How to Set Up Bitrix24 CRM in 8 Steps: A Practical Guide for Malaysian Sales Teams

Bitrix24 CRM can do a lot, which is exactly why many teams get lost in it. The trick is to set things up in the right order and resist switching everything on at once. This is the sequence we follow when we roll out Bitrix24 for Malaysian clients.

Step 1: Choose classic or simple CRM mode

Bitrix24 CRM has two modes. In classic mode, every enquiry starts as a lead; once qualified, it's converted into a contact, company and deal. In simple mode, there are no leads: every enquiry becomes a deal straight away.

Use classic mode if you get lots of unqualified enquiries from ads. Use simple mode if most people who contact you are genuine buyers. You can change this later in CRM settings.

Step 2: Build your deal pipeline

In CRM → Deals, edit the stages to match how you actually sell. Keep it to 5–8 stages. If you sell different things in different ways (for example new projects vs maintenance contracts), create separate pipelines rather than one long, confusing one.

Step 3: Add only the fields you'll use

Add custom fields for the information your team actually needs to quote and report on, such as project type, region or lead source. Mark only the essentials as required. Every extra required field is a reason for salespeople to stop updating CRM.

Step 4: Connect your lead sources

Bring enquiries into Bitrix24 automatically so no one types them in:

• WhatsApp: connect your company number. See how to connect WhatsApp to Bitrix24.
• Facebook and Instagram: connect your pages and lead ads in the Contact Center.
• Website: add a Bitrix24 CRM form or live chat widget to your site.
• Email: connect your sales mailbox so emails attach to contacts.
• Phone: connect telephony so calls are logged and recorded.

Step 5: Automate the follow-up

Bitrix24's automation rules run when a lead or deal enters a stage. Start with a few that save real time:

• Assign new leads automatically, by round-robin or region.
• Create a follow-up task if a lead isn't contacted within an hour.
• Send a quote template when a deal reaches "Quote".
• Notify the manager when a deal over a certain value is won or lost.

For more complex processes, Bitrix24's Automation Studio is a no-code workflow builder, and you can describe a workflow to CoPilot in chat and let AI draft it for you.

Step 6: Import your existing customers

Clean your Excel list first: one row per contact, consistent phone format (e.g. +60123456789), no duplicates. Then use CRM → Contacts → Import. Import companies before contacts, and contacts before deals, so links are kept. For smart processes and lists, use our bulk import tool.

Step 7: Set permissions

In CRM access permissions, decide who sees what. A common setup: salespeople see their own leads and deals, team leads see their department, managers see everything. Restrict exporting to managers.

Step 8: Train the team and review reports

Run a short training on the daily routine: check new leads, reply from Bitrix24, move deals, log activities. We train in English, Bahasa Malaysia or Mandarin. After two weeks, review the sales funnel and activity reports together; that's when the habit sticks.

Going further

• Payments: collect FPX and card payments against invoices with Fiuu for Bitrix24.
• Accounting: send customers, quotes and invoices to Xero with the Bitrix24–Xero sync.
• e-Invoicing: issue LHDN e-invoices from Bitrix24. See Bitrix24 e-invoicing.
• Industry setups: see our CRM for service providers, with leads, site visits, installation scheduling, commission and maintenance.

Frequently asked questions

How long does it take to set up Bitrix24 CRM?

A simple sales pipeline with lead capture can be ready in a few days. A full rollout with several pipelines, automation, integrations, data import and training usually takes a few weeks, depending on how many processes you move into Bitrix24.

Should I use leads or go straight to deals?

Use leads if you get many unqualified enquiries, for example from ads, and want to filter them before they reach sales. If most enquiries are genuine buyers, switch to simple CRM mode and create deals directly.

Can I import my customer list from Excel into Bitrix24?

Yes. Bitrix24 CRM imports contacts, companies, leads and deals from CSV or Excel. For smart processes and lists, our bulk import tool uploads Excel data in one go.

Do I need a partner to set up Bitrix24?

No, many small teams set it up themselves using this guide. A partner helps when you have several departments, complex automation or integrations with WhatsApp, payments or accounting, and when you want your team trained properly from day one.