Smartsheet pricing: fees, limitations, and Baserow as an alternative
- What is Smartsheet?
- Smartsheet pricing plans
- Smartsheet’s add-ons and additional fees
- The limitations and disadvantages of Smartsheet
- Smartsheet pricing vs. Baserow pricing
- Smartsheet pricing FAQs
- Why Baserow offers better value for money than Smartsheet
- Switch from Smartsheet to Baserow
Smartsheet is a popular choice among businesses looking for a work management tool. However, like many SaaS platforms, the devil is often in the details, especially when it comes to pricing, extra costs, and limitations.
We’ll explore these aspects of Smartsheet and compare them with Baserow’s open-source no-code database which offers more in the way of data ownership, scalability, performance, and interoperability with existing tools.
What is Smartsheet?
Smartsheet is a cloud-based tool that facilitates project management and team collaboration.
By combining a spreadsheet interface with database-like features, Smartsheet enables teams to plan, manage, and track tasks in real-time. Smartsheet is known for its wide selection of templates catering to different domains like IT, HR, and product development.
The platform offers a range of tools including a variety of visualization options from grid views and Gantt charts to forms, cards, and calendars, along with real-time collaboration features enabling users to share sheets, add attachments, and automate workflows.
You can easily link it with platforms like Microsoft Office, Google Workspace, and Slack. And use Smartsheet’s various complementary work management products to provide additional functionality and support, from Bridge, designed for intelligent workflows, to the Calendar App for building shareable calendars.
While Smartsheet offers many features and benefits, it has limitations that may be restrictive for businesses. Handling large datasets is one major limitation. For instance, Smartsheet has limited storage and cell values, with a maximum of 20,000 rows, 400 columns, and 500,000 cells per sheet.
Smartsheet is also a proprietary/closed-source software that can’t be self-hosted. Therefore, users can’t customize the storage, and all data remains in the organization’s infrastructure which might not be suitable for businesses operating in highly-regulated industries. On the other hand, alternatives like Baserow are open source and can be self-hosted, providing a more flexible and secure option.
Smartsheet pricing plans
Smartsheet’s pricing plans are designed to cater to everyone from individuals to large enterprises. Before purchasing a subscription, you can start a free 30-day trial to see if the application is a good fit for you.
Potential users should be aware that the standard plans come with constraints, such as minimum and maximum limits on user numbers which make for a very confusing pricing structure, as well as limits on attachment storage capacity and automation capabilities. Also, the premium plans have some niche features and integrations that require additional fees, setup, and reliance on third-party tools.
Here’s an overview of Smartsheet’s pricing plans:
Free plan
Pricing: Free
Overview: Ideal for individuals just starting with task and project management.
Features & limits:
- 1 user with up to 2 editors
- 2 sheets
- Various view options: Gantt, Grid, Card, Calendar
- Dashboards and reports
- 500 MB attachment storage
- 100 automation per month
Pro plan
Pricing: $9 per user/month, billed monthly, or $7 per user/month, billed yearly.
Overview: Suitable for people and teams wanting to track, share, and manage projects with unlimited viewers.
Features & limits:
- All features from the Free plan
- Up to 10 editors (a paid license is required to edit)
- Unlimited sheets and viewers
- Unlimited dashboards, reports, and forms
- 20 GB attachment storage
- 250 automation per month
- Integrations: Microsoft 365, Teams, Google Workspace, Slack, Box, Dropbox
- Email support
- Limit: Max of 10 users
Business plan
Pricing: $32 per user/month, billed monthly, or $25 per user/month, billed yearly.
Overview: For businesses looking to manage projects and programs with unlimited free editors.
Features & limits:
- All features from the Pro plan
- Unlimited free editors
- 1 TB attachment storage
- Unlimited automation
- Integrations: Access to Resource Management by Smartsheet, Brandfolder, Adobe Creative Cloud, Tableau, and PowerBI (extra licences are required)
- Activity log, Document builder, Proofing
- Access to Smartsheet University training (extra fees)
- Standard and Professional Support (extra fees)
- Limit: Minimum of 3 users required
Smartsheet Enterprise pricing
Pricing: Custom pricing
Overview: For organizations requiring enterprise-grade security and controls and running processes at scale.
