How Bitrix24 CoPilot Helps with Emails, Messages and Texts in the Company

Paul Streck

30 June 2026

Working with texts often takes companies more time than it seems at first glance. Emails to customers, messages to colleagues, comments in tasks, internal announcements and summaries of meetings are part of the daily work routine for many teams.

Bitrix24 CoPilot can noticeably ease this work. The AI assistant is integrated directly into Bitrix24 and can be used in emails, chats, tasks and the CRM – without additional tools, without constantly switching between different applications and without manually copying content.

CoPilot does not replace employees. It helps them prepare texts more quickly: for example through drafts, structured summaries, better wording, translations or shortened versions of longer content. The final result, however, should always be reviewed by a person.

Why working with text takes so much time

In business communication, it is not just about passing on information. It also has to be worded clearly, appropriately and professionally. An email to a customer should sound clear, polite and reliable. A message to the team must be short and specific. A comment in a task should be structured. An internal announcement must be understandable enough that everyone involved interprets the same information in the same way.

Employees often already know what they want to say. What costs time is mostly the form: finding the right tone, cutting unnecessary details, simplifying complicated wording, translating a text or turning long notes into a clear message.

CoPilot is particularly helpful when employees:

• want to respond quickly to a customer inquiry while maintaining a professional tone;
• want to summarize long email threads or chat messages;
• need to record decisions and next steps after a meeting;
• want to prepare the same information for different audiences;
• want to translate a text while keeping the business style;
• want to word a message more briefly, more clearly or less directly.

In such situations, CoPilot serves as support for the first draft of the text. The employees then review the result and adjust it if necessary.

How to formulate good requests to CoPilot

The more precisely the task is described, the better the result usually is. A request like "Write an email to the customer" is usually too general. It is better to provide the context, recipient, goal, tone and possible constraints directly.

A helpful structure for CoPilot requests is:

Task + Context + Recipient + Goal + Tone + Constraints

An imprecise prompt would be, for example:

Write an email to the customer.

A significantly better prompt would be:

Create a polite email to a customer who is interested in introducing Bitrix24 in a company with 20 employees. Explain that the timeframe and costs depend on the scope of the setup. Suggest a short consultation and end the email with a friendly invitation to respond.

In the second case, CoPilot receives significantly more context and can create a draft that is closer to the actual work situation. This text also needs to be reviewed, but employees no longer have to start from scratch.

Prepare customer emails more quickly

Communication with customers often requires especially careful wording. This is particularly true for first contact, replies to inquiries, follow-up questions about details, quotes, rescheduling of appointments or a polite rejection.

CoPilot can help to,

• create an email based on a short description;
• continue a text that has already been started;
• prepare a reply to a customer inquiry;
• word a message more formally or more warmly;
• correct errors and improve wording;
• shorten overly long emails;
• translate texts into another language.

Examples of CoPilot requests:

Create a reply to a customer. He is interested in introducing Bitrix24 in a company with 32 employees and wants to understand the approximate timeframe. Explain that a basic introduction can take several weeks, but the precise estimate depends on processes, integrations and the scope of the setup.

Word this email more politely and in a more business-like way. The content should be preserved, but overly direct wording should be softened.

Create a short follow-up email after a consultation. Thank them for the conversation, briefly summarize the next steps and suggest arranging a date for the next step.

This way, a sales or service employee receives a solid basis that they can review, adapt to the specific customer and then send. This is particularly helpful in areas where similar communication situations recur daily.

Evaluate long messages and discussions more quickly

Not all text work consists of writing new messages. Often, reading and evaluating information takes just as much time: long emails, discussions in chats, comments in tasks, meeting notes or documents from customers.

CoPilot can help to identify the most important points more quickly and turn unstructured content into a clear summary.

Possible, for example, are:

• short summaries of longer texts;
• working out central statements;
• lists of decisions made;
• open questions;
• next tasks and responsibilities;
• structured plans from longer discussions;
• simplified wording of complex content.

Examples of CoPilot requests:

Summarize this discussion briefly. Structure the result into decisions made, open questions and next steps.

Turn this text into a structured task list for the project team.

Highlight only the most important agreements with the customer from the correspondence.

This is particularly practical when employees join a project later, could not attend a meeting or want to quickly understand what the team has agreed on.

Adapt texts for different communication channels

The same information does not automatically suit every communication channel. An email to a customer, a message in the team chat, a comment in a task, a post in the company feed or a short piece of information for management require different length, structure and tone.

CoPilot can quickly adapt an existing text to the appropriate channel. From a longer project description, the following can be created, for example:

• a short message for the team;
• a business email to the customer;
• an internal announcement;
• a comment for a task;
• a short management summary;
• a post for internal company communication.

