United States. Virtual data rooms for M&A and due diligence
What does data room software actually cost?
Data room pricing is opaque by design. Of 40 vendor pages read on 12 October 2026, 17 publish a price. The six here price in different units, so quotes cannot be lined up without work. This page does that work.
Source: VDR Pricing Index, 17 of 40 vendor pages publishing a price, read 12 October 2026
| Option | ||||||
|---|---|---|---|---|---|---|
| CapLinked Anyone who wants to know the price before speaking to a salesperson | Yes, on its pricing page, read 23 October 2026. Team is $399 a month. Enterprise starts at $500 a month or $5,000 a year. | A flat monthly rate, not pages and not gigabytes. Team includes 5GB of storage; Enterprise states flexible storage with no maximum. A flat rate is rarer in this market than it sounds and it is the reason this provider can publish at all. | Unlimited guest users on both plans. The 14-day trial, read 23 October 2026, gives 1 workspace and 2 administrators; the page states no administrator or workspace limit for Team itself, so ask before you plan a room around one. | No long term contract required on Team. Enterprise is a custom quote. | 14 days with full access to Team plan features, and 500MB of trial storage. | The 5GB ceiling on Team. A document-heavy diligence process will pass it, and the page does not publish what the overage costs, so ask before you start uploading rather than mid-deal. Enterprise also carries a price match guarantee against a competing written quote, which is worth using precisely because most of this market quotes privately. |
| SecureDocs A fixed monthly price, with a lower rate for committing to a year | Yes, read 23 October 2026 on the onit.com page that securedocs.com/pricing now redirects to, Onit having acquired SecureDocs. $250 a month on a 12 month plan billed annually, or $400 a month on a 3 month plan billed quarterly. Volume packages for several deals at once are priced on contact. | A flat fee, not pages, gigabytes or users. The page states the flat-fee plans include unlimited users, unlimited documents and 24/7 support. | Unlimited users on the flat-fee plans. | Three months billed quarterly, or twelve months billed annually. The page suggests the twelve month plan when a deal may take six months or longer. | 14 days free. | The term rather than the rate. The $250 figure is a twelve month plan billed annually and the $400 one a three month plan billed quarterly, so the cheaper rate depends on how long the room has to stay open; price the term you will actually use. The page also states a successful SOC 2 Type 2 audit: ask for the report and the period it covers. |
| Ansarada Deals with an uncertain start date, because the room is free until it is live | Not on its pricing page, where a quote builder offers a tailored VDR quote. Its own pricing guide, read 23 October 2026, lists Essentials plans by data size, from $99 a month for 50 MB, or $69 a month on a 12 month term. | Data volume. The pricing page publishes the mechanism rather than the rate, and the mechanism is the thing to understand: overage is charged on PEAK usage for the billing period, for the remainder of your contracted term. Its pricing guide, read 23 October 2026, gives the rates, from $159 per extra 50 MB a month on the 250 MB plan to $609 per extra 400 MB on plans of 4 GB and above. | Its pricing guide, read 23 October 2026, states every data plan includes unlimited external users; Essentials plans include up to 5 internal users and Premium plans unlimited internal users. | A contracted term, and a strict one. Upgrades and downgrades are available only at the end of the contracted term, so you cannot shrink the room when diligence finishes. | Better than a trial for this use case. The data room is completely free until your transaction is live, or 90 days after it was created, whichever comes first. That lets you build and index the room before the clock starts. | Peak usage billing, which is the single most expensive convention in this market. Upload everything, get through diligence, delete half of it, and you still pay the peak for the rest of the term. Ask what the peak measurement window is and whether deleting data reduces the charge before the term ends. It usually does not. |
| DealRoom Corporate development teams running several deals a year rather than one exit | No. The page states the subscription scales with the number of deals you run and directs you to contact sales. | Deal volume, which is a genuinely different model from everyone else here and the right one for a serial acquirer. It also states no per-document charges, so you can upload freely. | Unlimited users included in the subscription. | An annual commitment. | None published. A free walkthrough is offered, which is a demo rather than a trial. | What counts as a deal, and what happens when you exceed the number you bought. Pricing by deal volume is only predictable if the definition is tight, and a process that stalls and restarts twelve months later may or may not be one deal. Get the definition and the overage in writing. |
| ShareVault Buyers who want a tier that matches deal complexity rather than data volume | A starting figure per tier. Read on 12 October 2026 and again on 23 October 2026, the pricing page states pricing as low as $160 a month for Express, for smaller deals or simple sharing, and $200 for Pro, for serious dealmakers, each footnoted as based on minimum storage and a 12 month prepaid term. Enterprise, for complex ongoing secure file sharing, is custom priced. | Not published. The starting figure assumes minimum storage, and the tier names describe deal complexity rather than a metered unit, which tells you little about what moves the bill. | Not published. | Not published; no minimum term is stated either way. | A free trial is mentioned without a stated length. | Everything above the starting figure, because only the floor is published. If this is on your shortlist, ask for the billing unit first and the number second: a quote you cannot decompose into a unit and a rate cannot be compared with any other quote you hold. |
| Brainloop Organisations buying board and deal rooms together as one governance platform | No. brainloop.com/pricing now serves a general overview of its products, read 23 October 2026, with no price on it. | Not published. | Not published. | Not published. | Not published: the page we read on 23 October 2026 does not mention one. | Scope, more than price. It presents BoardRoom, MeetingSuite, DealRoom and CollaborationRoom as a family, so a quote may cover more than the deal room you came for. Ask for the deal room priced on its own, then decide whether the rest is worth the bundle. |
What virtual data room providers publish about price, 2026
Last updated
Buyers of this software routinely collect four quotes and find they cannot be compared, because the providers are not quoting for the same unit. This table records what each one states in public, so the shape of a quote can be predicted before it arrives.
