How much should you pay?
As we move through 2025, virtual data room pricing is adjusting to reflect a changing tech environment. For example, new AI-powered features, such as automated document indexing, intelligent redaction, and real-time analytics, are becoming standard. At the same time, the shift toward remote dealmaking and cross-border collaboration continues to shape what VDRs offer and their price. Finally, rising inflation has also played a role in nudging prices upward.
Price points have generally risen in line with broader software trends and the expansion of feature sets. However, there are still options to suit different needs and budgets. The key is understanding what drives VDR pricing and which model aligns best with your deal size, document volume, and growth expectations.
This guide is for startups, M&A advisors, legal teams, and investment professionals who need to evaluate data room solutions strategically, balancing cost, functionality, and compliance across complex deal workflows.
First things first, what’s your budget?
Before diving into understanding virtual data room pricing, you need to determine how much money you can afford to spend on this tool. You shouldn’t try to adjust your budget to the price tag of the vendor. Instead, look for a provider whose cost will match your capabilities. Then you will be able to sift out options that are too expensive for you, and the search will become easier.
How much does a virtual data room cost?
The prіce range is really wide. You can find the solution even for $100 per month if you are fine with lesser-known and simpler providers. And there is no top limit for the virtual data room pricing — some experienced business owners tell stories about getting invoices that are way over $100,000. Usually, such high data room costs are related to secure data storage solutions that stick to the per-page pricing model, which is now largely outdated and rarely used by leading providers.
Next, we invite you to explore all pricing models and check a virtual data room price comparison to help you make a choice.
Per-page
Per-page pricing, once popular, is now mostly obsolete. Depending on the size of your project, the price for one page varies from $0.40 to $0.85. This model may be suitable for small companies dealing with minimal paperwork. However, if your firm manages a large number of sensitive documents, this type of virtual data room can be quite expensive. Here is more about it.
Per-user
Some virtual data rooms provide customers with a certain number of user licenses for a set price. If you need to add more team members to a VDR, you have to pay extra for each of them. Pricing can be either flat, charging the same rate per additional user regardless of their role, or role-based, with administrative users typically costing more than guest or view-only users. As of 2025, admin users typically cost between $100 and $250 per month, while guest users may cost from $13 to $25 per user.
Storage-based
This pricing model is commonly used for deals involving large file types, such as videos, CAD drawings, or high-resolution images. Providers include a set amount of secure document storage in their base data room plans, and additional charges apply if you exceed that limit. Leading vendors, such as Intralinks, Ideals, and Datasite, typically charge between $20 and $75 per additional gigabyte, depending on the plan and level of service.
Flat monthly fee
This is the approach most trusted and well-known providers use. Virtual data rooms typically offer tiered subscription plans that combine particular user licenses, storage, and features. Popular 2025 packages include the following:
- Basic (~$100-$300/month): around 500 MB to 5 GB cloud storage, up to 10 guest users, and 1-2 administrators
- Pro (~$400-$700/month): up to 50 GB cloud storage, more users, and advanced data protection features
- Enterprise ($800+/month): custom data room storage, unlimited users, premium support, and integrations
Note. Rates are ballpark figures, as not all providers disclose pricing information publicly.
Pricing models compared
Data room pricing greatly depends on the services a particular virtual data room vendor provides.
So, when it comes to the virtual data room pricing comparison, choosing the cheaper solution might not be as reasonable as you think. Let’s define the factors you should consider when comparing virtual data rooms.
Naturally, the pricing structure of the virtual data room will differ depending on whether it’s provided by a particular vendor.
| Provider | Rating | Pricing plan | Description | Free demo/trial |
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Secure virtual data rooms trusted globally for their intuitive interface and advanced security |
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Specializes in M&A solutions, offering secure and professional-grade VDR capabilities. |
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Tailored for high-stakes deals and corporate finance transactions |
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A veteran provider known for its enterprise-level security and collaboration features |
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Streamlining due diligence with advanced project management tools built into the virtual data room |
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Scalable data rooms designed for SMEs and mid-sized companies. |
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Secure document sharing and collaboration with a focus on compliance and speed |
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AI-driven features for efficient document review and secure data room access |
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Secure file sharing with practical virtual data room features for efficient collaboration and document control |
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Deal-specific VDRs with AI-powered insights and flexible data usage plans |
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Pricing plans vary based on storage requirements and deal duration |
Deal-specific VDRs with AI-powered insights and flexible data usage plans |
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Simple and secure data room solutions for fast deal execution |
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Secure document control with dynamic permissions and real-time activity logs |
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User-friendly VDRs with custom branding and role-based access |
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VDR packages for different project sizes |
Free Trial |
Next, we invite you to explore the most important features to look for in 2025.
Document management features
Document security
Bank-grade data room security features help prevent unauthorized access and data leaks.
