Virtual data room pricing

Data Room Pricing

A virtual data room solution is tool companies use for secure file sharing and collaboration with a team and third parties.

Read the guide to learn what influences virtual data room pricing, why companies invest in data room software, and which solutions are the most cost-effective.

Virtual data room pricing structures

Typically, virtual data rooms have one of the following pricing strategies.

1. Fee-based

The most common VDR pricing structure among modern providers is a flat monthly fee or yearly subscription. Customers pay a fixed price for a chosen package. Costs vary but typically are between $300 and $1000 a month.

Best for: As a rule, such pricing plans include a certain volume of cloud storage, unlimited users, and customized functionality. They’re best for medium and extensive projects with extended timelines or companies managing multiple deals simultaneously.

2. Storage-based

Many data rooms calculate the final price based on the data storage volume a client uses. The cost per GB varies from provider to provider but can be $75 or more per GB

Best for: This option is best for companies that store a limited number of text documents. Users that need to store large video or audio files are recommended to look for providers with unlimited storage.

3. User-based

The final cost of this pricing option depends on how many users are added to the data room. Additionally, the type of user may influence the price too. For example, providers typically charge between $100 and $250 per administrative user. A guest user may cost less or be free. 

Best for: This option is best for projects with a limited number of participants. However, admins can always add additional users later if needed.

4. Page-based

Per page pricing data room providers commonly charge between $0.40 and $0.85 per page.

Best for: This option is best for small projects with a set number of documents because if users exceed the limit, they’ll incur additional fees. However, this pricing structure is considered dated and fewer providers offer this option.

What influences virtual data room cost

Virtual data room costs vary because of the features and services that providers offer. The following elements factor into how a data room calculates the final price:

  1. Data storage volume. Some vendors charge by the GB, while others offer unlimited data storage. Thus, the more storage a company needs, the higher the price is.
  1. The number of users. Some data rooms offer packages that include a specific number of user licenses, while others allow for an unlimited number of users. The latter option is usually more expensive. Moreover, the majority of vendors charge extra for each additional user.
  1. The number of administrators. An administrative user is permitted to manage other users’ access, settings, and document activity in a deal room. Usually, tariff plans include a limited number of administrators and each additional user costs extra.
  1. Security features. VDR providers ensure secure document storage by earning numerous certificates and developing features like multi-factor authentication, detailed user permissions, watermarks, redaction, and remote shred. The more secure the data storage, the more it costs.
  1. Feature set. Vendors charge more for advanced features like user activity tracking, full-text search, drag-n-drop, bulk upload, or bulk user invitation.
  1. Customer support. A data room with 24/7 professional support is more expensive than basic client support available only during working hours.
  1. Integrations. Virtual data room solutions cost more if they integrate with other software like Microsoft Office, Google Drive, Zoom, and Skype. 
  2. Provider experience. A data room provider with 5+ years of experience, a recognizable brand, and a solid reputation often charges more for its services.

Reasons to invest in virtual data room software

Virtual data rooms have several alternatives, like physical data rooms or free cloud storage. However, these options can’t guarantee full-document security. Additionally, they’re less convenient and user-friendly. 

Here are four main reasons companies choose virtual data rooms to store and share sensitive data:

Robust security

 It is ensured by:

  • Security certifications such as SOC 2, ISO 27001, and GDPR
  • Document security features such as dynamic watermarking, fence view, and remote shred
  • Access security features such as two-factor authentication, permission-based user roles, and IP access restriction

Reduced expenses

VDR users save money because:

  • There are no travel-related expenses required to get to a physical data room.
  • There are no building maintenance or rent expenses.

Straightforward access

Companies can effortlessly access confidential information thanks to:

  • Mobile apps allow accessing files from anywhere and have the same functionality as web VDR versions.
  • Single sign-on (SSO) lets users log in with a single set of credentials to several projects.
  • The plugin-free environment allows viewing important documents in their native format.

Efficient collaboration

This is possible due to several features like:

  • Live chats
  • Thread discussions
  • Comments
  • Notifications
  • Expert assigning
  • Q&A sections

Price comparison of top 5 virtual data room providers

This virtual data room pricing comparison should help potential subscribers choose a provider that suits their budget and needs.

Virtual data room providerPriceFree trialFeaturesData storage capacityNumber of users
iDealsQuote-based30-day free trial– Dynamic watermarks- Secure fence view- User activity tracking – Audit trails- Multiple languages support – Mobile app10 GB-1 TBUnlimited
DataSiteQuote-basedNo free trial– Trackers – Q&A and FAQs- Redaction AI- Watermarking- Project inbox emailing- In-app translationInformation not availableInformation not available
DFINQuote-basedNo free trial– Multi-factor authentication- Role-based access control- Automatic watermarking- Reports and analytics- Multi-deal management toolsInformation not availableInformation not available
IntralinksFrom $25 per month per userNo free trial– Web and mobile interfaces- 16 user roles- 24/7 multilingual customer support- Dynamic watermarks- Reports Information not availableInformation not available
DealroomFrom $1,250/monthNo free trial– Progress tracking – Drag-n-drop upload- 4-levels of permissions- Built-in viewer- Notifications- MessagesFrom 1 GB-10 TBUnlimited

Key takeaways

  1. The main pricing structures are per user, per page, per GB, and a flat monthly fee.
  2. Virtual data room pricing is determined by the number of users, storage capacity, security features, level of customer support, the ability to integrate with other software, and provider experience. 
  3. The major reasons to invest in a data room solution are robust security, reduced expenses, straightforward access, and efficient collaboration.
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