Read from each provider's own pricing page on 15 August 2026, and for SecureDocs on 23 October 2026, cited in full below. Every price cell was read again on 23 October 2026, Ansarada's from its pricing guide and the others from each provider's pricing page. A cell states what the provider publishes; where it publishes nothing the cell says not published, which describes its page on that date rather than asserting a price or a policy does not exist. No figure here is derived, averaged or estimated, and none is taken from a third party review site, because the whole subject of this table is what providers themselves will state. iDeals and Firmex, whose pricing pages read on 23 October 2026 publish no price, and Datasite, which publishes no pricing page, are not rows here rather than represented by an estimate, and that is a limit of the table.
| Provider | Price published | Billing unit | Users included | Commitment | Free trial | Source |
|---|---|---|---|---|---|---|
| CapLinked | Yes, $399/mo Team | Flat monthly rate | Unlimited guest users | None on Team | 14 days | |
| SecureDocs | Yes, $250/mo on a 12 month plan, $400/mo on 3 months | Flat fee | Unlimited users | 3 or 12 month plan | 14 days | SecureDocs, pricing on onit.com, read 23 October 2026 |
| Ansarada | In a pricing guide: Essentials from $99/mo for 50 MB | Data volume, billed on PEAK usage | Unlimited external; Essentials up to 5 internal | Contracted term, changes only at end | Free until live or 90 days | Ansarada, pricing guide, read 23 October 2026 |
| DealRoom | No | Number of deals run | Unlimited | Annual commitment | None; demo only | |
| ShareVault | A starting figure: as low as $160/mo Express, $200/mo Pro | not published | not published | not published | Mentioned, length unstated | ShareVault, pricing, read 23 October 2026 |
| Brainloop | No | not published | not published | not published | not published |
- Two of six virtual data room providers compared publish their rates in full on their own pages: CapLinked, at $399 a month for its Team plan, and SecureDocs, at $250 a month on a 12 month plan or $400 a month on a 3 month plan. Ansarada lists plans from $99 a month in a pricing guide, and ShareVault states a starting figure of $160 a month (read 23 October 2026).
- The six bill for at least three different units, flat rate, data volume and deal count, with two publishing no unit at all.
- Data overage at one provider is charged on PEAK usage for the billing period, for the remainder of the contracted term, not on average usage.
- All four providers that publish a user policy include unlimited users of some kind: guest users on CapLinked, external users on Ansarada, and all users on DealRoom and SecureDocs. The published limits fall on your own side instead, such as the 5 internal users on Ansarada's Essentials plans (read 23 October 2026).
- One provider makes the room free until the transaction goes live or 90 days after creation, which covers the build and index phase rather than testing the product.
Cite this page
“What virtual data room providers publish about price, 2026”, Data Room Picker, https://dataroompicker.com/ (updated 2026-10-23). Read from each provider's own pricing page on 15 August 2026, and for SecureDocs on 23 October 2026, cited in full below. Every price cell was read again on 23 October 2026, Ansarada's from its pricing guide and the others from each provider's pricing page. A cell states what the provider publishes; where it publishes nothing the cell says not published, which describes its page on that date rather than asserting a price or a policy does not exist. No figure here is derived, averaged or estimated, and none is taken from a third party review site, because the whole subject of this table is what providers themselves will state. iDeals and Firmex, whose pricing pages read on 23 October 2026 publish no price, and Datasite, which publishes no pricing page, are not rows here rather than represented by an estimate, and that is a limit of the table.
Want comparable quotes, in the same units?
Tell us the shape of the deal and roughly how much data the room will hold at its peak. We will ask providers for the unit and the rate, which is what makes quotes comparable.
