Smartsheet alternatives: a data-backed comparison
Explore data on top project management tools to find the best Smartsheet alternatives for your needs.
Best Smartsheet alternatives in 2025
Asana
Best for: Teams that need to coordinate complex projects across multiple departments with adaptable workflows.
- User-friendly interface with intuitive navigation
- Integrations with tools like Slack, Google Drive, and Microsoft Teams
- Customizable dashboards and timelines
- Advanced features can be expensive
- It may become complex for very large projects with numerous tasks
Airtable
Best for: Teams that need flexible data organization that combines spreadsheet simplicity with database capabilities.
- Links information across multiple tables
- Offers nearly 30 field types for customization
- Enables complex filtering and grouping
- Offers API access for integrations
- Allows no-code interface building
- Supports complex formula calculations
- Steeper learning curve requires time to master
- Limited records in free plan
- Mobile app has limited functionality
- Performance slows with large databases
Jira
Best for: Organizations of all sizes seeking ticketing systems, developer support tools, and agile project management platforms that scale with team growth and evolving needs.
- Comprehensive agile boards (Scrum, Kanban)
- Powerful issue and bug tracking system
- Customizable workflows for development processes
- Advanced reporting and sprint planning
- Extensive integration with developer tools
- Overly complex for non-technical teams
- Requires significant setup and configuration
- Steep learning curve for new users
- Can feel cluttered for simple projects
- Expensive for small teams
Trello
Best for: Small teams and individuals who prefer visual task management and straightforward workflows.
- Highly intuitive interface
- Easy to set up and use
- Excellent for simple project visualization
- Flexible card organization
- Limited advanced project management features
- Can become cluttered with larger projects
- Basic functionality compared to competitors
Monday
Best for: Teams that need powerful yet intuitive work management tools to coordinate projects across teams without the complexity of enterprise software.
- Intuitive, visual interface requires minimal training time
- Strong mobile app functionality for on-the-go monitoring
- Excellent dashboard visualization for metrics
- High user satisfaction ratings for ease of use
- Limited functionality in free version
- Limited customization options for complex processes
- Less robust time tracking capabilities for billable hour management
- Limited number of native integrations
ClickUp
Best for: Teams heavily reliant on multiple tools and requiring extensive integrations.
- Comprehensive feature set
- Regular platform updates
- Powerful automation options
- Competitive pricing
- Steeper learning curve for new users
- Feature-rich environment can be overwhelming
Criteria for evaluating Smartsheet alternatives
The data on the platforms' spending patterns above is drawn from Ramp's analysis of anonymized transactions across more than 30,000 businesses. These insights can help benchmark your expected usage and understand market adoption trends. Here's how you can take your analysis further:
Core features
Consider whether you need features like time tracking, resource management, or reporting. While Smartsheet offers an all-in-one platform, other tools might focus on specific areas. Asana excels in workflow management, Trello is straightforward with its visual interface, and Monday.com provides customizable dashboards.
Features and customization
Look for a platform that aligns with your project management needs. Check if the tool supports task dependencies, automation, and custom views such as Gantt charts or Kanban boards. Customization can help you tailor workflows, so make sure the platform offers enough flexibility for your team.
Collaboration and integrations
Ensure the tool integrates well with the apps your team already uses, like Slack, Google Drive, or CRM software. Strong collaboration features streamline communication and project tracking, saving time and improving efficiency.
Pricing and scalability
Review the pricing structure to see if it fits your budget and scales with your team. Some tools offer tiered pricing or enterprise-level packages that grow with your needs. Consider long-term costs to avoid expensive upgrades as your team size or project complexity increases.
Reporting and automation
Look for tools that allow for customized dashboards, automated workflows, and scheduled reports. These features save time by automating routine tasks and providing actionable insights into project performance.
Security and compliance
If your team handles sensitive data, check if the platform offers necessary security features like data encryption and role-based access controls. Ensure the tool complies with relevant standards like SOC 2 or GDPR, depending on your industry.
How to choose the right alternative
Selecting the best Smartsheet alternative involves evaluating your team’s needs, workflow efficiency, and future growth potential. Follow these steps to make an informed decision.
Identify your team’s needs
Begin by analyzing your current project management challenges and pinpointing key requirements:
- Features that Smartsheet lacks but are essential for your team, such as enhanced automation or a simpler interface
- Critical integrations with tools like Slack, Google Drive, or Salesforce
- Advanced functionalities like time tracking, resource allocation, or custom reporting
Try before committing
Many project management platforms offer free trials or basic plans. Use these to test potential alternatives:
- Create a small test project to explore usability and functionality
- Evaluate key features that align with your team's workflow
- Assess how intuitive the interface is for new and existing users
- Gather team feedback on usability and how well the platform meets their needs
Ensure long-term suitability
Choose a tool that can adapt as your organization scales:
- Compare pricing plans to see which features are available at different levels
- Check how well it integrates with your existing tech stack
- Look into the provider’s history of updates and feature enhancements
- Determine if the platform can accommodate growing teams and complex projects
Evaluate support and onboarding resources
Smooth implementation depends on access to strong support and learning materials:
- Review customer support options, including availability and response times
- Check if the platform offers tutorials, webinars, and detailed documentation
- Engage with online communities and forums for additional insights
See if migration support is available to help transfer existing data and workflows