Data-Room Preparation
Buyers expect instant access to every document. A well-organized data room speeds up due diligence, reduces deal risk, and signals professionalism.
Standard data room structure
We organize your documents into 12 standard folders that buyers expect
01 - Corporate
- •Articles of incorporation
- •Shareholder agreements
- •Board minutes
- •Organization chart
02 - Financial
- •3-year P&L statements
- •Balance sheets
- •Cash flow statements
- •Management accounts
03 - Commercial
- •Customer contracts
- •Revenue breakdown
- •Pipeline & forecasts
- •Pricing policies
04 - Operations
- •Process documentation
- •Supply chain contracts
- •Quality certifications
- •IT systems overview
05 - Legal
- •Material contracts
- •Litigation history
- •IP registrations
- •Compliance certificates
06 - HR
- •Employee list
- •Employment contracts
- •Benefits overview
- •Incentive plans
07 - Assets
- •Real estate leases
- •Equipment lists
- •Vehicle registrations
- •Insurance policies
08 - Intellectual Property
- •Trademark registrations
- •Patent filings
- •Software licenses
- •Domain names
09 - Tax & Compliance
- •Tax returns (3 years)
- •VAT filings
- •Audit reports
- •Regulatory licenses
10 - Insurance & Risk
- •Insurance policies
- •Claims history
- •Risk assessments
- •Environmental reports
11 - Marketing & Sales
- •Marketing materials
- •Website analytics
- •CRM data
- •Sales playbooks
12 - Transaction
- •CIM
- •Management presentation
- •Q&A log
- •Advisor reports
Platform features
Drag-and-drop upload
Bulk upload entire folders. We auto-categorize and rename files to standard naming conventions.
Document review
Our advisors review every document for completeness, redactions needed, and potential issues.
Access controls
Granular permissions by folder, document, and user. Track who viewed what and when.
Q&A tracking
Buyers ask questions directly in the data room. We help you craft answers and track all Q&A.
Activity reports
See which buyers are actively reviewing documents vs. just browsing. Gauge seriousness.
Quick updates
Add new documents anytime. Buyers are notified automatically of updates to relevant folders.
Best practices
✅ Do this
- • Upload documents before buyer outreach begins
- • Use consistent file naming (YYYY-MM-DD format)
- • Redact sensitive employee/customer data
- • Include an index document in each folder
- • Prepare a FAQ document with common questions
- • Test access with a colleague before sharing
❌ Avoid this
- • Don't upload everything — quality over quantity
- • Don't leave placeholder folders empty
- • Don't grant full access on day 1 — stage disclosure
- • Don't include draft documents or internal memos
- • Don't forget to update financial data monthly
- • Don't ignore buyer questions for more than 48 hours
Setup timeline
Document collection
Gather all documents from various sources
Organization & upload
Structure folders, rename files, bulk upload
Review & redaction
Advisor review, redact sensitive info, fill gaps
Testing & launch
Test access, train team, open to buyers