Several years ago, real estate specialists used physical data rooms to store essential documents. To provide transactions, interested individuals had to be present within the physical room to view the data they needed. Nowadays, the company uses digital space for storing and sharing any kind of data. Virtual Data Room is the most commonly used software for the Real Estate business. VDR software ensures access from anywhere and at any time allows for a swift and secure transfer of data from company to client. Such advantages will result in faster decision-making and smooth transactions from both sides of a deal.

Virtual data rooms have become revolutionary software for accelerating real estate deals and maximizing their value. Real estate managers, investors, and brokers typically handle large amounts of documents and run multiple projects simultaneously. 

For successful closures, transparency and high professionalism are vital. And these are exactly what data rooms provide.

Why use virtual data room software for real estate?

Introducing a virtual data room in real estate management’s everyday workflow, as well as outsourced partnership management is a smart decision for accelerating business. All files can be securely accessed from any location, as long as the user has received an invitation to join the data room. Virtual data room software is the best project management tool in the real estate business for innovative thinkers looking to optimize processes and manage the assets in a structured way. 

Data rooms provide an easy-to-use, centralized platform for communication with multiple parties simultaneously. The most common reasons for choosing a real estate data room is the ability to:

  • increase due diligence efficiency and standardize business processes
  • organize document flow in a centralized, secure virtual environment
  • share large amounts of information effortlessly and securely with multiple partners, clients, auditors
  • maximize sales or investments by speeding up communication and decision making

What virtual data rooms offer to real estate firms?

With a virtual data room, Real Estate firms and managers can improve nearly every aspect of their business. Here are a few solutions to how a virtual data room can assist the real estate industry.

Manage project documentation

Structurize all documents in a centralized, virtual space, speed up deal closures, and increase transparency. 

Manage multiple portfolios simultaneously

Add multiple projects, folders, subfolders, and oversee all projects on a customizable dashboard. Organize collaboration and delegate tasks effortlessly. Request additional files from teammates or partners with one click. 

Share documents with partners, clients, auditors

Create effortless and secure file sharing practices and share files with partners, clients, external experts, auditors, etc., to be more productive and transparent. Allow multiple investors to review offers comfortably in their own time and place. Improve the decision-making process for the seller to move forward with the best offer. 

Carry out effective real estate due diligence

Ease real estate due diligence by eliminating unnecessary stress and workload. Keep all files in a centralized place, use filters, and label features to find the necessary information in seconds. Communicate with auditors directly on the platform.

Benefits of using a data room for real estate projects

Virtual data rooms are a popular project management tool among real estate brokers due to the many benefits and features they provide. The main benefits include security, transparency, accessibility, timesaving as well as cost-efficiency, and ease of use.

Document security

Virtual data rooms are the most secure cloud-based document sharing service offering specific security features to keep your data protected. The best VDRs comply with international security standards. 

Important security functions also include data encryption, two-factor authentication, customizable user permissions, and a lot of functions for minimizing the risk of human error, e.g., accidentally sharing documents with the wrong parties.  

Transparency and control

Real estate transaction success heavily relies on the accuracy and transparency of the information you can provide to your potential investors or buyers. Documents such as building plans, zoning matters, tax reports, appraisals, insurance records, etc., need to be shared without a hitch to maintain trust and build relationships.  As an administrator, you can create a document structure, set user access permissions, and set up nondisclosure agreements to be signed by users. 

A virtual data room also automatically generates reports. You can monitor and review all actions performed by all users within your data room. Reports can help you strategize and predict the possible outcome of deals in action.

Accessibility and timesaving

Virtual data room for real estate enables entire real estate portfolio management online and run multiple projects at the same time. Potential partners and buyers from any location can review documents and ask questions simultaneously without being aware of each other. 

A real estate data room enables you to speed up assessment, auditing, and acquisition processes as well as keep records of all conversations among involved stakeholders. International deals can be successful without traveling back and forth too. 


A digital solution for sharing large amounts of information is more cost-efficient if compared to physical data rooms. Virtual data rooms also decrease the need to organize multiple stakeholder meetings for each real estate acquisition phase. 

