The 7 Best Virtual Data Room Software: My Top Picks

High-performing teams don’t leave due diligence to chance.

When legal, finance, or corporate development teams need to share confidential documents with external stakeholders, whether it's during a fundraising round or an audit, they rely on systems built for control and clarity.

Instead of scattering sensitive files across email threads and unsecured cloud drives, they use the best virtual data room (VDR) software to centralize everything.

With granular permission settings, watermarking, and real-time activity tracking, these teams always know who accessed what, when, and for how long. Nothing slips through the cracks.

This level of precision isn’t just efficient, it’s expected in high-stakes environments.

If your team is still relying on generic file-sharing tools, it might be time to consider how a modern VDR can transform your document workflows and protect your deals from unnecessary risk.

My top 7 virtual data room software recommendations for 2025

The best virtual data room software is designed to help organizations securely manage sensitive documents, streamline due diligence, and maintain control over who sees what and when. As I evaluated these tools, it became clear how they simplify complex workflows, enable secure collaboration with external parties, and provide full visibility into document activity, without compromising confidentiality.

What makes virtual data room software worth it: my opinion

When evaluating the best virtual data room software, I focus on several key features that determine its effectiveness for organizations handling sensitive transactions:

• Enable secure cloud storage and distribution of content, data, and documents in a controlled environment
• Provide security measures such as encryption, two-factor authentication, and single sign-on controls
• Offer customizable permissions structures
• Remotely control files through digital rights management
• Verify, track, and enforce document permissions
• Allow for the compartmentalization of data within multiple projects, guaranteeing zero overlap or interaction between the individual projects

This data was pulled from G2 in 2025. Some reviews have been edited for clarity.

1. Datasite Diligence Virtual Data Room 

Datasite Diligence Virtual Data Room stands out as a dependable VDR solution, especially for mid-sized to large enterprises handling complex due diligence processes.

It’s frequently mentioned in the context of financial services, legal teams, private equity firms, and M&A advisors who need a secure and intuitive way to manage confidential document exchanges and prevent data breaches.

One standout capability, according to users, is how easy it is to upload and organize files within the platform. I frequently see G2 reviewers highlight the drag-and-drop functionality and folder structure, which they say makes navigating large volumes of data much more manageable. From what I’ve read, the sorting and search tools are also well-received, helping users quickly locate specific documents, even in data-heavy deals.

Something G2 reviewers seem to really appreciate is the platform’s ease of use, particularly for onboarding new team members. Several users mention that even those with limited technical skills found the interface intuitive. This ease of adoption seems to be a key advantage for teams with diverse user backgrounds collaborating on tight timelines.

Another recurring theme in reviews I’ve read is customer support. Users often describe the support team as highly responsive and proactive. I’ve seen multiple reviewers mention that Datasite staff don’t just answer questions—they often go the extra mile to help with setup, permissions, and even tailoring the workspace to the team’s needs.

There’s also a lot of love for the mobile app experience. According to feedback I gathered from G2 users, the app helps professionals stay on top of updates while traveling or away from their desks. This level of accessibility is consistently seen as a value-add in time-sensitive deal environments.

Integration and setup also stands out. The initial configuration process is described as smooth, with minimal friction. Several reviewers note that features like user provisioning and permissions management fit easily into their existing workflows, which helped accelerate deal prep.

That said, G2 users do call out areas that could use improvement. A consistent pain point I’ve come across is dashboard creation. While the tools are there, I’ve read that some users find the design process clunky and the final visuals not quite polished enough, especially when creating reports for stakeholders.

There’s also some feedback around layout customization. Many users acknowledge the richness of features like sandboxes and staging rooms, but a few wish they could toggle off the tools they don’t need for simpler deals. I’ve noticed some frustration with having to navigate around functionality that isn’t always relevant.

The complexity of managing permissions is another issue. Reviewers often mention that while the platform offers granular control—which is important in high-stakes environments—the process can feel overwhelming. I’ve read multiple reviews that mention second-guessing whether access was set up correctly, especially when assigning by file, user type, or buyer group.

Finally, one detail that gets occasional criticism is the automatic conversion of Word documents into PDFs. While this default behavior is intended for security, I’ve seen users mention it causes friction when editable versions are needed. In these cases, reviewers felt the platform added extra steps that could slow things down.

What I dislike about Datasite Diligence Virtual Data Room:

• I’ve come across several reviews where users struggled with setting permissions and felt unsure if access was correctly assigned.
• I’ve noticed feedback about the auto-conversion of Word files to PDFs creating extra steps when editable documents are needed.

