Projects / Bitrix24 implementation / Aikos

Implementation case study

Aikos: branch document flow and tyre centre service in one Bitrix24

One of Kazakhstan’s largest tyre companies moved its contracts, orders, memos and purchases into on-premise Bitrix24. Documents are approved along routes from any branch, printable forms are built from the record, and online store orders, tyre centre bookings and customer messages arrive in the same CRM.

On-premise Bitrix24Electronic document flowBusiness processesTyre fitting and bookingOnline storeWhatsApp

I want the same How it works

Contracts, orders and memos follow an approval route in Bitrix24, and the printable form is built from the record

EDMcontracts, orders, memos and purchases in the portal

Branchesapproval from any city without paper or emailing files

Tyre centreswebsite bookings and tyre fitting in CRM pipelines

Storeorders and statuses are synchronised with deals

About the client

A tyre company with branches across Kazakhstan

Aikos is one of the largest players in Kazakhstan’s tyre market: wholesale and retail sales of tyres and wheels, an online store and its own tyre service centres at the branches. Several legal entities of the group work with suppliers, buyers and tenders.

The branches are in different cities, so a single contract or memo involves employees who never sit in the same office. For a company like this, the portal is the workplace for document flow, sales and service at once.

Tyres, wheels and tyre service · aikos.kz

Industry: Wholesale and retail tyre trade, tyre service
Region: Kazakhstan, a network of branches
Portal: On-premise Bitrix24 on a server in Kazakhstan
Website: online store on 1C-Bitrix connected to the CRM
With us: implementation, development, administration

Contractspipelines by group legal entity and contract type

Ordersand memos with approval routes

Purchasesand payment requests in electronic form

Servicetyre fitting, service bookings, sales

The challenge

Documents travelled between cities, and service lived separately from the CRM

The company needed everyone involved in a document to approve it wherever they were, and sales, the store and the tyre centres to work in one system with the document flow.

Slow approvals

Memos and contracts were approved by email and on paper. When participants were in different cities, a single document could wait weeks for a signature, and it was hard to find out who was holding it up.

Tyre centres without tracking

Customer bookings for tyre fitting and the work of the service centres at the branches were not automated: technicians and managers kept track however they could.

The store apart from the CRM

Online store orders lived a life of their own: statuses had to be reconciled by hand, and the manager did not see the order next to the customer’s history.

The solution

How it works

Document flow, sales and service are brought together in one on-premise Bitrix24. Documents are smart processes with routes built on business processes; service and the store are CRM pipelines. Our own logic lives in ONELAB modules, and the Bitrix24 core was not modified.

Branch employeesdocument initiators, approvers, lawyers, accounting, management

documents⇄decisions

Bitrix24 (on-premise)

Contractssmart process, pipelines by type

Orders and memosroutes by topic

Purchasesand payment requests

CRMsales, tyre fitting, bookings

orders and bookings⇄

Customersonline store, website service booking, WhatsApp and online chat

⇅printable forms

⇅order statuses

Document generatorcontracts, orders and memos for printing and sending are built from the record’s fields

⇄

AnalyticsBI Builder dashboards on documents, sales and service for management

The portal is hosted on a server in Kazakhstan: contracts, orders and customer data stay inside the company’s perimeter.

Document flow

Contracts, orders and purchases are smart processes with an approval route

Each document type got its own section. Contracts are split into pipelines by the group’s legal entities and by type: sales, procurement, tender, standard, HR. The stages show where the document is right now, and the record holds everything the approver needs.

The route lives in a business process. Approval is started from the record and goes along the chain of responsible people. Approval progress is visible right in the document record, with no need to switch between portal sections.
No back-dated edits. Access rights lock changes as soon as the document goes for approval and after it is approved.
A printable form in one click. At the end of the route the document generator builds the contract or order from a template using the record’s fields — for printing or sending electronically.

Document kanban in Bitrix24 on a laptop and a smartphone — Documents move through the approval stages — from a computer and from the mobile app.

