Virtual Data Room Pricing Guide & Comparison
Southeast Asian countries like Singapore have seen remarkable growth in activities like M&As and capital fundraising. This growth has been propelled by foreign investments, tech industry growth, and regional business expansion.
However, factors like financial compliance and regulatory practices are a hurdle for dealmakers. Thanks to virtual data rooms, cross-border transactions are much safer and compliant. Data rooms are cost-effective solutions, but they can become a costly mistake if you are not aware of how virtual data room pricing works.
Here is everything you need to know about data room pricing and the factors affecting it.
VDR provider comparison: what you get for the price
Before moving into pricing models, here is how leading virtual data room platforms compare.
| Provider | Price Range | Storage | User Limits | Best Use Case |
|---|---|---|---|---|
| iDeals Visit Website | Not provided | Up to 10TB | Unlimited users in the enterprise plan | M&A, Finance, Life Sciences and Healthcare, Energy, Real Estate, Tech |
| Datasite | Not provided | Up to 50GB | Unlimited users | M&A, IPO, Capital Raising, Healthcare, Real Estate |
| DocSend | Starts from $10 per user, per month | Up to 50GB per user | Up to 3 users and unlimited document viewers | NPOs, Capital Venture Firms, Investment Management |
| Onehub | Starts from $15 per user, per month | Up to 5GB | Limited users | Technology, Healthcare, Legal, Real Estate |
| Ansarada | Starts from $399 per month | Up to 2GB | Unlimited users | M&A, Finance, Investment Banking |
1. Ideals pricing
Ideals offers virtual data room solutions well suited for industries such as M&A, finance, life sciences, energy, real estate, and technology. The company does not disclose its pricing structures on its website. Ideals supports up to 10TB of data storage and allows for unlimited users in its enterprise plan. Ideals virtual data rooms are famous for their premium security and remarkable customer support.
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2. Datasite pricing
Datasite virtual data room is designed to support a wide range of financial and strategic processes, including M&A, IPOs, capital raising, healthcare transactions, and real estate. Datasite also does not provide any pricing plans on its website. The data room provides up to 50GB of storage and permits unlimited users. This makes it a strong choice for businesses managing high-volume data transactions.
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3. DocSend pricing
Docsend starts at $10 per user per month and is best suited for non-profit organizations (NPOs), venture capital firms, and investment management professionals. It offers up to 50GB of storage per user and supports up to three users and unlimited document viewers. This makes it ideal for teams that need to share documents with a broad external audience.
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4. Onehub pricing
Onehub pricing starts from $15 per user per month and offers up to 5GB of storage, with a limited number of users supported. It caters to sectors such as technology, healthcare, legal, and real estate, and is suitable for smaller teams that require secure data sharing within specialized industries.
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5. Ansarada pricing
Ansarada pricing starts at $399 per month and is tailored for high-end business processes such as M&A, finance, and investment banking. It provides up to 2GB of storage and supports unlimited users.
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Why virtual data room pricing varies
VDR pricing varies from vendor to vendor for several reasons. Here are some of them.
1. Features
The type and quality of features in a data room are directly responsible for determining data room cost. A virtual data room that has high-end features like digital watermarking, data encryption, indexing, and fence-view will cost more. In simple words, the richer the feature set, the higher the price.
2. Security
Security is one of the most important elements in the data room. If you need a data room that provides premium data protection, you may expect to pay more. Secure data rooms have features like multi-factor authorization, end-to-end data encryption, and granular access permissions.
3. Scalability
Data room providers serve different business processes and industries. For example, some data rooms are only designed for small-scale deals, and they are not easily scalable. On the other hand, VDRs for large-scale transactions are scalable and offer tiered pricing.
4. User access models
VDR pricing also depends on factors like storage volume and the total number of users. Some vendors charge based on the number of users, while others may charge for total data storage consumed. Modern-day vendors also offer flat-rate models. Each method has its own price implications.
5. Hosting & support levels
Customer support service and localized hosting also affect VDR pricing. A vendor with premium customer support and local data centers is likely to charge more. For example, not many vendors comply with PDPA or regulations from the Monetary Authority of Singapore. Choosing a locally compliant data room vendor will affect the overall cost.
Virtual data room pricing models explained
Most of the data room vendors follow four main pricing models.
1. Per-page
The per-page pricing model is slightly outdated, but some vendors still use it. You are charged based on the total number of pages uploaded in the data room—not per document. For example, a 50-page document means 50 pages of charges. Average rates range from $0.40 to $0.85 per page. This model is only suitable for small-sized transactions.
2. Per-user
Per-user pricing charges you for every user invited to the data room. The more users you add—stakeholders, lawyers, consultants—the higher your cost. This model is good for small to medium-sized teams with a predictable number of users. Typical rates: $100–$250 per admin user and $15–$75 per non-admin user.
3. Storage-based
You’re charged based on the amount of data stored. This model is common in industries like healthcare that manage large files. But if you exceed your storage limit, it can get expensive. Average cost: $500–$1000 per GB per month.
4. Flat monthly fee
A fixed monthly fee typically includes unlimited users and storage. Billing can be monthly, quarterly, or annually (with discounts for longer terms). This model works best for large-scale deals like mergers and acquisitions. Expect to pay between $500–$5000 per month.
