CRM Partners & Companies: What They Are and How to Use Them

The Partners feature helps agencies and advanced users streamline link building by keeping their key relationships in one master list in the CRM.

Your Partner Database is for websites you have an ongoing relationship with, rather than one-time wins. These are trusted sites you plan to work with again, whether for the same client or across several. Think of it as your own marketplace of reliable link sources that you can draw on for future campaigns, making outreach faster and more efficient.

For a walkthrough, watch our webinar: Introducing Link Partners CRM 👈

  1. Understanding the Hierarchy
  2. Viewing Your CRM
  3. Adding Websites to Your Partner Database
  4. Inside a Partner Record
  5. Link Types & Pricing
  6. Communicating with Partners
  7. Customising Partner Categories
  8. Key Benefits

🗂️ Understanding the Hierarchy

Projects. Each project represents one link building domain, usually one client or website. It holds all related activity, including the inbox, reports and performance tracking.

Campaigns. Within each project, you can create multiple campaigns to organise lists of websites (opportunities) by niche, location or strategy.

Opportunities. Each campaign can contain hundreds of opportunities. These are the websites you've found as potential link sources and send outreach to. When a website agrees to a link placement, it's marked as a win, which tracks success within the project.

Contacts. Contacts are the people associated with each opportunity. They're stored within the opportunity and are the people you email during outreach.

Partners. A partner is a website you work with regularly. It's often linked to several opportunities across your projects, and you can save any opportunity as a partner, whether or not you've secured a win with it. Partners are stored in the Partner Database in the CRM, which isn't tied to a single project, so key websites from every project are kept in one place.

Companies. A company is an umbrella organisation that owns and manages several websites. In the Companies section of the CRM, you can group multiple partner records under the company that owns them, so you can see and manage your relationship with the organisation as a whole.

Each partner has a lead contact and a detailed record. This means your work delivers short-term results for each project and also builds a long-term network of trusted websites you can use across campaigns and clients.


📋 Viewing Your CRM

You can open the CRM in several ways.

From the left-hand menu. Under Workspace, click CRM to expand it, then choose Partners, Contacts, Companies or Stats.

From the top menu bar. Click the CRM icon (the database symbol) in the top right, next to Settings. This opens a shortcut menu with the CRM pages plus a few related ones: Partners, All Opportunities, Contacts, Companies, Master Inbox, All Unmatched and Stats. The icon stays in the menu bar on every page, so it's the quickest way in when the left-hand menu is collapsed.

From the Project Menu. Click the Project Menu dropdown on the top left and choose CRM Partners.

Partners lists every partner in your account, with its category, number of opportunities, wins and contacts, the date it was created and who created it, its pricing model, and its price for each link type, such as Guest Post or Link Insert.

Contacts lists the contacts saved to your partners. This is a separate list of partner contacts, not a combined list of every contact across your opportunities.

Companies lists the organisations that own your partner websites, with each company's partners grouped under it.


Finding the Right Partners

Use the filters at the top of the database to narrow down Partners by criteria. For example, you could find websites in the Health & Wellness niche that offer placements within your client's budget.

Once you've filtered the list, you have two options:

  • Add them to a client project. Export the filtered list into a client project and start automated outreach straight away.
  • Contact them through the CRM. Talk to partners directly from the CRM. If a partner is happy to work with a new client, you can create an opportunity in the relevant project from the Partner Database and then mark it as a win.

➕ Adding Websites to Your Partner Database

Add a partner manually. On the Partners page, click + Add New in the top right and enter the website's details.

Import existing partners. If you already keep a list of partners, you can import it into the Partner CRM from a CSV file. Include a column for each type of data, such as Partner URL, Link Type, Email, First Name and Last Name. For details, see the Partner CSV Import Guide.

Save an opportunity as a partner. Open any Opportunity Details page and click Save as Partner in the top right corner. You don't need to have secured a win first.

🤝 Inside a Partner Record

Click a partner in the Partners table to open its full record.

Website summary. The top of the page shows the site's DR, ranking keywords, keywords in the top 10 and traffic, along with its title, social profiles, creation date and parent company.

Partner Information. See the partner's category, who created it, how many contacts and opportunities it has, when its last opportunity was created, and its milestone progress. You can also add tags here.

Metrics. View a wider set of SEO metrics, such as DA, PA and spam score. Click Refresh to update them.

User Notes. Add internal notes for your team.

Opportunities tab. See every opportunity linked to this partner across all your projects.

💰 Link Types and Pricing

In the Link Types Offered panel, click Add New to add each type of placement the Partner offers, such as a guest post. Set the Partner's currency, and Pitchbox converts their costs into your own currency automatically.


Set the Pricing Model to Formula and Pitchbox calculates your selling prices for you, using the markup formula in Settings → Link Price Markup Configuration. You don't need to price each partner by hand.

For each link type, you can record:

  • Base price. What the partner charges you. Pitchbox calculates the selling price and shows your markup next to it.
  • Gray niche costs. Extra charges for Casino, Crypto, Adult or CBD links. Leave blank any niche the partner doesn't accept.
  • Article writing options. Prices for 300–500, 600–1,000 and 1,500–2,500 word articles.
  • Buyer-supplied content. The minimum and maximum word count when you provide the article.
  • Link type. Whether the link is Do Follow or No Follow.
  • Client-facing notes. Information you want to share with clients about this placement.

💡 To set up markup formulas, DR ranges and rounding, see Link Type Pricing & Markup Configuration.

✉️ Communicating with Partners

The Communications tab shows every email and note for the partner in one timeline, including emails Pitchbox has matched to the partner automatically.

You can email a partner directly from here, separately from any project or campaign. This keeps ongoing relationship conversations, such as checking availability or negotiating prices, out of your client campaigns.

🏷️ Customising Partner Categories

You can create new partner categories or change existing ones to suit how you work. A category can be assigned to each Partner to keep your Partners organized.

Go to account Settings and select CRM Partners Categories.

From there you can create, edit or delete categories.

⭐ Key Benefits

One central view. See all your key partner relationships across every project in one list.

Communication in one place. Talk to partners directly from the CRM and keep every conversation together.

Detailed partner profiles. Record each partner's niche, link placement types, pricing, key contacts and more, using categories that fit your workflow.

Easy win tracking. When you secure a win from a partner, assign it to the relevant project from the Partner Database, so you can see opportunities and wins by partner.

Smarter campaigns. Filter against your Partner list when launching new campaigns so you don't accidentally prospect existing partners.

Time saved. Find all your key relationships and wins in one place instead of searching through individual projects.

💬 Need more help? Email pitchbox@support.com or use the live chat and our team will be happy to help.

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