From mail and Excel to the digital ecosystem: Web portal of spare parts "Rostselmash"

2026: 50.000 SKU Order Automation for 40 + Dealers via REST API

Webformula on February 11, 2026 announced the implementation of a project for PJSC Rostselmash for the digital transformation of B2B sales of spare parts: from the chaos of telephone orders and Excel plates to an integrated platform with visualization of 50,000 SKU, REST API for synchronization with 1C dealers and personal accounts for managing a fleet of equipment.

The problem: when Excel and the phone slow down growth

Business context

PJSC Rostselmash is a Russian manufacturer of agricultural machinery. The group includes 13 enterprises at 11 production sites in 5 countries. Product line: 150 + models and modifications, 24 types of equipment - from combine harvesters to tractors and sprayers.

Dealer network: 40 + official partners with branches in key agricultural regions of the Russian Federation and the CIS. Target audience of spare parts:

• Small farms: up to 30 pieces of equipment, orders for 50-200 thousand rubles/quarter
• Large agricultural holdings: 30 + units of equipment, fleet of 100-500 cars, orders from 1 million rubles/quarter

How they worked before the portal (2019-2020)

The process of ordering spare parts looked like this:

• Farmer calls dealer: 'Need a gear for ACROS 580 combine, I don't remember the SKU'
• Dealer operator opens PDF directory (3000 + pages), searches by description
• Clarifies the serial number of the combine → checks the compatibility of the part
• Calls the warehouse: "Is there RSM-161-05-001?" → Waiting 10-30 minutes for a response
• Calls the price to the customer (takes from the Excel price list updated 2 weeks ago)
• Sends an invoice to email manually → Waits for payment → Forms an invoice

Average processing time per order is 45 minutes. At the peak of the season (April-May, August-September), operators did not have time to process calls. Customers went to competitors.

Five critical issues

Issue 1: No catalog visualization

The entire catalog existed as:

• Detail Diagram PDFs (1990s Paper Drawing Scans)
• Excel tables with articles and names (without photos)
• Paper catalogs at dealers (quickly outdated when updating the lineup)

Consequences: the client could not find the desired part on his own. 100% of orders went through dealer operators. Bottleneck: Call center throughput.

Problem 2: Chaos with articles and compatibility

50,000 + Spare Parts SKU. The same part could be suitable for 5-10 models of technology, but with different modifications by year of production. Compatibility issue:

• Customer: "Need a bearing for VECTOR 410"
• Operator: "What year of release? Before 2015 or after? "
• Customer: "Don't remember, serial number VT2014-3847"
• The operator opens the serial directory → determines the modification → searches for the desired article

Error in 1 digit serial number=wrong part=return=simple machinery in season=loss of harvest.

Problem 3: Leftovers are updated once a week

Balances were recorded in 1C: Enterprise. Price lists for customers were formed manually once every 1-2 weeks. Typical situation:

• Monday: Part is in stock, 5 pieces
• Tuesday: Sold 4 pieces to another customer
• Wednesday: New customer calls, operator watches price from Monday → "Yes, there are 5 pieces"
• Thursday: Customer arrives for details → Only 1 item in stock

Result: customer dissatisfaction, reputational losses, failure to repair equipment.

Problem 4: Unable to track the order

After placing the order, the customer did not know:

• Did the dealer receive the order?
• Is it billed?
• Is the order picked in the warehouse?
• When can you pick up?

I had to call the dealer every 2-3 days. The load on operators grew, the quality of service fell.

Problem 5: No order history and fleet

Large agricultural holdings with a fleet of 100 + pieces of equipment could not:

• Keep records of the fleet centrally (different dealers, different bases)
• Analyze order history for specific machines
• Plan procurement of spare parts for the season
• Monitor expenses by subdivisions

Each new order started from scratch: what is our technique? what did you order before? which dealer was taken from?

