Farm machinery distributor: on-premise Bitrix24, 1C sync and GPS check-ins

What did the distributor need from a CRM?

The company sells farm machinery and spare parts and was launching a CRM from scratch on its own server. In May 2024 we installed Bitrix24 On-Premise there, cleared out the demo data and invited the staff.

A pre-project assessment ran alongside, and the client received its findings as a separate document in July 2024. Based on it we built four pipelines: machinery sales, spare parts, machinery call-backs and spare-parts call-backs. We added machinery and brand lists and a workflow that fills in company fields on its own. Once a deal passes the third stage, it can no longer go back to the first or second.

How does the CRM exchange data with 1C?

The client runs an old configuration on the 1C 8.2 platform, so we wrote the exchange module from scratch. We first exported the counterparties, then set up a two-way exchange.

The automatic exchange, with a new change-tracking mechanism, went live in March 2025, and machinery sales deals sync every 5 minutes. What goes across:

• 1C reference lists go into universal lists in the CRM;
• the order status and the payment flag and amount land in the deal;
• documents and contracts from 1C sit in smart processes.

How do the automatic call-backs and call controls work?

Once a week the system creates call-back deals for managers, each with a call activity. Client type and category decide whom to call. If a machinery sale is already under way with that client, no call-back deal is created, and clients marked as being in occupied territory are left out.

We connected Ringostat telephony in 2024 and added AI call analysis: the transcript and the analysis are written to the lead, deal or contact. Internal calls between staff are not analysed, and a call from a new number creates a lead. A call is linked only to its own manager's deal, and recordings are visible only to the person on the call and their line managers.

How do managers check in to field visits?

For field managers we built a GPS check-in in the Bitrix24 mobile app. A manager sees a list of their meetings, with the address pulled from the company record. At the start and end of a meeting the app records the coordinates, checks them against the address through Google Maps and saves the outcome to the meeting record. We showed a prototype in April 2025 and delivered the app in July 2026.

What does the support cover now?

In March 2025 we ran five training sessions for the managers, and the recordings are stored on the portal. We then reworked machinery sales: an assistant is added to a manager's deal automatically, each main manager is paired with an account manager, and the call centre is split by region.

Since October 2024 we have updated the system regularly, usually every two weeks, and in December 2025 – January 2026 we moved the portal to a new server. Auspex specialists have spent about 490 hours on the project in 2024–2026. Telephony is now moving from Ringostat to Kyivstar; the integration with transcription and AI analysis is in progress.