Memos

Every memo topic has its own route

The employee chooses the memo’s category and topic, and the portal starts the right approval route by itself. Each topic has a separate business process, so the approval order for one topic can be changed without touching the others.

Topics are kept in a reference list: when the company gets a new type of memo, it is added to the portal together with its route instead of rewriting the shared process.

Documents in the portal

What is approved in Bitrix24 and how the route ends

Document	How it goes	Outcome
Contract	Pipeline by legal entity and contract type, approval by the lawyer, accounting and management	Signed
Order	Route by order type, responsible people acknowledge it	Approved
Memo	The topic defines the route, the decision is recorded in the record	The solution
Purchase	The request goes through approval and execution by stages	Completed
Payment request	Approval before it is passed to accounting	To be paid
Rejected document	Returned to the initiator with a comment, the history is kept	For revision

Printable forms of contracts, orders and memos are built by the Bitrix24 document generator from the record’s data — with no manual copying of details.

Tyre centres

Tyre fitting bookings and service work — in the CRM

Customers book tyre centres through the website. The request lands in a separate pipeline, and the technician sees all bookings made with them. Tyre fitting runs in its own pipeline with stages, so the branch manager sees the service workload just like sales.

List of tyre centre deals in Bitrix24 on a laptop and a smartphone — Service and sales deals in one CRM, on a computer and on a phone.

Store and channels

Online store orders and customer messages arrive in the same CRM

Online storeOnline orders are a separate line of deals. The link between an order and a deal was improved: statuses and stages are synchronised in both directions.

WhatsApp and online chatMessages from WhatsApp, the website online chat and social networks arrive in Open Channels and are saved in the customer’s history.

Robots and triggersDeal stages move automatically on events: payment, an order status change, a customer reply.

Access rightsRights are set up by role: every employee sees the deals and documents they need for their work.

Control

Management sees where each document is and how the service is working

For every document you can see who has it now and how long it has been waiting for a decision. Management has BI Builder dashboards on documents, sales and service, and new processes — purchases, orders, recruitment — are added to the same portal as the company formalises them.

The Aikos portal in Bitrix24: deals, documents and tasks — The company’s documents, deals and tasks in one portal.

Results

Paperless document flow and service in one system

What changed for the company.

No papercontracts, orders, memos and purchases are approved in the portal.

A transparent routeyou can see who has the document and at what stage it is.

One clickthe printable form is built from the record using a template.

Online bookingtyre centre customers book through the website, technicians see the bookings in the CRM.

Store and CRMorders and statuses are synchronised with deals.

New processesare added to the same portal, not to separate spreadsheets.

Distance no longer slows decisions down. Employees of different branches approve a document without emailing files, and the initiator can see where the route has stopped.

The portal grows with the company. We support the on-premise Bitrix24: we update it, look after performance and security, and move new processes into the portal as the business requests them.

Technology

What it is built on

On-premise Bitrix24

CRM, smart processes, business processes, robots and triggers, BI Builder. The core is untouched.

Document flow

Our own ONELAB module, approvals shown in the record, access rights by stage, document generator.

Integrations

Online store on 1C-Bitrix with order and deal synchronisation, website service booking, exchange with 1C.

Channels

WhatsApp Business, website online chat and social networks in Bitrix24 Open Channels.

A similar task? Branches in different cities, paper approvals or a service that lives separately from the CRM — we will look at your processes and show how to build them in Bitrix24. More about Bitrix24 implementation and on-premise Bitrix24 administration.

Discuss a project

Tell us how your documents get approved

Which documents you approve, who takes part, whether you have branches and where sales and service live today. That is enough for us to propose the architecture and stages at the first meeting.

We reply within a business day and meet online or at our office in Almaty or Astana.
We will show how the document flow in this case study works.
We will advise whether you need your own PBX or cloud telephony is enough.

Have a specification or a process description? Send it to info@oneit.kz (PDF, DOCX, XLSX up to 20 MB) — and mention it in your message.