Quickbase vs. Smartsheet: Comparison & Expert Reviews For 2025
Quickbase provides a flexible platform that allows you to tailor workflows specifically to your project needs. Its no-code application development capabilities allow teams to build tailored solutions for project management, task tracking, and workflow automation, which helps businesses to streamline processes and optimize resources.
Smartsheet, on the other hand, provides a familiar spreadsheet-like interface for managing tasks and collaboration. It combines the user-friendliness of a spreadsheet with strong project management capabilities, including customizable templates, Gantt charts, and automation tools. This integration enhances task organization and promotes effective team collaboration.
While Quickbase excels in customization and integration capabilities, Smartsheet shines with its intuitive design and ease of use.
In this article, you'll find a detailed comparison of these tools, exploring their features, pros and cons, pricing, and more, to help you choose the best project management software for your team.
Quickbase vs. Smartsheet: An Overview
Quickbase
Smartsheet
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Quickbase vs. Smartsheet Pricing Comparison
| Quickbase | Smartsheet | |
|---|---|---|
| Free Trial | 30-day free trial + free demo available | 30-day free trial |
| Pricing | From $35/user/month (billed annually, min 20 users) | From $9/user/month (billed annually) |
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Get Expert AdviceOpens new windowQuickbase pricing follows a subscription model with tiered plans. Users may encounter additional costs for enhanced services, increased data storage, and higher usage levels, depending on the organization's specific requirements.
Smartsheet pricing also uses a subscription model, with costs that can increase based on the number of users and the need for premium add-ons.
To choose the right pricing model for your project management needs, evaluate your team's specific feature requirements, consider the scalability of each plan, and ensure the pricing aligns with your long-term project goals.
Quickbase vs. Smartsheet Feature Comparison
Quickbase offers solid customization options that help teams tailor workflows for complex projects, such as intricate construction schedules. Its low-code work management platform includes drag-and-drop tools for building custom applications that centralize project datasets, support data management, automate workflows, and provide real-time visibility into project performance.
Smartsheet provides a familiar spreadsheet-like interface, which makes it well-suited for easily tracking and updating team tasks in real time—especially in fast-paced environments like marketing campaigns. The platform includes features such as customizable templates, Gantt charts, automation tools, and real-time dashboards, which support efficient task organization, collaborative workflows, and data visibility across teams.
While Quickbase excels in building highly personalized processes through its extensive customization and integration capabilities, Smartsheet stands out by providing a familiar, intuitive environment for collaborative task management.
| Quickbase | Smartsheet | |
|---|---|---|
| API | ||
| Budgeting | ||
| Calendar Management | ||
| Contact Management | ||
| Dashboards | ||
| Dependency Tracking | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| File Sharing | ||
| Gantt Charts | ||
| Kanban Boards | ||
| Project Management | ||
| Resource Management | ||
| Task Scheduling/Tracking | ||
| Time Management | ||
| Workflow Management |
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Get Expert AdviceOpens new windowQuickbase vs. Smartsheet Integrations
| Integration | Quickbase | Smartsheet |
| Salesforce | ✅ | ❌ |
| Slack | ✅ | ✅ |
| Google Workspace | ✅ | ✅ |
| Microsoft Teams | ✅ | ✅ |
| Dropbox | ✅ | ✅ |
| Box | ✅ | ✅ |
| Jira | ✅ | ✅ |
| Microsoft Power BI | ✅ | ✅ |
| HubSpot | ❌ | ✅ |
| Mailchimp | ✅ | ❌ |
| API | ✅ | ✅ |
| Zapier | ❌ | ✅ |
Quickbase is one of many project management software that integrates with Salesforce. This integration enables seamless management of customer data and workflows, making it especially useful for sales-driven projects. Through Pipelines, users can connect Salesforce objects like accounts, contacts, and opportunities to automate tasks such as order tracking and case management.
Smartsheet’s connection with Microsoft Teams improves collaboration in remote settings. It lets users add Smartsheet items as tabs in Teams, receive real-time alerts, and manage update requests directly within Teams.
While Quickbase excels in CRM integration, Smartsheet stands out for supporting collaborative tools that enhance team communication and workflow.