What G2 users dislike about Datasite Diligence Virtual Data Room:

"Recently, I’ve wished there was a way to assign permissions to a document in bulk. I’ve had to pull up different groups individually when changing permissions, so having this feature would be helpful and time-saving. Other than that, I consider the product superior to its competitors."

- Datasite Diligence Virtual Data Room Review, Verified User in Investment Banking

2. Ideals Virtual Data Room

Ideals Virtual Data Room is a VDR built to support deal teams effectively. It’s especially well-suited for small to mid-sized businesses in industries like legal, finance, life sciences, and real estate, anywhere secure document sharing and compliance-driven workflows are essential.

One feature that I frequently see getting strong praise is the user interface. G2 reviewers often highlight that uploading files, creating user groups, and assigning access levels can be done with minimal effort. There's a very small learning curve, even for users joining during fast-moving, high-stakes projects.

Something else that stood out to me in the reviews was how simple the onboarding experience is. Many users note that once new users are invited, iDeals automatically prompts them to activate their accounts and get started. According to multiple reviewers, this self-serve activation eliminates the need for extra training or walkthroughs, which helps teams, especially external partners, get up and running quickly.

From what I’ve read, users also value iDeals’ flexible permission system. There are repeated mentions of how easy it is to assign detailed access controls and limit document visibility based on group or individual roles. This seems especially critical for compliance-heavy projects, and several G2 reviewers say they feel confident sharing sensitive materials because of this granular access control.

Although not all feedback is positive. I’ve come across user comments mentioning challenges with deep folder access. Specifically, when folders contain multiple layers of subfolders, recipients sometimes struggle to access files that are deeply nested. This appears to cause minor workflow disruptions and follow-up conversations to resolve access issues, something that ideally would be seamless.

Another limitation I’ve seen raised is the lack of a built-in progress tracker. Several reviewers mention wanting a way to monitor document collection during early due diligence. Without a native tracking feature, users often turn to external spreadsheets or manual methods, which introduces friction and increases the risk of misalignment among stakeholders.

What I dislike about Ideals Virtual Data Room:

• I’ve come across feedback where users faced issues accessing deeply nested folders, which sometimes slowed down workflows.
• I’ve noticed reviewers mention the absence of a built-in progress tracker, leading them to rely on spreadsheets for document tracking.

What G2 users dislike about Ideals Virtual Data Room:

"It would be great if you could edit Word/Excel files directly within the data rooms, rather than having to upload and download them. Additionally, I’d like to see a "corporate address book" feature, so I don’t have to re-enter the email addresses of users who have already been invited to other data rooms."

- Ideals Virtual Data Room Review, Tracy B.

3. Ansarada

In evaluating user feedback on Ansarada from G2, I’ve found it to be positioned as a smart, AI-driven Virtual Data Room designed to support high-stakes transactions with precision and security. From what I’ve seen, it’s best suited for mid-sized to large enterprises, particularly in industries like investment banking, legal advisory, and corporate finance, where confidentiality and streamlined deal execution are critical.

A consistent theme I’ve noticed in G2 reviews is praise for how intuitive the platform’s navigation is. Many users say that the interface is clean and easy to grasp, making onboarding smoother. They highlight that teams are able to jump right into using the system without needing extensive training, which saves time and allows users to stay focused on the deal.

Another standout capability, is AI-powered tools. I’ve come across multiple reviewers who value how artificial intelligence backed features flags risks and identifies trends early in the due diligence process. These insights are often described as helpful in staying proactive and avoiding deal bottlenecks. AI isn’t just a buzzword, it actively contributes to better decision-making.

Security is another area where Ansarada gets strong marks. Across reviews, I’ve seen repeated mentions of robust security features, such as end-to-end encryption and customizable user permissions. For users managing sensitive or confidential data, this level of security gives them the confidence to share documents internally and externally without hesitation.

Mobile accessibility is something else that G2 users seem to really appreciate. I’ve read several reviews that mention how the mobile platform helps users stay connected to deal activity even when they’re away from their desks. In high-pressure environments where speed is everything, this level of access appears to be a real advantage.

I’ve noticed some frustration around the lack of a smooth document click-through experience. Reviewers say it can be inconvenient to open each document individually in a new tab or download them just to view contents, especially when reviewing multiple files back-to-back. For a platform built around speed and ease, this seems to disrupt the user flow.

Another pain point that shows up in user reviews is the delay in notifications. G2 users mention that time-sensitive updates don’t always come through fast enough, which can lead to missed actions or slower response times during critical deal phases. Real-time alerting is an area where several users feel there’s room for improvement.

