Sotbit: SRM – procurement and supplier management system

What this solution does

Sotbit: SRM is a procurement and supplier management system. The solution automates interactions with business partners, enabling centralized management of supplier registries, qualification control, and performance evaluation. Module tools optimize procurement procedures, ensure adherence to deadlines and quality standards, and enhance supply chain transparency. The system is compatible with the 1C:Enterprise platform, allowing integration of procurement data into the enterprise's general accounting system.

Sotbit SRM is a procurement and supplier management system built on the Bitrix24 platform. It automates the collection of procurement requirements, accelerates approval workflows, and provides control at every stage of supplier and contract management. The solution establishes a unified, transparent environment for supply chain operations.

Sotbit: SRM — a procurement and supplier management system. The module automates supplier interaction processes, request handling, and delivery control.

The SRM module from Sotbit is designed to automate interaction processes with partners. It enables centralized management of supplier data, control of procurement stages, and optimization of supply chains.

Technical support is available through the developer's personal cabinet.

Manual request processing and fragmented needs collection create significant challenges. Procurement requests are often created in Excel or sent via email, resulting in a lack of unified formats and a centralized data repository. Consequently, managers spend time on documentation and reconciliation instead of focusing on prices, suppliers, and terms.

The absence of a unified information space and process transparency means that interaction history with contractors, approval workflows, and current procurement statuses are not centrally recorded. Participants receive only fragmented information, which forces them to make isolated decisions without systematic control over execution and compliance with regulations.

Different departments submit requests independently, leading to a lack of coordination. Unsynchronized processes result in duplicate requests, conflicting requirements, and mismatches in deadlines and terms. Consequently, procurement is delayed, and internal communication requires constant manual oversight.

A common issue is insufficient control over suppliers and procurement terms. There is often no unified history of contracts and terms, nor a centralized evaluation of their execution. Deviations in deadlines and quality are frequently not recorded. Procurement decisions are made without relying on accumulated data, which reduces process manageability and increases risks.

Lack of control over limits and warehouse stock levels results in requests being submitted without considering the current budget or available inventory. Consequently, actual spending exceeds planned amounts, and approval processes require repeated revisions.

The absence of a supplier evaluation and development system forces organizations to base all counterparty interactions solely on current transactions. This approach lacks historical data, accumulated ratings, and key performance indicator analysis. Consequently, reliable suppliers are not distinguished from others, while risky partners remain unmonitored. Repeated violations or systemic issues are identified only after a deal fails.

Inability to quickly assess procurement efficiency. Analytics are compiled manually, often only after the reporting period ends. Reports are fragmented and fail to provide a complete picture. Management finds it difficult to make informed decisions, compare metrics, and control deviations.

The module operates within the Bitrix24 ecosystem, deploying directly inside the portal. It utilizes the platform's built-in mechanisms: tasks, business processes, roles, CRM, documents, and reporting. Employees work in a unified system without interface duplication or the need to switch between programs.

System launch takes as little as two weeks. The ready-made solution adapts easily to the enterprise structure. Initial results are achieved within a month after launch.

The platform is fully localized and does not use foreign services, ensuring compliance with Russian import substitution and information security requirements. It is suitable for organizations adhering to strict internal regulations, participating in tenders, and executing government contracts.

The module supports On-Premise deployment. The system is installed on the customer's infrastructure, ensuring that all data remains within the company without being transferred to external servers or cloud storage.

The system supports flexible adaptation to business processes without modifying the source code. Users can independently configure roles, approval workflows, statuses, categories, and procurement logic. This allows seamless integration of the solution into existing corporate procedures.

The system supports customization and functional expansion. Its architecture allows adaptation to specific tasks, including the creation of non-standard reports, configuration of unique approval workflows, and integration with internal systems.

The software is available as a one-time purchase without a mandatory subscription. A license is acquired once, providing full product functionality without monthly fees. System operation is not tied to a rental model and depends entirely on the customer's decisions.

Free technical support is included in the module cost. Specialists assist with system configuration, answer questions, and provide consulting on usage scenarios both before and after implementation.

Functional capabilities of Sotbit: SRM

Workspace

A unified employee interface consolidates procurement data, tasks, notifications, and approval workflows. The system automatically generates a personalized task list and provides access to all process stages in which the user participates.

The flexible access rights system allows configuring who can initiate a purchase, approve a contract, confirm a winner, or view information. Rights are linked to the company's organizational structure or assigned to individual employees.

The system includes a built-in visual workflow designer. It allows configuring any sequence of approvals and actions. The designer supports notifications and task creation.