Quickbase vs. Smartsheet Security, Compliance & Reliability
| Factor | Quickbase | Smartsheet |
| Data Privacy | Quickbase uses strict access controls and role-based permissions, along with AES-256 encryption for data at rest and TLS 1.2 or higher for data in transit. | Smartsheet uses AES-256 encryption at rest, TLS 1.2+ in transit, and provides admin-level access controls, SSO, and audit logs. |
| Regulatory Compliance | Quickbase is certified for SOC 1 Type 2, SOC 2 Type 2, GDPR, and HIPAA (with a signed BAA). | Smartsheet complies with GDPR, CCPA, ISO/IEC 27001:2013, ISO/IEC 27018:2019, and SOC 2 Type 2 standards. |
| Uptime Reliability | Quickbase offers 99.9% uptime backed by service-level agreements (SLAs). | Smartsheet targets 99.9% uptime with high availability through redundant infrastructure. |
Quickbase and Smartsheet both deliver strong data security and compliance measures, but their certifications and infrastructure vary slightly. Quickbase emphasizes compliance for industries like healthcare with HIPAA support, while Smartsheet includes additional international certifications. When comparing tools, consider which compliance standards and privacy controls align best with your team’s needs and regulatory environment.
Quickbase vs. Smartsheet Ease of Use
| Factor | Quickbase | Smartsheet |
| User Interface | Quickbase offers a highly customizable interface. Its usability benefits from drag-and-drop design tools that allow users to create dashboards, forms, and reports that match workflow needs without coding. | Smartsheet presents a spreadsheet-style interface familiar to Excel users. It may not be intuitive for those unfamiliar with spreadsheet formats. |
| Onboarding Experience | Quickbase provides in-app tutorials, onboarding services, and a comprehensive help center. | Smartsheet offers Smartsheet University, onboarding webinars, and self-paced resources through its learning portal, supporting gradual familiarity with its functionality. |
| Setup | Quickbase offers industry-specific templates and no-code customization tools that make initial setup relatively simple for users with guidance. | Smartsheet setup can be straightforward with templates, but configuring automations and permissions may take additional time due to spreadsheet mechanics. |
| Support | Quickbase provides customer support via live chat, email, and phone (depending on plan). It also offers an active community and detailed resources. | Smartsheet offers customer support through help docs, ticket-based email, and live chat for premium plans. It also maintains a Smartsheet Community and video tutorials. |
Quickbase stands out for its customizable UI and extensive setup and support options, making it well-suited for users who want to tailor workflows. Smartsheet, while solid and familiar to spreadsheet users, has a steeper learning curve when configuring advanced workflows and automation features.
Quickbase vs Smartsheet: Pros & Cons
Quickbase
- Automation features save time on repetitive tasks
- Real-time collaboration tools keep your team connected and on the same page
- Powerful customization options let you tailor workflows to your team's needs
- Users may need to invest time in setting up and customizing templates to fit specific workflows.
- The interface can feel outdated compared to more modern project management tools.
- Some users find the learning curve particularly steep.
Smartsheet
- Gives your team a lot of flexibility with how you set up sheets, dashboards, and workflows
- Proofing and approval tools can help you better collaborate with your team
- Handles complex projects and cross-team coordination better than most tools
- It takes time to set up and isn’t very intuitive for new users
- Interactive spreadsheets don’t automatically sync changes
- You can’t easily build simple task lists without doing extra setup
Best Use Cases for Quickbase and Smartsheet
Quickbase
- Construction management Construction teams can use Quickbase to track projects in real time, manage subcontractors, and allocate resources efficiently.
- Healthcare operations Healthcare teams can use Quickbase to streamline administrative workflows, manage compliance tasks, and centralize non-clinical data, such as vendor tracking, scheduling, and equipment maintenance.
- Finance teams Finance departments can use Quickbase to automate reporting, track approvals, manage budgeting cycles, and consolidate disparate financial data systems into unified dashboards.
- IT departments IT teams can use Quickbase to track internal projects, manage help desk workflows, and integrate disparate systems through APIs and native connectors.
