Pricing review, October 2026SmartRoom pricing: a scoped proposal for permission-heavy deals
SmartRoom scopes each engagement and offers no trial; its case rests on permissions and a managed question log, so judge the proposal by how much of that you will use.
Our pricing read
SmartRoom sits slightly below the field average on pricing clarity. It is aimed at buyers who need fine-grained access control, and those are the buyers who will get the most from what they pay.
- Posted figure
- Quote on request
- Charged
- Quote per project
- Trial
- Demo only
- Overall score
- 8.2/10
SmartRoom price file: four numbers before the sales call
Quoted per project
0.3 below the field average of 7.8
6 months, 20 people, mid-market deal band
Demo and scoping call only
SmartRoom presents itself around permissions, a managed question log and strict document controls. That focus shapes its customers: teams for whom a slip in access rights is the main risk, such as processes with competing bidders who must never see each other's material, or sales where some folders open only in stages.
There is no rate on the website and no trial, so the figure comes from a scoping conversation. For a buyer who needs that permission depth, the conversation should centre on duration and service level. For a buyer who does not, a posted-price room with a question workflow may cover the same process for a number that can be checked today.
Billing mechanics: what moves the SmartRoom figure
In short: no published rate. SmartRoom prices each project after a scoping conversation.
Every SmartRoom figure on this page is our market estimate for quoted rooms, not a SmartRoom number. Proposals in this tier tend to follow content volume, seats and duration. A staged release, where folders open to bidders in phases, often lengthens the term, so build that into the brief.
Coverage at this price
Seven of twelve checklist items are covered, with the question workflow, download control and redaction all present. AI tools are not on the list, so buyers who expect AI-assisted review will need to source it elsewhere.
Deal process
- Q&A workflow (yes)
- Bulk upload (yes)
- E-signature (no)
- AI features (no)
Document control
- Dynamic watermarks (yes)
- Document rights control (yes)
- Redaction (yes)
- Audit trail (yes)
Access and integration
- Two-factor login (yes)
- Single sign-on (no)
- Public API (no)
- Mobile app (no)
Checklist tally: 7/12. Vendors rarely state which plan carries which function, so have the ones you rely on named in the order form.
Cost calculator
The sliders start on a typical competitive sale with staged access: 6 months and 20 people. Because SmartRoom does not publish a rate, the result is the market band for the deal size you pick, never a SmartRoom figure.
Our band for a room like this; SmartRoom has not posted a figure
...- Per month
- ...
- Per person, per month
- ...
USD before tax. Band taken from our pricing guide; an actual proposal can land outside it. Verify with SmartRoom before budgeting.
SmartRoom cost by term and team size
| Room open for | 5 people | 25 people | 100 people |
|---|---|---|---|
| 3 months | $1,800 to $6,000 | $4,500 to $15,000 | $12,000 to $36,000 |
| 6 months | $3,600 to $12,000 | $9,000 to $30,000 | $24,000 to $72,000 |
| 12 months | $7,200 to $24,000 | $18,000 to $60,000 | $48,000 to $144,000 |
No cell here comes from SmartRoom. Each is our band for a quoted room of that size (small deal at five people, mid-market at twenty-five, large deal at a hundred) times the months open. Treat the grid as a sanity check on a proposal rather than a forecast.
USD, before tax. Bands from our pricing guide, not vendor figures. Check current terms with SmartRoom.
Priced against Intralinks, Ellty and Drooms
We matched SmartRoom with the three providers nearest to it on deal focus and overall score, then priced two identical rooms for every row: half a year for five people, and a full year for twenty-five.
| Provider | Score | Pricing clarity | Entry price | 6 mo, 5 people | 12 mo, 25 people | Coverage |
|---|---|---|---|---|---|---|
| SmartRoom | 8.2/10 | 7.5 | Quote on request | Quote | Quote | 7/12 |
 Intralinks | 8.6/10 | 7.8 | Quote on request | Quote | Quote | 8/12 |
 Ellty | 9.2/10 | 9.7 | $149/mo | $894 | $1,788 | 8/12 |
 Drooms | 8.3/10 | 7.6 | Quote on request | Quote | Quote | 8/12 |
Ellty publishes $149/mo, which comes to $894 for six months with five people. A SmartRoom proposal for a similar room ought to justify the gap to that number.
No trial: how to judge it before paying
Without a trial, ask the demo to show the permission model under strain: two bidder groups with overlapping but different access, a folder released to one group later than the other, and a question that must be answered privately. That is what the price is paying for.
Contract questions we would raise with SmartRoom
We mark SmartRoom 7.5 for pricing clarity, behind the 7.8 mean across all 18 providers. Whatever the mark, an order form leaves gaps; these are the points we would want answered in writing before the first invitation is sent.
- Which units drive the proposal, and how is a staged release priced if it lengthens the term?
- What does each post-term month cost?
- Is the managed question log a separately priced service or part of the room?
- How is the archive delivered at close, and is it included?
- Could the proposal be restated as a per-month number, with the post-term figure and the overage clause printed beside it?
Buyer questions on SmartRoom pricing
What will a SmartRoom room cost?
SmartRoom keeps its rates private. For a competitive sale with staged access lasting 6 months, our band for a quoted room runs $9,000 to $30,000. The band is our estimate; the binding number arrives in the proposal.
Is there a SmartRoom trial?
There is not. SmartRoom is evaluated through a demo and a scoping conversation.
What belongs in a SmartRoom proposal?
At minimum the duration, the post-term monthly figure, the overage rule for content and seats, and whether question management services are inside the price.
How does SmartRoom pricing compare with Intralinks?
Neither posts a rate. Send both the identical brief (duration, head count, data volume) and set the proposals side by side.
Keep reading
- Full SmartRoom review: score breakdown, security and who it suits.
- Data room pricing guide: every provider's price, the three billing models and a budget calculator.
- Ellty vs SmartRoom: scores, feature gaps and costs side by side.
- ShareVault vs SmartRoom: scores, feature gaps and costs side by side.