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Procurement Market Intelligence Report

Virtual Data Room Software
Sourcing Guide & Market Trends

Comprehensive intelligence for making smart purchasing decisions

Learn about actual and potential costs

How much should I pay for Virtual Data Room Software?

What is the average price of Virtual Data Room Software?

This procurement report includes pricing information to help you purchase Virtual Data Room Software. Our analysts provide a benchmark price and a price range based on key pricing factors to help you understand what you should be paying for this specific product or service. To see the average price for this and hundreds of other products and services, subscribe to ProcurementIQ.

Has the price of Virtual Data Room Software been rising or falling?

Analysts look at market data from the previous three years to determine an overall price trend. You can use the recent price trends to help you understand price volatility and plan your budget.

I’m not ready to purchase Virtual Data Room Software yet. Will I pay more if I wait too long?

We forecast the next three years of price movements by looking at factors likely to affect the market's supply chain, such as inputs, demand and competition. You can then use the price forecast to figure out the best time to purchase.

What other costs are associated with purchasing Virtual Data Room Software?

Our analysts calculate the total cost of ownership and assign a level of low, moderate or high, depending on things like customization, integration and installation. Use this information to budget for Virtual Data Room Software with a reduced risk of unexpected costs.

See how we display average pricing information, trends and market data.

Find the vendor to meet your needs

Where can I purchase ?

The market for virtual data room software exhibits a high level of concentration, with the top four vendors accounting for over 50.0% of total market revenue. The market is small with an estimated total of 340 vendors. The high level of market share concentration can be attributed to the fact... Subscribe to learn more.

Questions to ask potential suppliers

How can I gain leverage during negotiations?

Experience and Expertise

How long have you provided these products to your longest-tenured client?

What qualifications does your staff have and what measures do you take to keep those qualifications up to date?

What industry do you most commonly supply this product for?

To what extent will ordering multiple products from your firm allow me to save on costs?

What is your repeat business rate for businesses in my industry and how does that compare to your overall rates?

Supply Chain Risk

Over the past three years, what percentage of your revenue has been dedicated to raw input materials? How has that changed?

Has the availability of raw materials tightened due to the coronavirus outbreak?

Over the past three years, what percentage of your revenue has been dedicated to labor?

How have fluctuations in input prices affected the prices of your products during the past three years?

How do you mitigate sudden price increases in raw materials?

When input prices rise, how much of the cost is absorbed by you and how much is passed onto buyers?

How, if at all, has your supply chain been affected by import tariffs levied in 2018?


How do you manage regulatory change? Do you have regulation advisers or methods to track regulation?

How have changing regulations influenced your pricing now and how will the changes affect prices over the life our proposed agreement?

What ongoing training procedures do you provide for your staff?

Have you ever been found to be noncompliant with regulatory frameworks?

Amid widespread health concerns during the COVID-19 pandemic, what contingency plans are in place to mitigate risk to your clients and employees? Do you offer clients any flexible exceptions, such as contract suspensions?

Security Record & Options

What measures does your company take to keep data secure?

Has your company experienced any data breaches in the past five years? How has the company dealt with these issues?

How strictly controlled will user access be?

What additional steps can be taken to control data dissemination?

Contract Types

Do you offer discounts when virtual data rooms are purchased on a quarterly or annual basis rather than month-to-month?

Do your virtual data rooms come in predetermined quality tiers or can packages be customized?

Do you offer rooms with no data limit?

Do you offer rooms with no user limit?

Customer Support

Do you offer 24/7 customer support?

What qualifications do your support professionals have?

How do you prioritize support requests?

Amid widespread health concerns, what contingency plans are in place to mitigate risk to your clients and employees? Do you offer clients any flexible exceptions, such as contract suspensions?

Related Offerings

Do buyers typically purchase any of your other products and services alongside virtual data rooms?

Do you offer consulting related to financial due diligence?

Is there any efficiency to be gained by using your products together?

How well does your product integrate with related products and services from other companies?


What is your customer retention rate?

What is the most frequent complaint among your clients?

Has your market share expanded or contracted over the past three years?

What steps do you take to maintain market share?

Are you experiencing fluctuations in demand as a result of the coronavirus outbreak? What measures are you taking to handle reduced demand?

Employee Turnover

How do you hire and maintain quality staff?

How much year-to-year turnover in staff do you experience?

What do you do to bring talented software engineers to your team?

At your company, what is the average developer’s experience in this field?

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Key elements for every RFP

What should my RFP include?

Project Budget

Buyers should specify their budgets for virtual data room software and related products and services.

Buyers should state the payment schedule (e.g. in one lump sum up front upon award of the contract or in installments spread over the contract period).

Selection Criteria

Buyers should evaluate the experience of the virtual data room software provider based on client references and testimonials.

Buyers should evaluate the vendor’s technical proposal to make sure the virtual data room software meets their requirements.

Buyers should evaluate providers based on the vendor’s cost proposal for the software

For a detailed list of key selection criteria, buyers should reference the Buying-Decision Scorecard section of this report.

Project Schedule

Buyers need to include the proposal due date and award information date.

Buyers should include any other relevant dates that providers need to be aware of.

Evaluate major factors to mitigate risk

How risky is the supply chain?

Supply chain risk is moderate in the virtual data room software market, mainly as a result of downstream risk. Virtual data room software publishers face little risk of input price shocks or service shutdowns resulting from upstream supply issues due to their minimal reliance on material inputs to develop and... Subscribe to learn more.