Smartsheet vs. Notion: Comparison & Expert Reviews For 2025
Smartsheet offers a comprehensive project planning solution for managing complex projects, while Notion provides a flexible platform for organizing your team's workflows and knowledge. Though both tools cater to project management needs, their approaches and strengths differ significantly, which makes them suitable for different types of teams and projects.
In this article, you'll find a detailed comparison of the tools and their features, pros and cons, pricing, and more to help you decide which project management software fits your needs best.
Smartsheet vs. Notion: An Overview
Smartsheet
Notion
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Smartsheet vs. Notion Pricing Comparison
| Smartsheet | Notion | |
|---|---|---|
| Free Trial | 30-day free trial | 14-day free trial + free plan available |
| Pricing | From $9/user/month (billed annually) | From $10/user/month (billed annually) |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowSmartsheet vs. Notion Pricing & Hidden Costs
Smartsheet pricing follows a tiered subscription model, which may include extra costs for premium features and integrations. Organizations with complex project needs—such as advanced dashboards, automation, or premium connectors—may find these additional costs necessary to unlock full functionality.
In contrast, Notion pricing offers a freemium model with paid plans that unlock advanced features, but users should be aware of potential costs for additional team members or storage. While the free version is generous for individuals and small teams, scaling up often requires investment in paid tiers to access features like admin controls, SAML SSO, and expanded content limits.
To choose the right tool for your budget, analyze your team's specific needs, consider the features you'll actually use, and evaluate the potential for unexpected costs.
Smartsheet vs. Notion Feature Comparison
Smartsheet supports task management with a spreadsheet-style grid that allows for file sharing and attaching documents directly to rows, which is especially helpful for teams handling complex documentation. These features are complemented by built-in dashboards, real-time notifications, and conditional formatting, which help streamline large-scale operations and improve prioritization of tasks.
Notion, on the other hand, allows users to build databases that serve as a knowledge base, CRM, or content planner. Its user-friendly interface supports real-time collaboration, note-taking, document linking, and workflow management through customizable views. Its flexibility means teams can design spaces tailored to specific use cases, whether that’s managing content, organizing knowledge, or creating a lightweight CRM.
Both tools offer features to help streamline repetitive tasks: Smartsheet through native automation features, and Notion through templates and third-party integrations. While Smartsheet excels with its structured approach, Notion offers adaptability that suits dynamic environments.
| Smartsheet | Notion | |
|---|---|---|
| API | ||
| Budgeting | ||
| Calendar Management | ||
| Contact Management | ||
| Dashboards | ||
| Dependency Tracking | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| File Sharing | ||
| Gantt Charts | ||
| Inventory Tracking | ||
| Kanban Boards | ||
| Project Management | ||
| Resource Management | ||
| Supplier Management | ||
| Task Scheduling/Tracking | ||
| Time Management | ||
| Workflow Management |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowSmartsheet vs. Notion Integrations
| Integration | Smartsheet | Notion |
|---|---|---|
| Google Workspace | ✅ | ✅ |
| Microsoft Teams | ✅ | ❌ |
| Slack | ✅ | ✅ |
| Adobe Creative Cloud | ✅ | ❌ |
| Power BI | ✅ | ❌ |
| Tableau | ✅ | ✅ |
| Trello | ❌ | ✅ |
| GitHub | ❌ | ✅ |
| API | ✅ | ✅ |
| Zapier | ✅ | ✅ |
Smartsheet’s integration with Power BI and Tableau allows you to visualize metrics in real time, turning raw data into actionable insights through customizable dashboards and reports. These integrations are particularly useful for teams focused on performance tracking, resource management, and workflow management.
Notion’s GitHub and Slack integrations make it a favorite for startups and engineering teams seeking tight alignment between documentation and code. Its open API and collaboration tools also help expand functionality to cover anything from task management to internal wikis.
Smartsheet vs. Notion Security, Compliance & Reliability
| Factor | Smartsheet | Notion |
|---|---|---|
| Data Privacy | Smartsheet adheres to GDPR and CCPA, offering data residency options for compliance. | Notion complies with GDPR, providing clear data privacy practices. |
| Encryption | Smartsheet encrypts data in transit and at rest using AES-256 standards. | Notion uses AES-256 encryption for data at rest and in transit. |
| Regulatory Compliance | Smartsheet supports HIPAA compliance with a Business Associate Agreement. | Notion offers SOC 2 Type II compliance for enhanced security. |
| Reliability | Smartsheet boasts a 99.9% uptime SLA, which ensures high availability for users. | Notion provides consistent uptime but doesn't specify an SLA on uptime. |
Smartsheet is a reliable platform for industries requiring high compliance, including healthcare and government. Its automation features help ensure data consistency across projects while supporting team collaboration with granular permissions. Notion’s transparency in data privacy and strong encryption help it serve as a dependable knowledge base and CRM tool for creative and agile teams.