Lastly, I’ve read multiple reviewers mention struggles with copying text directly from PDF previews. For users who need to pull specific data points or quotes from documents quickly, this limitation forces them to find workarounds—an unexpected hurdle in an otherwise modern platform.

What I dislike about Ansarada:

• I’ve come across several reviews mentioning frustration with the document click-through experience, where users need to open each file in a new tab or download them, disrupting workflow.
• I’ve read complaints about delays in notifications, with users mentioning that time-sensitive alerts don't always come through in real time, causing slowdowns during critical phases.

What G2 users dislike about Ansarada:

"I wish there were a report that could show exactly which documents have been uploaded or changed since your last login, with the option to download only those documents."

- Ansarada Review, Marcus C.

4. Firmex Virtual Data Room

What I dislike about Firmex Virtual Data Room:

• I’ve come across frequent mentions of dissatisfaction with Firmex’s lack of collaborative document editing, which users feel hinders real-time updates.
• I’ve seen G2 users express frustration with the process of importing index spreadsheets, finding it manual and unintuitive compared to other platforms.

What G2 users dislike about Firmex Virtual Data Room:

"Tracking data usage can sometimes be challenging, and there is a small learning curve when it comes to adding members to data rooms."

- Firmex Virtual Data Room Review, Vincent M.

5. ShareFile Virtual Data Room

What I dislike about ShareFile Virtual Data Room:

• I’ve read that G2 users express frustration with outdated user profile management, finding it cumbersome and misaligned with the otherwise simple interface.
• I’ve come across consistent dissatisfaction regarding missing default security features like file locking and two-factor authentication, which users feel are essential for handling sensitive data.

What G2 users dislike about ShareFile Virtual Data Room:

"Each time you click on a folder to generate a shareable link, it provides a different link. It would be better if the same link was used consistently to avoid confusion."

- ShareFile Virtual Data Room Review, Verified User in Construction

6. Digify

Digify is a dependable virtual data room solution, especially for startups and small—to mid-sized businesses in tech, legal, or media.

A consistent theme in G2 reviews I’ve noticed is the platform’s strong focus on document security, particularly when dealing with confidential content like intellectual property. Users frequently praise Digify for allowing them to restrict downloading, printing, or forwarding files. 

From what I’ve seen, this gives teams a sense of control and peace of mind when sharing sensitive materials like pitch decks, prototypes, or internal plans.

According to G2 users, one standout capability is granular access management. Multiple reviews note how users can easily assign permissions at the document, user, or even session level. This flexibility seems especially valuable for companies managing stakeholders across departments or external partners. Reviewers also mention how simple it is to create structured data rooms and upload files in batches. From the feedback I’ve gathered, Digify makes onboarding and organizing content straightforward and efficient.

Something G2 reviewers seem to really appreciate is Digify’s activity tracking and analytics. Across many reviews, users highlight how helpful it is to see who accessed the data room, what documents they viewed, and for how long. These insights are often mentioned as critical during due diligence or other time-sensitive projects. Based on what I’ve read, this feature offers transparency and a better understanding of stakeholder engagement—something that clearly adds practical value.

However, not all feedback is glowing. I’ve seen some users express frustration with the user role management interface. While Digify is generally praised for its usability, the process of modifying or assigning admin roles is frequently called out as unintuitive. According to reviewers, the interface can feel clunky and lacks clear guidance in this area, which can be a sticking point for teams managing multiple contributors.

Another area where I’ve read recurring critiques involves handling Excel files. From what I’ve seen, users are disappointed by the lack of secure in-platform viewing options. Many note that the only way to share Excel files is by enabling downloads, which undermines the tool’s core promise of tight access control. I’ve come across requests for read-only previews with watermarks and editing restrictions, similar to how PDFs are handled. This seems to be a commonly desired feature that could significantly improve user experience.

What I dislike about Digify:

• I’ve come across several reviews where users express frustration with the unintuitive user role management interface, particularly when modifying or assigning admin roles.
• I’ve read multiple critiques about the lack of secure in-platform viewing for Excel files, with users requesting read-only previews and editing restrictions to match the secure handling of other document types like PDFs.

What G2 users dislike about Digify:

"Adding and modifying admin users is not intuitive, and Excel files require better preview and read-only solutions. Currently, the only effective way to provide meaningful access to Excel files is by granting download permissions."

- Digify Review, Mujeeb J.

7. SecureDocs Virtual Data Room, an Onit Product

Based on my review of G2 user feedback, SecureDocs, an Onit product, is generally praised for being a simple, secure, and cost-effective virtual data room solution.

