Deal room software with mutual action plans, tied to your quotes

What a deal room is

Bigger deals involve several stakeholders, a stack of documents and a list of steps on both sides. Run through email, that turns into buried threads and lost attachments. A deal room gives everyone one URL where the current state of the deal is visible.

Each forquotez deal room contains:

• Documents: proposals, contracts, case studies and spec sheets the buyer can view and download at any time.
• Mutual action plan: a shared checklist where each item has a description, an owner (your team or the buyer), a due date and a completion status.
• Stakeholders: the people involved on both sides, with name, email and role.
• Messages: one thread between your team and the buyer.
• Customer references: companies and contacts the buyer can look at during evaluation.
• Engagement tracking: last visit, document views and message count.

How it follows a live call

The quote is presented live and saved to a deal in the built-in CRM. The deal room picks up from there, for the days or weeks between the call and the signature.

1. Open the deal and click Create Deal Room. The room is created at once, linked to the deal, with the deal name and contact information carried over. Each deal can have one active room.
2. Add documents, either by uploading or by picking from your organization's document library.
3. Build the action plan from the next steps you agreed on the call.
4. Set up the buyer's portal access with an email and password, and share the portal URL.

The buyer signs in through the prospect portal, which is separate from your team's login. They can see only the rooms they were given access to, and nothing from your dashboard, CRM or form builder. Each room carries your branding and shows the linked quote value, their pending action items and unread messages.

Sample walkthrough: a six-week evaluation

An example with made-up companies: Summit Ridge Software (fictional) is selling to Eastfield Manufacturing (fictional), where IT, finance and operations all have a say.

1. After the pricing call, the rep creates a deal room from the Eastfield deal.
2. She attaches the security questionnaire and the data processing agreement from the document library, and uploads the implementation plan.
3. She adds three stakeholders from Eastfield and two from her own team, with their roles.
4. She builds the action plan: "Security review" owned by Eastfield IT, due in two weeks. "Reference call" owned by her team. "Contract redlines" owned by Eastfield finance. "Kickoff date confirmed" owned by both.
5. She adds two customer references and invites the buyer to the portal.

Over the following weeks, the IT lead marks the security review complete from the portal. The engagement metrics show the finance contact has viewed the agreement but not yet visited this week, so the rep knows where to follow up. When it is time to sign, she sends the quote for signature by email as usual.

If you want a starting structure for the checklist, use the mutual action plan template.

The document library and customer references

Admins and managers keep reusable files in a document library: title, description, category, and either a file upload (PDF, DOCX, XLSX or PPTX up to 20MB) or an external URL. Reps attach library documents to a room with one click.

Library documents are referenced, not copied. Update the file in the library and every room that uses it shows the latest version. Mark a document inactive and it leaves the picker but stays in rooms that already have it. The buyer sees no difference between library documents and uploaded ones.

References can be added by hand. If you use Lyynx, the Lyynx integration pulls approved customer references into deal rooms and removes a reference automatically if that customer revokes consent.

What it replaces, and plan notes

A deal room replaces the long email thread with attachments, the shared folder nobody can find, and the action plan kept in a spreadsheet only one side updates. It also replaces guessing about buyer interest, because visits and document views are recorded.

The deal room manager lists every active room in your organization with engagement metrics, quote values and last-activity timestamps, which gives a sales leader a quick read on which deals are moving.

Deal rooms are available on the Professional and Enterprise plans. Professional is $179 per month for up to 25 users. The pricing page has the full comparison.