Free tool
Data Room Cost Calculator
Enter your deal profile and compare estimated costs across 11 providers side by side — flat-rate, storage-tier, and per-page models on one screen, using real published 2026 rates wherever vendors publish them.
| Provider | Est. monthly | Est. total (6 mo) | Basis | Notes |
|---|---|---|---|---|
| Papermark (Data Rooms)Cheapest | €99/mo | €594 | Published | Unlimited rooms, visitors & documents; 3 members included. Self-hosting the open-source platform is free. |
| DocSend (Advanced Data Rooms) | $300/mo | $1,800 | Published | 3 users included; extra seats reported ~$90/user/mo. 4,000-asset room cap. |
| ShareFile VDR | $385/mo | $2,310 | Published | Per-user with 5-license minimum; 1 GB storage per license. |
| CapLinked | $399/mo | $2,394 | Published | Team plan $399/mo (5 GB); Enterprise from $500/mo for larger storage. |
| SecureDocs | $400/mo | $2,400 | Published | $250/mo billed annually or $400/mo billed quarterly; unlimited users. |
| Digify | $480/mo | $2,880 | Published | Pro: 1 user, 3 rooms, 50 guests (+add-on fees). Team: 3 users, 10 rooms, 200 guests. |
| iDeals | $750/mo | $4,500 | Reported estimate | Quote-only. Midpoint of reported ranges ($500–$1,000 entry; $1,500–$3,000 mid; $3,000+ enterprise). |
| Firmex | $810/mo | $4,860 | Reported estimate | Quote-only. Midpoint of reported $625–$995/mo entry subscriptions; per-project deals ~$5k–10k per 3 months. |
| Intralinks | $833/mo | $4,998 | Reported estimate | Quote-only. Reported from ~$10,000/year for small implementations; scales steeply. |
| Datasite | $1,667/mo | $10,000 | Reported estimate | Quote-only, legacy per-page model: ~20,000 pages × $0.50/page reported, spread over the deal. |
| Ansarada | $2,044/mo | $12,264 | Published | Published storage-tier rate card; unlimited users; free until the deal goes live (max 90 days). |
Estimates use each provider's published prices where available (checked July 2026) and clearly labeled midpoints of reported ranges for quote-only vendors. Totals convert EUR at ~$1.10 for ranking only. Actual quotes vary with negotiation, overages, and add-ons — treat quote-only rows as directional. The cheapest badge is computed from your inputs, never fixed.
FAQ
How accurate is this data room cost calculator?
Published-price providers (Papermark, SecureDocs, DocSend, Digify, CapLinked, ShareFile, Ansarada) use their actual July 2026 rates, so those estimates are close to real invoices before overages. Quote-only vendors (iDeals, Firmex, Intralinks, Datasite) use labeled midpoints of independently reported ranges and are directional only.
What drives data room costs the most?
Pricing model first: flat-rate rooms cost the same as you grow, storage-tier rooms step up with data volume, and per-page models scale with document count. After that: team seats, deal length, and overage fees.
How many pages is a gigabyte of documents?
A common industry rule of thumb is roughly 10,000 scanned/PDF pages per GB, which this calculator uses to model per-page pricing. Image-heavy documents reduce that number significantly.