Features & limits:
- All features from the Business plan
- Single sign-on/SAML
- Directory integration and account discovery
- Enterprise Plan Manager
- WorkApps based on user roles and Work Insights for data analysis
- Unlimited attachment storage
- Access to professional support
- Access to Smartsheet Advance (extra fees)
Smartsheet’s add-ons and additional fees
Smartsheet has a base pricing plan with potential extra costs that users should be aware of. Enhanced functionalities like specialized and separate encryption keys and automation bridges come in the form of add-ons, meaning the seemingly economical base plans can quickly become more expensive as you integrate these features.
The Smartsheet Advanced package, only available on the Enterprise plan, is the only way to get all of the premium features, and it has Silver, Gold, and Platinum tiers. To get the most out of the software, you’ll need the top-of-the-line package which is likely to be expensive.
Other drawbacks and potential costs come in the form of the software’s limits. Smartsheet enforces specific row limits per sheet, so users with a lot of data might need to manage multiple sheets. Additionally, although Smartsheet integrates with numerous well-known tools, it may not accommodate every tool in your arsenal, leading to the potential need for third-party bridging solutions, which further adds to costs.
Another concern with Smartsheet, as is the case with many SaaS platforms, is the risk of vendor lock-in, where transitioning to a different platform in the future could be complicated and costly. What’s more, you’re limited in terms of customizing the software to your specific needs and scaling it as you grow.
The limitations and disadvantages of Smartsheet
Pricing and add-ons
Additional fees are charged for things like editing, integrations, training, and support. Certain power features come as paid add-ons only accessible through the Business or Enterprise plans. To access all features without paying individually, you have to opt for Smartsheet Advanced, which is only available with the Enterprise plan.
In addition, Smartsheet’s pricing plans can be misleading. For example, the Business plan is priced at $32 per user, per month, with a minimum requirement of three users. This makes the minimum base price $96 per user, per month, making it significantly pricier than other similar tools.
Software constraints
Row, cell, and column limits are imposed with a maximum of 20,000 rows, 400 columns, and 500,000 cells per sheet. For complex projects, you might need to use several sheets. API usage is also restricted with a rate limit of 300 requests per minute per access token.
In addition, integration with third-party tools is limited. To achieve some specific integrations, users might need to rely on third-party platforms or connectors like Zapier. While these solutions can bridge the gap, they can introduce added costs, complexity, or potential points of failure in a workflow.
To use Bridge by Smartsheet for connecting data and automating tasks, you must have an Enterprise plan.
Performance and usability issues
The software can be slow, particularly with heavy features. This lag is especially noticeable when sheets approach Smartsheet’s size limits or when using advanced features. The interface may also present a steep learning curve for some, especially those unfamiliar with spreadsheets.
Also, Smartsheet doesn’t offer native time tracking. However, it does have a separate time-tracking software called Resource Management which is a premium add-on and requires a separate license.
No open source offering
Unlike open-source tools, where users have access to the source code and can modify it to better suit their specific needs, Smartsheet’s proprietary nature means that users are reliant on the features and functionalities provided by the company. Any desired changes or custom functionalities must be built within the confines of Smartsheet’s system or through its limited API.
Open source tools also allow for self-hosting, which offers unparalleled benefits in adhering to data governance policies across company, state, and federal levels. It grants organizations complete control over their data, ensuring that sensitive information remains within the confines of their infrastructure.
Security issues
Users are reliant on the company to ensure the software’s security and to patch any vulnerabilities, therefore it might not be the best choice for organizations adhering to strict data governance and compliance regulations.
Smartsheet pricing vs. Baserow pricing
Baserow and Smartsheet serve similar purposes but are inherently different in terms of their design, functionality, and pricing structures. Some businesses might find that Baserow’s open-source no-code database offers better value for money compared to Smartsheet.
Baserow’s hosted SaaS offering is available as a free plan, a Premium plan ($5 per user/month), and an Advanced plan ($20 per user/month). Every hosted plan offers unlimited databases, with row limits of 3,000, 10,000, and 250,000 respectively.
In contrast to Smartsheet, Baserow also offers open-source, self-hosted options that can be set up either on-premise or in the cloud. Each of Baserow’s self-hosted pricing plans offers unlimited databases, unlimited rows, and unlimited storage.