One feature that G2 reviewers frequently highlight is the ease of use. Many users appreciate how straightforward the platform is to navigate. From what I’ve seen, users consistently mention that no extensive training or onboarding is required, making it easy for teams to quickly get up to speed. This simplicity is especially appreciated by small to mid-sized businesses, as it allows for fast document sharing without the need for complex configurations.

I’ve noticed that access control is another area where SecureDocs stands out in G2 reviews. G2 users frequently point out how the platform gives them complete control over who can view specific documents and for how long. The ability to expire access or restrict document forwarding is frequently mentioned as a feature that provides peace of mind, especially when handling sensitive materials like fundraising documents or contracts. 

When looking at SecureDocs, a recurring theme in G2 reviews is its affordability. I’ve seen multiple users comment on how the platform provides great value, particularly for companies that don’t need a lot of integrations or complex customizations. The general consensus seems to be that for the price, SecureDocs delivers a reliable and secure solution, without the unnecessary features that can drive up costs in other platforms. 

However, I’ve also come across some areas of dissatisfaction in G2 reviews, particularly around reporting capabilities. Many users mention that the reporting features are basic and lack the depth needed for more detailed analysis.

G2 reviewers often express a desire for more granular insights into user behavior, document activity, and access logs. For some, this limitation has been a point of frustration when trying to generate comprehensive reports or track document usage more effectively.

Another issue that frequently comes up in reviews is document loading speed. I’ve read multiple reviewers mention that larger files can sometimes take longer to load, with some users noting that certain sections of the document may not display immediately. This delay can slow down workflows, especially in time-sensitive situations when users need to quickly review documents. This issue seems to be a common pain point, especially when dealing with high-volume or large document reviews.

What I dislike about SecureDocs Virtual Data Room, an Onit Product:

• I’ve noticed that many users express dissatisfaction with the platform’s basic reporting capabilities, especially when they need more granular insights into document activity, user behavior, and access logs.
• Another common issue raised in reviews is document loading speed. Users report that larger files sometimes take longer to load, which can create delays in time-sensitive workflows and impact overall efficiency.

What G2 users dislike about SecureDocs Virtual Data Room, an Onit Product:

"Depending on the size of the document, it can sometimes take a while to load and view its contents. Occasionally, you may need to scroll for the pages to load."

- SecureDocs Virtual Data Room, an Onit Product Review, Darla R.

Virtual data room software: Frequently asked questions (FAQs)

1. How can I ensure the security of sensitive documents during M&A?

To ensure the security of sensitive documents during mergers and acquisitions, Datasite is one of the best data room solutions available. It’s specifically built for M&A, offering advanced security features, user permissions, watermarking, and real-time activity tracking to protect confidential information. Datasite also supports seamless collaboration and due diligence with tools designed to manage complex transactions efficiently. 

2. Can I customize the interface of a VDR to match my company's branding?

Yes, many VDR providers allow you to customize the interface to match your company’s branding. However, the level of customization varies depending on the VDR provider and pricing plan. If branding is a priority, make sure to choose a VDR that offers white-labeling or branding options as part of its features.

3. Which secure data room providers offer seamless integration with financial tools?

Datasite and Firmex are top secure data room providers offering seamless integration with financial tools. Datasite excels in M&A and IPO transactions with deep Excel integration and advanced analytics for financial modeling and due diligence. Firmex, popular in finance and legal sectors, offers strong access controls and easy integration with accounting systems. Both platforms support APIs and efficient data exports, making them ideal for finance teams.

4. Can you use Google Drive or Dropbox as a data room?

Yes. However, they lack advanced features such as document tracking, watermarking, and detailed audit logs found in dedicated VDRs. While suitable for less sensitive data or internal collaboration, they may not meet the stringent security and compliance requirements of high-stakes or regulated transactions. 

5. How long does it take to set up a secure data room?

Basic setups with pre-defined documents and limited customization can be completed in a few hours. However, larger, more complex setups involving a high volume of sensitive documents, advanced security configurations, user permissions, and detailed access control may take a couple of days. Additionally, the time can vary depending on the virtual data room provider and the need for training or user onboarding.

You need more than just a lock and key!

After thoroughly evaluating the top virtual data room software, I've realized how much the right system can enhance data security and streamline operations.

Each VDR platform offers unique features to meet different needs, whether it's secure document sharing, advanced access controls, or detailed user tracking. With so many options, you'll find a solution that makes managing sensitive data and transactions much more efficient.

I hope these insights help you choose the best VDR for your organization, because let’s face it, the last thing you want is scrambling to secure data at the eleventh hour!

Unlock the full value of your VDR with cutting-edge OCR technology. Make every document searchable and secure.