Smartsheet vs. Notion Ease of Use
| Factor | Smartsheet | Notion |
|---|---|---|
| User Interface | Smartsheet provides a familiar spreadsheet-like interface that is ideal for those used to Excel. | Notion offers a clean, minimalistic interface with drag-and-drop customization. |
| Onboarding Experience | Smartsheet includes guided tutorials and templates to help new users get started quickly. | Notion provides a flexible onboarding process with a focus on creating custom workflows. |
| Setup | Smartsheet requires more initial setup due to its extensive features and options. | Notion allows easy setup with intuitive templates and quick customization. |
| Support | Smartsheet offers extensive customer support through webinars and a comprehensive help center. | Notion provides community support with active forums and detailed documentation. |
Smartsheet’s learning curve can be steeper due to its depth of functionality, but it benefits users who are used to Excel and need high levels of formatting control. Its advanced capabilities suit organizations that need granular workflow management and automated notifications.
Notion provides a smoother entry point for teams focused on intuitive design and real-time collaboration. Its flexible structure allows users to shape their workspaces based on varied use cases, though it may take time to develop systems that match more traditional project management tools.
Smartsheet vs Notion: Pros & Cons
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
Notion
- You can take notes, manage projects, and maintain your databases in one place.
- The intuitive design makes it easy for users to navigate and organize their projects.
- You can tailor your workspace to fit your needs with flexible layouts and templates.
- The mobile app is less intuitive than the desktop version.
- You might experience slow performance if you have large databases or complex setups.
- It can be challenging for new users to master without spending time on tutorials.
Best Use Cases for Smartsheet and Notion
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.
Notion
- Creative agencies You can use customizable templates within a flexible workspace to manage creative projects and collaborate with the team.
- Freelancers You can manage multiple projects and clients in a single, organized platform.
- Startups You can tailor your workspace to your needs in order to manage rapid growth and changing project requirements.
- Remote teams Notion supports constant communication and project tracking across different locations.
- Education departments You can use Notion's database capabilities to organize curricula, schedules, and educational materials.
- Content writers You can use the note-taking and organization features to manage research, drafts, and editorial calendars efficiently.
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowWho Should Use Smartsheet, and Who Should Use Notion?
Smartsheet is best suited for teams that value structure, metrics, and formal project management methodologies. It works particularly well in sectors like construction and enterprise operations, where dashboards, dependencies, and resource management features are essential.
Notion appeals to creative and agile teams who want to build their own systems for team collaboration, project tracking, and documentation. It functions well as an all-in-one workspace for startups, marketing teams, and knowledge workers looking to combine a CRM, wiki, and task management hub in one place.
Differences Between Smartsheet and Notion
| Smartsheet | Notion | |
|---|---|---|
| Automation | Has strong built-in workflow automations. | Requires more manual setup or integrations for automation. |
| Pricing | Charges per user with enterprise features tiered up. | Offers flat pricing per workspace with usage-based limits. |
| Project Structure | Uses grid-style sheets, Gantt charts, and dependencies. | Lets you build your own pages, databases, and links. |
| Team Fit | Best for operations, PMOs, and structured teams. | Best for creatives, startups, and flexible teams. |
| User Interface | Feels like a spreadsheet with layered project tools. | Feels like a blank canvas you can shape any way you want. |
| Visit SmartsheetOpens new window | Visit NotionOpens new window |
Similarities Between Smartsheet and Notion
| Collaboration | Both support team collaboration through mentions, tags, real-time collaboration, and shared workspaces. Smartsheet focuses on row-level updates. Notion focuses on real-time doc editing. |
|---|---|
| Custom Templates | Both offer pre-built templates to get you started. Smartsheet has templates for things like marketing calendars. Notion has pages for content planning and wikis. |
| Customization | You can shape both tools to fit how your team works. Smartsheet lets you tweak columns and views. Notion lets you build your own systems from scratch. |
| Integrations | Both connect with other tools you use. Smartsheet hooks into Microsoft 365 and Jira. Notion works with Slack, GitHub, and Zapier. |
| Project Tracking | Both platforms help teams manage prioritization, deadlines, and tasks. Smartsheet uses Gantt charts and checklists, while Notion offers boards and databases. |
| Visit SmartsheetOpens new window Visit NotionOpens new window | |
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