BlueHill Deal Rooms: user guide

What a deal room is

A deal room is the workspace for one deal with one customer. It holds the quote (line items, discounts, sales tax and payment terms), the documents the customer reads or signs, the pay link the customer uses to accept and pay, and every invoice, payment and reminder that follows. Open the room and you see the whole deal in one place: what was quoted, whether the customer has opened it, what has been paid and what is still due.

Every deal room has a quote reference such as Q-2026-003, a status that follows the deal from Draft to Paid, and a customer or prospect the deal is billed to.

Key terms

Term	Meaning
Deal room	One deal with one customer: its quote, documents, pay link, invoices and activity.
Quote	The priced offer inside the room: one-time and recurring line items, discounts, sales tax, a memo and the payment terms. The quote locks once the customer accepts it.
Line item	One row on the quote, either picked from your Pricing catalog or written free-form. A line is One-time or bills Monthly, Quarterly or Yearly.
Pay link	The private web page where the customer reviews the quote, signs, accepts and pays. Anyone with the link can view the quote.
Payment terms	When one-time invoices fall due (On receipt, Net 15, Net 30 or Net 60), whether the one-time total is split into a deposit or installments, and the billing schedule for recurring lines.
Invoice	A request for payment with a reference such as INV-0042. Invoices are issued when the quote is accepted, on each recurring billing date, or by hand.
Autopay	Charging the customer's saved card or bank account automatically when an invoice comes due. It is an internal setting; customers cannot switch it on or off from the pay link.
Sales group	A team inside your workspace with its own members, pay-link policies, email wording and webhooks. A group's rooms are visible only to its members, admins and the room's owner.
Approval	A hold placed on a quote that trips your organization's discount or total thresholds. An approver releases it before it can be sent.
Agreement	The accepted quote. Its PDF records the line items, payment terms and the customer's signature.

Where to find Deal Rooms

• CRM → Deal Rooms opens the Deal rooms page, which lists every room you can see.
• CRM → Invoices lists every invoice across all deal rooms. The Invoices button on the Deal rooms page goes to the same place.
• CRM → Settings opens Deal room settings: pay-link defaults, approvals, customer emails, webhooks and sales groups. The Settings button on the Deal rooms page goes there too.
• Customers → a customer → Deal Room tab shows that customer's rooms and starts new ones for them.
• On a support ticket, the Deal rooms card in the side panel links the deal the ticket is about, and Send deal in the reply box inserts its pay link.
• The BlueHill mobile app has a Deals tab with the same rooms, quotes and invoices.

Guides

1. The Deal rooms page at a glance. The layout of the Deal rooms page, the summary cards, the table and what each status means.
2. Find, filter and organize deal rooms. Search, filters, the Needs attention shortcuts, columns, saved views, archived rooms and CSV export.
3. Create a deal room. The New deal room dialog, starting from a customer, linking a customer later and renaming.
4. Work inside a deal room. The room's header, its menu, how saving works, and the Customer, notes, tickets and Activity cards.
5. Build the quote. Catalog and custom lines, billing cadence, discounts, tax, the memo, the totals and version history.
6. Payment terms and schedule. Due dates, deposits and installments, the recurring billing schedule, late fees and automatic reminders.
7. Documents and signature. Attach files, require a signature, hold invoices until signed, and the agreement PDF.
8. Send the quote and share the pay link. Preview, send, resend, approvals, the Share & payment card and recording an offline acceptance.
9. What the customer sees. The pay page from the customer's side: the quote, documents, signing, accepting, paying and the hosted invoice.
10. Invoices and payments. How invoices are created, posting policies, reminders, autopay, late fees, ending an agreement and the Invoices page.
11. Settings and sales groups. Pay link defaults, the approval policy, customer email branding and wording, webhooks and sales groups.
12. FAQ and troubleshooting. Quick answers to the questions we hear most.

How these guides are written

• Bold text is a label you will see on screen, such as a button, a tab or a field.
• A path with arrows, such as CRM → Deal Rooms, means open the first item, then the next.
• Italic text is a value you might pick or see, such as a status name or a quote reference.
• Screenshots were taken in a demo workspace called Acme Inc. Your deal rooms, customers and team members will differ.