Quantification of the problem

Audit of business processes (December 2019 - January 2020) showed:

• Average order processing time: 45 minutes (from call to billing)
• Part compatibility errors: 12% of orders (returns, replacements)
• Irrelevant balances in price lists: discrepancies in 30-40% of items
• Missed calls during peak season: up to 25% (customers did not get through)
• Lost customers: an estimated 15-20% went to competitors due to long registration

Solution: web portal pp.rostselmash.com

Portal Concept

In 2020, it was decided to develop a web portal for spare parts. Key objectives:

• Catalog visualization: web access to 50,000 SKUs with interactive site schemas
• Customer Self-Service: The Ability to Order Without Calling a Dealer
• Integration with 1C dealers: real-time balances, automatic transfer of orders
• Personal account: fleet management, order history, status tracking
• Reducing the burden on dealers: automating routine operations

Process stack

• Backend: PHP 7.4 +/Laravel framework - for REST API, business logic, integrations
• Frontend: Vue.js/React.js - interactive directory with node visualization
• DBMS: PostgreSQL - storage of catalog, orders, user data
• Integrations: REST API for 1C, SAP CRM for Dealer Data, Yandex Geocoder API
• Adaptability: Full desktop version optimized for tablets and smartphones

System architecture

The portal is built as a multi-level system:

• Level 1 - Central Database: Parts Master Catalog (Parts, Descriptions, Detail Diagrams, Model Compatibility)
• Level 2 - pp.rostselmash.com Web Portal: Public Customer Interface, Personal Accounts, Shopping Cart, Checkout
• Level 3 - REST API: Integration with 1C dealers for balance transfer, order receipt, status updates
• Level 4 - Dealer systems 1C: Enterprise : (configurations,) UT, Just own warehouses, logistics

Key functionality of the portal

Node Visualization Directory

The main feature of the portal is interactive diagrams of technology nodes. User:

• Selects a machine model (e.g. ACROS 580 combine)
• Selects the assembly (engine, transmission, reaper, etc.)
• Sees the detail diagram with numbered parts
• Clicks on the desired part → sees the article, description, price, presence
• Adds directly from the diagram to the cart

Optional:

• Zoom in/out
• Print Diagram for Service Team Use
• Filtering by equipment serial number (automatic selection of compatible parts)

Three ways to search

• Search by product code: The client knows the exact article number → enters RSM-161-05-001 → immediately gets to the part card
• Machine model search: Selects a type (combine/tractor) → model → assembly → part
• Serial Number Search: Enter Machine Number → System Determines Modification → Shows Only Compatible Parts

Shopping Cart and Checkout

You can place an order without registration (guest checkout):

• Add Parts to Cart
• The system automatically detects the geoposition → offers the nearest dealer
• Shows the balances of the selected dealer and delivery time
• The client enters contact details (full name, phone number, email)
• Selects the delivery method (pickup/courier)
• Orders → receives a unique tracking number

The order is automatically sent to the dealer via the API (if integration is configured) or by email (for dealers without integration).

Order Status Tracking

By the order number, the customer sees:

• New → Confirmed by dealer → Invoice issued → Paid → Picked → Ready for issue → Shipped

Optional:

• History of Status Changes with Timestamps
• Dealer comments (e.g. "Part ordered from plant, 5 days)
• Documents (invoice, bill of materials, invoice) are available for download in PDF

Personal account of the company

For regular customers (especially agricultural holdings) - a full-fledged LC:

• Fleet: Registration of all machines of the company (model, serial number, year of production)
• Order history: Filter by date, dealer, specific machine
• Current orders: All active company orders in one place
• Employee Management: Company Administrator Creates Accounts for Mechanics, Logicians
• Analytics: Spare Parts Cost Statistics by Period and Type of Machinery

REST API Dealer Integration

Philosophy of integration

Key requirement: minimum revision of 1C for dealers. Different partners have different configurations:

• 1C: Trade Management 11 (Most Popular)
• 1C: Integrated Automation 2.0
• Custom 1C:Enterprise 8.3-Based Configurations

Solution: A universal REST API that can be called from any 1C. The initiator of the exchange is 1C dealer (not a portal).

JWT Token Authorization

Authorization process:

• POST/api/token/get/with login and password ( issued to each dealer)
• In response - access_token (valid for 24 hours) and refresh_token (valid for 60 days)
• All subsequent queries include access_token in the Authorization: Bearer header
• After the access_token expires - update via POST/api/token/refresh/

Transfer of residues

Endpoint: POST /api/remains/?store_id=XXX

Query Format (JSON):

• Array of objects with fields: rsm_id (PCM product code), quantity (free remainder)
• Up to 1000 items can be transferred at a time
• store_id - required parameter (warehouse/store ID)

Critical: the free remainder (physical minus reserve) is transferred. If the remainder has changed from 5 to 0, zero must also be transferred. Recommended frequency: at least 1 times a day, optimally - every hour.

