Notion vs. Smartsheet
Notion is a flexible workspace for organizing tasks, notes, and team knowledge. Smartsheet uses a spreadsheet-style interface for managing projects, timelines, and workflows. Users often compare them because both support collaboration and task tracking, but suit different ways of working.
This comparison looks at their features, pricing, ease of use, integrations, and scalability to help you choose the right tool for your needs.
Notion VS Smartsheet: Which tool is the most popular?
| Tool | Reviews | Average rating | Positive | Neutral | Negative | Popularity assessment |
|---|---|---|---|---|---|---|
| Notion | 30 | 3.8/5 | 20 | 3 | 7 | Most popular: it has the most reviews and the higher average rating. |
| Smartsheet | 29 | 3.21/5 | 17 | 2 | 10 | Least popular: it has slightly fewer reviews and a lower average rating. |
Notion and Smartsheet: Quick Comparison Overview
| Category | Ahrefs | Semrush |
|---|---|---|
| Primary features | SEO research tools for backlink analysis, keyword research, site audits, rank tracking, and content research. | Broader digital-marketing suite covering SEO, competitor research, site audits, rank tracking, content marketing, local SEO, PPC, and social media. |
| Target audience | SEO specialists, content teams, and agencies focused on organic search and link building. | In-house marketing teams, agencies, and businesses managing several digital-marketing channels. |
| Main advantages | Strong backlink and competitor research, with a focused toolkit for finding SEO and content opportunities. | Wider range of marketing tools in one platform, especially useful for combining SEO with paid, local, and social campaigns. |
| Core value proposition | Make organic-search research and link-building workflows more effective. | Manage and measure a broader digital-marketing program from one platform. |
| Ideal use cases | Analyzing competitors’ backlinks, researching keywords and content gaps, auditing a site, and tracking organic rankings. | Coordinating SEO with PPC, local visibility, content, and social efforts; conducting cross-channel competitor research. |
Sources: Ahrefs features · Semrush features
Feature availability varies by plan and may change.
Most liked vs most disliked features of Notion and Smartsheet
| Platform | Overall sentiment | What users value | Common concerns |
|---|---|---|---|
| Notion | Generally positive. Users appreciate its flexibility as an all-in-one workspace, though it can take time to learn. | Supports project and task management, documentation, knowledge storage, and CRM. Users also value its information organization and integrations with tools such as Figma and Sketch. | New users may find the feature set overwhelming. Reviews also mention weaker mobile apps, steep pricing, and gaps in integrations with Google Docs and Calendar. |
| Smartsheet | Generally positive. Users find it practical and accessible for coordinating and tracking projects, but note some onboarding and workflow challenges. | Makes it easy to share files, assign tasks, manage dependencies, and track projects centrally. Users also praise its usability for non-technical teams and its value for the cost. | Users want more guidance for getting started, better integrations, and fewer limitations on free profiles. Some also report a learning curve and difficulty fitting it into existing workflows. |
Key Features of Notion vs Smartsheet
Notion
| Feature | How it benefits users | What’s distinctive |
|---|---|---|
| Projects and task databases | Create tasks with owners, statuses, dates, and other custom fields, then organize them in views such as boards, tables, calendars, or timelines. Teams can choose a layout that suits their workflow. | Tasks sit in the same flexible, customizable workspace as the team’s other information. |
| Docs and wikis | Keep project briefs, meeting notes, instructions, and reference material alongside the work they support. This reduces the need to hunt across separate tools. | Notion combines document creation and knowledge management with task tracking in one workspace. |
| Customizable pages and databases | Build project hubs, trackers, and team workflows around a team’s needs, rather than relying only on fixed templates. | Its block-based, flexible structure lets teams shape their workspace in many ways. |
| Notion AI | Help draft or summarize content and find information in the workspace, making it easier to turn notes and project context into useful next steps. | AI is integrated into the workspace, where project information and documents are already stored. |
| Collaboration | Work together on pages, leave comments, mention teammates, and share relevant project information. | Collaboration happens directly on the documents and task records teams use to manage work. |
Smartsheet
| Feature | How it benefits users | What’s distinctive |
|---|---|---|
| Multiple work views | Manage work in grid, Gantt, card, or calendar-style views. Teams can track details, visualize timelines, or organize work by status. | Its spreadsheet-like grid will feel familiar to people used to working in rows and columns, while offering other project views. |
| Workflow automation | Set up alerts, reminders, and approval workflows to reduce repetitive follow-ups and keep work moving. | Automation is closely tied to sheet-based work and can help standardize recurring processes. |
| Forms | Collect requests, updates, or other information in a consistent format and send responses into a sheet. | Forms provide a structured way to gather work from people who may not need to work directly in the project sheet. |
| Reports and dashboards | Roll up information from work into reports and visual dashboards, helping teams monitor progress and share status with stakeholders. | It supports both task-level tracking and higher-level visibility across projects and portfolios. |
| Collaboration and proofing | Share work, discuss updates, and review files or content as part of a workflow. | Review and approval processes can be incorporated into broader work management, rather than handled entirely outside it. |
| Integrations and enterprise work management | Connect work with other business tools and support larger, coordinated workflows. | Smartsheet is oriented toward managing work across teams and projects, including more structured organizational processes. |
In brief
Notion is especially suited to teams that want task tracking closely connected to documents, knowledge, and a customizable workspace. Smartsheet is especially suited to teams that want spreadsheet-style work tracking, timeline and status visibility, and structured workflows such as forms, alerts, and approvals.
