Core
Simplify routine transactions with a secure data room
Built for small and mid-size deals that need speed and clarity
- Single project
- Five administrators
- Unlimited users
- 0.5–2 GB of storage
Core plan includes:
- 24/7 multilingual support
- AI-powered redaction
- eSignature
- Document versioning
- Due diligence checklist
- Custom Terms of Access
- Standard Q&A management
- USBs & Downloadable project archives
Premier
Support complex transactions with added control and guidance
Advanced security and guidance for high-stakes transactions
- Single project
- Unlimited administrators
- Unlimited users
- Tailored storage
Best of Core, plus:
- Extended Premier service
- No billing until M&A sell-side project goes live
- Document translation
- Upload from external storage
- Share files externally by link
- Custom reports upon request
- Advanced security settings
- AI chat with document
Enterprise
Run multiple large projects in a single, scalable workspace
Flexible VDR capacity with priority support for busy deal teams
- Unlimited projects
- Unlimited administrators
- Unlimited users
- Tailored storage
Best of Premier, plus:
- Multi-project management
- Users management across projects
- Custom metadata for projects
- Copy files across projects
- Project predefined settings
- Single-sign-on integration
- Login to data room from own site
- API integration add-on
Datasite does not publicly disclose pricing or tariff plans for its virtual data room. The platform follows a traditional per-page pricing model, with costs typically around $0.60 per page uploaded. For large-scale implementations, such as projects requiring 10 GB of storage or approximately 1.2 million pages, annual costs can reach up to $720,000. Additional fees may apply for Excel files, special media types, and extended deal periods.
Pricing is customized based on factors including project size, duration, number of users, storage requirements, and service level needs. Organizations interested in Datasite should contact their sales team directly for a tailored quote based on specific project parameters, as final costs can vary significantly depending on deal complexity and volume.
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
Intralinks does not publicly disclose standard pricing or tariff plans for its data room. The platform operates on a custom quote model, with pricing tailored to each organization’s specific needs based on factors including data volume, number of users, project duration, and required features. Industry reports indicate that Intralinks uses both per-page pricing (approximately $0.60 per page) and per-user pricing models, with small implementations typically starting around $10,000 annually and enterprise-level deployments ranging from $200,000 to significantly higher amounts. For mid-market deals, costs generally fall between $50,000 and $200,000 annually.
Organizations interested in Intralinks must contact their sales team directly for a personalized quote, as transparent pricing information is not available on their website.
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
Citrix ShareFile offers transparent, published pricing for its virtual data room and file sharing solutions. Plans are billed per user per month, with a minimum user requirement: Advanced ($16–$17.60), Premium ($25–$27.50), Advantage for Accounting ($41.67–$45.83), and Virtual Data Room ($67.50–$75.00, minimum 5 users). All plans include core security and file sharing features, while the VDR plan provides advanced access controls, audit trails, analytics, and VDR-specific collaboration tools. Flexible billing options (monthly or annual) are available, and organizations can add unlimited client users at no additional cost.
For guidance on the best subscription for your needs, including on-premises or hybrid deployments, contact ShareFile sales for a personalized recommendation.
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
Single Project
Data Room
Best suited to users running a one-off transaction or project
Pricing is based on how long the room is needed and how much data is stored
- One project
- Fixed time frame access
- One-time fee
- 24/7/365 support
- Instant setup
- Intuitive interface
- Advanced document controls
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
Data Room by
Subscription
A better fit for teams handling multiple deals each year
Costs depend on the annual data volume required across all projects
- Unlimited projects
- Always-on access
- Annual fee
- 24/7/365 support
- Instant setup
- Intuitive interface
- Advanced document controls
PRO
190$ per month
For solo users needing secure VDRs for few projects
- 1 user
- 3 data rooms
- 50 data room guests
Features included:
- Document security
- Your logo & brand colors
- One-click NDA/terms of access
- Persistent protection after download
- Data room groups
- Data room banner
- Data room about page
- Data room export with comfort letter
- Folder-level granular permissions
- US/EU file storage location
- Optional feature add-ons available
- 24/7 email & chat support
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
TEAM
500$ per month
For teams running multiple deals with extra security features
- 3 users
- 10 data rooms
- 200 data room guests
All PRO features, plus:
- Dynamic watermark
- Screen shield
- File-level granular permissions
- Editing with MS office integration
- Data room question & answer
- Phone support
- Support for guests
ENTERPRISE
CUSTOM
For enterprises needing scalable VDRs, integrations, and priority support
- Custom user quota
- Unlimited data rooms
- Custom data room guests quota
All TEAM features, plus:
- White-label URL
- Branded login & email notifications
- API calls for workflows & embeds
- Data room file storage location
- SSO & SCIM user management
- Domain invite enforcement
- Compliance assurance
- Contract legal review
- Dedicated success manager
- Priority/enterprise support
- Service level guarantees
OneHub offers subscription-based pricing with four scalable plans tailored to different business needs. The Standard plan starts at $15 per user per month (billed annually at $12.50), supporting up to 200 users and 1TB of storage. The Advanced plan costs $25 per user per month ($20 annually) with 1,000 users and unlimited storage. For dedicated VDR needs, the Data Room Edition is priced at $300 per month (billed annually), supporting 1,000 users and unlimited storage with advanced security features like watermarking. The Unlimited Edition costs $500 per month (billed annually) with unlimited users, workspaces, and storage. OneHub offers a 14-day free trial and allows up to 20% savings when billed annually, making it an affordable option for small to mid-sized businesses requiring secure document sharing and collaboration.
