Smartsheet vs. Trello: A data-backed comparison
Explore Smartsheet and Trello’s features, pricing, adoption trends, and ideal use cases to determine which project management tool best fits your team.
Smartsheet vs. Trello at a glance
Both Smartsheet and Trello offer project management solutions but cater to different user needs. Smartsheet is designed for structured workflows, automation, and reporting, making it ideal for teams managing complex projects.
Trello, on the other hand, provides a visual Kanban-style approach, making it best for teams looking for a simple, flexible, and lightweight tool.
Metrics | Smartsheet | Trello |
|---|---|---|
Relative cost | 22% lower cost than category average | 80% lower cost than category average |
Adoption trend | 15% QoQ adoption growth | 7% QoQ adoption growth |
Primary user segment | – | 38% of users are SMB |
Best for | Organizations of all sizes that need collaborative project management and scalable workflow solutions that can grow with their business. | Small teams and individuals who prefer visual task management and straightforward workflows. |
Smartsheet overview
Smartsheet is a grid-based work management platform that combines the familiarity of spreadsheets with automation, reporting, and project tracking features. It is widely used in enterprise settings, IT, and construction industries for budget tracking, resource management, and collaborative planning.
With multiple project views—including grid, Gantt charts, and card views—Smartsheet supports workflow automation, approval processes, and real-time reporting to streamline operations, making it an ideal choice for teams handling data-heavy and structured project workflows.
Smartsheet key features
Features | Description |
|---|---|
Customizable project views | Grid, Gantt, and card views support flexible project tracking. |
Workflow automation | No-code templates streamline repetitive tasks and complex workflows. |
Enterprise reporting | Custom dashboards provide deep analytics and real-time project insights. |
Resource management | Built-in timesheets and resource tracking for project planning. |
Secure collaboration | Access controls and integrations with Microsoft 365 and Salesforce support enterprise use. |
Data connectivity | Syncs with external systems like ServiceNow, Jira, and Google Sheets. |
Trello overview
Trello is a Kanban-based project management tool designed for teams looking for a visual and intuitive approach to task management. It helps teams organize work using boards, lists, and cards, making it easy to track progress at a glance.
Trello is ideal for agile workflows, marketing teams, and startups that need a flexible system without the complexity of enterprise-level tools. Its Power-Ups (integrations) and Butler automation allow users to customize and automate workflows.
Trello Key Features
Features | Description |
|---|---|
Project boards | Creates dedicated workspaces for projects, allowing you to organize all tasks and workflows in one interface. |
Lists within boards | Organizes tasks into columns within boards, typically representing different stages of work (like "To Do," "In Progress," "Done") |
Cards | Houses individual tasks with supporting details such as descriptions, attachments, checklists, and team discussions. |
Labels | Adds color-coded tags to cards to signify priorities, departments, or task types |
Reminders | Assign card deadlines with automatic reminders as the date nears. |
Power-ups | Links Trello to third-party apps or custom integrations like calendars. |
Pros and cons
Tool | Pros | Cons |
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Trello |
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Smartsheet |
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Use case scenarios
Smartsheet suits teams that need detailed planning, resource tracking, and automation across large projects, while Trello fits teams that prefer simple, visual task management using Kanban-style boards.
When Smartsheet is the better choice
- Large teams managing structured, multi-phase projects that require timeline tracking and resource allocation.
- Organizations needing portfolio-level visibility, with dashboards and reports that track progress across departments.
- Teams familiar with spreadsheets who want more project management power without giving up grid-style planning.
- Projects that involve recurring tasks or phase-based handoffs, where automation can reduce manual work.
When Trello is the better choice
- Teams that prefer a visual, board-based layout to manage tasks across different stages.
- Creative or content-focused teams handling files, reviews, and approvals within cards.
- Project leads who need quick visibility into task progress and blockers.
- Small teams or startups looking for a free tool that can scale gradually.
- Teams following Kanban, Scrum, or evolving workflows that benefit from flexibility.
Other project management tools to consider
- ClickUp: Offers a highly customizable project management experience with multiple views, automation capabilities, and built-in time tracking, making it ideal for teams seeking an all-in-one workspace.
- Wrike: Focuses on workload management and advanced reporting, providing real-time collaboration tools and custom dashboards for organizations handling large-scale projects.
- Monday.com: Features visual project tracking, templated workflows, and automation options, making it a flexible choice for teams needing easy-to-set-up collaboration tools.
- Notion: Combines task management with documentation and knowledge-sharing, allowing teams to centralize their workflows and organize projects alongside internal resources.
- Airtable: Blends spreadsheet-like data organization with project management, offering flexible database functionality and automation for structured team collaboration.
- Jira: Tailored for agile teams, providing sprint planning, backlog management, and issue tracking, making it a preferred choice for software development teams.
- Asana: A structured project management platform with task dependencies, workflow automation, and timeline views. Ideal for teams managing complex projects that require organized collaboration.
- Teamwork: A client-focused project management tool featuring time tracking, invoicing, and workload management. A great option for agencies and service-based businesses handling multiple projects.
- Zoho Projects: A scalable project management solution offering task automation, time tracking, and seamless CRM integration. Best for businesses looking for an all-in-one operational hub.
- Microsoft Project: A powerful enterprise-grade planning tool with resource management, budgeting, and advanced timeline tracking. Best suited for large organizations managing complex projects.