How we chose these, and how they are ordered
Six virtual data room providers. Five had pricing pages that returned a readable response on 15 August 2026. SecureDocs' pricing page, now on onit.com, read in full on 23 October 2026. Every price line was read again on 23 October 2026 from each provider's own pages. Nothing comes from a review site, a listicle or a reseller.
Order runs by how much of its commercial model a provider states in public. CapLinked's and SecureDocs' published plans come first, and Brainloop, which states neither a rate nor a unit, comes last. That ranks disclosure, which is checkable, not security or product quality, which are not observable from outside.
Three providers are not yet rows: iDeals, Firmex and Datasite, which publishes no pricing page. The first two publish no price on readable pages (read 23 October 2026). Plans at iDeals (Core, Premier, Enterprise) carry unlimited users and a get price button. Firmex quotes a one-time project fee or annual subscription by data and time. No judgement: shortlist all three.
Where a provider publishes nothing, the cell says not published. Here that phrase is information, not a gap. When 23 of the 40 vendor pages we read decline to publish a price, the market is telling you how it prefers to sell.
- CapLinked CapLinked, pricing
- SecureDocs SecureDocs, pricing (onit.com)
- Ansarada Ansarada, pricing
- DealRoom DealRoom, pricing
- ShareVault ShareVault, pricing
- Brainloop Brainloop, pricing
Data Room Picker is an information site. It is not affiliated with, endorsed by or connected to any data room provider named here, and nothing on it is legal, security or contractual advice. We take no commission from any provider in this comparison and carry no paid placements. Prices, billing units and terms change without notice: every figure carries the date we read it on the provider's own page, and in a market where most vendors decline to publish a rate at all, the figure that decides your bill will come from a quote rather than from any comparison, including this one.
Questions, answered directly
How much does data room software cost?
Fewer than half publish it: 17 of 40 vendor pages read on 12 October 2026. The flat monthly median is $375 across 7 figures, from $9.80 to $495. CapLinked: Team $399 a month with 5GB, Enterprise from $500 a month or $5,000 a year. SecureDocs: $250 a month on 12 months, $400 on 3. Units differ, so convert quotes first.(VDR Pricing Index, 17 of 40 vendor pages publishing a price, read 12 October 2026)
What are you actually billed for in a virtual data room?
It depends on the provider, and the units are not interchangeable. CapLinked and SecureDocs charge a flat monthly rate, Ansarada by data volume, and DealRoom by deals run, with no per-document charges stated. ShareVault and Brainloop publish no unit. Older comparisons also mention per page pricing. So split any quote into a unit and a rate before comparing it.
What is peak usage billing and why does it matter?
Ansarada publishes that additional data is charged at peak usage for the billing period, for the rest of the contracted term. Diligence is a spike: load, review, then quiet. You pay for the spike all term, not your average. A room that briefly held 80GB is an 80GB room until the contract ends. Model it before uploading an archive.
Do virtual data rooms charge per user?
The published ones do not. CapLinked (guests, both plans), DealRoom, SecureDocs (flat-fee plans) and Ansarada (external users, every data plan) include unlimited users. Published limits fall on your side: Ansarada's Essentials plans include up to 5 internal users, CapLinked's trial 1 workspace and 2 administrators (read 23 October 2026). So your own team, not your bidders, is usually the constraint.
Is there a free trial for data room software?
Yes, two kinds. CapLinked offers 14 days of full Team features with 500MB of trial storage, and SecureDocs a 14-day free trial; both test the product. Ansarada's room is free until your transaction is live, or 90 days after creation, whichever comes first. That covers the slow build and indexing, which suits a sell-side process. DealRoom offers a walkthrough instead.
Which data room is best for M&A due diligence?
One exit or a deal programme? DealRoom's annual, per-deal billing suits a corporate development team acquiring several times a year, not a single sale. CapLinked's Team is a flat $399 a month, no long term contract. SecureDocs: $400 a month on 3 months or $250 on 12. An annual term for a four-month exit wastes eight months.
How do I compare quotes when most providers do not publish prices?
Ask every provider for four things and refuse a quote without them: the billing unit, the rate per unit, what is included before that rate applies, and the commitment length. Normalise against your expected peak data volume and deal count. CapLinked publishes a price match guarantee against a competing written quote, so a published price can discipline private ones.
Sources
This site's own datasets, every figure quoted from its source and dated:
- The Diligence Disclosure Requirements carries 10 published figures read from 3 sources' own pages; the 6 published figures given by disclosure head run from 9 to 24 month, read 11 November 2026.
- For flat-monthly, the median published figure in the VDR Pricing Index is 375 USD across 7 figures from the sources' own pages (range 9.80 to 495 USD; 17 sources publish a figure), read 11 November 2026.
Get the unit before you get the number
Six providers, four that publish a figure, three different billing units and the peak usage convention that decides what a diligence spike really costs you.