Having records of all documents, conversations, and agreements in a digital format reduces overhead costs, increases collaboration and continuity. Also, using a virtual storage space can save a lot of time, as you have all the necessary information for acquiring new deals at hand. 

Ease of use and customization

With an intuitive user interface, virtual data rooms offer easy navigation through heavy loads of documents. Invited external users, who have not used the platform before, can typically use a well-designed data room trouble-free. An opportunity to customize the VDR platform allows the administrator to set it up by individual preferences or needs and include company branding and colors in the layout.

Useful VDR features for real estate project management

What is great about virtual data rooms for real estate is the flexibility and customization of the software. A lot of VDR providers offer tailor-made solutions for real estate transactions. However, the most valued features for real estate deals are as follows.

Granular access control

Granular access control is a helpful feature when sharing real estate portfolios with multiple prospective investors. A VDR allows the administrator to create custom user groups and set individual access permissions to each group, thus ensuring that files are only viewed by permitted users.

Dashboards and reports

Dashboards allow users to oversee multiple portfolios and get a good understanding of their progress.  Dashboards and reports enable the administrator to view and filter data or export reports. They are also highly customizable to show data according to user preferences. Reporting and analytics functions provide full traceability of user activity down to which pages have been viewed and for how long.

Supported all file formats and unlimited uploads

A good virtual data room software accepts heavy files, such as video tours, 360-degree photos, architectural drawings, and blueprints, allowing potential buyers to study all materials in their own space with no pressure. 

For real estate managers, this function saves a lot of time on property tours, as they can go on a site visit only with the most prospective buyers. Also, subcontractors can share their progress on plans, designs, etc., directly on the VDR platform.

Q&A functionality

Perhaps the most valuable function saving time on both ends of the deal is the Q&A section. The Q&A section typically offers a live chat function allowing real-time communication or partners can also post a question, and the administrator can assign it to a team member. This option speeds up the process, ensures transparency, and allows the seller to go with the best offer.

Additional security features 

Features like watermarking, the fence view, the option to disable print, download, forward functionality,  IP-address restrictions, etc., adds an extra layer of security for sensitive information such as personal data,  trademarks, financial statements, closure agreements, etc.  

Choosing a secure VDR software can also increase partner trust and save the time needed for a separate NDA signing procedure. A lot of VDR solutions offer automatic non-disclosure agreements as the user accepts the invitation to view files.

How to use an online data room in real estate?

In real estate management, online data rooms became revolutionary software that maximizes the value and accelerating deals. Digital Data Rooms provide highly secure access to necessary data for anyone, from anywhere with total control over what users can see and do. Virtual Data Room is the best software for real estate specialists, using which they optimize the processes of managing the assets and have the opportunity to cooperate with clients in a convenient and highly secure way.

  1. Upload an unlimited number of documents or other files and structure your virtual space in a way you need. You can prepare several areas for your clients, investors, or any other individuals to give them assess to necessary data such as regulatory documents, buildings, portfolios, technical diagnostics, financial and legal reports.
  2. In a stage of transferring, use the Questions & Answers module that is a fundamental feature of a VDR. It helps to disseminate clear and accurate information to various investors and to save in terms of accuracy and timeline. A lot of specialists find the dataroom an efficient and straightforward instrument to improve the real estate processes process. VDR software ensures the security of online file sharing between asset managers, employees, lawyers, and other real estate specialists.
  3. Control and analyze all user activity in your dataroom. You can analyze when and who worked with certain documents. Such VDR’s feature makes the opportunity to focus on the parties most interested in the deal.

One of the important features of the Online Deal Rooms is its organizational tools. Users can structure the information, divide the data into categories, and create relevant sections in order to optimize document flow. Well-organized VDR not only simplifies the process but also improves the communication approach with potential clients, investors, or buyers. Using modern software that increases the productivity of your business will free you from routine processes and help you to focus on global goals.

Real estate specialists handle huge amounts of documents every day. High professionalism and business transparency play a vital role in Real Estate transactions. Managers choose online data room software to organize all document flow in one space, keep the data structured, and standardize business processes. Online data room providers allow keeping everything organized and safe. To increase value on the real estate market and meet the requirements of the modern world, Real Estate specialists need to have innovative tools efficient processes.

Guidelines updated on February 21, 2023 by Data Room Rating Group