TABLE OF CONTENTS
- Introduction
- The Hidden Costs of Traditional VDRs: A Closer Look
- Govern 365: The Modern VDR Built for Real Estate
- Why Real Estate Firms Are Making the Switch
- More Than Cost Savings: Security, Simplicity, and a Competitive Edge
- Is Your Current VDR Holding You Back?
- Take the Next Step: See Govern 365 in Action
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- Secure Collaboration (11)
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Introduction
The real estate market is booming, with deals moving faster and stakes climbing higher. Every transaction—be it a multi-property acquisition, commercial lease, or new development—produces a flood of documents. These range from contracts and appraisals to zoning permits and investor reports. To manage this deluge securely, real estate firms rely on Virtual Data Rooms (VDRs). But here’s the catch: traditional VDRs, like Sterling or Intralinks, come with a hefty price tag that silently erodes your bottom line.
If your firm closes just a handful of deals a year, you could be shelling out $40,000 to $50,000 annually on VDRs, money that could be reinvested in growth, talent, or new opportunities. So, why are so many real estate firms sticking with outdated, overpriced solutions? The answer often boils down to one word: familiarity. But in today’s competitive market, familiarity isn’t enough. It’s time to rethink how you manage secure file sharing and collaboration and discover why firms are switching to Govern 365. A modern VDR platform that slashes costs by up to 88% while delivering unmatched efficiency and security.
Govern 365 fixes this by adding the governance, security, and oversight that standard Microsoft 365 tools just can’t handle alone.
The Hidden Costs of Traditional VDRs: A Closer Look
Let’s break down the numbers to see what’s really at stake. Traditional VDR providers charge based on storage, users, or transactions, and those costs add up quickly. Here’s a snapshot of the industry average for real estate firms:
| Category | Industry Average |
| Cost per 1GB on legacy VDRs | $2,300/year |
| Data per real estate transaction | 4–5 GB |
| Cost per transaction | ~$9,200 |
| Average deals per year | 5 |
| Annual VDR cost | $46,000 |
That’s nearly $50,000 a year just to store and share files securely. For mid-sized firms handling 10–20 deals annually, those costs can skyrocket to $100,000 or more. And what do you get for that price? Basic file storage, limited collaboration tools, and often clunky interfaces that frustrate your team and clients.
The real kicker? These costs are often accepted as “just the way it is” in real estate. But it doesn’t have to be. There’s a better, smarter, and far more cost-effective solution: Govern 365.
Govern 365: The Modern VDR Built for Real Estate
Govern 365 is a enterprise-grade Virtual Data Room platform powered by Microsoft technologies, designed specifically for data-intensive industries like real estate. Unlike legacy VDRs, Govern 365 offers a flat, predictable pricing model with no per-GB fees, no per-user limits, and no surprise charges. The result? A staggering 88% savings compared to traditional providers.
Here’s how Govern 365 Data Room edition stacks up:
| Govern 365 Features | Included |
| Storage | Up to 5 VDRs with unlimited storage (Storage controlled by the size of your SharePoint environment) |
| Secure external sharing | ✔️ |
| Microsoft 365 integration | ✔️ |
| Document audit trails | ✔️ |
| Role-based access control | ✔️ |
| Compliance & retention policies | ✔️ |
| Cost per transaction | Negligible |
| Total Annual Cost | $6,137 |
For just $6,137 per year, Govern 365 delivers everything you need to manage secure file sharing and collaboration across your deals, without breaking the bank. That’s a savings of over $43,000 annually for a firm closing five deals a year. Imagine what your business could do with that extra capital.
Why Real Estate Firms Are Making the Switch
Real estate isn’t just about closing deals, it’s about doing so efficiently, securely, and with maximum trust from clients and stakeholders. Govern 365 is purpose-built to meet the unique needs of real estate professionals, from brokers and developers to investors and property managers. Here’s how it transforms key use cases:
Developer and Broker Coordination: Leverage built-in integrations with Microsoft Teams and SharePoint for seamless, secure document exchanges, keeping your team and partners aligned.
Multi-Property Deals: Organize zoning documents, surveys, title deeds, and high-resolution images in a clean, permission-controlled environment. No more sifting through endless email threads or worrying about version control.
Due Diligence: Share sensitive documents like contracts, appraisals, and environmental reports with external stakeholders securely. Govern 365’s role-based access ensures only the right people see the right files.
Investor Collaboration: Provide real-time access to financial models, pitch decks, and project updates while maintaining full control over permissions and document versions.
