How Much Should a Virtual Data Room Cost?

Typically, a client chooses between three packages of services based on what they want and their budget. The average cost is $99 per calendar month. This price includes basic options and a quality grade of service in technical terms. Vendors offering discounts for deals longer than three months are iDeals, Firmex, and SecureDocs. There are virtual data rooms for which a customer pays over $1,000. The following VDR providers are considered expensive: Intralinks, DealRoom, and Merrill Datasite. The charge is not always a fixed payment. One factor that influences the charges may be the number of folders uploaded and authorized users.

Compare the prices of data room providers

As there are multiple virtual data room pricing structures, tariff plans vary widely. User fees vary greatly. They can start as low as $0.40 per page, but go as high as thousands of dollars yearly for advanced virtual data rooms.

To be more specific, let’s look at how much modern virtual data rooms charge for their services.

For more details, you can read the pricing policy on the profiles of data room providers.

VDR providers Best for Pricing plan Data storage capacity Clients business size Price
iDeals All industries, M&A, Due Diligence Per month Up to 1TB S, M, L, Freelance Not provided
Get Pricing Details
WatchDox Real Estate, Legal Per user, per month S, M, L From $15/month
Merrill Datasite Finance, M&A 50GB M, L Not provided
Intralinks M&A L Not provided
Citrix All industries Per month, Annualy 500MB – Unlimited S, M From $375/month
Firmex All industries Per month S, M Not provided
Digify All industries Per month 100GB per user S, M, L From $120/month
DealVDR Finance Per month Up to 2 gigabytes S, M, L Not provided
Onehub All industries Per month, per team 5GB S, M, L, Freelance From $500/month
DealRoom M&A, Corp Dev, Investment Banking, Finance, Tech, Legal Per month M, L From $1250/month
Clinked All industries Per month S, M, L From $77/month
Ansarada All industries Quarter-based S, M, L, Freelance From $499/month
Box All industries Per month 5GB S From $20/month
SecureDocs Finance, Tech, Legal, Life Science Per data room, per month S, M, L From $400/month
EthosData Investment banks, Law firms, PE&VC, Corporations, SME’s, Start-ups Per month S, M, L From $199/month
ShareVault Accounting, Legal, Finance, Healthcare Per month M, L, Freelance Not provided
CapLinked Finance, Legal, Natural Resources, Life Science, Mining, Private Equity Per month 5GB – Unlimited S, M From $299
DocSend Real Estate, Brokers Per month S, M, L From $10/month
Donnelley Venue Finance M, L Not provided
Vault Rooms All industries Per month S, M From $9.99/month
Open Source CM Real Estate, Brokers Per month S, M, L From $6000/month
Drooms Real Estate, Legal Quarter-based S, M, L From €12.90/month
ForData All industries Per month Unlimited S, M, L From €159.2/month
Brainloop European market S, M Not provided
Imprima M&A, Real Estate, Energy, NPL, Corporate Repository Quarter-based M, L Not provided
SmartRoom All industries Per month S, M, L Not provided
Sterling All industries Per employee, per month 5TB online storage – Unlimited in premium M, L Not provided
Admincontrol All industries Per month 1500 MB S, M, L From $250/month
HighQ Boutique banks, Law firms, Investment banks, Corporation Quarter-based S, M Not provided
DataRooms All industries Per month 10GB – 250GB M, L From $299/month
idrShare All industries Per month 10GB – 250GB S From $200/month
DataroomX All industries Per month, per team S, M Not provided
Multipartner All industries Annual Subscription, Quarter-based 25GB – 5TB S, M Not provided

Generally, virtual data room costs are structured by one or a combination of the following:

  1. Per page. Per-page pricing is better for small projects that have a limited or a set number of users and documents. Generally, costs vary between about $0.40-$0.85 per page. However, larger companies won’t benefit that much, as exceeding storage limits usually incurs additional fees.
  2. Per user. This is one of the simplest options available for virtual data rooms. If there are a limited number of users, this pricing model may work best for you. 
  3. Data storage capacity. Some VDR providers offer a limited number of GBs. This is perfect for companies that upload small files and don’t need much document storage capacity. If this doesn’t suit your needs, there are packages with set storage capacities. 
  4. Monthly flat rate pricing. In case your project’s scope is unpredictable and requires flexibility, go for a monthly virtual data room pricing structure. Many companies find this option the most convenient as they get a set amount of data storage, unlimited users, and customized functionality. This is a good way to avoid additional fees.
  5. Yearly plans. Finally, all data rooms offer their clients a yearly subscription. This option isn’t only the most convenient for companies regularly using data rooms, it’s also the most beneficial as they can save, on average, up to 20-30% compared to a monthly subscription.

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 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 workspacesVDR 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 usersOften, 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 administratorsAn 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 toolsThe 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 featuresVDRs should ensure your documents’ security. 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 supportThe 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.  
The most common factors that impact virtual data room pricing

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.

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: 

  1. Onehub. The vendor offers up to a 20% discount for billing users annually. 
  2. Box. A Box virtual data room offers a 25% discount for annual subscriptions. 
  3. DealRoom. Save $250 by purchasing Pipeline Only or a Single Project package. 
  4. Clinked. They offer a 16% yearly discount and a 35% two-year discount. 
  5. 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.  

  1. Identify your needs. 
  2. Set up your budget.
  3. Figure out your business niche. 
  4. Decide whether you need a free trial to test various options.
  5. Determine which platform is most convenient for you: Mac, Windows, Linux, mobile, or web-based VDR. 
  6. 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.
  7. Compare prices and other criteria in our VDR comparison table.
  8. 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 

Let’s summarize everything a potential customer should know about virtual data room prices. 

  1. On average, there are five common virtual data room pricing structures: per page, per user, per storage capacity, and monthly and yearly flat rate pricing.
  2. Virtual data room pricing is most often determined by the number of users, storage capacity, security features, document management tools, level of customer support, and ability to integrate a data room with other software.
  3. A flexible fee is most suitable for a short-term period of usage and a limited number of users.
  4. A fixed subscription fee is best for long-term usage and an unlimited number of users.
  5. A data room can cost as little as $0.40-$0.85 per page, or as much as thousands of dollars for a yearly subscription.
  6. As a rule, data rooms offer discounts to customers purchasing annual subscriptions. 

Thus, when looking for a virtual data room solution, think about the three main aspects: how much storage capacity you need, how many users will access the platform, and what functionality you require for efficient work.

A final tip: virtual data room software pricing shouldn’t be the only key factor in choosing a provider. Assess the vendors comprehensively, taking into account such details as experience in your industry, reputation, ratings, the quality of service, and security measures it takes to protect your sensitive documents and confidential information.

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