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
DealRoom offers transparent, tiered annual pricing tailored to different M&A lifecycle needs. The Pipeline plan costs $12,000 per year ($1,000 monthly) for deal origination management with 1 GB storage. The Diligence plan is $15,000 annually ($1,250 monthly) for single or multiple buy-and sell-side processes with 2 GB storage. The Integration plan starts at $7,500 annually ($625 monthly) for post-close management, also with 2 GB storage. The comprehensive M&A Platform bundle, which includes pipeline, diligence, and integration features, starts at $25,000 per year ($2,083 monthly) with 3 GB storage. All plans include unlimited users, 24/7 support, and can be prorated for shorter project durations. Custom pricing and volume discounts are available for larger organizations managing multiple deals simultaneously.
*Pricing sourced from official websites and industry reports. For 100% accurate, current pricing—contact each provider’s sales team directly.
Pricing comparison of data room providers
In 2025, virtual data room (VDR) pricing typically ranges from $180 to $500 per month, depending on project complexity and features, with basic plans offering up to 10 GB of storage and essential security tools.
Mid-tier packages, ideal for compliance-intensive industries and the due diligence process, range from $500–$1,200 per month. These plans often include unlimited user access and advanced tools such as AI-powered redaction.
Enterprise-level solutions, designed for large-scale M&A transactions or IPOs, generally cost between $1,200 and $5,000+ per month, offering unlimited storage, premium security certifications, and dedicated support.
Meanwhile, per-page pricing, an older model charging $0.35–$0.70 per page, remains in use but carries substantial risk. For example, a 75,000-page deal at $0.50 per page could result in $37,500 in fees, often exceeding the cost of flat-rate enterprise plans. Hidden charges, such as for recurring uploads, further inflate costs, making per-page pricing unpredictable for document-heavy transactions.
What are the most popular VDR pricing structures?
1. Per-page pricing
- Price range: $0.35–$0.70 per page
This model charges based on the number of pages uploaded, making it suitable for small audits with a limited number of confidential documents in use. However, costs escalate quickly in document-heavy deals. For example, 1,000 pages can cost $350–$700. Hidden fees for document preparation, scanning, or poor-quality uploads are also common, making budgeting unpredictable.
2. Per-user pricing
- Price range: $15–$75 per user per month
Per-user pricing is ideal for teams with stable headcounts. Costs scale with the number of users, providing predictable budgeting at smaller scales (even with unlimited documents in use). However, expenses rise sharply as teams expand. Adding 10 users could add $150–$750 per month. This model suits smaller projects but becomes costly during late-stage collaboration surges.
3. Storage-based pricing
- Price range: $500–$1,000 per GB per month
In this model, providers charge based on the amount of data stored. It’s popular with industries like healthcare or manufacturing, where large file sizes are common. However, exceeding storage thresholds triggers steep overage fees ($1,000+ per extra GB), making this structure risky for dynamic or rapidly expanding transactions.
4. Flat monthly fee
- Price range: $500–$5,000+ per month
A flat monthly fee typically offers unlimited users, unlimited projects and storage, and complex tools like AI-based redaction and disaster recovery technology under a single monthly price. They provide excellent scalability for large organizations or high-volume transactions. However, smaller teams or short-term projects may overpay for unused capacity, making it important to assess actual needs before committing.
5. Annual subscriptions
- Discount: 20–30% cheaper than monthly plans
Annual plans offer significant cost savings for long-term projects by reducing overall monthly fees. However, they require full prepayment and lock users into longer contracts. Early termination may incur penalties of 10–25% of the remaining contract balance, making this option less flexible for rapidly changing deal timelines.
What is the best virtual data room pricing structure?
There’s no universal tariff plan ideal for all companies. All because businesses have different sizes and the projects they work on vary greatly. To meet the demand, virtual data rooms offer a wide selection of flexible pricing plans. That’s why it might become pretty challenging to pick up the best package that’ll cover all the needs.
