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How can a Data Room Help You Sell more Real Estate

Moneymagpie Team 31st Aug 2022 No Comments

Reading Time: 4 minutes

The global real estate sector is going through a mega transformation in the post-covid era. Due to social distancing, real estate businesses now need additional physical spaces to accommodate their workforce and clients. More space means more rent which is an additional expense. Moreover, a huge proportion of modern-day customers and investors prefer online channels for communication and deal management.

Due to the reasons mentioned above, real estate firms and companies are now shifting to digital channels like virtual data rooms. The use of virtual data room software in the real estate industry goes back to the pre-covid era, but now, data room software is a highly demanded solution for online real estate management.

Let’s learn more about data room real estate  software and how it helps realtors in generating more sales.

 What is a Real Estate Data Room?

A real estate data room is a specifically designed virtual data room to facilitate and manage real estate transactions. Virtual or electronic data room software is a digital, cloud-based data storage solution used by businesses, government institutes, and professionals to store or manage business data safely.

A real estate data room allows the realtors or real estate firms to store, share, and manage their data with clients, stakeholders, potential investors, firm partners, and other concerned parties.

In addition to data management, a real estate data room is used for intra-organizational and external communication. Using virtual data room software, a firm can keep its internal communication safe in the VDR. It can collaborate with investors, stakeholders, advisors, and third parties within the data room.

Most importantly, the real estate data room is beneficial in managing real estate deals online from start to end, and this is what we are going to discuss in the next section.

Importance of a Virtual Data Room in Real Estate

Real estate data room mainly automates different processes involved in the real estate business. Here is how data room software can help.

1-     Faster Due Diligence

Due diligence can turn out to be a long and hectic process for buyers or investors. A real estate firm moderating/managing a real estate transaction needs to make sure that all real estate due diligence documents are readily available. These documents may include acquisition documents, litigation, financial records, zoning matters, surveys, feasibility reports, structural designs, lease matters, etc.

Real estate virtual data room software can be used to store and arrange documents in the VDR. All you need is to subscribe to any certified and trusted real estate data room vendors like DealRoom, Firmex, or iDeals, create a due diligence data room, upload documents, and organize them as per the due diligence checklist. Virtual data rooms like iDeals provide an auto-indexing feature that organizes documents based on index numbers and also provides a real estate due diligence checklist.

2-     Faster Deal Speed

Imagine this in a due diligence process; if your real estate company manages its documents in paper form, how will it deal with multiple potential buyers and investors at the same time? All the potential buyers and investors will have their project management teams visit the document repository one by one.

How much time will it take for one potential investor to complete the due diligence process? Will you keep other buyers/investors waiting for their turn? What if you stick to one potential buyer and the due diligence process yields negative outcomes?

Virtual data room software can help you tackle all these problems. For instance, if you want to deal with multiple bidders or investors at a time, you can create numerous data rooms or groups for everyone. Just upload all the due diligence documents from your main account and then share them in different groups or data rooms.

Your representatives can communicate will all the bidders/buyers simultaneously with the help of data rooms. They can answer queries in real-time, arrange online meetings with them, and share any document whenever needed. Most importantly, buyers can access due diligence documents whenever required.

3-     Visual Tours to Real Estate Properties

Whether it is a domestic or commercial real estate transaction, buyers usually don’t make a decision without a visual experience. Buyers from different geographic locations may find it difficult to travel to other cities or states due to their hectic routines; the same goes for investors.

Online data room software’s communication tools can be used to create HD visual tours of concerned properties. The latest virtual data rooms have built-in video calling or conferencing tools that can be used for live calling. A real estate firm can take multiple buyers in online conferencing and give a live property tour. Depending on their permissions, users can record live video transmission and use it later for further analysis.

4-     Online Completion of Paperwork

Another good thing about data room technology is that it allows real estate firms to complete the paperwork within the data room. That said, if you are a realtor, you can prepare contracts and agreements in the data room and get them signed by concerned parties with the help of the electronic signature feature.

 In short, the contract signing process that may take days can be easily completed in a matter of a few minutes. The best part is that not a single document leaves the data room, ensuring maximum data security. Furthermore, there are premium tools that will provide an easy to use spreadsheet for managing real estate transactions. This helps keeping your clients, who may not be as tech-savvy, up to date with transactions as they’re recorded.

Final Words

Real estate data room software facilitates real estate transactions in multiple ways. For example, it simplifies and automates due diligence, allows communication with multiple buyers simultaneously, and helps complete the paperwork without leaving the platform.

DisclaimerMoneyMagpie is not a licensed financial advisor and therefore information found here including opinions, commentary, suggestions or strategies are for informational, entertainment or educational purposes only. This should not be considered as financial advice. Anyone thinking of investing should conduct their own due diligence 


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Jasmine Birtles

Your money-making expert. Financial journalist, TV and radio personality.

Jasmine Birtles

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