Top 11 factors that influence data room pricing
VDR price may increase or decrease based on the given factors.
| Cost Factor | Description |
|---|---|
| Number of users | If a vendor is charging according to the per-user model, the price is directly proportional to the total number of users. |
| Number of admin licenses | Admin users in the data room have more control and permissions. The cost for admin users is higher than for non-admin users. |
| Storage capacity | The total amount of data you store affects the data room price if the vendor follows the storage-based pricing model. |
| Duration of access | How long you use a virtual data room affects the price. Vendors nowadays offer monthly, quarterly, and annual billing. |
| Number of projects/workspaces | The cost will vary if you are working on multiple projects at a time. Many vendors offer a fixed price for a specified number of projects. |
| File volume & size | High volumes of large files can impact performance and storage needs and increase costs. |
| Advanced security features | VDRs with features like data encryption, multi-factor authorization, and granular access permissions can raise virtual data room costs. |
| Custom branding or white-labeling | Custom domains, logos, and interfaces are premium features that come at a higher cost. |
| Integration options | The ability to integrate with third-party apps requires API access or custom development, which can increase the price. |
| Support & onboarding needs | Premium customer support and detailed training are likely to cost more. |
| Hosting region | Hosting data in specific regions for regulatory compliance may incur extra charges due to localized infrastructure or legal oversight. |
Which pricing model fits your use case?
Which virtual data room pricing model you should choose also depends on the type of transaction or business you are dealing with. Here are a few examples.
| Use Case | Recommended Pricing Model |
|---|---|
| Startups raising early-stage funding | Startups might consider using the per-user pricing model. There are usually a limited number of users in a startup’s early-stage funding. They can also look for vendors that offer project-based pricing options. |
| Law firms managing litigation or compliance | Law firms usually have a limited number of users, which means per-user pricing will be effective. Again, if the firm intends to use the data room for a certain case, they may go for project-based models. |
| M&A teams with multiple stakeholders | M&A transactions usually take months or even years. The flat fee model will be the best option as it usually offers unlimited storage and the number of users. |
| Corporations doing ongoing due diligence | Due diligence is an ongoing process and can take a few months, depending on the size of the transaction. The flat-monthly model will be a suitable option for the due diligence process. |
What features drive the cost of a VDR?
Advanced Features play a key role in virtual data room pricing. Here are some key examples.
| Feature | Description |
|---|---|
| AI & automation | Features like AI redaction, smart search, and automatic document indexing affect the cost. These features are essential for large-scale and complex projects like M&As. |
| User permissions & roles | Access permissions allow the admins to manage users’ ability to access the data room documents. It is an essential feature and affects the cost of VDR. |
| Q&A modules | They are necessary in a transaction that involves due diligence as they simplify the communication between multiple parties. Q&A modules are not necessary for all types of data room users. |
| Audit logs & reporting | Detailed audit reports are necessary to maintain transparency and keep an eye on data room activities. |
| Advanced encryption & certifications | Advanced encryption is necessary when handling sensitive data. International certifications boost trust and are important for foreign transactions, while local certifications are mandatory. |
| Custom branding | Custom branding is a “nice to have” feature, but it does not affect the core functionality of the VDR. |
| Mobile + API integrations | Mobile access may not be necessary for all types of users. API integrations are essential if the organization needs to connect the VDR with ERPs or CRMs. |
How to save on VDR costs without sacrificing quality
Keeping the following tips in mind will help you avoid costly mistakes when choosing a data room.
1. Use free trials & demos
Almost every high-end virtual data room provider either offers a free trial or a demo. Use this option to assess the security, user friendliness, and other important aspects of a data room. This can help you avoid costly mistakes.
2. Negotiate long-term contracts
Short-term or one-time projects are usually expensive, as vendors don’t offer a margin for negotiations. Long-term contracts open more room for bargaining and are cost-effective. You can get higher discounts and avoid price hikes in the future.
3. Bundle multiple rooms/projects
An organization managing multiple deals simultaneously might consider bundling multiple projects or data rooms under one contract. This will help them avoid admin overhead costs and separate charges for each data room.
4. Choose plans with unlimited users or storage
Unlimited users and storage are common in a flat-fee model, which is a cost-effective option. However, this model is only useful for ongoing or large-scale transactions that take time.
5. Avoid paying for unused add-ons
Multiple virtual data room features may look very exciting, but they are not necessary for everyone. For example, a small business team may not need advanced analytics, white labeling, or Q&A modules. These features add up to the cost but may not be necessary.
How to choose a cost-effective virtual data room?
Choosing a cost-effective and secure virtual data room software can be an overwhelming process. Here are some tips for better decision-making.
- Define project size & length. Determine how long you need a virtual data room and how much data will be stored or shared.
- Estimate users & permissions needed. Determine the number of people to be added to the data room and the nature of their roles.
- Identify must-have features. As mentioned above, there are essential and “nice to have” features in virtual data rooms depending on the situation. Identify the ones that you need in your VDR.
- Check compliance. Look for the virtual data room solutions that comply with international and local compliance requirements.
- Test the user experience during the trial. Use free trials and demos to get a real-time experience of the data room.
- Confirm pricing transparency. A better understanding of pricing models will help you make a better decision. Apart from that, make sure there are no hidden charges.
- Ask about support response times. A response customer support service is an essential element of the virtual data room comparison process. Make sure the customer support team is responsive and knowledgeable.
Top virtual data room picks by budget
Key takeaways
Virtual data room pricing structures play a key role in determining the cost of the VDR. Per-page and storage-based pricing is suitable for small-sized and one-time usage. The flat rate model is a better option for complex and longer use cases.
Virtual dataroom price is affected by factors like secure document storage, number of users, data volume, and quality of data room features.
Understanding data room pricing structures and determining what type of data room features you need will help you make a cost-effective decision.