To make sure you go for the right option, data rooms have free-trial periods, usually for a week or two. They allow clients to test the platforms and see which tools and features most suits their needs.
Moreover, almost every virtual data room has a demo or a training center where potential customers can find all the necessary information on how to leverage the services. It makes the choice much easier, too. Nevertheless, let’s try to figure out what VDR pricing structure might be best for you and see the main criteria to stick to when looking for a data room provider.
When is it better to choose a fixed subscription fee?
The main advantage of a flat-fee subscription is its predictable cost. It also appears much more beneficial in case you need a virtual data room for:
- Long-term use
- Unlimited number of users
- Unlimited storage capacity
- Advanced features
However, paying monthly is more expensive compared to an annual subscription. So if a company requires a data room regularly for a long time, being billed yearly is a more cost-effective option.
When is it better to pay for the number of users or storage space?
You may face fluctuating fees if you need a VDR solution for:
- Short-term use
- A fixed number of users
- A minimum amount of storage
- Basic functionality
Per user or per page structures are usually less expensive than a fixed fee. However, you have to constantly monitor your usage. Because if you exceed the limit, you’ll incur extra charges. To be sure you make the right choice, evaluate the scope of the project and the tools necessary to perform well.
Factors that influence VDR pricing
Virtual data room pricing significantly varies from one provider to another. However how much you pay generally depends on the following data room elements.
| Data storage volume | Some virtual data room providers price by the number of GBs. Others solutions offer a range of packages for a certain number of GBs. Luckily, you can upgrade if you run out of storage capacity. There are also virtual data room solutions with unlimited storage capacity available. |
| Number of workspaces | VDR pricing also depends on the number of data rooms or workspaces you need. This is usually relevant for larger companies having many departments or managing multiple deals simultaneously. All of them often need a separate virtual data room for efficient document management. |
| Number of VDR users | Often, virtual data room providers offer packages with a precise number of user licenses. Such vendors charge extra for each additional user. However, they often discount additional users if the number exceeds the subscription plan. |
| Number of administrators | An administrative user has control over all other users, settings, and document activity in the data room. They can also configure the functions for file sharing, viewing, editing, printing, etc. The number of administrators is often limited to 5-10, but some data room providers allow an unlimited number. |
| Document management tools | The more document management features a provider has, the higher the virtual data room pricing is. Among the tools VDRs offer are drag-n-drop, bulk upload, document linking, smart-text search, user permissions, e-signature, and more. |
| Security features | VDRs should ensure that sensitive information is protected to the highest standard. For that, they obtain international certificates and develop security features. Thus, the more tools certificates they have for your data protection, the more they charge for their services. |
| Client support | The level of customer support also determines virtual data room pricing. For example, a 24/7 help received from a personal support specialist will cost more than a regular email support during working hours. |
| Integrations | Virtual data room solutions charge more for smooth integration with other software. For example, these include Microsoft Office, Google Calendar, Zoom, or other cloud storage services like Google Drive. |
All of these factors indicate that you must assess your organization’s needs before acquiring a VDR. When you underestimate the factors, your company runs the risk of incurring much higher costs, committing resources to a new member, or gigabytes from time to time. Overestimating the needs, a company is wasting money. Virtual data room providers usually propose three service packages, and the client decides by studying the above-mentioned factors.
Hidden costs to watch out for
While virtual data room pricing may appear straightforward, hidden fees often cause unexpected costs that can increase your bill by 20–50%. Providers rarely disclose these charges upfront, leaving businesses surprised by additional expenses. Below, we break down the most common hidden costs, starting with the notoriously opaque per-page pricing model.
1. Per-page pricing traps
Per-page pricing may seem appealing with rates as low as $0.35 per page, but costs can escalate quickly due to non-standardized file conversions. For example, a 10-page PDF may cost $3.50, but the same content in Excel (where 10KB equals 1 page) could become 100 pages, resulting in a $35 charge. Worse, multimedia files like JPEGs or videos can incur “special media” surcharges of up to $15 per MB—a 300MB folder of images could cost an additional $4,500.
Delays also add to the expense: projects that extend beyond their timeline often face non-prorated penalties. A one-month delay can double the original monthly rate (e.g., $7,000 instead of $3,500).
Even simple actions, like re-uploading a 1,000 MB file, can double the bill overnight. This means a “budgeted” 1,000 MB project could quickly balloon to $10,000+ when including mixed file formats.
2. Setup and onboarding
Many providers charge a $500–$2,500 fee for setup, which includes custom branding, data migration, or user training. These fees, though negotiable, often catch smaller teams off guard. For instance, Merrill Datasite excludes API integration costs in their base quotes, while other providers, such as Ideals, include them—this distinction is crucial for tech-reliant firms.