Receiving orders

Endpoint: GET /api/orders/new/

Returns a list of new orders with the Pending Confirmation status. For each order:

• order_id - unique number on the portal
• client_data - customer contacts (name, phone number, email, delivery address)
• items - array of items (article, name, quantity)
• delivery_type - pickup or courier
• created_at - date and time of registration

1The dealer picks up orders (recommended once an hour), creates a Buyer Order document, and reserves the item.

Update Order Statuses

Endpoint: PUT /api/orders/{order_id}/status/

The dealer transfers the status changes:

• confirmed - order confirmed, reserve set
• invoice_sent - invoice sent to customer
• paid - payment received
• assembling - the order is picked in stock
• ready - ready to issue
• shipped - shipped to customer
• cancelled - cancelled

The client sees the current status in real time on the portal.

Transfer of documents

Endpoint: POST /api/orders/{order_id}/documents/

The dealer can upload PDF files to the portal:

• Invoice
• Bill of Material for Order
• Delivery note
• Certificate of works performed (if delivered)

The client downloads documents from his personal account or from a link from an email notification.

Price transfer

Endpoint: POST /api/prices/

The dealer can update prices for their region:

• rsm_id - article number
• price - recommended retail price
• delivery_days - delivery time (if not in stock)

Prices are shown on the portal marked "from dealer name."

Implementation results

Deployment steps

• Version 1 (Q3-Q4 2020): MVP - catalog with visualization, guest checkout, email to dealers
• Version 2 (Q1-Q2 2021): REST API for 1C integration, personal accounts, status tracking
• Version 3 (Q3-Q4 2021): Full automation - document transfer, analytics, fleet management

By the beginning of 2022, integration has been set up for 28 out of 40 + dealers (70%). The rest work through email notifications.

Quantitative indicators

• Automation of orders: 65% of orders are made online without calling the dealer (it was 0%)
• Clearance time: from 45 minutes to 7 minutes (6-fold reduction)
• Compatibility errors from 12% to 2% (by serial number filtering)
• Relevance of leftovers: update every hour instead of 1-2 weeks
• Burden on dealer operators: 40-50% reduction
• Average check: 18% growth (customers see the entire range, order more items)

Qualitative changes

• Transparency for customers: Complete control over the order from clearance to receipt. History of all purchases in one place.
• Simplification of dealers: Automatic transfer of orders in 1C. You do not need to manually drive in data from email or telephone conversations.
• Competitive opportunities: During the period of strengthening of Chinese competitors, the portal became a point of differentiation. Ease of ordering spare parts is a factor in choosing when buying equipment.
• Fleet management for agricultural holdings: Large customers received a tool for centralized accounting of equipment and planning of procurement of spare parts.

Scaling in the CIS

After a successful launch in Russia, the portal was adapted for dealer networks in:

• Kazakhstan (12 dealers)
• Belarus (6 dealers)
• Uzbekistan (4 dealers)

Localization features: multilingualism, local payment methods, adaptation for local ERP systems.

Platform Development (2022-2026)

• B2B-Marketplace: Addition of third-party spare parts (oils, filters, consumables)
• Mobile application: For mechanics in the field (scanning articles, quick order)
• Predictive analytics: AI recommendations for replacing parts based on mileage and operating history
• Financing: Integration with banks for leasing and installments for large orders

Conclusions

The pp.rostselmash.com spare parts portal is an example of digital transformation in the B2B segment. Key factors:

• Solving real pain: Automating chaotic processes that inhibited growth
• API-first approach: Universal integration with different dealer ERP systems
• Phased Implementation: MVP → API → Complete Automation (3 versions in 18 months)
• Focus on UX: Interactive node schemas instead of PDF catalogs
• Scalability: The platform adapts easily to new markets and dealers

According to Webformula, the project showed that even in the conservative industry (agriculture), digitalization gives measurable results: a 6-fold reduction in order processing time, a 6-fold decrease in errors, an 18% increase in the average check.