Onehub
Citrix ShareFile
Box
Digify
Ellty
SecureDocs
CapLinked
DocSend
iDeals
Datasite
Ansarada
Firmex
Drooms
Intralinks
SmartRoom
DealRoom
ShareVault
Venue by DFINSales tax by province
Registered foreign vendors charge GST/HST at the rate of the province where your company is. Quebec adds the QST, and BC, Saskatchewan and Manitoba add a provincial tax on software. Registrants can usually recover GST/HST and QST; PST and RST are a cost.
| Province or territory | Tax | On C$1,000 a month |
|---|---|---|
| Ontario | HST 13% | C$1,130 |
| Quebec | GST 5% + QST 9.975% | C$1,150 |
| British Columbia | GST 5% + PST 7% | C$1,120 |
| Alberta | GST 5% | C$1,050 |
| Saskatchewan | GST 5% + PST 6% | C$1,110 |
| Manitoba | GST 5% + RST 7% | C$1,120 |
| Nova Scotia | HST 14% | C$1,140 |
| New Brunswick | HST 15% | C$1,150 |
| Newfoundland and Labrador | HST 15% | C$1,150 |
| Prince Edward Island | HST 15% | C$1,150 |
| Yukon, NWT or Nunavut | GST 5% | C$1,050 |
Sales tax on your plan
Three worked examples
Dental practice sale in Kelowna
One buyer, a lawyer on each side, about 400 files, three months. On a quote-based platform our practice or small business sale band is C$2,100 to C$6,000 for 3 months, or C$2,352 to C$6,720 with GST 5% + PST 7% in British Columbia. On a published flat plan the same months cost C$63 to C$1,269 before tax.
Series A round in Waterloo
A lead fund, two follow-on investors and counsel, three months. On a quote-based platform our seed to series b round band is C$3,000 to C$9,000 for 3 months, or C$3,390 to C$10,170 with HST 13% in Ontario. On a published flat plan the same months cost C$63 to C$1,269 before tax.
Mid-market sale in Montreal
Six bidders, a bilingual index, Q&A and staged release over four months. On a quote-based platform our mid-market m&a sale band is C$10,000 to C$30,000 for 4 months, or C$11,498 to C$34,493 with GST 5% + QST 9.975% in Quebec. On a published flat plan the same months cost C$84 to C$1,692 before tax.
What drives the cost
- Length of the deal. Most Canadian mid-market sales keep the room open three to six months; regulatory reviews and CCAA processes run longer.
- Number of outside users. Per-user plans get expensive with several bidders, each bringing counsel, accountants and lenders.
- Document volume. Page and storage caps matter for real estate, mining and engineering files.
- Features. Q&A, redaction, clean-team areas and AI tools are often tied to higher tiers.
- Currency. A US-dollar invoice moves with the exchange rate and attracts card foreign exchange fees.
Hidden costs to ask about
- Page or storage overages after the room fills.
- Extra months if closing slips, often at a higher monthly rate.
- Archive copies on USB or download at the end of the deal.
- Set-up, indexing or translation services.
- Card foreign exchange fees of around 2.5% on US-dollar charges.
US price to Canadian dollars
How to budget
- Estimate document count and pages with the size estimator.
- Count outside users: bidders times their advisers.
- Set a realistic term, then add one or two months.
- Price two published plans and one quote-based vendor, in Canadian dollars with tax.
- Agree the price for extra months and the archive in writing.
How to save
Choose a flat price if users or pages are uncertain. Ask quote-based vendors for a Canadian-dollar invoice and a cap on overages. Use the free trial to build the index before the paid term starts. Close the room promptly after signing and take the archive.
Monthly or annual?
For a single deal, pay monthly. Annual plans make sense for law firms, advisory boutiques, fund managers and corporate development teams that run several deals or keep a standing investor room.
FAQ
How much does a virtual data room cost in Canada?
Published entry prices in our list run from C$21 to C$423 a month for flat plans, converted from US dollars. Quote-only vendors usually land between C$700 and C$20,000 a month depending on the deal. Add 5% to 15% sales tax.
Why are most data room prices in US dollars?
Most vendors are based in the United States, Europe or Australia and price in US dollars. Some will invoice in Canadian dollars on request, usually on annual or enterprise contracts. Ask during the quote.
Do I pay GST or HST on a data room?
Usually yes. Registered foreign vendors charge GST/HST at your province's rate, and Quebec, BC, Saskatchewan and Manitoba have provincial taxes on software too. A GST/HST registrant can usually claim the GST/HST back as an input tax credit.
Per page, per user or flat: which is cheapest?
For a deal with many documents and many bidders, a flat monthly price is usually cheapest and easiest to budget. Per-user pricing suits a small team sharing with few outsiders. Per-page pricing is the hardest to predict; scanned minute books and leases add pages fast.
What does a free trial cover?
A real trial gives you a working room: upload, permissions, watermarks and Q&A on your own files. A demo account with sample data tells you much less. Use the trial to build your index, so the work carries over if you buy.
Can I negotiate a data room price?
Yes, for quote-based vendors especially: ask for a fixed monthly price with no page or user overages, a Canadian dollar invoice, a short archive period included and a clear price for extra months if the deal slips.