Switch data rooms
Move a deal in progress in 5 minutes.
Export or zip what you have, open a ClosingVault room with the standard checklist or your own Excel request list, and drop it in. That is about 5 minutes of your time. ClosingVault then sorts and files every document itself, shows what is still missing, and you invite the buyers back at the stage they had reached.
Last updated: 2026-11-03
About 5 minutes of your time covers the setup and the drop. The filing runs on its own while you get on with the deal.
How do I move a deal that’s already underway?
In six steps, and only the first three need you. It works the same whether the deal is in a Google Drive folder, a Dropbox folder or another data room.
- Export what you have. Download the deal folder from Google Drive or Dropbox, or the documents from your current data room. Leave it as it is: no sorting or renaming first.
- Open a room. Start from the standard due-diligence checklist, or upload your own request list as an Excel workbook; its phases, categories and items become the room’s checklist. A room with standard defaults is set up in about 3 minutes.
- Drop it in. Drop the folder, or a zip: zips and saved emails are unpacked. Any file type, up to 50 MB a file, so a bigger export goes in as the folder itself or as several smaller zips.
- ClosingVault files it. Every file is read, scanned pages included, exact duplicates are skipped, and each document is filed to the checklist item it answers. Account numbers and SSNs are removed before any buyer sees the file. What the AI isn’t sure of waits in a one-click review queue.
- See what’s still missing. The upload ends with a summary of what was added, skipped or failed, and the Missing count shows what the deal still owes.
- Invite the buyers back. Invite each buyer and move them to the stage they had reached, from teaser to closing.
How long does the move take?
About 5 minutes of your time. The filing that follows runs on its own, and how long it takes depends on the plan and how busy it is.
| Step | Who does it | How long |
|---|---|---|
| Open a room with standard defaults | You | About 3 minutes |
| Export and drop in the folder or zip | You | The rest of about 5 minutes in all |
| Filing a 500-document upload, Starter and Plus | ClosingVault | Usually 20–60 minutes, up to a few hours on a busy day (est.) |
| Filing a 500-document upload, Professional | ClosingVault | About 35 minutes, even on a busy day (est.) |
Processing times are estimates, for about 10 pages per document. Every plan and price.
What happens to the buyers already in the deal?
They come back at the stage they had reached. Invite each buyer, then move them along the same stages every buyer follows: teaser, NDA, CIM, LOI, diligence, exclusivity and closing. A stage the buyer reaches by signing, NDA signed or LOI submitted, opens when they sign in the room, or by an override where the room admin records the reason.
From then on the room’s rules apply: every page viewed is watermarked with the buyer’s name and the time, downloads are allowed person by person, and buyer access always ends, two weeks by default and two months at most.
What does the new room do that the old folder didn’t?
- It files itself. Each document lands on the checklist item it answers, and an item closes only with a document or the seller’s signed word that it doesn’t apply.
- It holds the files itself. No drive sharing, sync or forwarded link around the room: professional virtual data room vs. cloud storage hack.
- It keeps everyone current. Every Monday at 8, the broker, the deal team and each seller get their own one-page update.
Switching data rooms questions
We’re 6 weeks into diligence in a Dropbox folder with two buyers — can we switch
without starting over?
Yes. Download the Dropbox folder and drop it into a ClosingVault room, and each document is filed to the checklist item it answers; then invite both buyers and move each one to the stage they had reached. Your part takes about 5 minutes, and the filing runs on its own.
I’m a broker with a deal half-built in Google Drive — do I have to re-sort the
folders before I move it?
No. Drop the folder in as it is: every file is read, scanned pages included, exact duplicates are skipped, and each document is filed to the right folder and period. Nobody sorts or renames a thing.
Our current data room is up for renewal in the middle of a sale — how much of my
time does moving to ClosingVault take?
About 5 minutes: open a room with the standard checklist or your own Excel list, then drop in the export. The filing runs on its own; a 500-document upload usually takes 20–60 minutes on Starter and Plus (est.).
The buyer sent us their own 200-line request list in Excel — can the new room use
it?
Yes. Upload it as an Excel workbook when you open the room; its phases, categories and items become the room’s checklist, and every document is filed against it.
Our buyer already signed an NDA in the old data room — do they have to sign again?
They can, or you can record why they don’t need to. The buyer signs the room’s NDA in the room, or the room admin moves them past that stage with an override that records the reason.
Our old data room gave us one 2 GB zip — will ClosingVault take it?
Not as one file: each upload is up to 50 MB, and a zip up to that size is unpacked for you. Unzip the export and drop the folder, or split it into smaller zips.
Will the account numbers on bank statements we already shared be removed in the
new room?
Yes, in the new room: ClosingVault removes Social Security, card and bank account numbers automatically before any buyer sees the file, keeping the last four digits on statements. Copies a buyer already downloaded from the old room are outside ClosingVault.
I’m a seller’s advisor and want to test the move before I commit — can I use the
free trial?
Yes, for a deal of up to 250 documents. The 30-day free trial has 1 active deal room and up to 250 documents, with no credit card.
Do the buyers and sellers we move over have to pay?
No. The firm that opens the room pays. Invited buyers, sellers, owners and their teams are always free and unlimited.
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