Projects / Bitrix24 implementation / Alpha Safety

Implementation case study

Alpha Safety: equipment sales, supply and service for the mining industry in one Bitrix24

The company supplies equipment and solutions for industrial safety at underground mines and open pits. In on-premise Bitrix24 we brought together sales by line of business, margin and tax calculation in different currencies, documents from the deal, purchase orders, installation and service — following rules that used to live only in employees’ heads.

On-premise Bitrix24Sales by line of businessMulti-currencyDocument generatorService DeskBusiness trips

I want the same How it works

An equipment deal gets its margin calculated in tenge, then a contract and a purchase order, followed by installation and service

Lines of businessindustrial safety, transport, geology, equipment, service

Currenciessupplier prices are converted into tenge at the exchange rate

Documentscommercial offers, contracts, invoices and purchase orders from the deal

Since 2017the portal has been running and growing with the company

About the client

Safety on the surface and underground

Alpha Safety is an expert in the technical side of industrial safety in the mining industry. Together with foreign partners, the company supplies and implements equipment for underground mines and open pits, adapting solutions to the EAEU market: from personnel and vehicle safety systems to geology and mine surveying.

A deal here is not a single sale but a chain: calculation in the supplier’s currency, contract, order to the manufacturer, shipment, on-site installation and service. A mistake at any step costs money and time, so the rules of this chain must be built into the system rather than kept in people’s heads.

Industrial safety · alpha-safety.kz

Industry: Equipment and solutions for the mining industry
Markets: Kazakhstan and Russia
Portal: On-premise Bitrix24
Running: since 2017: implementation, development, support

An open-pit mine with machinery on the benches

Salespipelines by line of business

Margintax and margin calculation right in the deal

Suppliersorders to manufacturers and shipment dates

Employeesbusiness trips, leave, memos

Challenge

Business rules lived in people’s heads and on paper

The company needed to speed up paperwork, serve more customers at the same time and tighten quality control — without growing headcount or losing deals between departments.

Paperwork

Documents were prepared and approved by hand. Processes “dragged on”, and mistakes like “forgot to take it for signature” happened regularly.

Rules in people’s heads

When prepayment is needed, when equipment can go out for installation, which parts to order — experienced staff knew it, while new ones had to learn by making mistakes.

No control

Management could not see what stage a deal or order was at, and sales and service reports were compiled by hand.

Solution

How it works

We analysed the processes, wrote the specification and built a “conveyor” in on-premise Bitrix24: each line of business has its own pipeline, the rules live in robots and business processes, and documents in the document generator. The Bitrix24 core was not modified.

Customerswebsite and online chat, WhatsApp, Telegram, Viber, email, service requests

requests⇄offers and documents

Bitrix24 (on-premise)

Lines of businesssales pipelines by type of business

Deal financesmargin, taxes, currency

Documentsoffers, contracts, invoices, POs

Service Deskrequests and site visits

orders and dates⇄

Suppliersorders to manufacturers (POs), order confirmations, shipment dates

⇅reports

⇅rates and company details

Analyticsreports on leads, deals and stage history for management

⇄

Reference dataKazakhstan exchange rates and company lookup by BIN right from the CRM

All CRM features are also available in the Bitrix24 mobile app — for managers on the road and engineers on site.

Deal rules

Employees’ experience became system rules

What used to have to be remembered is now checked by the portal. Robots and business processes do not let a deal move to the next stage until the conditions are met.

Prepayment. For government organisations equipment is ordered without prepayment; in all other cases only after payment under the contract terms.
Installation. The technical team goes on site only after the equipment has reached the customer.
Closing documents. Documents are issued only after the acceptance certificate is signed.
Warehouse. Parts for installation are ordered only if they are not in stock: the purchase order includes only the missing items.

Money in the deal

Margin, taxes and currency are calculated in the deal record

Equipment is bought from foreign manufacturers and sold in tenge. Business processes convert prices and mark-up from the deal currency into tenge at the exchange rate, check the country for VAT and calculate taxes and margin, while customer discounts are set and controlled according to company rules.

Linked deals of a customer’s parent and subsidiary companies are handled together, so the manager sees the whole group’s history rather than separate orders.

Documents from the deal

What the portal generates and where it goes

Document	How it is generated	Recipient
Commercial offer	From the deal’s products and prices, in Russian or English	Customer
Supply contract	From the company template with supply terms for the EAEU	Customer
Invoice, delivery note, acceptance certificate, VAT invoice	Kazakh and Russian forms with company details from the CRM	Customer
Purchase order (PO)	From the deal, with a folder on Drive and a notification to the people responsible	Manufacturer
Order confirmation	In English for the foreign partner	Partner
Business trip report	In the company form, from the business trip record	Accounting

The deal number is added to the title automatically, and a robot reminds the person responsible about the shipment date in advance.

Installation and service

Service Desk and field engineers in one system

Customer service requests are handled in a separate Service Desk pipeline: each request gets a number, an owner and deadlines. Engineers work with requests and tasks in the Bitrix24 mobile app right on site.

Employees

Internal documents are digital processes with approval routes

Business tripsThe request, approval and business trip report in the company’s form — all in one smart process.

MemosMemos, leave requests, invoices for payment, cash disbursements and outgoing documents are approved along set routes.

OfficeAbsence chart, time tracking, meeting room booking and a knowledge base.

IdeasEmployees suggest improvements through a separate smart process, so ideas do not get lost in chat.

Digital processes and document lists in Bitrix24 — Paper requests and memos have been replaced by digital processes.

Channels and control

Customers write wherever suits them, management sees the whole process

Website online chat, WhatsApp, Telegram, Viber and Facebook are connected to Open Channels. A customer company can be found by BIN right from the CRM. Management sees any deal and order at any stage, and reports on leads, deals and stage history are compiled automatically.

Activity stream and CRM of the Alpha Safety portal in Bitrix24 — Deals, tasks and communication in one portal.

Result

A conveyor instead of manual work

What changed for the company.

Conveyorstaff work is systematised: every step of a deal follows the rules.

Moneymargin, taxes and currency are calculated by the system, not in spreadsheets.

Documentsoffers, contracts and purchase orders are built from the deal with no manual copying.

Controlthe process is visible at any stage, and reports are built automatically.

Field workfield staff work from the mobile app.

Since 2017the portal grows with the company and its lines of business.

Fewer “human factor” mistakes. The system checks the rules for prepayment, installation, closing documents and ordering parts, so a deal does not move on until the conditions are met.

Access to data from anywhere. Documents, deals and customer history are available to staff in the portal and on their phones — no need to hold papers in hand.

Technology

What it is built on

On-premise Bitrix24

CRM with pipelines by line of business, smart processes, business processes and robots, mobile app.

Documents

Document generator: commercial offers, contracts, invoices, delivery notes, acceptance certificates, POs and business trip reports from company templates.

Deal finances

Margin and tax calculation, currency conversion into tenge at the exchange rate, customer discounts by rules.

Integrations

Kazakhstan exchange rates, company lookup by BIN, Open Channels, BI analytics reports.

A similar task? Equipment supply, deals in foreign currency, installation and service on site — we will look at your process and show how to build it in Bitrix24. More about Bitrix24 implementation and on-premise administration.

Discuss a project

Tell us how your sales and service work

What you sell, which currencies you buy in, which documents you prepare by hand and how installation and service are organised. 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 portal 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.