Procurement and supplier management module by Sotbit. The functionality covers the entire interaction cycle with partners: from search and evaluation to contract signing and delivery control. The system allows centralized management of the supplier registry, automation of order creation processes, and tracking of shipment statuses. Analytics tools help optimize expenses and evaluate supplier performance.

Procurement is created by specifying items, terms, and deadlines. Upon creation, the system validates the procurement period, ensures at least one product or service is included, and confirms that all required fields are filled. These checks prevent the creation of empty or improperly completed procurement orders.

Definition of approval participants and configuration of workflow logic in accordance with internal enterprise regulations.

The system automatically sends invitations to tender participants with a request to submit a commercial proposal. Suppliers do not need to register on the portal as users; responding via a unique link is sufficient.

Suppliers complete an electronic form specifying prices, VAT parameters for product positions, delivery terms and deadlines, as well as any other configurable fields. The system automatically collects these proposals and links them to the relevant procurement order.

The system automatically generates a table of all received proposals with the ability to compare them by key parameters. This is convenient for analysis and discussion.

The purchaser can initiate a repeat bidding stage by sending participants a proposal to improve terms. A list of companies allowed to participate in the re-bidding can be specified for this stage.

The system supports internal messaging within purchase, supplier, contract, and order cards. Communication occurs via configurable channels such as telephone, messengers, or email.

A centralized registry of enterprise goods, works, and services. It stores descriptions, characteristics, categories, images, units of measurement, and other attributes. The system supports population from 1C and data import from Excel files.

The contract management module in Sotbit: SRM provides centralized control over the entire contract lifecycle. Functionality includes creation, approval, signing, and performance monitoring of agreements. The system stores current document versions, supports approval workflow configuration, and sends automated notifications regarding approaching contract expiration dates. Data integrates with procurement and supplier management modules to ensure process transparency.

The system stores key information about parties, amounts, terms, product positions with agreed prices, and linked procurement orders.

The system supports standard forms with auto-fill functionality. Users can create configurable contract templates to accelerate the contract drafting process.

Each contract undergoes data verification by a responsible person. This is followed by internal approval and coordination with the contractor.

Document exchange with suppliers is performed via the Saby platform. Accounting continues to operate in the familiar system without requiring a switch.

The supplier and procurement management module enables centralized control of the vendor registry, qualification verification, and interaction history tracking. The system automates request approval workflows, monitors delivery timelines, and evaluates partner performance. Its tools help optimize expenditures, minimize risks, and maintain up-to-date supplier data within a unified information environment.

Supplier management is handled in Bitrix24, where each supplier is represented as a company. Records are created manually or selected by details. Search and filtering use standard CRM sorting and filtering tools.

The module contains key information for each counterparty: details, categories, concluded contracts, supply data, and order history.

Companies can be segmented by segments, categories, or types to facilitate work and analytics.

The module provides tools for collecting, processing, and visualizing data on procurement and supplier interactions. The system generates reports on key performance indicators, analyzes expenditures, and identifies trends in supply chains. Configurable dashboards are available for monitoring current processes and historical data. The functionality allows comparing contract terms, evaluating partner reliability, and tracking deadline compliance. Reporting is generated in formats compatible with standard office applications and can be exported for further analysis.

Visual tool for creating reports, charts, and dashboards based on system data. Reports are generated for procurement, supplier performance, and other metrics. Features include filtering, grouping, data export, and template saving.

The Sotbit: SRM module provides integration with various 1C configurations. Extended data exchange is implemented through proprietary developments and an in-house team of 1C specialists. Integration setup is performed individually, taking into account the specifics of the database, its structure, and the enterprise's business processes.

The Sotbit SRM procurement and supplier management system includes free technical support. This service is provided both before and after the solution is acquired.

Sotbit: SRM – procurement and supplier management system

Comprehensive documentation is available for system configuration and operation. It covers modules, scenarios, roles, and business processes.

Online presentation

We will organize a personalized system demonstration, thoroughly review its key features, answer your questions, and discuss how the solution can be adapted to your business needs.

Sotbit: SRM — a procurement and supplier management system. The module automates supplier interaction processes, request handling, and delivery control.

The SRM module from Sotbit is designed to automate interaction processes with partners. It enables centralized management of supplier data, control of procurement stages, and optimization of supply chains.

Technical support is available through the developer's personal cabinet.

General iT can connect “Sotbit: SRM – procurement and supplier management system”, install and configure the module, and make sure the integration works correctly.