How Aviara Partners builds investor trust and credibility with FirmRoom

Situation

Aviara Partners acts as a placement agent raising capital for private equity transactions, typically around $20M in size. As part of this process, Aviara supports sponsors through due diligence, where efficiency and credibility are critical.

Before adopting FirmRoom, Aviara and its clients relied on a mix of general file storage tools and traditional virtual data room providers such as Box, Intralinks, Firmex, and Merrill Datasite. While functional, these tools introduced friction.

Per-page pricing made costs unpredictable for clients who could not anticipate document volume. Inflexible contract terms, including multi-month commitments, were poorly suited to early-stage or cost-conscious private equity firms. In addition, setup and access management were time-consuming when multiple stakeholders required controlled access to sensitive materials.

Some general file-sharing tools were also perceived as less institutional, which affected credibility when presenting deals to investors.

Solution

Aviara was introduced to FirmRoom through Vice President Nate Yeo, who shared the platform with Co-Founder and Partner Andrew Lobas. The firm began using FirmRoom in mid-2024 and integrated it into multiple deal processes across sectors such as healthcare, marketing, and pharmaceuticals.

From the outset, FirmRoom’s simplicity, flexibility, and responsive support stood out. The month-to-month subscription model resonated with Aviara’s clients, particularly those who preferred not to be locked into multi-month contracts.

Over time, FirmRoom became a preferred option for Aviara and its clients, often selected over alternatives due to pricing transparency, ease of setup, and a clean, professional interface.

Results

Using FirmRoom improved the overall due diligence experience for Aviara and its clients.

Permissions templates and access controls made it easier to manage sensitive materials, while reports and audit logs provided visibility into investor engagement — including when investors accessed or reviewed documents.

Working with an institutional-grade virtual data room also reinforced credibility when presenting deals to investors, supporting trust throughout the diligence process.

In addition, the self-sign-up flow reduced delays and confusion by removing manual order forms and billing coordination, making the overall process simpler for both Aviara and its clients.