Smartsheet vs Notion: Which One Should Your Team Use?

A practical comparison of Smartsheet and Notion for project management, spreadsheet-style tracking, and team documentation — pricing, features, and who each tool actually fits.

Updated 2026-09 · 2026

Smartsheet

Spreadsheet-powered work management for complex, cross-team projects

$9user/month (Pro, billed annually, 3-user minimum)

Strengths

+Powerful grid/spreadsheet interface with formulas, dependencies, and Gantt charts
+Strong automation (workflows, approvals, alerts) built for structured processes
+Handles large, complex project portfolios with resource management

Weaknesses

-Steep learning curve compared to a doc/wiki tool
-Gets expensive fast once you need Business-tier features
-Not great for freeform notes, docs, or knowledge bases

Best for

Operations, PMO, and construction/enterprise teams that need spreadsheet-grade project tracking with automation.

Notion

All-in-one workspace for docs, wikis, and lightweight project tracking

$0user/month (Free plan); Plus is $10/user/month billed annually

Strengths

+Flexible blocks-based editor for docs, wikis, and databases in one place
+Genuinely usable free plan for small teams
+Databases can act as simple Kanban boards, trackers, and lightweight CRMs

Weaknesses

-No true Gantt charts, resource management, or dependency-based scheduling
-Automations are limited compared to Smartsheet's workflow engine
-Databases slow down significantly at large row counts

Best for

Small to mid-size teams that want a shared workspace for docs, notes, and simple task tracking without spreadsheet complexity.

Feature Comparison

Feature	Smartsheet	Notion
Free plan	No (Enterprise trial only)	Yes, unlimited pages for individuals
Starting paid price	$9/user/mo (Pro, 3-user min)	$10/user/mo (Plus)
Gantt charts / dependencies	Yes, native	No (workaround via timeline view)
Spreadsheet/grid editing	Yes, core feature	Basic (database table view)
Docs / wiki	Limited	Yes, core feature
Automation/workflows	Advanced (approvals, alerts, conditional logic)	Basic (database automations, buttons)
Resource management	Yes (Business/Enterprise)	No
Kanban boards	Yes, via card view	Yes, native board view
AI features	Smartsheet AI (add-on, limited)	Notion AI (paid add-on)
Integrations	Salesforce, Jira, Microsoft, Google Workspace, Slack	Slack, Google Drive, Jira, Zapier, Make
Reporting/dashboards	Advanced, cross-sheet	Basic, per-database
Learning curve	Moderate-to-steep	Low

The Verdict

Smartsheet wins when your work is genuinely project-management heavy — dependencies, resource allocation, and cross-team reporting at scale. Notion wins for everything else: docs, notes, wikis, and lightweight tracking that a small team can set up in an afternoon without training. If you're paying for Smartsheet Business just to track tasks and write specs, you're overpaying for capability you don't use.

How to switch from Smartsheet to Notion

1Export every Smartsheet sheet individually via File > Export to Excel (.xlsx) or CSV — there's no single bulk export, so budget time for larger workspaces.
2Download attachments and comment threads separately, since they aren't included in the CSV/Excel export and must be manually saved or re-uploaded.
3In Notion, create a database for each exported sheet and import the CSV/Excel files using the built-in CSV import tool, then map columns to Notion property types (text, select, date, etc.).
4Rebuild critical Smartsheet automations (approvals, alerts) as Notion database automations or button actions, accepting that complex conditional workflows will need to be simplified.
5Recreate dashboards using Notion's linked databases and views (board, calendar, timeline) instead of Smartsheet's cross-sheet reports.
6Run both tools in parallel for one project cycle, get team sign-off on the Notion setup, then cut over and downgrade or cancel your Smartsheet subscription.

Smartsheet vs Notion: common questions

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

Open each sheet and use File > Export, choosing Excel (.xlsx) or CSV format — Smartsheet doesn't offer a single bulk export for an entire workspace. For attachments and comments, you'll need to download them separately since they don't travel with the CSV/Excel export.

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

You lose native Gantt charts with dependency chains, resource management, and Smartsheet's conditional workflow automation. Notion's timeline view and database automations cover simple cases, but anything involving critical-path scheduling or multi-project resource leveling has no real equivalent in Notion.

Is Notion's free plan enough for a small team, or do we need to pay?+

Notion's free plan supports unlimited pages and blocks for individuals, but team collaboration features like unlimited file uploads, version history beyond 7 days, and admin controls require the Plus plan at $10/user/month. Most small teams outgrow the free tier within a few weeks once they add shared databases and guest collaborators.

Can Notion replace Smartsheet's integrations with Jira, Salesforce, or Microsoft tools?+

Notion connects to Jira, Slack, and Google Workspace directly, and you can bridge to Salesforce or Microsoft tools via Zapier or Make. It won't match Smartsheet's native, deeper Salesforce sync or Microsoft Project import, so heavy Salesforce/PM-tool workflows may need a middleware layer.

Will switching from Smartsheet to Notion actually save money over time?+

Yes, for most small teams — Notion Plus at $10/user/month is cheaper than Smartsheet Pro's $9/user/month with a 3-user minimum once you factor in that Smartsheet's real-world usage often pushes teams to the $19/user Business tier for automation and reporting. If you don't need Smartsheet's advanced project features, you're likely paying for capability you're not using.