Comparing Virtual Data Room Pricing: How Much Do Top 12 VDRs Cost in 2023?

A virtual data room plays a significant role in securely managing the M&A due diligence process, bidding, restructuring, bankruptcy, and contract negotiations. It helps streamline key business operations, facilitate decision-making, and complete deals faster and more efficiently. 

There are numerous virtual data rooms in 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 user 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 at $0.40-$0.80 per page per month. The majority of data rooms work as secure 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 at $15-$25 per user per month. Virtual data rooms that charge for the number of users licenses 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. Administrative users may cost $100-$250 per user per month
    • Best for: Small companies that operate with large document volumes.
  • Storage volume at $60-$77 per GB per month. 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 at $400-1,000 per month. 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.

What pricing strategy is the best? 

There is often no one-size-fits-all approach regarding virtual data room costs. Virtual data rooms provide different pricing structures to tackle different business challenges, ultimately helping each company succeed at an optimal price.

That being said, a flat monthly fee might still be a better pricing plan overall. It allows you to focus on the deal entirely and ditch financial considerations about extra storage capacity, advanced features, and additional user count.

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.


Virtual data rooms guarantee sensitive document safekeeping through a combination of physical server maintenance and sophisticated software protocols. 

Secure data rooms have geographically dispersed data centers with top-notch physical security, data protection and backup, and disaster recovery and emergency prevention. 

For enhanced work with information, data rooms integrate dynamic watermarking, restricted document viewing, and other innovative tools to protect highly sensitive documents. For secure data room access, they offer single-sign-on (SSO) and two-factor authentication.

On top of that, top-tier data rooms conduct regular ISO audits, SOC 2 Type II reports, HIPAA, GDPR certifications, and other assurances combined. Obtaining these certifications is quite an expensive process. As a result, higher levels of protection involve enormous budget spending and typically translate into higher dataroom pricing. 

However, one should never cut corners regarding security as a single data breach costs $9.4M and definitely exceeds any virtual data room costs.

Ease of use

Data rooms that offer enhanced functionality, platform adaptability, and intuitive interfaces tend to have big expert teams.

They ensure that drag-and-drop functionality, optical character recognition text search, index numbering, and other tools work flawlessly. So the ease of use in turn affects the virtual data room pricing significantly.

Project management

Project management and workflow capabilities go beyond the traditional functions of virtual data rooms. This is why leading VDR providers offer end-to-end M&A management capabilities. 

Collaboration workflows, due diligence checklists, and project milestones allow for managing multiple deals simultaneously, but at the same time they affect data room pricing.

You should always consider the total cost of ownership. A seemingly expensive M&A deal room might cost you fewer dollars overall than a cheap alternative choking your deal with communication silos.


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

Customizable interactive reports with color-coded document activity graphs and flexible export features also impact data room pricing structures.

Pricing models of the best virtual data rooms

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

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

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
#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

Virtual data room pricing comparison: What top providers offer

Check the features the top five data room providers offer under their pricing plans. You can compare them below and align your expectations with their pricing offers.


iDeals provides the following features:

  • Pricing model: Flat rate pricing, from $460 per month
  • Free trial: 30 days
  • Storage: Starting at 10 GB
  • Users: Unlimited under all plans
  • Security: Granular permissions, 256-bit encryption, 2FA, SSO, dynamic watermarks, IRM security, customer keys, password strength, session timeout, IP restriction, fence view, view-as mode, custom NDA
  • Custom branding: All plans
  • Live training: Unlimited with Business and Enterprise

Summary: iDeals is a balanced choice suitable for all kinds of businesses and offering robust security under all plans.


Intralinks has the following features:

  • Pricing model: Per page, from $7,500 per 10,000 pages
  • Free trial: No
  • Storage: Starting at 10,000 pages
  • Users: Unlimited
  • Security: 16 levels of granular permissions, 256-bit encryption, 2FA, watermarks, custom NDA
  • Custom branding: No
  • Live training: Unlimited

Summary: Intralinks offers a substandard value for money. Its pricing model is several times higher than monthly subscriptions and involves hidden costs.


