 5 subtasks — access setup, introductory call, send instructions, check after one week, collect feedback.
The template is created in advance in Tasks → Templates. In the robot, specify the template ID — the task will be expanded with all subtasks and checklists.
Execution Control
Automatic tasks create transparency: managers see which tasks are in progress, which are overdue, who is overloaded. To reinforce control, add a second robot — notification to the manager when a task is overdue. This allows responding to deviations on the day they occur.
Comparison: Manual Assignment vs Automation
| Criteria | Manual Assignment | Robot Automation |
|---|---|---|
| Time per task | 2-3 minutes | 0 seconds (instant creation) |
| Missed tasks | 20% loss | Eliminated |
| Overdue control | Requires manual check | Automatic notifications |
| Scalability | Limited | Unlimited |
| Annual cost (15 managers) | $11,700 in wasted time | $0 |
Automation with robots is 10 times faster than manual assignment and completely eliminates human error.
Deliverables
Our turnkey package includes:
- Analysis of up to 10 deal funnels and identification of automation points
- Setup of 5-15 'Create task' robots with custom templates and deadlines
- Creation of 3-5 task templates with subtasks and checklists (up to 20 subtasks each)
- Configuration of work schedules for accurate relative deadlines
- Setup of overdue notifications for all task types
- Full funnels test with 5 test deals and bug fixes
- Training materials (PDF guide + 1 hour video) for managers
- 30-day post-implementation support via chat
- Access to our internal documentation and robot backup
What Our Work Includes
We provide a turnkey setup:
- Analysis of the sales funnel and identification of stages for automation
- Creation of 'Create task' robots with template texts and deadlines
- Setup of task templates with subtasks and checklists
- Configuration of work schedules for correct deadline calculation
- Setup of notifications to the manager on overdue tasks
- Testing: run a deal through the funnel, verify task creation
- Training managers to work with automatic tasks
- 30-day post-implementation support guarantee
Our team has years of experience with Bitrix24 and dozens of successful CRM automation projects. Get a consultation — we will assess your project in one day. Contact us to start automation.