Govern 365 has streamlined our workflow, allowing secure collaboration and fast sharing of sensitive files with external partners. Its flexibility, clear pricing, and integration with SharePoint make it an ideal solution for our business needs.
Alex Friend
Head of Business Intelligence & IT
More Than Cost Savings: Security, Simplicity, and a Competitive Edge
Govern 365 isn’t just about slashing costs, it’s about empowering your firm to work smarter and stay ahead. Here’s what sets it apart:
- Unmatched Security: With enterprise-grade encryption, compliance-ready audit trails, and legal hold capabilities, Govern 365 ensures your sensitive data is protected at every step. Build trust with clients and regulators alike.
- Seamless Microsoft Integration: If your team already uses Microsoft 365, Govern 365 feels like a natural extension. No need to learn new tools or disrupt workflows—your team can hit the ground running.
- Streamlined Productivity: Intuitive interfaces and real-time collaboration tools mean less time wrestling with technology and more time closing deals.
- Compliance Made Easy: Meet regulatory requirements effortlessly with built-in retention policies and detailed document tracking, reducing risk and administrative overhead.
Now check out why Govern 365 is the ideal solution for real estate investment companies across the globe:
| Capabilities | Govern 365 | Intralinks | Datasite | iDeals |
|---|---|---|---|---|
| Microsoft 365 Native Integration | ✅ Runs on Top of Microsoft 365 with no extra logins | ❌ Separate platform | ❌ Separate platform | ❌ Separate platform |
| No Extra Per-User Licensing | ✅ Uses existing Microsoft 365 licenses | ❌ Per-user cost | ❌ Per-user cost | ❌ Per-user cost |
| Single Sign-On (SSO) | ✅ Uses Entra ID | ✅ Supports SSO (add-on) | ✅ Supports SSO (add-on) | ✅ |
| Zero Data Migration Needed | ✅ Works with existing SharePoint sites | ❌ Requires upload | ❌ Requires upload | ❌ Requires upload |
| Data Residency Control | ✅ Your own Microsoft tenant | ❌ Vendor-controlled | ❌ Vendor-controlled | ❌ Vendor-controlled |
| Storage Capacity | ✅ Controlled by the size of your SharePoint environment | ❌ Fixed or Limited storage tiers | ❌ Fixed or Limited storage tiers | ❌ Fixed or Limited storage tiers |
| Security Compliance | ✅ Inherits M365 compliance | ✅ | ✅ | ✅ |
| Microsoft Teams Integration | ✅ Works within Teams and Web | ❌ | ❌ | ❌ |
| Cost Advantage | ✅ Leverages existing M365 licenses — huge savings | ❌ High cost | ❌ High cost | ❌ Mid–High cost |
| Minimum Pricing | From $149/month (billed annually) | Not published (quote-only) | Not published (quote-only) | Not published (quote-only) |
Traditional VDRs charge a premium for features you likely already have through Microsoft 365. Govern 365 unlocks those capabilities at a fraction of the cost, giving you a strategic advantage in a competitive market.
Is Your Current VDR Holding You Back?
If you’re spending tens of thousands on a legacy VDR, it’s time to ask: Is this really worth it? In a market where every dollar counts, Govern 365 offers a smarter way to manage your deals without sacrificing security or functionality.
Here’s why now is the time to switch:
- Save Big: Cut VDR costs by up to 88%, freeing up budget for growth initiatives.
- Work Smarter: Streamline collaboration with tools your team already knows.
- Stay Secure: Protect sensitive data with enterprise-grade encryption and compliance features.
- Impress Clients: Deliver a polished, professional experience that builds trust.
Take the Next Step: See Govern 365 in Action
Ready to transform how your real estate firm manages secure file sharing? Switching to Govern 365 is more than an IT decision—it’s a strategic move to boost efficiency, reduce costs, and stay competitive.
Get started today:
- Schedule a Free Demo: See how Govern 365 simplifies your workflows and saves you thousands. Request a demo today!
- Download Our Free eBook: Learn the top 5 ways real estate firms are cutting costs and boosting efficiency with modern VDRs. Get your copy here.
- Contact Our Team: Have questions? Our experts are ready to help you find the perfect solution for your firm. Reach out directly at [email protected].
Don’t let outdated VDRs drain your budget or slow your deals. Join the growing number of real estate firms making the switch to Govern 365 and unlock a smarter, more cost-effective way to manage your transactions.
Schedule Your Demo Today and Cut Your VDR Costs by 88%!
