AI Agent for automated deal creation from emails in Bitrix24
Automated routine email processing and task generation in Bitrix24.
About the Client
Our client, a Korean translation agency operating globally, uses Bitrix24 On-Premise as its CRM and task management platform. Their specialized translation software previously operated as a standalone system with no direct connection to Bitrix24, requiring employees to transfer all data manually.
Project Goal
As part of an operational efficiency initiative, we needed to automate deal creation in Bitrix24 directly from inbound customer emails and attached files, while simultaneously creating corresponding project tasks in the translation software.
The Solution
In the first stage, we built an email-parsing pipeline powered by an OpenAI model. The pipeline handles preprocessing (text cleanup), structured data extraction, and postprocessing to verify data accuracy. To address varying email formats and industry terminology, we designed a custom prompt featuring an embedded glossary and utilized multi-step model calls to validate the parsed output before saving it into custom deal fields.
In the second stage, we established a REST API connection with the client's translation software to automatically generate translator tasks using the structured deal data. The system writes back task IDs and project details directly to the Bitrix24 deal, granting sales managers full visibility. Additionally, we implemented an automated assignment workflow in Bitrix24 to distribute deals to available sales representatives based on client history and real-time workload.
Key Results & Impact
Total deal and translation task creation time was reduced from 10–15 minutes (and up to 30 minutes for overnight requests) to just 45–60 seconds. The AI agent achieved over 75% parsing accuracy out of the box without requiring additional model fine-tuning on specific email templates.