Must-have 2025 features:
- Dynamic watermarking. Users can apply a unique watermark to each document, making it visible to every viewer to discourage unauthorized sharing.
- Smart redaction. AI-powered redaction automatically hides sensitive or personally identifiable information before documents are shared.
- Two-factor authentication. Users must confirm their identity by entering a one-time code, typically sent via SMS, before accessing a data room.
- Access expiration. You can set specific time limits for how long users can access individual files, reducing the risk of exposure.
- Encryption. All confidential documents are protected with end-to-end encryption during upload, storage, and transfer to ensure a secure online space.
Data management and search
Effective document management and quick retrieval of thousands of files are essential for an efficient due diligence process and deal-making.
Must-have 2025 features:
- Automated document indexing. When files are uploaded, the system automatically organizes and numbers them to streamline navigation.
- Full-text search with OCR. Thanks to built-in optical character recognition, users can search across all documents by entering keywords, including scanned PDFs.
- AI summaries. Artificial intelligence scans large documents and generates quick, readable summaries for easier review.
- Bulk upload and drag-and-drop. Users can easily upload multiple files or entire folders at once by dragging them into the platform interface.
User access and permissions
Fine-grained control over who can see and do what ensures sensitive data is only available to authorized individuals.
Must-have 2025 features:
- Role-based permissions. Administrators can assign different levels of access based on user roles, such as view-only, edit, or full administrative rights.
- Bulk user invitations. Admins can quickly invite multiple users to the data room in a few clicks, saving time during setup.
- Permission-based viewing and editing. The platform allows you to control which users can view or modify specific documents.
- Activity tracking. Every action taken within a data room is logged, enabling administrators to monitor user behavior and maintain an audit trail.
Ease of use and integrations
A user-friendly interface and seamless integration with other tools improve team productivity, reduce onboarding time, and enable managing multiple deals simultaneously.
Must-have 2025 features:
- Cloud access via browser. Users can access a data room from any device via a secure browser link, eliminating the need for additional software or plugins.
- Integrations. Virtual data rooms integrate with popular tools like Microsoft Office, Zoom, and Slack to support workflows.
- Customizable dashboards. Users can personalize their dashboard to receive relevant notifications and manage information more efficiently.
- Intuitive UI. The platform typically has a user-friendly interface that simplifies navigation for technical and non-technical users throughout multiple data rooms..
Why do data room prices differ so much?
Logically, we think that the more advanced the virtual data room is, the higher its cost will be. But in reality, it’s not the case. Some vendors have fewer advanced features and less versatile virtual data room software than Ideals mentioned above, yet their pricing structure is much more expensive. The price of the virtual data room doesn’t reflect its quality.
If the virtual data room provider is well-known and has existed for quite a long time, its prices will likely be very high. For example, Merrill and Intralinks offer rather basic virtual data rooms, but their service is much more expensive than the advanced software that Box and Ideals offer, for example. Sticking to such virtual data room providers, you will pay for the name more than for the service. However, in some cases, paying more for a reputable name decades old is worth the money.
How to check out a virtual data room before paying for it?
It’s possible to see the software in action before you spend money on it, and it’s an important thing to do. In this regard, virtual data room options include the following:
– Free trial
Data room vendors allow customers to use a virtual data room for free for several days. Usually, they will let you use all the features, but sometimes, the functions are limited in the trial version. It’s the best option since you get to use the software by yourself.
– Free demo
This is also a good way to see the insides of a virtual data room. The provider will show you the interface and all the features on demand. You just need to schedule the demo – you will find this option on the website if the vendor offers such a service.
– Money-back guarantee
Well, in this case, you will have to pay to use the virtual data room. However, you can get your money back if you dislike the software. It’s better than nothing. Yet, some virtual data rooms might become tricky once you request your money back. Sometimes, they will try to persuade you to stay, and sometimes, you will wait for the funds to arrive in your account for ages.
Bottom line
Before choosing a virtual data room, you need to determine your financial capabilities, storage capacity requirements, and the number of users who will be accessing the data room. Also, it’s useful to try to predict the growth of your company to understand how quickly you will grow out of the service you initially choose. Then it will be easier for you to decide which data room pricing structures fit you better. And once you realize it, you will quickly choose a suitable vendor.
FAQ
What’s the cheapest virtual data room in 2025?
Budget-friendly virtual data room providers offer essential features, limited storage, and a small number of users, making them suitable for small teams or short-term projects. The exact cost depends on the size and requirements of your project.
Can I switch VDR providers mid-deal?
Yes, but it is uncommon. Switching mid-deal may disrupt workflows and risk data integrity. If necessary, ensure seamless migration and minimal downtime.
Do prices drop after a deal closes?
Some providers offer lower archival or read-only rates after a deal ends. However, others charge full subscription fees unless the subscription is cancelled or downgraded.