Virtual Data Room Pricing Guide: Key Facts, Tips, and Insights

There are numerous virtual data rooms on the modern market. And each provider seems to have an entirely unique approach to putting a price on their product. Such an inconsistent variety of virtual data room pricing leads to a great deal of users’ confusion.

Luckily, there are a few tricks that can help easily navigate between available data rooms and pick a solution that fits your budget. Let’s take a closer look at different data room pricing factors, including cost-formation models, features and extras that affect the final price, and more.

data room pricing, virtual data room pricing

4 main data room pricing strategies

Every data room provider grants access to a specific set of features and services, essentially creating a unique value offer for the clients. But there are several common virtual data room pricing patterns that apply to most providers. 

  • Per-page. The majority of data rooms work as document storage and exchange platforms. Therefore, some providers charge according to the number of files stored. Typically, the provider will offer a few fixed per-page dataroom pricing solutions with an option to add extra files at an additional charge.
    • Best for: Small and medium companies with minimal paperwork flows.
  • Per-user. Virtual data rooms that charge for the number of users focus on the people who will actively collaborate on data rather than just view it. Some providers also differentiate administrative users, which can affect the layout, structure, and workflow of the data rooms.
    • Best for: Small companies that operate with large document volumes.
  • Storage volume. Per-GB data room pricing offers different levels of storage capacity. The users can store as many files as they need to as long as the total file size doesn’t exceed the limit. Similar to the per-page and per-user approaches, additional storage is charged separately.
    • Best for: Small, medium, and large companies that don’t work with heavy video or audio files.
  • Fixed plans. Flat fee or subscription-based dataroom pricing is the most common strategy among modern providers. A plan would typically accommodate users based on their company size or industry. And the user, storage, and feature capacities of such virtual data rooms come in either pre-determined or customized packages.
    • Best for: Any company size and any type of project.

Features that determine the data room pricing 

At this point, virtual data rooms have to adhere to strict standards to meet the clients’ expectations and successfully compete with the other solutions. Several of those fundamental aspects affect the cost of the data rooms.

  • Security

    Virtual data rooms guarantee sensitive document safekeeping through a combination of physical server maintenance and sophisticated software protocols. Higher levels of protection typically translate into higher dataroom pricing.
  • Ease of use

    Data rooms that offer enhanced functionality, platform adaptability, and intuitive interfaces tend to have big expert teams, which in turn affects the virtual data room pricing.
  • Project management

    Project management and workflow capabilities go beyond the traditional functions of virtual data rooms. Hence, another level of data room pricing.
  • Analytics

    Reporting is yet another software addition that allows the users of data rooms to make faster, informed decisions based on virtual data room activity.

Extra features that might affect the pricing of data rooms

Apart from the bare essentials, virtual data rooms can elevate the user experience with several helpful additions.

  • Branding

    Some data rooms can be customized to match the user’s brand identity or even perform as white-label software. Customization can help users build a stronger image in the eyes of investors and partners.
  • Advanced security 

On top of the essential security, data rooms can allow users to further improve the way sensitive data is handled. And although features like IP-based restrictions, customizable user roles, or customer-managed encryption are not equally important to all projects, the virtual data rooms that offer such elaborate capacity essentially provide more value.

  • Versatile availability

An ability to access the data rooms from any device or platform can significantly speed up the deal handling process. This includes options like web-based access, smartphone and tablet applications, and no-plugin IRM.  In some cases, this is factored into the data room pricing.

  • Automated document management

When virtual data rooms facilitate large projects with extensive file volumes, arranging the content can be very time-consuming. Some providers offer AI instruments that help structure data rooms according to the user’s preference.

The best virtual data rooms

Here is a brief summary of the best data rooms on the current market, their offered features, and virtual data room pricing approaches.

VDR Provider
Best for
Pricing plan
#All industries #M&A #Due Diligence #Finance

Per month

#M&A #Finance #Due diligence

Not provided

Not provided
#Finance #M&A

Not provided

Not provided
#All industries #Legal

Per month, per team

5 GB – Unlimited
Donnelley Venue
#Finance #Due diligence

Not provided

Not provided
#All industries #Accounting


Not provided
#Accounting #Legal #Finance

Per month

Not provided
Not provided
#Legal #Investment


Not provided
#All industries #M&A

Per month

Not provided
#All industries #M&A

Per project, per month

Not provided
#All industries

Per month

5 GB
#All industries #Finance #Legal

Not provided

Not provided

Is data room pricing the most important factor in VDR selection?

Although data room pricing plays a significant role in the user experience, it shouldn’t serve as the foundation for comparing available virtual data rooms. Instead, focus on what contributed to each provider’s virtual data room pricing and align it with your project’s unique requirements.

You can also visit the main page to learn more about the leading virtual data rooms and other aspects of making the fitting choice for your case.