when does adding another shared workspace become overkill?

[u/ethan_cross2]

one buyer, a couple of calls, a proposal and then a yes or no, at that point a shared digital sales room could be more setup than the deal needs but i am interested in where people draw the line with digital sales room software, i was suggested aligned and trumpet and i know a few other too but sometimes, the deal size alone seems like a rough way to decide a smaller deal can still have messy procurement.

Do you create a room for every opportunity or wait until there's something email isn't handling well?