Feature availability may vary by plan. Sources: Notion product and Smartsheet platform features.
Notion vs Smartsheet Pricing Comparison
Notion pricing
Prices are in USD per member. Annual rates are billed yearly.
| Tier | Monthly billing | Annual billing | Main offerings |
|---|---|---|---|
| Free | $0 | $0 | Individual use includes unlimited pages and blocks. Collaboration is more limited: file uploads are capped at 5 MB, page history is 7 days, and the plan allows up to 10 guests. |
| Plus | $10/member/month | $8/member/month ($96/member/year) | Adds unlimited file uploads, 30-day page history, up to 100 guests, and more options for publishing sites and working with forms and integrations. |
| Business | $20/member/month | $15/member/month ($180/member/year) | Adds team-focused features such as private teamspaces, SAML single sign-on, granular database permissions, and up to 250 guests. It also includes fuller access to Notion AI and 90-day page history. |
| Enterprise | Custom | Custom | Adds organization-level security, administration, and compliance capabilities, including features such as SCIM provisioning, audit logs, and advanced domain controls. Pricing is quoted by Notion. |
Smartsheet pricing
Prices are in USD per member. Annual rates are billed yearly.
| Tier | Monthly billing | Annual billing | Main offerings |
|---|---|---|---|
| Pro | $12/member/month | $9/member/month ($108/member/year) | Core work management for smaller teams, with sheets, dashboards, and collaboration tools. The plan supports up to 10 members and includes 250 automation actions per month. |
| Business | $24/member/month | $19/member/month ($228/member/year) | Adds features for larger teams, including expanded automation and storage, stronger administration options, and capabilities such as timeline views and workload tracking. |
| Enterprise | Custom | Custom | Adds enterprise-level security, governance, administration, and integration options. Pricing is quoted by Smartsheet. |
| Advanced Work Management | Custom | Custom | Designed for more complex work-management needs, with additional portfolio, resource-management, and enterprise workflow capabilities. Pricing is quoted by Smartsheet. |
Discounts and trial options
| Brand | Offer |
|---|---|
| Notion | Annual billing works out to 20% less than monthly billing for Plus and 25% less for Business. Notion also offers eligible students and educators a free Plus plan for individual use. |
| Smartsheet | Annual billing works out to 25% less than monthly billing for Pro and about 21% less for Business. Smartsheet offers a 30-day free trial. |
Sources: Notion pricing · Smartsheet pricing
Support Options Comparison: Notion vs Smartsheet
| Support option | Notion | Smartsheet |
|---|---|---|
| Live chat | Users can contact support through the in-app help menu. Access to a support agent may depend on the account and the nature of the issue. | Support is available through Smartsheet’s support channels, but live-chat availability can depend on the support plan. |
| Phone support | No general phone-support option is listed on the Help Center. | Phone support may be available through qualifying support plans; it is not presented as a universal option for every customer. |
| Documentation | The Help Center provides searchable guides and troubleshooting articles covering Notion’s features and common issues. | The Support Center offers product documentation, troubleshooting articles, and guidance for using Smartsheet. |
| Additional resources | Notion offers learning materials and tutorials, along with templates and community resources. | Smartsheet provides webinars, tutorials and training resources, as well as a user community and learning materials. |
| Overall | Best suited to users who want self-service guidance and in-app support; phone support is not listed. | Offers a broader mix of learning resources, with access to direct support—including phone support—varying by plan. |
Unique Features of Notion Vs Smartsheet
| Brand | Feature uncommon in standard task-management tools | Added value | Why it may be a deciding factor |
|---|---|---|---|
| Notion | Project work connected to documents, wikis, and databases | Teams can keep project plans, task records, meeting notes, and reference material in one connected workspace. Notion’s flexible databases let teams shape their own workflows rather than work only within fixed task lists. | A strong fit when project context and internal knowledge matter as much as tracking task status—and when teams want fewer separate tools for documentation and coordination. |
| Notion | AI integrated with workspace information | Notion AI can help create and summarize content and find information across a workspace; its product page also describes AI meeting notes. This can make existing notes and documents more useful to day-to-day project work. | Valuable for teams that spend time searching for decisions, drafting updates, or turning meeting discussions into follow-up work. |
| Smartsheet | Spreadsheet-style project planning with formulas and rollups | Smartsheet combines a familiar grid with project-management views and spreadsheet-style calculations. Teams can structure project data and summarize it across sheets, rather than treating every task as a standalone item. | A deciding factor for organizations already comfortable with spreadsheets or needing data-heavy plans, recurring reporting, and cross-project summaries. |
| Smartsheet | Portfolio-level planning and resource management | Features such as Control Center and Resource Management support repeatable project setup, portfolio visibility, and planning around team capacity—not just individual task assignment. | Useful when many projects need consistent processes and leaders need to compare progress or resource demand across them. |
| Smartsheet | Structured intake and approval workflows | Forms can collect requests directly into work, while automation and proofing features can help route updates and review materials. This extends the platform beyond tracking tasks to handling how work enters and moves through an organization. | A good fit for teams managing recurring requests, approvals, or content reviews where manual handoffs create delays. |
These capabilities are not exclusive to either platform, and some task-management products offer similar functions. The distinction is emphasis: Notion brings knowledge and project work together in a flexible workspace, while Smartsheet is oriented toward structured, spreadsheet-based work and managing it at organizational scale.