Examples of CoPilot requests:

Word this text as a short message for the workgroup. Keep only the most important points, tasks and deadlines.

Turn this text into a business email to the customer. The structure should be clear: thanks, matter at hand, next steps, polite closing.

Adapt this text for an internal company announcement. The style should be understandable, calm and professional.

CoPilot thus helps not only to write more quickly, but also to choose the appropriate form of communication for each situation.

Translate emails and messages directly in Bitrix24

For companies with international customers, service providers or distributed teams, multilingual messages are often part of everyday life. Employees frequently copy texts into external translation tools, check the result and then transfer the translation back into the work system.

With CoPilot, this work can be done directly in Bitrix24. This is helpful when an email, a comment, a task or a message needs to be translated quickly and the business style has to be preserved.

CoPilot can support with:

• the translation of emails and messages;
• preserving the original text structure;
• adapting to a business tone;
• a friendlier or more formal wording;
• simplifying complex wording;
• preparing a reply in the customer's language.

Examples of CoPilot requests:

Translate this email into English and keep a formal business style.

Translate this message into German and word it in a friendly way, but not too informal.

Translate the text into Spanish and keep the structure: greeting, main body, next steps, closing.

For international teams, this reduces routine work and avoids unnecessary switching between different applications. Nevertheless, the translated text should be reviewed, especially if it contains legal, financial or technical details.

CoPilot prompts for everyday work in Bitrix24

The following examples can be used as a starting point and adapted to your own processes.

For a reply to a customer:

• Create a polite reply to a customer. The customer is asking about the possibilities of Bitrix24 for sales. Briefly explain that the system helps to manage deals, document communication and manage the tasks of sales staff. At the end, suggest a short consultation.

For a follow-up after a meeting:

• Create a follow-up email after a customer conversation. Mention that we talked about introducing Bitrix24, setting up the CRM pipeline, integrating emails and training employees. Close with the suggestion to arrange the next step.

For a message to colleagues:

• Word a short message to the team. Let them know that the deadline for the task has been moved to Friday because the customer sent additional requirements. The tone should be calm and factual.

For evaluating a longer correspondence:

• Analyze this correspondence. Structure the result into three areas: What has already been decided? Which questions are still open? Which next steps need to be completed?

For improving a text:

• Edit this text. It should sound shorter, clearer and more professional. Keep the content and do not add any new facts.

For a translation:

• Translate this message into German. The style should be business-like, but not too dry. Keep the structure and meaning of the source text.

For a task in Bitrix24:

• Based on this description, create a task for the team. Add the goal, the most important steps, the expected result and a checklist.

What should be checked before sending

CoPilot can speed up text preparation, but should not be used without review. Before sending an email, message or internal announcement, employees should check:

• whether names, company designations, dates, amounts and deadlines are correct;
• whether it contains no promises that the company cannot keep;
• whether the tone suits the situation and the recipient;
• whether the original meaning has been preserved;
• whether the text contains no confidential information;
• whether technical terms were translated correctly;
• whether the text matches the company's communication standards;
• whether the message does not sound too generic or too much like a template.

Especially in business communication, accuracy, clarity and reliability are important. CoPilot is therefore particularly well suited for preparing drafts. The final decision, however, should always remain with the responsible employees.

Why a good Bitrix24 setup is important

CoPilot can do more in everyday work if Bitrix24 itself is cleanly structured. If CRM fields are maintained inconsistently, tasks are created without common standards, communication is spread across many channels and processes are not clearly described, the AI support also becomes less reliable to use.

For CoPilot to be used sensibly in the company, basic elements in Bitrix24 should be well set up:

• CRM structure;
• deal stages;
• task templates;
• rules for handling customer inquiries;
• internal coordination processes;
• roles and responsibilities;
• communication channels.

The clearer the working environment is set up, the more easily employees can use AI features in everyday work. That is why CoPilot should not be viewed in isolation, but in connection with processes, CRM, tasks and team communication.

WAM IT can provide support here. The team specializes in the introduction, optimization and adaptation of Bitrix24 to real business processes. WAM IT analyzes existing Bitrix24 configurations, identifies potential for optimization and sets up the CRM, automations, communication and workflows so that the system remains understandable, usable and commercially sensible in everyday work.

This is especially important when using AI. CoPilot works better when CRM data is maintained in a structured way, tasks are created according to clear rules, emails and messages are assigned to the right customers or cases and the team knows how Bitrix24 should be used in day-to-day business. A clean setup, targeted training and ongoing adaptation of the processes help to make CoPilot not just a single additional feature, but a practical part of daily work.