ShareFile Virtual Data Room

The ShareFile Virtual Data Room plan starts at $77/user/month with a minimum of 5 users. A "Try Free" option is available. Multiple plans exist (Advanced, Premium, Industry Advantage, Virtual Data Room) with increasing capabilities.

ShareFile pricing is published. The Virtual Data Room plan is $77 per user per month with a five-user minimum, so the lowest possible bill is $385/month. The lower ShareFile tiers (Advanced, Premium, Industry Advantage) are built for client portals and e-signature rather than deal work, and the VDR-specific controls, dynamic watermarking, folder Q&A, full-text search and the advanced audit reports, sit only on the VDR plan. A free trial is offered.

The per-user basis counts your own licensed users, not the bidders or investors you invite, so the cost is stable through a process with many external parties. The floor is the problem for small teams: a founder and a CFO still pay for five seats. HIPAA is covered through a mutually executed BAA with Progress Software, which is why accounting and healthcare firms that already use ShareFile portals tend to keep their data rooms there as well.

• Published price: VDR plan $77/user/month, minimum 5 users, so $385/month at the floor.
• Billing basis: per licensed user; external guests are not charged.
• Free trial: offered. HIPAA requires a signed BAA.

The plan details and a worked example are on the ShareFile pricing page; every vendor's published price sits side by side on the data room pricing index.

ShareFile's real strength is the compliance paperwork around it: HIPAA with a signed BAA, SOC 2, ISO 27001 and ISO 27701, a documented REST API with webhooks, and Microsoft 365 and Google Workspace integrations that a firm's IT team has usually already approved. Its weakness as a deal room is the plan shape: $77/user/month with a five-user floor, a branded domain that is subdomain-only, and GDPR not confirmed in the public security FAQ. Papermark's Data Rooms plan is $99/month (annual billing) with unlimited data rooms, unlimited visitors, custom branding on your own domain, NDA gating, dynamic watermarking and per-page analytics, plus SOC 2, GDPR, HIPAA and EU or US data residency; its weakness against ShareFile is that it has no client-portal or e-signature layer, so it does not replace the rest of a firm's document workflow. A healthcare or accounting firm that already lives in ShareFile portals should keep its data room there; a founder, a deal team of two or three, or a seller with European bidders should pick Papermark.

• Deal size: a seed or Series A round run by one or two founders has no use for five seats. The $385/month floor buys three licences nobody logs into.
• Pricing model: per-user billing with a minimum works for a firm that keeps the same staff on the platform all year. For a one-off transaction with a short-lived deal team, a flat monthly room with no seat count is the cheaper model.
• Workflow: if the bidders are in the EU and their counsel will ask for GDPR processing terms, or if the room must sit on your own domain rather than a ShareFile subdomain, you will be working around the platform rather than with it.

The options for each of those cases are listed in ShareFile alternatives.