Datasite offers the following features:

  • Pricing model: Per page, from $7,000 per 10,000 pages
  • Free trial: No
  • Storage: Starting at 10,000 pages
  • Users: Unlimited
  • Security: AI redaction, granular permissions, password encryption, at-rest and in-transit data encryption, regular vulnerability scans
  • Custom branding: No
  • Live training: Unlimited

Summary: Datasite offers a deficient value for money, similar to Intralinks. Its pricing model is two-eight times more expensive than iDeals and Onehub while its security falls short of competitors.


Onehub has the following options:

  • Pricing model: Per user, monthly subscription, from $15 per user per month or $375 per month.
  • Free trial: 14 days
  • Storage: Starting at 1 TB
  • Users: Starting at 200 users
  • Security: 256-bit encryption, role-based permissions, audit logs, terms of access customization, watermarking, two-factor authentication
  • Custom branding: All plans
  • Live training: Data room edition only

Summary: Onehub offers an inferior value for money. It provides data-room-level security features only under top-tier plans and overemphasizes storage capacity.

Venue Dfin

Dfin has the following features:

  • Pricing model: Per page, from $1,500 per 15,000 pages
  • Free trial: No
  • Storage: Starting at 1 GB worth of pages
  • Users: Unlimited
  • Security: delayed invitations, Symantec virus scanning, granular permissions, multi-factor authentication, automatic watermarking
  • Custom branding: No
  • Live training: Unlimited

Summary: Dfin offers a poor value for money, similar to Intralinks and Datasite. Its data room costs up to seven times more than competitors’ monthly subscriptions packed with more advanced features.

Extra features that might affect the virtual data room cost

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.

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 data room providers. However, it’s good to evaluate what contributes to each virtual data room pricing structure and make sure the cost corresponds to the quality.

What should be taken into consideration in the first place is the security of a data room, as this is the key feature in business deals. A VDR should earn all security internationally recognized certifications, take care of infrastructure security, physically protect data, create real-time data backups, and have multi-layered data encryption.

Another characteristic to pay attention to is the convenience and ease of use of a data room. This includes easy access from mobile devices, integration with other software like Microsoft Office or SalesForce, total access control, and flexible usage-based storage. 

Reasons to invest in virtual data room software

Nowadays, companies have many options when it comes to storing and sharing confidential documents. Two of the most popular solutions are virtual data rooms and traditional cloud-based storage.

While cloud-based storage sites like Dropbox or Google Drive are suitable for household users, it would be better for businesses to consider VDR providers as they provide much more secure and convenient document-sharing services.

Let’s compare conventional cloud and data room storage to see their main advantages and disadvantages.

Virtual data rooms vs. cloud storage

The main differences between the two solutions lie in such characteristics as security, customer support, and advanced features for document and user management, reporting, and communication.

Cloud storageVirtual data room
SecurityOnly basic security certifications.
No advanced features for secure data storage
Security certifications like SOC 2, ISO 27001, SSAE 16, and GDPR compliance
Document security features including dynamic watermarking, fence view, and remote shred
Access security features like two-factor authentication, permission-based user roles, and time and IP access restriction
Customer supportA regular help center.
Community forums
24/7 professional support service
Multichannel support via email, phone, or live chatbot 
Support in multiple languages 
A help center with tutorials, training videos, and FAQs
FeaturesBasic file sharing and storage features.
No advanced tools for collaboration, file activity tracking, or reporting 
Document management features such as drag-n-drop, bulk upload, automatic index numbering, and built-in electronic signature
User management features including bulk user invitations and detailed user permissions
Reporting features like user or file tracking
Communication features such as individual or group chats

Thus, free cloud storage can never be a substitute for professional virtual data room software created specifically for storing and sharing sensitive business documents.

To sum up, here are the main reasons for investing in a virtual data room:

  1. Tools for secure and comfortable management of all kinds of business deals 
  2. Full control over confidential information and user actions
  3. Advanced security solutions 
  4. Professional support ready to assist 24/7 
  5. Features for managing multiple deals simultaneously
  6. Affordable pricing model

Key takeaways

Let’s summarize what users should know about data room pricing structures.

  • The main pricing models include per-user, per-page, storage size, and fixed-priced plans.
  • Features that determine the data room pricing include security, ease of use, analytics, document, and user management.
  • The most important criteria when choosing a VDR are its security and user-friendliness.
  • Free cloud storage is good enough for household users, but not for business needs.

As there are many virtual data rooms, it’s important to take your time and thoroughly compare the options. Visit our main page to find the top virtual data rooms and choose the most suitable for your needs.

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