Sources: Notion product page · Smartsheet platform features
Most frequently asked questions about Notion vs Smartsheet
Which is better for task management: Smartsheet or Notion?
It depends on how your team works. Review feedback commonly favors Smartsheet for structured project tracking, spreadsheet-style workflows, and managing work across teams. Notion is often preferred for flexible task lists that live alongside notes, documents, and team knowledge. In short: choose Smartsheet for project control; choose Notion for an adaptable workspace.
Which tool is easier to learn and use?
Notion is often described in reviews as approachable for getting started with simple pages and task lists, though its many options can take time to organize well. Smartsheet may feel familiar to people comfortable with spreadsheets, but reviewers note that its project features and configuration can require onboarding. Ease of use depends largely on whether your team prefers flexible pages or structured grids.
Which is better for managing complex projects?
Smartsheet is generally the stronger fit for complex projects involving dependencies, timelines, status tracking, and standardized processes. Reviewers value its structured project views and reporting tools. Notion can handle project work, but feedback suggests that more elaborate workflows often need careful setup and may rely on templates or workarounds.
Does Smartsheet or Notion offer better task views?
Both offer ways to view and organize tasks, but they emphasize different approaches. Smartsheet is commonly praised for grid-based tracking and project-oriented views such as Gantt charts. Notion reviews often highlight customizable databases and the ability to switch among views such as boards, lists, and calendars. Consider which views your team needs to use every day.
Which tool is better for collaboration and team communication?
Notion is often appreciated for keeping task details, notes, and reference material together, which can make collaborative work feel contextual. Smartsheet is frequently valued for coordinating assignments, updates, and project status across a team. Review feedback points to different strengths: Notion connects work with documentation, while Smartsheet emphasizes structured project coordination.
Which has better automation and reporting?
Smartsheet is usually the better match for teams that need formal project reporting, dashboards, and repeatable workflow automation. Notion supports useful database automations and integrations, but reviewers often describe its reporting and workflow capabilities as less specialized for large-scale project oversight. Check the specific automation and reporting features available in the plans you are considering.
How do Smartsheet and Notion compare on integrations?
Both connect with other workplace tools, but the right choice depends on your existing stack and plan. Smartsheet is commonly selected for integrations that support business project workflows, while Notion is often used as a hub for connected documents and knowledge. Reviewers’ experiences can vary by setup, so verify that the exact apps and integration actions your team relies on are supported.
Which tool is more customizable?
Notion is frequently praised in reviews for its flexibility: teams can shape pages, databases, and templates around their own processes. That freedom can also mean more time spent designing and maintaining a workspace. Smartsheet offers customization within a more structured, spreadsheet-like model, which reviewers may find easier to standardize across projects.
Which is more suitable for large teams or organizations?
Smartsheet is often considered a better fit when organizations need standardized project tracking, visibility across teams, and formal reporting. Notion can work well for teams that prioritize a shared knowledge base and adaptable collaboration, but reviews suggest that large or highly governed deployments may require extra attention to workspace structure and permissions. Evaluate administration and governance needs before choosing.
Which tool offers better value for the price?
Value depends on which capabilities your team will actually use. Review feedback tends to frame Notion as appealing when a team wants tasks, documentation, and knowledge management in one flexible workspace. Smartsheet may justify its cost for teams that need more dedicated project tracking, reporting, and coordination features. Compare current plan limits, included features, and the number of users before deciding.
