Create a deal room

Before you start

Decide two things:

• Who is the deal for? A room can be linked to a customer or a prospect. Quotes, invoices and payments in the room are billed to that record, and the room appears on its Deal Room tab. You can create the room without one and link it later, but a quote cannot be sent until a customer is linked.
• Which sales group? If your organization uses sales groups, the room inherits the group's pay-link policies, email wording and visibility. Most teams leave the default. See Sales groups.

Create a room from the Deal rooms page

1. Open CRM → Deal Rooms and click New deal room.
2. Enter a Name, for example Acme Robotics — platform rollout. If your sales group has a naming template, a name is already suggested; edit it freely, or click use it to restore the suggestion after changing it.
3. Choose a Customer. The picker searches customers and prospects together by name or company. If the company is not in BlueHill yet, choose + New prospect at the bottom of the list to create one on the spot. Leave the field empty to link a customer later.
4. If you see a Sales group field, keep the default or pick another group. No group makes the room visible to everyone.
5. Click Create deal room. The new room opens straight away.

A new room starts in Draft with an empty quote, a quote reference such as Q-2026-003, On receipt terms, the reminder schedule from your settings, and a Deal room created entry in its activity.

Create a room from a customer record

1. Open the customer and choose the Deal Room tab.
2. Click New deal room. The customer is already selected in the dialog; change it if you need to.
3. Name the room and click Create deal room.

The tab lists the customer's rooms as cards, newest activity first, with the status, when the quote was sent, viewed and accepted, the one-time and recurring amounts, what has been paid, what is outstanding and the next due date. Open deal room takes you into the room.

Link or change the customer later

1. In the room, click No customer linked in the header, or Link a customer in the Customer card. For a room that already has a customer, click Change in the Customer card.
2. The Link a customer dialog opens. Choose a Customer (customers and prospects, with the same + New prospect shortcut).
3. Optional: choose a Billing contact. Quote emails, invoices and reminders go to this contact's address instead of the customer's default email.
4. The Tax rate line shows what sales tax will apply: a rate worked out from the customer's address (7.25% · auto from address), Tax exempt, or No rate on file — refresh it from the customer page when the address has not been looked up yet.
5. Click Link customer.

Linking is recorded in the room's activity. A prospect linked to a deal room is converted to a customer automatically when it accepts or pays.

Rename a deal room

Open the ⋯ menu in the room's header and choose Rename…. Enter the new name and confirm. The quote reference does not change.

Move a room to another sales group

In the room's Share & payment card, pick a group from the Sales group dropdown, or choose No group. The room immediately follows the new group's policies and becomes visible to that group's members. The field is only shown when your organization has sales groups.

Next: Work inside a deal room.