Document exchange through SBIS
The document exchange connector links portal documents with the SBIS electronic document exchange (EDO) operator. This lets you exchange legally significant documents — acceptance certificates, invoices, contracts — with counterparties without leaving the portal: outgoing documents are prepared straight from the document card, while statuses and signed copies are pulled back in.
This is a regional connector for Russia: it works with the SBIS operator (the card may show the brands of other operators as well, but the connection is configured for SBIS).
What you need to connect
The connection is set up by an administrator in the Integrations Hub (the CRM → Integrations section, the SBIS EDO profile). You will need:
- an exchange scenario — outgoing drafts only, or full two-way exchange;
- SBIS access — the login and password of the operator account;
- the organization and legal entities on whose behalf the portal handles the exchange;
- the SBIS cabinet address and the environment (production or test).
After saving, run the connection check. Sending and signing themselves stay in the SBIS cabinet — the portal prepares drafts and tracks statuses.
Outgoing documents
An outgoing document is prepared straight from the document card: the portal creates a draft in SBIS with a preview (so you can check what will be sent), tracks the signing status, lets you open the SBIS cabinet, and imports the result — the original, the signed copy, or both files.
This keeps the document manageable: it is visible in the portal with its status and links, rather than only in a separate operator cabinet.
Incoming documents
Incoming documents from SBIS are matched to a client: a counterparty matching step links the document to the right legal entity in CRM. Unmatched incoming items are collected in a separate queue, where an employee can process each one: link it to a client, re-match it, create a record, or set it aside.
This keeps incoming document flow from turning into an unsorted folder — each document gets a client and a place in the workflow.
Who sets it up
This is an administrator setting. Access to the documents and the exchange itself depends on permissions for documents and the related client cards. Do not show the SBIS login and password, the cabinet address, or the details of real counterparties in screenshots, and do not forward them.
Exchange statuses
| Status | What it means | What to do |
|---|---|---|
| Draft | The document was prepared in the portal but not yet sent to SBIS | Check the preview before sending |
| Sent | The draft went out to the SBIS cabinet | Wait for the counterparty's response |
| Awaiting signature | The document was sent and is awaiting the counterparty's action in SBIS | Don't create a duplicate — wait for the outcome |
| Signed | A signed copy has been received | Import the copy into the document card |
| Rejected | The counterparty rejected the document | Clarify the reason in the SBIS cabinet and prepare a new version |
| Exchange error | A connection failure, or the operator rejected the document | Check the environment and connection details, then resend |
If the exchange does not go through
- A connection error appears right after saving the settings — the test and production environments are most often mixed up, or the cabinet login/password is wrong; check the connection profile in the Integrations Hub.
- A document stays in "Sent" status for a long time — this means the portal is waiting on an action from the counterparty in SBIS, not a portal failure; check directly in the operator cabinet.
- An incoming document doesn't find the client — the counterparty's legal entity doesn't match a card in CRM; open the document in the incoming queue and match it manually.
- The status in the portal doesn't match the SBIS cabinet — refresh the document card; the status is pulled in with a sync delay, not in real time.
Good practices
- Before the first exchange, check the organization, the legal entities, and the environment (test or production).
- Prepare outgoing documents from the document card rather than manually in the cabinet — this preserves the link and status in the portal.
- Process the incoming queue regularly so that documents do not stay without a client.
Common mistakes
- Mixing up the test and production environments during the first setup.
- Signing and sending only in the cabinet, forgetting to update the status in the portal.
- Leaving incoming items without counterparty matching — the document gets lost outside its client context.
Related pages