3. Overage charges (additional storage, users, extension)
Exceeding storage or user limits often triggers cascading fees. Additional storage overages typically cost $100–$300 per GB, while adding users mid-project incurs additional charges of $15–$75 per license. Upgrading to 24/7 support during a deal can further increase your bill by 10–25%.
Why prorated overages matter
Some providers offer prorated overage fees, charging based on the actual amount of extra storage used. For example, instead of billing a flat $300 for any extra storage of confidential information, a prorated model might charge $30 for 0.1 GB of extra data.
With prorated billing, exceeding your limit by just 0.5 GB would cost approximately $50–$150, depending on the rate, far less than paying a full $300 for a few sensitive documents under a non-prorated model.
In contrast, non-prorated overages apply the entire monthly overage fee even if you slightly exceed storage limits, inflating costs for minor overages. Always prioritize VDRs with prorated policies. This flexibility is critical for agile teams managing projects with fluctuating data volumes.
4. Data export & compliance fees
Retrieving data after a project can increase costs by 10–30%, depending on the volume and format of the exported files. Additional services such as format conversions (e.g., PDF or Excel exports), compliance certifications (like ISO 27001 and GDPR compliance), and API access for CRM integrations can collectively raise total expenses by another 15–40%, depending on the provider and project requirements.
Do VDR providers offer discounts for their services?
Yes, many virtual data room providers have discounts and special offers for their clients. Here are a few examples of how you can save up:
- Onehub. The vendor offers up to a 20% discount for billing users annually.
- Box. A Box virtual data room offers a 25% discount for annual subscriptions.
- DealRoom. Save $250 by purchasing the annual Due Diligence & Integration plan.
- Clinked. They offer a 20% yearly discount and a 35% two-year discount.
- Citrix ShareFile. This VDR solution offers a 10% discount for a yearly subscription.
How to choose a virtual data room
Here is a short data room checklist that can help you find the VDR that will work for you.
- Identify your needs.
- Set up your budget.
- Figure out your business niche.
- Decide whether you need a free trial to test various options.
- Determine which platform is most convenient for you: Mac, Windows, Linux, mobile, or web-based VDR.
- Assess the amount of data storage you need. Some providers can’t give you big storage space, so you have to know it before you pay.
- Compare prices and other criteria in our VDR comparison table.
- Choose the one that best fits your needs for your virtual deals.
Sometimes the price is a minor factor in search of a suitable VDR. All the VDRs are different. Use it to choose a service that meets your company’s needs in the best way possible.
Key takeaways
- VDR pricing structures: Virtual data room pricing models vary widely, with common structures including per-page, per-user, storage-based, flat-rate pricing, and annual subscription plans. Each model suits different project needs, so it’s important to carefully assess how these structures align with your budget and long-term goals.
- Per-page pricing risks: Per-page pricing typically ranges from $0.35 to $0.70 per page, meaning a 75,000-page project could cost around $37,500. Hidden fees, such as $15 per MB for multimedia files and $500 to $2,500 for setup and onboarding, can further inflate final costs.
- Overage charges: Choosing a provider with prorated billing helps control these expenses, compared to flat penalties that charge full rates regardless of the actual overage size.
- Discount trade-offs: Annual subscription plans often offer 20–30% savings compared to monthly billing (for example, Citrix offers a 10% discount), but they may lock users into contracts with early termination fees, limiting flexibility if the project needs change.
- Model flexibility: Flat-fee models, priced between $500 and $5,000+ per month, are ideal for teams needing scalability without worrying about user or storage limits, while storage-based pricing, typically between $500 and $1,000+ per GB, can expose fast-growing or unpredictable projects to substantial overage risks.
Ready to find the perfect virtual data room for your project? Take a closer look at the top VDR providers on our platform and compare their pricing, features, and flexibility to make an informed decision that fits your needs and budget.
FAQ
Why are virtual data rooms so expensive?
Security virtual data rooms prioritize enterprise-grade data protection (such as ISO 27001 compliance), unlimited storage capacity, and advanced tools like AI-powered redaction. These features drive the virtual data room cost, ranging from $180 to $5,000+. Premium providers like Intralinks charge higher rates due to specialized support for M&A transactions, 24/7 client service, and detailed audit trails.
Are there free virtual data room options?
While free tools like Google Drive exist, they lack critical security features such as dynamic watermarking and granular permission controls. Some professional VDR providers, such as Ideals, offer 7- to 30-day free trials, but permanent free tiers are rare. Entry-level paid plans from providers like Citrix typically start at around $17.50 per user per month.
How can I avoid unexpected charges?
To control costs, avoid per-page pricing models. Always negotiate setup fees and choose providers offering prorated overage billing (e.g., $30 for 0.1 GB instead of a flat $300 penalty). Testing providers through free trials is essential to uncover hidden export, API, or support fees before committing.