FusionETA uses Bitrix24's recurring deal feature to track every Xero client subscription, renewal date, and billing cycle. We built this workflow to manage our own client renewals — and we can set it up for you too.
For Xero resellers, partners, and businesses managing multiple Xero subscriptions, renewal dates are a compliance risk. When a subscription lapses, clients lose access to their accounting data. The manual approach — spreadsheets, calendar reminders, email follow-ups — breaks down at scale.
Set up each Xero subscription as a Bitrix24 deal with a recurring template. The system creates a new renewal deal automatically 30 days before expiry — complete with pipeline stage, assigned owner, and billing amount. No reminders. No spreadsheets. No surprises.
This is the exact workflow we use internally. It took one afternoon to set up and now runs without any manual intervention.
Each Xero client gets a company record in Bitrix24 with their contact details, subscription plan, billing currency (MYR), and account manager assigned.
Bitrix24 CRM → CompaniesUnder the company, create a deal with: deal title (e.g. "JJ1128 Properties — Xero Subscription"), amount (MYR), start date, and close date set to the subscription end date (typically 1 year from purchase).
Bitrix24 CRM → DealsEnable the recurring deal feature on the deal. Set frequency to yearly. Set the trigger offset to 30 days before the close date. Set repeat limit to indefinite. This template will automatically create the next renewal deal each year.
Bitrix24 → Deal → Recurring SettingsBitrix24 creates a new deal in your "Renewal" pipeline stage automatically. The account manager receives a task notification. The team follows up with the client, processes the renewal, and marks the deal Won.
Automated → PipelineIf pricing changes (e.g., from MYR 2,000 to MYR 4,000), update the recurring template amount so all future auto-created deals carry the correct figure. This is the one thing you can't forget — the template is the source of truth for next year's amount.
Bitrix24 → Recurring Template → Edit AmountThis is a real deal structure FusionETA created for a client — a property company that subscribed to Xero for a 12-month period.
Next auto-trigger: 9 February 2027 (30 days before expiry) · Repeat: Indefinite · Template ID: 266
Renewals are triggered automatically. Your team only needs to act when the deal lands in their pipeline — no calendar reminders, no spreadsheet maintenance.
See every Xero client renewal due in the next 30, 60, or 90 days in a single Bitrix24 pipeline view. Spot gaps and prioritise follow-up easily.
With all Xero subscription amounts in Bitrix24, you can forecast recurring revenue accurately without manually totalling up spreadsheet rows.
Every renewal, amount change, and follow-up activity is logged in the CRM. No more "did we renew that client?" conversations.
The same recurring deal structure works for any annual subscription — Xero, Bitrix24, Wazzup, or your own software product. One system for all.
Clients never lose access to Xero due to a missed renewal. They stay on their subscription. You don't lose the revenue. Everyone wins.
We don't just implement Xero — we manage our own Xero client portfolio using this exact Bitrix24 workflow. When we say this system works, it's because we run it every month. We can set up the same infrastructure for your business.
Set This Up For MeWhether you're a Xero reseller, a business with multiple Xero entities, or a company that wants to automate its annual software renewals — FusionETA can help you build this system. We're a Xero Gold Partner and Bitrix24 partner based in Petaling Jaya.