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Software · head to head

Notion vs Smartsheet

Notion logo

Notion

Software

All-in-one workspace for notes, tasks, wikis, and databases

From
Free
Rated
-
Full reviewWebsite
Smartsheet logo

Smartsheet

Software

The platform for dynamic work

From
$9/month
Rated
-
Full reviewWebsite

The short version

  • Only Notion has a free tier, so it costs nothing to try first.
  • Each has a real cost: Notion free plan limited to 1,000 blocks for 2+ member workspaces, restricting team usage; Smartsheet formulas lack Excel robustness; complex data manipulation hits performance limits
  • They diverge on capability: Notion covers Rich text editing with blocks, Smartsheet covers Grid, card, Gantt & calendar views.

Where they differ

Only the attributes on which Notion and Smartsheet actually diverge.

Attributes where Notion and Smartsheet differ
AttributeNotionSmartsheet
Starting priceFree$9/month
Free tierYesNo
Founded20162005

Identical on both: pricing model (Unknown), platforms (Web, iOS, Android), user rating (Not yet rated), category (Unknown).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Notion

  • Rich text editing with blocks
  • Customizable databases
  • Kanban boards and calendars
  • Real-time collaboration
  • Template library
  • File attachments
  • Web clipper
  • API access

Only in Smartsheet

  • Grid, card, Gantt & calendar views
  • Automated workflows
  • Forms & data collection
  • Resource management
  • Dashboards & reporting
  • Proofing & approvals
  • Document generation
  • Integration platform

Both cover

  • Slack
  • GDPR
  • SOC2

What people use each for

The jobs each tool is most often brought in to do.

Notion

  • Project managementnot Smartsheet
  • Knowledge base creationnot Smartsheet
  • Note-taking and documentationnot Smartsheet
  • Team collaborationnot Smartsheet
  • Content planningnot Smartsheet

Smartsheet

  • Project portfolio managementnot Notion
  • IT project managementnot Notion
  • Marketing campaignsnot Notion
  • Product launchesnot Notion
  • Process automationnot Notion

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Notion

  • Free plan limited to 1,000 blocks for 2+ member workspaces, restricting team usage
  • Free tier only includes trial AI capabilities; full Notion AI requires paid plan
  • Page history limited to 7 days on free plan
  • Per-member pricing increases costs for teams compared to flat-rate competitors
  • Limited automation capabilities compared to dedicated workflow platforms

Smartsheet

  • Formulas lack Excel robustness; complex data manipulation hits performance limits
  • Gantt chart customization is limited with poor handling of part-time resource allocation
  • Expensive pricing compared to other project management tools; collaboration features are paid-only
  • Limited offline access and minimal mobile functionality compared to modern competitors

Pricing, plan by plan

Notion

Free
  • FreeFree
    • 1000 block limit (2+ members)
    • 7-day page history
    • 5MB file upload cap
  • Plus$10/month
    • Unlimited blocks
    • 30-day page history
    • Unlimited file uploads
  • Business$20/month
    • All Plus features
    • Notion Agent
    • AI Meeting Notes
  • Enterprise$null/custom
    • All Business features
    • Advanced controls
    • Audit logs

Smartsheet

$9/month
  • Pro$9/month
    • Core project management
    • Automation
    • 1-10 members
  • Business$19/month
    • Advanced automation
    • Portfolio management
    • 3+ members

Which should you pick?

Choose Notion if

  • You need rich text editing with blocks.
  • You want to start without paying.
  • You work on Web, iOS, Android.
  • You also want customizable databases.
Notion review

Choose Smartsheet if

  • You need grid, card, gantt & calendar views.
  • You work on Web, iOS, Android.
  • You also want automated workflows.
Smartsheet review

Questions people ask

Is Notion or Smartsheet better?
Neither clearly leads. Notion starts at Free and Smartsheet at $9/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Notion or Smartsheet?
Notion has a free tier; the other does not. Paid plans start at Free for Notion and $9/month for Smartsheet.
Does Notion or Smartsheet run on more platforms?
Both run on Web, iOS, Android, so platform support will not decide this one for you.
Can I use Notion for free?
Yes. Notion has a free tier, so you can try it without paying. Smartsheet starts at $9/month.
What is Notion best used for?
Notion is most often used for project management, knowledge base creation, note-taking and documentation, team collaboration. Of those, project management and knowledge base creation are not what Smartsheet is typically brought in for.
What can Notion do that Smartsheet cannot?
Notion covers Rich text editing with blocks, Customizable databases, Kanban boards and calendars, Real-time collaboration. Smartsheet covers Grid, card, Gantt & calendar views, Automated workflows, Forms & data collection, Resource management. Both handle Slack, GDPR, SOC2.

Answered from the vendors’ own pages

Notion: What are Notion's pricing tiers?

Notion offers four plans: Free ($0/member/month), Plus ($10/member/month), Business ($20/member/month recommended), and Enterprise (custom pricing). All paid plans include Notion AI and identical features with no per-feature charges.

Source
Smartsheet: What is Smartsheet pricing for a construction team?

Smartsheet Pro starts at $9 per user per month (annual billing) for 1-10 members. A construction company can deploy Business plan for 18 licensed users at $19 per user plus unlimited free collaborators (subcontractors, clients) for a typical monthly cost around $576.

Source
Notion: What is included in Notion's free plan?

The free plan includes databases with limited collaborative blocks, trial AI capabilities, basic forms, basic sites, Notion Calendar, and file uploads. For workspaces with 2+ members, there is a 1,000-block limit.

Source
Smartsheet: Does Smartsheet work offline?

No. Smartsheet has minimal offline access and requires internet connectivity for full functionality.

Source
Notion: How much does Notion AI cost?

Notion AI is included with Plus ($10/mo), Business ($20/mo), and Enterprise plans. Free and Plus plans include limited AI trial capabilities. Custom Agents cost $10 per 1,000 monthly credits after free trial.

Source
Smartsheet: What integrations does Smartsheet support?

Smartsheet integrates with Slack, Microsoft Teams, Microsoft 365, Google Workspace, Jira, Salesforce, Dynamics 365, Tableau, Power BI, DocuSign, Box, Dropbox, plus Zapier and Make for no-code automation.

Source
Notion: Can guests access Notion workspaces without payment?

Yes. Guests are free of charge on all plans including the free tier. Free tier allows 10 guests; paid plans include unlimited guests. Guests can only access individual pages they are invited to.

Source
Smartsheet: Can I use Smartsheet formulas like Excel?

Smartsheet formulas lack the robustness of Excel. Complex nested functions or large-scale data manipulation often hit performance limits, requiring multiple helper columns.

Source
Notion: Does Notion integrate with other apps?

Yes. Notion integrates with 100+ third-party apps including Slack, Google Drive, GitHub, Google Calendar, Trello, Jira, Zapier, and many others. Native integrations are available plus additional connections via Zapier.

Source
Smartsheet: Does Smartsheet have a free plan?

No. Smartsheet Pro starts at $9 per user per month (annual billing). There is a free trial available, but no perpetual free plan.

Source
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