Smartsheet vs Airtable: Which Should You Use in 2026?

A side-by-side comparison of Smartsheet and Airtable covering pricing, features, and which tool fits spreadsheet-style project management vs flexible database-driven workflows.

Updated 2026-09 · 2026

Smartsheet

Enterprise work management built on a spreadsheet interface

$9user/month (Pro, billed annually)

Strengths

+Familiar grid/spreadsheet UI that non-technical teams pick up fast
+Strong Gantt charts, resource management, and critical path tracking
+Robust approval workflows and form-based data collection

Weaknesses

-Gets expensive fast once you add users and need Business/Enterprise features
-Automation and formulas are less flexible than a true database
-Free plan is very limited (1 user, 2 sheets)

Best for

Mid-size to enterprise teams running structured projects, PMOs, and approval-heavy workflows who want spreadsheet familiarity with PM features layered on top.

Airtable

Flexible database with a spreadsheet-friendly interface

$0user/month (Free plan) or $20/seat/month (Team, billed annually)

Strengths

+True relational database model — linked records, lookups, rollups
+Multiple views (grid, kanban, calendar, gallery, timeline) on the same data
+Airtable Automations and Interfaces let non-devs build real apps

Weaknesses

-Native Gantt/resource management is weaker than Smartsheet without add-ons
-Record limits per base can bite growing teams (50,000 on Business)
-Advanced automations and permissions require paid tiers

Best for

Teams that need a flexible, database-like system for tracking varied data types (content calendars, CRMs, inventories, project trackers) and want to build lightweight internal tools without code.

Feature Comparison

Feature	Smartsheet	Airtable
Free plan	1 user, 2 sheets	Unlimited users, up to 1,000 records/base
Core interface	Spreadsheet/grid with rows and sheets	Database with linked tables and multiple views
Gantt charts	Native, mature	Basic timeline view, weaker than Smartsheet
Automations	Rule-based workflow automation (Pro+)	Flexible automations with scripting (paid tiers)
Forms	Built-in forms on all paid plans	Built-in forms on all plans, including free
Relational data / linked records	Limited (cross-sheet references)	Native linked records, lookups, rollups
Custom apps / interfaces	Limited	Airtable Interfaces (no-code app builder)
Integrations	Zapier, Microsoft, Google, Slack, Jira	Zapier, Slack, Google, Salesforce, native API
Enterprise security (SSO, audit log)	Available on Enterprise plan	Available on Enterprise Scale plan
Record/row limits	No hard row limit, but sheet size caps apply	1,000–50,000 records/base depending on plan
Pricing at scale (paid tier)	$9–$19/user/month (Pro/Business)	$20–$45/seat/month (Team/Business)
Best for	PMO/portfolio management, approvals	Flexible databases, internal tools, content ops

The Verdict

Smartsheet wins if your team lives in Gantt charts, resource plans, and approval chains — it's built for structured project management at scale. Airtable wins for almost everyone else: its free plan is more usable, its database model is more flexible, and you can build lightweight internal tools without needing IT. If you're not deep into enterprise PMO workflows, start with Airtable's free plan before paying for Smartsheet.

How to switch from Smartsheet to Airtable

1Export each Smartsheet sheet individually via File > Export > Microsoft Excel (.xlsx) or CSV — there's no native bulk export on Pro/Business plans, so budget time for this if you have many sheets.
2Clean up the exported files: remove Smartsheet-specific formulas and formatting that won't translate directly to Airtable's field types.
3In Airtable, create a new base and use the 'Import from Excel/CSV' option to bring in each sheet as a table; map columns to Airtable field types (text, number, date, linked record) as you go.
4Rebuild relationships between former Smartsheet sheets as linked records in Airtable — this is where you get the relational upgrade Smartsheet couldn't offer.
5Recreate critical automations and approval workflows using Airtable Automations, and reconnect any third-party integrations (Slack, Zapier, Google Workspace) that pointed at Smartsheet.
6Run both tools in parallel for one full project cycle before fully cutting over, so your team can validate that views, forms, and reports match what they relied on in Smartsheet.

Smartsheet vs Airtable: common questions

How do I export my data from Smartsheet before switching to Airtable?+

In Smartsheet, open each sheet and use File > Export, choosing Microsoft Excel (.xlsx) or CSV format. There's no bulk 'export all sheets' feature on lower plans, so you'll need to export sheet by sheet, or use the Smartsheet API/Data Shuttle if you're on a Business/Enterprise plan and have many sheets.

What features do I lose moving from Smartsheet to Airtable?+

You'll lose Smartsheet's native Gantt chart depth, critical path calculations, and resource management tools — Airtable's timeline view is more basic. You'll also lose built-in approval workflows unless you rebuild them with Airtable Automations, which takes more setup.

Is Airtable's free plan enough for a small team?+

For teams under 10 people tracking a few hundred records, yes — the free plan includes unlimited users, unlimited bases, and 1,000 records per base, which covers most simple project trackers or content calendars. You'll likely need to upgrade to Team ($20/seat/month) once you need more records, revision history, or advanced automations.

Will my Smartsheet integrations still work after switching to Airtable?+

Native Smartsheet integrations (Jira, Microsoft Teams, Google Workspace) don't carry over — you'll need to reconnect equivalent integrations in Airtable, most of which exist natively or via Zapier/Make. Custom Smartsheet API workflows will need to be rebuilt using Airtable's API or automations.

Is Airtable actually cheaper than Smartsheet long-term?+

For small teams, yes — Airtable's free tier covers use cases that would require Smartsheet's paid Pro plan ($9/user/month minimum). At scale, Airtable's Team plan ($20/seat/month) is pricier per seat than Smartsheet Pro, but you often need fewer paid seats since Airtable's free plan supports unlimited users.