Baserow comes with an impressive suite of features, such as advanced search and filtering capabilities, real-time collaboration tools, diverse view options including Grid, Form, Calendar, Kanban, Form, and more, and an array of pre-built templates to facilitate a quick start. The Enterprise plan goes further, with added features like role-based access controls, audit logs, single sign-on, and specialized direct support.
Baserow offers a 30-day free trial, so you can test out its advanced features:
Baserow’s pricing plans at a glance
Baserow Cloud
| Plan | Features | Price |
|---|---|---|
| Free | Unlimited databases 3,000 rows 2GB per workspace Collaborators, Grid, Form and Gallery views |
Free |
| Premium | Unlimited databases 10,000 rows 5GB per workspace Advanced collaboration, additional Kanban, Survey, and Calendar views |
$5 per user/month |
| Advanced | Unlimited databases 250,000 rows 20GB per workspace All Premium features, plus role-based permissions and priority support |
$20 per user/month |
Baserow Self-Hosted
| Plan | Features | Price |
|---|---|---|
| Free | Unlimited databases Unlimited rows Unlimited storage Collaborators, Grid, Form and Gallery views |
Always free |
| Premium | Unlimited databases Unlimited rows Unlimited storage Advanced collaboration, additional Kanban, Survey and Calendar views |
$5 per user/month |
| Enterprise | Unlimited databases Unlimited rows Unlimited storage All Premium features, plus role-based permissions, instance-wide admin panel, audit log and priority support |
On request, ranging from $15 to $35 USD per user/month based on the number of users |
Smartsheet pricing FAQs
How much does Smartsheet cost per month?
Smartsheet offers various pricing plans tailored to meet different business needs. Monthly costs vary significantly depending on the chosen plan, the number of users, and any add-ons you require. The Free plan costs nothing. For paid plans, the monthly cost per user starts from $9 per user/month, billed monthly, scaling up to significantly higher rates and extra costs for plans that include advanced features, unlimited access, and enterprise-grade security measures.
What are Smartsheet’s pricing plans?
Smartsheet’s pricing plans include the Free Plan which supports up to 2 editors and offers access to 2 sheets, along with Gantt, Grid, Card, and Calendar views. The Pro Plan costs $9 per user/month, billed monthly, and includes everything from the Free plan, plus unlimited free viewers, unlimited sheets, forms, reports, and 20 GB attachment storage. The Business Plan is priced at $32 per user/month, billed monthly, and includes unlimited editors, all the Pro plan features, 1 TB attachment storage, workload tracking, and unlimited automation. Smartsheet Enterprise has custom pricing and includes all features available in the Business plan, plus SAML-based SSO, AI formulas and text, directory integrations, an Enterprise Plan Manager, WorkApps, and Work Insights.
Are there any additional costs associated with using Smartsheet?
Yes, while Smartsheet offers a base pricing plan, users should be aware of its add-on features and services. Specialized functionalities like separate encryption keys and automation bridges are add-ons, leading to increased costs from the initial plan. For access to all premium features, you’ll need the Smartsheet Advanced package, only available with the Enterprise plan and offering different tiers such as Silver, Gold, and Platinum, each progressively more expensive. Other additional fees apply for services such as editing, integrations, training, and support.
What limitations should I be aware of with Smartsheet?
Smartsheet’s limitations span various aspects, from pricing structures to software constraints. Firstly, Smartsheet’s pricing can be somewhat deceptive, with plans like the Business plan requiring a minimum of three users, increasing the minimum monthly cost significantly compared to other similar tools. On the software front, Smartsheet imposes row, cell, and column limits, its API usage is capped, and integration with third-party applications is limited. Additionally, Smartsheet’s closed ecosystem limits user control over data governance, posing challenges for organizations with strict compliance requirements.
How does Smartsheet’s pricing compare to other project management tools?
When comparing Smartsheet’s pricing to other project management tools, you’ll find that it offers a wide range of features for project management, but it might get pricey, especially for larger teams or businesses on a tight budget. Options like Baserow could be a more cost-effective option, providing similar database functionalities in a no-code, open-source platform. You can start with Baserow for free, and even its paid plans, such as the Premium plan at $5 per user/month and the Advanced plan at $20 per user/month, offer great value with unlimited databases and generous row limits. With features like advanced search, real-time collaboration, and a variety of view options, Baserow gives you a lot of the project management capabilities of Smartsheet but at a lower cost.
