Process analysis
We map the flow from the moment an enquiry arrives to payment. Who handles which step, where decisions are made, which step falls through the cracks?
Services
Bitrix24 setup, built around your processes
Opening a Bitrix24 account takes five minutes. The real work is getting your sales process correctly placed inside that account; that is what we mean by setup.
At a glance
- Process analysis
- Pipeline and stages
- Channel connections
- Fields and card layout
- Permissions and roles
Why do implementations stall?
Most Bitrix24 projects do not get stuck during setup but two or three months afterwards. The reasons cluster into the same few points:
- The pipeline was built on the default template rather than the real sales process
- WhatsApp and telephony were never connected; enquiries still flow outside the CRM
- No required fields were set, records are half-filled and the reports come out meaningless
- Old data was never migrated, so the team works across two systems
- Nobody was trained and everyone uses their own method
- Permissions were left open and nobody trusts their own data
What does the setup cover?
Everything below is part of a standard setup. Depending on your needs some go deeper and others stay brief.
Pipeline and stages
Stages are defined around your actual process. With several lines of business we build separate pipelines and tunnels between them.
Channel connections
WhatsApp Business, telephony, email, web forms, live chat and social channels are connected to the CRM.
Fields and card layout
Custom fields, required fields and card layouts are defined; we decide what the team cannot skip.
Permissions and roles
Who can see which record, who can change it, what management can report on; built alongside the company structure.
Automation rules
Repetitive work such as opening a task on stage change, SLA timers, reminders and notifications is handed to rules.
Process analysis: the part that comes before the software
We always start by listening. Which channels do enquiries arrive through, who makes the first contact, how is a quote prepared, who approves it; all of this has to map onto something on screen.
The output of this stage is a written flow. It is the reference for the whole setup, so there is no "this is not what we asked for" conversation later.
- Mapping the current flow and writing it down
- Identifying blocked steps and work that falls through
- Deciding where each piece of data will live
- Agreeing up front on the metrics you want reported
Connecting channels: nothing stays outside the CRM
If a customer messages you on WhatsApp and that conversation does not land on a record, the enquiry does not exist as far as the system is concerned. Channel connections are therefore the most critical step of setup.
WhatsApp Business API, telephony, mailboxes, site forms and social accounts are connected to one shared inbox. When the same customer writes from a different channel the record is deduplicated; you do not end up with two leads.
- WhatsApp Business connection through an authorised provider
- Connecting your existing phone system or setting up cloud telephony
- Two-way mailbox synchronisation
- Placing web forms and live chat
- Defining deduplication rules
Permission structure: who the data is open to
When permissions are wrong you get one of two problems: either everyone sees everything and nobody wants to enter data, or nobody can see anyone else's records and teamwork stops.
We build the company structure first and hang the roles off it. A department manager sees their team's records, a rep sees their own portfolio, management sees everything. Records of a departing employee stay in a transferable state.
- Company structure and department hierarchy
- Role-based access permissions
- Record handover and the departing-employee scenario
- Limiting export rights
After go-live: until the habit sticks
Handing over the system and walking away does not work. In the first weeks the team tends to fall back on old habits: not opening records, not moving stages.
So after go-live we watch usage: how many records were created, which stages stay empty, who never logs in. Where a rule needs tightening we tighten it; where the team needs another look we show them again.
- Daily checks in the first week, regular checks afterwards
- Sharing usage reports with the manager
- Fixing rules and fields where things break down
- Identifying where more training is needed
Typical timeline by scope
These are averages; the exact timeline is given in writing after the discovery call.
| Scope | Typical duration | Typical content |
|---|---|---|
| Single pipeline, basic setup | 3–5 working days | One pipeline, 1–2 channels, core fields, a short training session |
| Standard setup | 2–3 weeks | Multiple pipelines, all channels, automation rules, migration, role-based training |
| Comprehensive project | 4–8 weeks | Multiple departments, integrations, custom fields and screens, phased migration |
How would this work in your process?
In a free 30-minute call we listen to your workflow and map out how this would run in your company.
How we work through it
Every step has an output; none of them close with "we talked about it".
- 01
Discovery call
30 minutes on where you are and what is blocked. Free and without commitment.
- 02
Analysis and scope
We map the flow and send a written scope with a fixed quote. The decision is yours.
- 03
Setup
Pipeline, fields, channels, permissions and automation are built; data is migrated.
- 04
Training and go-live
The team is trained by role and the system goes live. The old system can stay in parallel.
- 05
Follow-up
Usage is monitored in the first weeks and problems are fixed.
What you end up with
- A written process flow and a scope document
- A working Bitrix24 portal configured around your processes, with data in it
- Connected channels: WhatsApp, telephony, email, web forms
- A defined permission structure and company hierarchy
- Working automation rules
- Role-based training and usage notes left with the team
- A follow-up period after go-live
Features
Related features
The modules we most often roll out alongside this one; they reinforce each other in the same setup.
Lead Management
Collecting leads is the easy part. Responding quickly, assigning correctly and following up consistently is where deals are won. We build Bitrix24 around those three things.
Sales Pipeline
When the pipeline is unclear, nobody knows which deals are moving and which are stuck. We design your stages around your real sales process and make the next step visible on every card.
Automation Robots
If a rep's day goes to logging records, setting reminders and retyping the same email, that is revenue leaking. We move that work to robots and give your team back the conversations.
Access Management
Access management is more than a password policy: permissions, audit trails and retention are designed together. We map Bitrix24's role-based model onto how your company actually works.
Other services
Bitrix24 Training
We design training as the team doing their own work on their own screen, not as a generic product tour. No slide deck, everyone opens their own record.
Technical Support
Things keep changing after setup: new products, new people, new processes. A support plan lets you make those changes without opening a project each time.
Customisation
Bitrix24's standard structure is enough for most companies. Where it is not, we look at configuration before code; unnecessary development becomes a maintenance burden later.
Frequently Asked Questions
How long does a Bitrix24 setup take?
A setup limited to one pipeline and the basic channels can go live in 3–5 working days. A standard setup with multiple pipelines, all channels and data migration takes 2–3 weeks. Multi-department projects with integrations run 4–8 weeks.
How much does setup cost?
Because scope varies so much between companies we do not publish a fixed list. On the discovery call we settle the number of processes, the data to migrate and the integrations needed, then give a written, fixed quote. The call is free.
Will our work stop during setup?
No. The setup runs on a separate portal while you carry on with your current system. The switch happens on go-live day, and the old system can stay open in parallel for a while if you prefer.
Could we do it ourselves?
Technically yes: Bitrix24 is a product you can set up. In practice what gets people stuck is usually process design rather than software: which stages to define, which fields to make required, how to build permissions. If you set it up yourself we also offer consulting or a review.
Is our existing data migrated?
Yes, it is part of setup. We migrate from Excel, CSV or your current CRM with field mapping; contact–company–deal relationships and ownership are preserved. Details are on the data migration page.
Let's configure this around your business
Book a free intro call and we'll walk through your process and show which settings fit you.