Notion review: a data-backed look

Notion overview

Notion combines note-taking, task management, and database organization in one platform, offering teams a flexible workspace for managing projects and information. With customizable layouts and real-time collaboration, it adapts to a variety of workflows.

Best suited for startups, small teams, and content creators, Notion serves as a central hub for organizing structured data and unstructured notes in a single place.

How much do businesses spend on Notion?

The chart below showcases trends in average quarterly spend on Notion across different business segments, which can help you evaluate what your organization might invest:

If you're a micro business, you can anticipate spending approximately $693-$912 per quarter. This consistent upward trend suggests these organizations are gradually expanding their Notion usage, likely adding more workspaces or team members over time.

For small and medium-sized businesses, quarterly costs remain stable between $1.5K-$1.6K. This predictable spending pattern indicates these organizations have established their optimal Notion configuration and maintain consistent usage levels. The minimal fluctuation suggests effective cost control and mature implementation practices.

Mid-market and enterprise customers invest significantly more, ranging from $2.1K to $3.2K quarterly, with notable fluctuations throughout the year. This reflects the scalability of Notion for larger implementations, where costs adjust based on user counts, advanced features, and complex workspace configurations including databases, integrations, and administrative controls.

When evaluating Notion, consider how your organization might grow across different usage tiers. Starting with a smaller implementation allows you to test the platform's capabilities before expanding, while enterprise-level adoption typically requires more strategic planning due to the higher investment and complexity.

Who is Notion best for?

The pie chart below illustrates Notion's user base distribution across different business segments, providing insight into which organizations are finding the most value in this platform.

Micro businesses represent the largest segment at almost 60% of Notion's user base, followed by small and medium-sized businesses at 29.2%, with mid-market/enterprise customers comprising 11.4%.

For very small businesses, which typically include startups, freelancers, and teams under 25 employees, Notion offers an all-in-one workspace solution without the complexity of multiple specialized tools. These organizations likely utilize Notion for documentation, simple project tracking, knowledge management, and team wikis with minimal setup requirements.

Small and medium-sized businesses (organizations with 25-100 employees) represent Notion's second-largest user group. These companies benefit from Notion's flexibility to create custom workflows, databases, and collaborative workspaces that can adapt as teams grow. They often use Notion for cross-departmental documentation, project management, and building internal knowledge bases.

Mid-market and enterprise organizations, while representing the smallest segment, still find significant value in Notion's collaborative capabilities. These larger entities often adopt Notion for specific use cases like team documentation, creative project management, or as a supplement to existing enterprise tools, particularly in departments that value creative freedom and customization.

When considering Notion for your organization, this distribution indicates you'll likely find the most value if you're a smaller organization seeking a flexible, all-in-one workspace solution. However, the presence across all segments suggests Notion's adaptable nature can serve various organizational needs, from simple note-taking to complex database management, regardless of company size.

Notion key features

Note-taking

• What it does: Enables users to create and format rich text notes with embedded media, tables, and linked content.
• Key benefit: Centralizes knowledge management, keeping important information accessible and organized.

Task management

• What it does: Supports to-do lists, Kanban boards, calendars, and reminders for managing tasks and projects.
• Key benefit: Allows teams to track progress and structure their work using multiple visual formats.

Database management

• What it does: Provides relational databases with customizable properties, filtering, and sorting options.
• Key benefit: Helps users organize and connect data efficiently, making it useful for tracking projects, research, or inventory.

Real-time collaboration

• What it does: Allows multiple users to edit documents, leave comments, and assign tasks within shared workspaces.
• Key benefit: Improves communication and document collaboration without requiring additional tools.

Customizable pages

• What it does: Offers a flexible, drag-and-drop interface that lets users create and structure their workspace according to their needs.
• Key benefit: Provides adaptability for different use cases, from project tracking to knowledge sharing.

Notion pricing

Notion pros & cons

Notion is a good fit if:

• Your team needs a single workspace for task management, note-taking, and knowledge storage.
• You require customizable databases to structure projects, research, or client work.
• Your team values real-time collaboration with shared documents and task tracking.
• You want an alternative to multiple productivity apps by consolidating them into one platform.

Consider alternatives if:

• You need strong automation features and workflow customization.
• Your team requires native time tracking and billing tools.
• You work with large datasets and need spreadsheet-based project tracking.