Does Smartsheet offer special pricing for nonprofits and educational institutions?
Yes, Smartsheet offers specially discounted rates for non-profit organizations and educational institutions on annual plans. To take advantage of these discounts during the purchase process, you should indicate that you are a nonprofit and provide a little about your organization. Smartsheet reserves the right to reset pricing for customers who mistakenly receive nonprofit pricing to standard commercial price points.
What’s Smartsheet Control Center, and how much does it cost?
Smartsheet Control Center is a powerful tool designed to streamline project management across an organization. It automates project creation, ensures standardization across projects, and provides valuable insights into project portfolios. Pricing for Smartsheet Control Center is tailored to the specific needs of each organization and depends on the scale of operations and the depth of functionality required.
How much is Smartsheet Enterprise?
Smartsheet Enterprise pricing is customized based on your organization’s size, needs, and desired features. The cost for enterprises can vary significantly based on factors such as the number of users, the degree of customization, and the level of advanced features and integrations. In addition to the base plan, Smartsheet Enterprise offers add-ons like online web support, 24/7 global phone support, professional support, technical account managers, and Smartsheet University for enhanced functionality and support. With these considerations, the cost for a large organization with numerous users and numerous add-ons could extend into several thousand dollars per month.
Can you use Smartsheet for free?
Yes, Smartsheet offers a free plan that gives you a basic version of the platform. The Free plan offers some basic features for task management, albeit with certain limitations compared to the full capabilities offered by paid plans. Smartsheet’s Free plan is an ideal option for individuals or small teams looking to organize their work and collaborate on projects without the immediate need for the more advanced features and integrations available in Smartsheet’s paid offerings.
Does Smartsheet have a free trial?
Yes, Smartsheet offers a limited free trial period that allows users to experience its features and functionalities before committing to a paid plan. After the trial period ends, you must choose one of the paid plans to continue using Smartsheet. The free trial is a great way to explore the platform’s capabilities and determine if it fits your project management and collaboration needs. It’s important to note that the full range of features and capacities might be restricted during the trial and are only available in paid versions.
Does Smartsheet offer self-hosted pricing plans?
No, Smartsheet does not offer self-hosted pricing plans. Smartsheet is primarily a cloud-based platform, meaning that it hosts all the services and data on its servers. Users access Smartsheet through the internet without the option to host the platform on their own infrastructure. This approach allows for real-time collaboration, accessibility from anywhere, and reduces the IT burden on organizations but does not offer the control and customization that come with self-hosted solutions.
Is there a self-hosted Smartsheet alternative?
Yes, Baserow is the best self-hosted alternative to Smartsheet for those seeking a flexible, customizable project management and database solution. As a self-hosted platform, Baserow gives you complete control over your data, ensuring it remains within your own infrastructure, which is crucial if you need to adhere to specific privacy, security, and compliance standards. This level of control is especially beneficial for businesses operating in highly regulated industries or those with strict data governance policies.
Is Smartsheet open-source?
No, Smartsheet is not open source. It’s a proprietary software-as-a-service (SaaS) platform offering project management and collaboration tools. This means users cannot access or modify its source code to customize the platform according to their specific needs, unlike open-source alternatives where such flexibility is a key feature.
What’s the best open-source Smartsheet alternative?
If you’re looking for an open-source alternative to Smartsheet with a competitive edge, Baserow is the best option. Baserow is a no-code database tool that offers much of the flexibility and functionality for project management and data organization that Smartsheet does but with the added advantages of being open-source. This key feature allows for unparalleled customization, as you can modify the source code to fit your unique needs.
With Baserow, you can bypass the limitations of Smartsheet’s proprietary system, ensuring business continuity, with the added benefit of Baserow’s dynamic community of developers who are dedicated to the platform’s ongoing enhancement and providing support.
Are Baserow’s plans better value than Smartsheet’s pricing?
Baserow offers better value for money than Smartsheet’s pricing plans for several reasons. Firstly, Baserow is an open-source, no-code database tool, which inherently offers more adaptability and customization than the proprietary, cloud-based Smartsheet. Baserow also offers both a hosted SaaS solution and self-hosted options. By self hosting, businesses can maintain total control over their data and eliminate ongoing subscription fees tied to cloud services, reducing long-term operational costs.
