Top Smartsheet alternatives for 2025

Exploring alternatives to Smartsheet?

If you're evaluating project and portfolio management software, it's critical to look beyond spreadsheets. This guide breaks down what to consider—from scalability and collaboration features to pricing and ease of use. Compare Smartsheet to top competitors—and discover why Airtable stands out as the leading alternative for project management in the age of AI.

Why teams seek a Smartsheet alternative

Spreadsheets with smarter features can only take you so far. Here’s what today’s teams unlock with alternatives to Smartsheet:

1. Greater scalability

Smartsheet’s 20,000-row limit can quickly become a bottleneck for fast-growing teams. Upgrading to a more scalable platform allows teams to manage larger datasets, more complex projects, and end-to-end project portfolio management—without sacrificing speed or efficiency.

2. A connected, relational database

Smartsheet’s isolated sheets make it difficult to connect data across workflows. Teams that choose a relational database instead can centralize work and keep everything in sync—make one update, and it’s reflected everywhere.

3. Real-time collaboration

Smartsheet requires manual refreshes to see updates from team members, which can lead to confusion and delays. Teams that rely on speed and alignment often move to tools with live collaboration built in.

4. Smarter automation and AI

Smartsheet supports some AI, but lacks more advanced features like AI-powered document intelligence, web research, and content generation. That’s why more teams are turning to platforms that offer powerful automation and AI features out of the box.

5. Custom views for every stakeholder

In Smartsheet, sharing a sheet often means sharing everything. Teams often switch to tools that let them build tailored views—so everyone sees exactly what they need, and sharing project updates with leadership is effortless.

6. Seamless, built-in integrations

Connecting Smartsheet to your tech stack can require extra tools or plan upgrades. Many teams make the switch to alternatives that offer native integrations without the extra cost or complexity.

7. Transparent, flexible pricing

Unexpected fees for essential features are a common pain point with Smartsheet. Buyers often move to platforms that offer simpler, more predictable pricing as they grow.

Smartsheet alternatives

1. Airtable 

Airtable is an AI-native platform that lets anyone build custom apps that transform business processes—no coding required.

Built on a relational database, Airtable connects projects, tasks, stakeholders, and timelines in a single, flexible system. Whether you're managing cross-functional initiatives or departmental workstreams, you can track progress in Gantt, Kanban, or calendar views, automate workflows, and collaborate in real time—all from an intuitive user interface.

AI is built directly into the platform. Airtable AI works in the context of your data to summarize updates, flag risks, categorize inputs, and generate insights that drive faster, more informed decisions. From resource allocation to stakeholder reporting, it helps teams move with speed and deliver greater impact.

Airtable also offers a mobile app, integrates seamlessly with your team’s essential tools, and delivers enterprise-grade security to keep your data protected.

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Pricing 

Paid plans start at $20 per seat/month. A free version is available. See more pricing options. 

Learn more about Airtable vs. Smartsheet.

2. Microsoft Planner

Image credit: Microsoft Planner

Microsoft Planner is a lightweight task management tool included with Microsoft 365, designed to help teams organize work visually using Kanban-style boards. It's best suited for straightforward task tracking within small to mid-sized teams that are already using Microsoft’s ecosystem. It provides a standardized interface consistent with other Microsoft 365 apps, making it accessible to users familiar with the suite.

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3. Asana 

Image credit: Asana

Asana is a web-based work management platform designed around projects and tasks. It allows teams to create, assign, and track work across views, such as lists, boards, calendars, and timelines. Asana is commonly used for project planning, task coordination, and status reporting.

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4. Trello 

Image credit: Trello

Trello is a visual task management tool that organizes work using boards, lists, and cards. It’s based on the Kanban methodology and is primarily used for tracking tasks, managing workflows, and coordinating simple projects. Trello supports basic features like due dates, checklists, attachments, and labels, and integrates with tools such as Slack, Google Drive, and Jira through its Power-Ups system. 

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Paid plans start at $5 per user/month. See more pricing options. 

5. ClickUp

Image credit: ClickUp

ClickUp is a work management platform built around customizable tasks and multiple project views. It includes features such as task tracking, time tracking, goal setting, document creation, and reporting dashboards. Users can choose from various views—including list, board, Gantt, calendar, and workload—to organize and monitor work. ClickUp also supports custom fields, basic workflow automations, and integrations with third-party tools like Slack, Google Workspace, and Microsoft Teams.

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Paid plans start at $7 per user/month. See more pricing options. 

6. Google Sheets 

Image credit: Google Sheets

Google Sheets is a cloud-based spreadsheet tool used for organizing, analyzing, and sharing data. It supports formulas, charts, pivot tables, and conditional formatting for data manipulation and visualization. As part of Google Workspace, it enables collaboration with features like commenting, version history, and simultaneous editing. While primarily designed for tabular data, some users adapt it for lightweight task tracking and project planning.

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Paid plans start at $7 per user/month. See more pricing options. 

7. Notion 

Image credit: Notion

Notion provides a workspace with note-taking, databases, and task tracking. Users can create interconnected pages, tables, calendars, and kanban boards to manage documentation, project workflows, and more. Notion supports rich media embedding and team collaboration through comments and shared workspaces. It’s often used for knowledge management, lightweight project tracking, and building internal tools.

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Paid plans start at $10 per member/month. See more pricing options. 

