Residential developer: approvals in Bitrix24 and a Floorix apartment board

How did the project start?

The developer has worked with us since 2023, when about 25 staff took our basic CRM course. In summer 2025 the company chose a 100-user on-premise licence hosted on its own server. We installed it, set up SSL, expanded the disk and handed over the portal on 11 August 2025.

Security came first in the client’s requirements: logins only from office IP addresses, no QR-code login button, and access rights. For the marketing team we built the deal and inventory records with a future 1C exchange in mind: project, building, section, floor, unit type, registry numbers, and both design and as-built (BTI) floor area, with the difference calculated automatically. We also synced Binotel call tracking with the CRM and built a lead-source report.

Which approvals now run through the CRM?

Between October 2025 and March 2026 we turned five approvals into business processes.

• Barter deals: a separate smart process with required fields and a route from the head of procurement to accounting to the lawyer. On the 5th of every month accounting automatically gets a task to prepare a reconciliation statement. After four demos the client tested the process on 6 November 2025.
• Barter cases in the sales department: approved by the commercial director and the CEO. A rejection sends the case back to the head of sales; after two approvals it goes to the lawyer.
• Commercial quotes.
• Contract approval before signing: the lawyer picks the stage the approval goes to, and when a quote moves to payment, the contract for approval is created automatically.
• Feasibility figures: the client asked for this one to jump the queue.

What else did we set up for the team?

Hiring: two linked smart processes, Vacancy and Candidates, plus a brief for opening a vacancy. This part was handed over in February 2026; the quote, contract and feasibility approvals followed at the end of March.

We also built a knowledge base from the recordings of all our meetings with the client’s team and ran a training session on calendars and schedules. The client moved its server to new hosting itself; we advised on the parameters and ports.

What does phase 1 with Floorix cover?

The client wanted unsold stock, sales and handover status in one place, and contracts and certificates issued without retyping. The phase 1 plan:

• the Floorix app with an apartment board structured as complex → building → section → apartment, and an import of the apartment register;
• a 12-stage Real Estate pipeline and about 25 custom deal and contact fields;
• contracts, certificates, addenda and invoices generated from the deal;
• four BI-Builder reports: a register of signed deals, unsold stock on any date (using as-built area where available), sales over time, and a register of owners and handover readiness.

What works already, and what is in progress?

The board went live on the portal in July 2026 and the team had its basic training on 13 October. The client sent its contract templates the same day, so document generation and the reports come next. Tracking actual payments and the 1C integration have been moved to a later phase.

Since August 2026 we have been moving the client’s instalment plan from Excel into the CRM. The apartment price is split across two or three contracts, each with its own price per square metre, and one of them takes whatever is left. After the down payment, the rest is split into equal monthly or quarterly payments, with any remainder added to the first or last one. Amounts are calculated in US dollars and paid in hryvnias at the rate on the day of payment, with a separate invoice for each contract.