What’s more, Baserow offers unlimited databases, rows, and storage across its self-hosted plans. This contrasts with Smartsheet’s pricing structure, which imposes limitations on rows, attachments, and features at each pricing level, potentially leading to unexpected costs as businesses grow or their needs change. Choosing an open-source solution like Baserow means you can avoid being trapped into using Smartsheet’s platform that might not evolve with your needs or could impose sudden, unwelcome changes in pricing or functionality.
What’s the best free Smartsheet alternative?
The best free Smartsheet alternative is Baserow. Unlike Smartsheet’s limited free options, Baserow’s free plans come packed with features designed for both individuals and small teams. Baserow Hosted includes unlimited databases, supports up to 3,000 rows and 2GB of storage per workspace, and offers view options such as Grid, Form, and Gallery, with access to a library of over 70 templates. Baserow Self-Hosted has a Free Forever plan and is ideal for users with specific privacy, customization, or scalability requirements. It offers the freedom to host Baserow on your own infrastructure, providing unlimited databases, rows, and storage, along with the same rich set of view options and templates as the hosted version.
Why Baserow offers better value for money than Smartsheet
- Open-source nature: Baserow is an open-source no-code database platform. This means businesses can access the source code, customize it according to their needs, and avoid the ongoing costs associated with proprietary platforms. This also means continuity for your business, as there’s no vendor lock-in.
- No vendor lock-in: With proprietary platforms like Smartsheet, there’s a risk of vendor lock-in, where transitioning to a different platform in the future could be complicated and costly. With Baserow’s open-source approach, businesses find it easier to migrate or integrate other tools without being overly reliant on a single vendor. Importing your existing data is easy, and exporting data is even easier. You can do so in open, non-proprietary formats that’ll work with a wide range of other software.
- API-first and developer-friendly: With Baserow, you can easily create custom plugins or use third-party ones to expand your database functionalities beyond what Smartsheet offers. Baserow is also API-first, so it can be easily integrated with every tool you need.
- Flexibility and scalability: Unlike Smartsheet’s pricing plans, Baserow’s self-hosted versions offer unlimited records and bases, making it a much more scalable solution. With self-hosting, you can also customize your storage and attachment limits, which allows you to scale at much higher data volumes.
- Full control over data: With Baserow, users have full control over their data and hosting environment, which can be critical for businesses with strict data security and/or compliance requirements.
- Transparent pricing: Baserow has a more transparent and straightforward pricing structure with no hidden costs or surprises. This makes budgeting more predictable and more cost-effective regardless of the size of your team, data storage, and overall business requirements.
- Enterprise plan: Baserow’s Enterprise plan offers role-based access control (RBAC), an administration panel, SSO, and direct priority support. You also have access to all Premium features such as JSON and XML export, row coloring and comments, public logo removal, Kanban and Calendar views, survey form mode, audit log, and much more.
- Community support: Baserow has a robust user community. This is a valuable resource for troubleshooting, custom modules, or getting insights into best practices.
Baserow’s top features
- Priced more affordably than Smartsheet
- Robust open-source platform with no-code capabilities
- Availability of both cloud-based and self-hosting options
- Intuitive spreadsheet-like user interface
- Unlimited rows and storage when self-hosted
- Extensive customization
- Real-time collaborative features, comments, @mentions, notifications, and more
- Impressively fast and responsive user experience
- A vast range of pre-designed templates
- API-first and developer-friendly for deep integrations with any tool
- Enhanced security features suitable for enterprise needs
- Active and supportive online user community
- Dedicated support for users on Premium and Enterprise tiers
- 30-day free trial of advanced features
- New Application Builder
Switch from Smartsheet to Baserow
More and more users are choosing Baserow for its advanced no-code features and open-source flexibility. It can be tailored to suit any sector, whether it’s marketing, finance, sales, operations, or others.
You maintain complete control over your data, ensuring compliance is met even for the most security-conscious organizations. Modify the source code, tailor the software to your preferences, and integrate it easily with your existing tools. Plus, our dedicated developer community is always available for support.
With Baserow, what you see is what you get—no hidden costs! It’s designed for performance, handling even vast amounts of data effortlessly. For a scalable, flexible solution at a competitive price, contact us today!
Other related content
