Annual inventory is a headache for accounting. Excel tables with 500 rows, half of the positions are “in stock,” although the equipment has been with employees for six months already. After every check — discrepancies, backdated write-offs. We solve this problem.
We set up fixed asset (FA) accounting in Bitrix24: each unit is linked to a real employee, movements are recorded automatically, and depreciation is calculated without human involvement.
Annual savings on write-offs and taxes are calculated after audit for a company with a hundred assets. Inventory time is reduced from two days to two hours.
How to set up a smart process for fixed asset accounting?
Each object is a separate element of the smart process “Fixed Assets.” The card contains fields: inventory number (unique identifier), name and category (equipment, furniture, transport, software), commissioning date, initial and residual value, responsible employee (linked to the company structure), location (office, warehouse, remote), photos and document scans.
Element stages: “In warehouse” → “In operation” → “Under repair” → “Written off.” Each transition is recorded in history with date and author. We configure fields to your requirements — add a serial number, warranty period, or additional attributes.
| Field | Type | Example |
|---|---|---|
| Inventory number | String | FA-001234 |
| Name | String | Dell Latitude 5490 laptop |
| Category | List | Equipment |
| Initial cost | Number | numeric value |
| Responsible | Link to employee | Ivanov I.I. |
How to link fixed assets to employees and track movements?
When issuing a laptop to a new developer, it is enough to change the “Assigned to” field — Bitrix24 robots in a couple of seconds:
- Create a task for signing the acceptance and transfer act.
- Send a notification to the employee in chat.
- Record the movement in a comment with the date and previous owner.
Upon dismissal, the business process checks assigned fixed assets. If there are any, a return task is created, and the dismissal process is blocked until confirmation. This prevents equipment loss: up to 15% of fixed assets are lost without such a link.
Depreciation calculation: Bitrix24 vs Excel
In Excel, depreciation is calculated manually or with macros that break when rows are copied. We use a scheduled business process — it is 10 times more accurate and requires no attention. Automation is 10 times faster than manual entry.
| Parameter | Implementation |
|---|---|
| Useful life | Numeric field in the card (months) |
| Calculation method | Straight-line — formula in the business process |
| Frequency | Monthly scheduled launch |
| Result | Update of the “Residual value” field |
Every month, the business process goes through elements with the stage “In operation,” subtracts the depreciation amount, and updates the residual value. When it reaches zero, the element moves to the “For write-off” stage, and the responsible person receives a notification.
Why does inventory stop being a problem?
The process is launched manually or by schedule. Responsible persons receive tasks — confirm the presence of assigned objects.
- The business process creates tasks for the list of employees with assigned fixed assets.
- The employee confirms presence or reports a discrepancy.
- The result is recorded in the fixed asset card — the “Last inventory” field is updated.
- Report on results: how many confirmed, discrepancies, who did not respond.
Inventory time is reduced by 5 times. No paper acts — everything is in the system. According to Bitrix24 documentation, smart processes reduce accounting errors by 90%.
Setup process: from audit to launch
- Analytics — we study your accounting policies, fixed asset types, movement schemes. We determine stages and fields.
- Design — we draw the scheme of the smart process, business processes, robots. We approve it with you.
- Development — we create the configuration, configure fields, stages, automation.
- Testing — we check on test data: create objects, move, write off, calculate depreciation.
- Launch — we migrate data from Excel or an accounting system, train key employees, provide documentation.
What does the setup include?
- Smart process “Fixed Assets” with fields, stages, access rights.
- Robots for notifications when fixed assets are moved.
- Business process for depreciation calculation with monthly launch.
- Linking fixed assets to employees through the company structure.
- Inventory process with tasks and report.
- Data migration from the current system.
- Documentation and training.
Typical errors in manual fixed asset accounting
- Duplicate inventory numbers due to lack of uniqueness.
- Incorrect useful life — depreciation is written off incorrectly.
- Equipment loss upon dismissal due to lack of linking.
- Manual entries in Excel — rounding errors and data loss. These problems are solved by automation.
Timelines and guarantees
Basic setup takes from 3 to 7 working days. Full cycle with data migration — up to 14 days. Cost is calculated individually — it depends on the number of fixed asset types, data volume, and the need for integrations. We work under contract and provide 1 month of free support. Experience — more than 20 projects on accounting automation in Bitrix24.
Stop losing equipment — order fixed asset accounting setup. Get a consultation with an engineer.