8. Basecamp 

Image credit: Basecamp

Basecamp is a team collaboration tool designed to centralize communication, task tracking, and file sharing, primarily for small to mid-sized teams. It includes core features such as to-do lists, message boards, group chat (Campfire), file storage, and a shared calendar. Basecamp offers a fixed set of tools rather than extensive customization or advanced workflow automation. It is often used for straightforward project coordination and internal team communication.

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Paid plans start at $15 per user/month. See more pricing options. 

9. Zoho Projects

Image credit: Zoho

Zoho Projects is a project management tool that offers features such as task tracking, milestone planning, time tracking, and team collaboration. It includes Gantt charts, task dependencies, issue tracking, and basic reporting to support project execution. As part of the Zoho ecosystem, it integrates with other Zoho applications like Zoho CRM, Zoho Docs, and Zoho Finance.

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Paid plans start at $4 per user/month. See more pricing options. 

10. Monday.com 

Image credit: Monday.com

Monday.com is a cloud-based project and workflow management tool that organizes tasks and data through boards. It includes features such as task assignments, status fields, multiple view options (table, Kanban, Gantt, and calendar), and basic automation rules. Users can configure boards with different column types to support task tracking, timelines, and dependencies. Monday.com also offers integrations with various third-party tools.

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Paid plans start at $9 per seat/month. See more pricing options. 

Learn more about Airtable vs. Monday.

11. Planview AdaptiveWork

Image credit: Planview AdaptiveWork

Planview AdaptiveWork (formerly Clarizen) is an enterprise-focused platform for project portfolio management (PPM), resource planning, and work governance. It offers tools for managing project lifecycles, tracking budgets, allocating resources, and aligning initiatives with business goals. The platform includes features such as Gantt charts, time tracking, workflow automation, and reporting dashboards. AdaptiveWork is typically used in large organizations that require centralized oversight of complex portfolios, cross-functional teams, and compliance-related processes.

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Contact sales. . 

12. Teamwork

Image credit: Teamwork

Teamwork is a project management platform designed for client-facing teams, with features that support task tracking, time logging, and billing. It includes tools such as task lists, Gantt charts, time tracking, milestones, and workload management. Teamwork also offers invoicing capabilities and client-specific permissions, which are often used by agencies and professional services teams. The platform is structured to help teams manage internal project execution and external client deliverables.

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Paid plans start at $19.99 per user/month. See more pricing options. 

13. Sciforma

Image credit: Sciforma

Sciforma is an enterprise project portfolio management (PPM) platform designed to support organizations in managing large-scale projects, portfolios, resources, and financials. It includes functionality for strategic planning, capacity management, risk tracking, and budget forecasting. Sciforma is often used by PMOs and executive teams to align project execution with business objectives, monitor performance across portfolios, and ensure optimal resource utilization. The platform supports various PPM methodologies, including waterfall, agile, and hybrid approaches.

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Contact sales. 

14. Clarity

Image credit: Clarity

Clarity (formerly CA PPM) is an enterprise project and portfolio management (PPM) platform used to coordinate strategic planning and project execution. It includes features for budgeting, resource allocation, capacity planning, and portfolio tracking. The platform is structured to support centralized oversight across projects and is commonly used by large organizations with formal governance requirements. Clarity offers support for scenario analysis and investment planning, though it may require significant configuration to meet specific organizational needs. 

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Airtable is the best Smartsheet alternative for project management

Smarter teams choose Airtable over Smartsheet for more flexible, scalable project management. While Smartsheet relies on a traditional spreadsheet format, Airtable is built on a relational database model—making it easier to connect projects, tasks, and data across teams. Whether you're overseeing marketing project management or leveraging AI for project management, Airtable reduces duplication, ensures consistency, and keeps updates synced across every connected record.

Airtable scales with your team, supporting up to 250,000 records per table compared to Smartsheet’s 20,000-row limit. It also includes built-in AI that automates routine work, speeds up project execution, and surfaces real-time insights. And with native integrations and fully customizable views and dashboards, Airtable adapts to your workflows—so your team can deliver impact faster.

Compare both tools side by side and decide for yourself

Key features of a Smartsheet alternative

1. Relational data structure

Find a project management solution that goes beyond static spreadsheets. A relational database enhances data management by letting you link related records across tables—keeping your information accurate, connected, and ready to scale.

2. Scalable record limits

Smartsheet caps you at 20,000 rows. Modern teams need more headroom. The best alternatives support hundreds of thousands of records per table.

3. Customizable views and interfaces

Smarter alternatives let you tailor views—list, calendar, Gantt, Kanban—by role, team, or workflow, so everyone stays aligned and focused on what matters.

4. Powerful automations and AI

Don’t just send alerts—embed AI deeply into your workflows. From auto-assigning tasks to performing project research, AI and automation help teams move faster.

5. Seamless integrations

A true Smartsheet alternative plugs into your tech stack without extra costs or complex setup. Look for native integrations with Slack, Google Workspace, Jira, Salesforce, and more.

6. Ease of use

The best alternatives combine power with simplicity—pairing robust features with a user-friendly, intuitive interface that streamlines work. Anyone on the team can spin up a new workflow, update a project, or build a report—no IT required.

Smarter teams choose Airtable over Smartsheet

Streamline your project planning by breaking free from static spreadsheets. With Airtable’s project management software, you get a connected, real-time view of every project—powered by the flexibility of a relational database and the speed of built-in AI. Link your data, automate workflows, and scale as fast as your business moves.