- Manufacturing processes Manufacturers can build custom apps in Quickbase to manage production schedules, inventory tracking, and supply chain logistics.
- Event management Event coordinators can use Quickbase to manage timelines, vendor contracts, resource scheduling, and logistics.
Smartsheet
- Marketing Teams You can manage campaign timelines, creative approvals, and content calendars in one place using built-in forms, reminders, and dashboards.
- Construction Projects Smartsheet is great for tracking tasks, permits, and inspections across vendors and crews using Gantt charts and status columns.
- PMO Departments You get a clear portfolio view of all your projects, timelines, and risks with built-in reports and resource views.
- Healthcare Operations Smartsheet helps you track compliance tasks, training, and onboarding with audit-ready logs and approval workflows.
- IT Teams Smartsheet is useful for managing system rollouts, support requests, and change logs with forms, automations, and sheet linking.
- Mid-Sized Companies You get just enough structure to scale your operations without needing a full custom solution or enterprise buildout.
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowWho Should Use Quickbase, and Who Should Use Smartsheet?
In my opinion, Quickbase is best suited for teams that require highly customizable workflows, particularly in industries like construction, manufacturing, and field services, where complex project tracking and role-specific interfaces are crucial. The platform is ideal for organizations with specific integration needs and a strong emphasis on data-driven decision-making, thanks to its automation, reporting, and integration tools, including support for Salesforce, SAP, and custom APIs.
On the other hand, Smartsheet excels for teams that prefer working in a spreadsheet-like environment, which makes it especially appealing to marketing, event planning, and operations teams. It supports straightforward task and project management, offers real-time collaboration, and integrates well with popular tools like Microsoft Teams, Google Workspace, and Slack. From my perspective, if your team values usability, simplicity, and collaborative planning, Smartsheet might be the better fit.
Differences Between Quickbase and Smartsheet
| Quickbase | Smartsheet | |
|---|---|---|
| Automation | Quickbase includes automation with “Pipelines” for advanced workflows, including multi-step and conditional automations. | Smartsheet supports rule-based automation (e.g., alerts, reminders, record movements) and also offers Bridge for more advanced scenarios (on higher plans). |
| Customization | Quickbase allows you to create custom workflows, apps, and reports using a no-code platform, adaptable to various business processes. | Smartsheet supports customization through templates, conditional formatting, and forms, but is more structured around its spreadsheet-style layout. |
| Integrations | Quickbase supports integrations with tools like Salesforce, Gmail, DocuSign, and via API or third-party connectors like Workato. | Smartsheet integrates with Microsoft Teams, Slack, Google Workspace, Salesforce, and many others through native apps and Zapier connectors. |
| Pricing | Quickbase offers a tiered pricing model (Team, Business, Enterprise), with custom quotes and added costs for advanced features like integrations. | Smartsheet also uses a tiered pricing model (Pro, Business, Enterprise), with costs based on user licenses and additional features like premium connectors. |
| User Interface | Quickbase provides a form-based and dashboard-style interface that can be tailored through drag-and-drop and logic-based tools. | Smartsheet has a spreadsheet-like interface that’s familiar to Excel users but can be less visually adaptable compared to visual-first platforms. |
| Visit QuickbaseOpens new window | Visit SmartsheetOpens new window |
Similarities Between Quickbase and Smartsheet
| Cloud-Based | Both Quickbase and Smartsheet are fully cloud-based platforms that allow teams to access projects and data remotely, which enhances collaboration and flexibility. |
|---|---|
| Collaboration | Each platform includes real-time collaboration tools, such as shared workspaces, user-based permissions, task comments, notifications, and activity logs. |
| Integrations | Both platforms support integrations with widely-used tools such as Google Workspace, Slack, and Microsoft Teams, which helps teams stay connected and automate workflows. |
| Security | Both platforms prioritize enterprise-grade security, offering data encryption, role-based access control, and compliance with standards like SOC 2 Type II and GDPR. |
| Subscription Model | Both Quickbase and Smartsheet use tiered subscription pricing models that enable organizations to select plans that align with their team size, feature needs, and support levels. |
| Visit QuickbaseOpens new window Visit SmartsheetOpens new window | |
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