How to Set Up Auto-Generation and Delivery of Commercial Offers in Bitrix24 Based on the Sales Pipeline

Purpose of Commercial Offer Automation in Bitrix24

Automatically generating commercial offers helps standardize team workflows, improve process transparency, and speed up client response times. The primary objectives of automation include:

• Reducing manual tasks during document creation
• Minimizing data and formatting errors
• Logging offer submission events in the CRM history
• Increasing conversion rates through timely communication

Approach to Scenario Design

The auto-generation workflow should align with the pipeline structure, types of products or services offered, and client communication channels (email, SMS, messaging apps). It is recommended to link the generation logic to the deal stage. Typical workflow:

1. The user moves the deal to the "Commercial Offer" stage
2. A configured automation rule launches a business process at this stage
3. The business process retrieves relevant deal data
4. A PDF document is generated based on the collected data
5. The document is attached to the deal record and sent to the client

Utilized Bitrix24 Tools

• Automation rules and triggers — to initiate processes on stage change
• Business processes (BP) — to define logic for generation and integration
• Document templates — to format the commercial offers
• Bitrix Disk and PDF services — for storage and conversion
• Email automation — to send messages with attachments

Creating Commercial Offer Templates

Templates are configured in CRM > Settings > Document Templates. Variable insertion (tags) is used, for example:

  
Client Name:
  
{{Contact.MIDDLE_NAME}}


  
Company Name:
  
{{Company.TITLE}}

To include deal product items, use the following block:

{{#Items}}

  {{Name}}
  {{Quantity}}
  {{Price}}

{{/Items}}

Configuring the Business Process for Generation and Delivery

The business process designer supports linear and conditional logic. Key actions include:

1. "Generate Document" — sel ect template and data source
2. "Create PDF" — optional file conversion step
3. "Save to Disk" — specify a folder, such as "Offers by Managers"
4. "Send Email" — with attached PDF and predefined message text

Example of conditional logic:

[If] Deal amount > 100000
[Then] select template "VIP_Offer.docx"
[Else] select template "Standard_Offer.docx"

Automated Delivery Mechanism

Document delivery can be automated via:

• Automation rule "Send email" with document attachment
• Webhook to external service (via REST API)
• Integration with email gateways via SMTP/IMAP

The sent message is logged in the CRM activity stream. Status tracking can be handled using CRM fields or deal tags.

Common Errors

• Usage of unsupported tags in templates (results in blank values)
• Incorrect permissions for accessing business processes or templates
• Lack of Word to PDF conversion in the automation chain
• Insufficient checks for the presence of client email addresses
• Incorrect entity linking, such as associating a process with Leads instead of Deals

Checklist: Ensuring Proper Functionality

• Business process triggers correctly at the target stage
• Template variables render accurately
• Document is saved in the designated CRM disk folder
• Email delivery completes without SMTP errors
• Offer sending event is recorded in the CRM activity log

FAQ: Frequently Asked Questions

Can different templates be used depending on the deal stage?

Yes; conditional logic or stage-specific automation rules can be used to select different templates.

What template formats are supported for generation?

DOCX and HTML templates with variable tags are supported. PDF output requires conversion support.

Is it possible to send through a messaging app instead of email?

Yes, if an open communication channel is connected along with the appropriate automation or REST integration.

Where are the generated commercial offers stored?

By default, they are stored in the deal’s CRM disk or in a folder defined in the business process, and are also available fr om the deal's activity stream.

Can commercial offer generation be initiated manually instead of automatically?

Yes, a custom button or manual business process template can initiate generation by command.

Summary

Automating the generation and dispatch of commercial offers in Bitrix24 improves the client journey, streamlines routine tasks, and enforces documentation standards. Successful implementation depends on configuring business process structure, developing consistent template logic, and monitoring data handoff conditions. This setup is particularly effective for recurring deals and standardized product or service offerings.

Discuss Implementation Requirements

If you're evaluating automation options for your CRM or need to review an existing commercial offer workflow, it may be useful to clarify a few technical and organizational details upfront.

• Which stages or scenarios are targeted for automation
• Whether existing templates or business processes are already in place
• What external services may require integration