Deal Rooms

Deal Rooms provide a controlled workspace for running a project sale or other buyer diligence process. A room brings together the linked projects, a structured data room, buyer participants, and a Q&A workflow so the seller can share the right information as the process progresses.

Who uses a deal room

• Seller team members organize the room, add buyer companies, manage the data room, and respond to diligence questions.
• Investment bank users, when included, can participate in managing the process according to the permissions assigned to them.
• Buyer users can view the information made available to their company and ask and track their own diligence questions. They cannot see other buyers' questions or restricted documents.

Your company administrator creates a deal room. Within the room, permissions determine which seller and bank users can manage it and which buyer companies can access it.

Create a deal room

1. Open Deal Rooms and select New Deal Room.
2. Select one or more projects, then enter a name and optional description.
3. Select Create.

You can also add an off-platform asset during creation when the transaction includes an asset that is not already available in Proximal. Provide its project type, location, interconnection limit, relevant capacity values, and, optionally, commercial operation date.

The new room starts in Draft. Use the room's Participants and Settings tabs to prepare access before inviting buyers.

Organize the data room

Use the Data Room tab to create a folder structure and upload diligence materials. Seller-side users with upload access can:

• create, rename, move, and remove folders;
• upload, rename, move, and remove documents;
• browse and search the files in the room; and
• control whether a document may be downloaded.

Buyers can only browse folders and documents available to their current phase. They can download files only when the seller has enabled buyer data-room downloads and the individual files allow downloads. Large downloads may be prepared as an export rather than being delivered immediately.

PDFs can be processed for in-product viewing and used as supporting material for Q&A. Processing may take time after upload; a document is not immediately available as a Q&A source while it is still being processed.

Add and advance participants

On the Participants tab, add a buyer company and a contact. Send the buyer an invitation from the participant's detail panel. You can then move the buyer through the process stages:

1. Prospecting
2. Invited
3. Round 1
4. Round 2
5. Exclusivity

Advancing a buyer can also advance the deal room's status. Before confirming a move, Proximal shows the folder and project-data access that will be granted or removed. Removing a buyer company revokes its access to the deal room.

Control access by phase

In Settings, configure the folders and linked-project data available at each buyer phase. Folder access controls what buyers can browse in the data room. Project-data access can separately enable access to Proximal, raw-data downloads, or the API for each linked project.

When a room is Closed, buyer access to deal-room files and project data is revoked. You can also configure exclusivity cleanup so that moving one buyer to Exclusivity removes earlier-stage access for other buyers.

Manage diligence Q&A

Buyers use the Q&A tab to submit questions for a selected asset or for the general transaction. They can filter and review only their own company's questions and responses. A buyer can also import questions from a CSV template that contains these columns:

Asset, Subject, Question, Priority

Seller-side users can group questions by topic, assign owners, draft and post answers, and attach document references. The Q&A workspace can suggest a topic, identify similar questions, retrieve supporting snippets from room documents, and prepare an AI draft. Treat every AI draft as a starting point: review its content and references before posting an answer to a buyer.

Example workflow

A seller creates a room for a solar project and adds an investment bank. The seller uploads a first-round data package, then configures that folder for Round 1 access. After adding each prospective buyer and sending invitations, the buyers can review the first-round files and submit questions. The seller routes questions to subject-matter experts, uses the cited documents to prepare answers, and posts the reviewed responses. When a buyer progresses to Round 2, the seller grants the next folder and any appropriate linked-project access without exposing those materials to other buyers.