Deal Rooms

Deal Rooms

A deal room is a shared space where your prospects can review everything related to a deal: proposals, documents, videos, and terms. Instead of sending attachments over email, you give your prospect a single link with everything they need to make a decision.

What's in a Deal Room

Each deal room contains:

• Welcome content -- An introduction written in markdown that sets the context for the deal
• Proposals -- Your pricing, scope, and terms in a structured format
• Assets -- Documents, videos, presentations, and other files your prospect needs
• Agreements -- The contracts and terms that get signed when the deal closes

Creating a Deal Room

Deal rooms are created from your workspace and tied to a specific prospect or organisation.

When you create a deal room, you provide:

Each deal room gets a unique slug that forms its shareable URL.

Proposals

Proposals are the core of a deal room. They contain the details your prospect needs to evaluate and accept.

Creating a Proposal

A proposal includes:

• Title -- What you are proposing (e.g. "Enterprise Annual Plan")
• Content -- The full proposal body in markdown (scope, deliverables, timeline)
• Pricing and terms -- Stored as structured data in the proposal record so you can include line items, totals, and payment terms
• Client details -- The prospect's name, email, and organisation
• Expiry date -- Optional deadline after which the proposal can no longer be accepted

Proposal Statuses

Once a proposal moves to Sent, the prospect can view it in the deal room. When they accept, the status updates to Accepted with a timestamp and the accepting user's details recorded.

Assets

Assets are the supporting materials in your deal room. Each asset has a title, type, URL, and optional description.

Common asset types include:

• Documents -- PDFs, slide decks, one-pagers
• Videos -- Product demos, walkthrough recordings
• Proposals -- Links back to proposals within the same deal room
• External links -- Case studies, reference materials

Assets appear alongside your proposal so the prospect has everything in one place without searching through email threads.

Agreements

When a prospect accepts a proposal, Outrun creates agreement records that capture the legal details of the acceptance.

Each acceptance generates three agreements:

1. Proposal agreement -- Records acceptance of the proposal itself, including the version (based on last update date)
2. Terms of Service -- Records agreement to your terms, with the version the prospect accepted
3. Privacy Policy -- Records agreement to your privacy policy, with the version accepted

What Gets Recorded

Every agreement captures:

• Who signed -- Name, email, and user ID of the person who accepted
• When -- Exact timestamp of acceptance
• IP address -- The IP address the acceptance came from
• User agent -- The browser used to accept
• Authorisation -- Confirmation that the signer is authorised to accept on behalf of their organisation

This creates a complete audit trail for every deal.

Sharing a Deal Room

Each deal room has a unique URL based on its slug. Share this link with your prospect via email, chat, or any other channel.

Your prospect will need to log in to view the deal room and accept proposals. This ensures that acceptances are tied to a verified user account and creates a proper audit trail.

Tracking Engagement

Deal rooms let you see when prospects are engaging with your materials:

• Proposal views -- Know when a prospect opens and reviews your proposal
• Acceptance timing -- See exactly when a proposal was accepted
• Asset engagement -- Track which documents and videos your prospect has accessed

This visibility helps your sales team follow up at the right time and prioritise deals that are actively being evaluated.

Best Practices

• Keep it focused -- One deal room per prospect per deal. Do not bundle unrelated proposals.
• Set expiry dates -- Create urgency by setting a reasonable expiry on your proposals.
• Use the welcome content -- Write a brief, personalised introduction that reminds the prospect what the deal is about.
• Include all assets -- Put everything the prospect needs in the deal room so they do not have to go searching through emails.
• Review before sending -- Use the draft status to prepare everything, then publish when ready.