Smartsheet

Smartsheet is a project and work-management platform for teams coordinating projects and building solutions at different scales. It is strongest for organizations that need multiple views, workflow automation, and portfolio-level tools together. Its lower tiers impose meaningful limits, and its Windows and Mac desktop app is slated for retirement.

Overview

Smartsheet spans individual project tracking and more complex organizational work. Grid, table, board, calendar, Gantt, and timeline views give teams options for planning and reporting, while dashboards, forms, formulas, workload tracking, and portfolios add reach beyond task lists. Timeline is limited to Business and higher plans, and other capabilities also vary by tier.

Sheet capacity is finite: standard sheets allow up to 20,000 rows and 400 columns, with a 500,000-cell limit; imported files are capped at 50 MB. Those ceilings are worth factoring in for teams consolidating large datasets or handling sizable imports.

Key features

Views and project controls

The range of views can accommodate different planning styles within one product. Dashboards, reports, workload tracking, and portfolios make Smartsheet relevant to teams overseeing work across projects, though plan-dependent features mean buyers should map their requirements to a tier before committing.

Automation and AI

No-code automated workflows can take repetitive coordination out of routine work. Pro allows 250 automations per month; Business and higher plans remove that stated monthly cap. Built-in AI can generate formulas, analyze data, summarize content, and help build dashboards, while the Smartsheet MCP Server connects with ChatGPT, Claude, Gemini, and Microsoft Copilot. The AI functions broaden the toolkit, but the plan details given do not establish which tiers include them.

Integrations, access, and security

Integrations include Jira, Power BI, Salesforce, SAP, ServiceNow, Tableau, Workday, Slack, Microsoft Teams, and Adobe Creative Cloud. Role-based access controls, SSO, MFA, external collaboration controls, event reporting, and 24/7 incident monitoring address organizational security needs. The Trust Center lists SOC 2, ISO 27001, GDPR, FedRAMP, and HIPAA (BAA); ISO 42001 is in progress. Smartsheet Regions offers storage locations in the US, EU, or Australia, a useful option for organizations with regional data requirements.

Pricing

Smartsheet is paid software with a 30-day trial and no free plan. Prices below are per Member; the distinction between Members and Contributors or Guests matters when estimating who needs a paid seat.

PlanPrice and termsWhat it includesPro$9 a month, billed yearly; $12 per Member/month billed monthly. 1–10 Members.Unlimited Contributors, 250 automations per month, and 20 GB attachment storage.Business$19 a month, billed yearly; $24 per Member/month billed monthly. 3+ Members.Unlimited Guests and Contributors, unlimited automations, and 1 TB attachment storage.EnterpriseCustom pricing. 10+ Members.Unlimited attachment storage.Advanced Work ManagementCustom pricing.Control Center, Dynamic View, Data Shuttle, Connectors, DataMesh, and Premium Support.Pro is the entry point for small teams, but its 10-Member ceiling, monthly automation quota, and 20 GB storage can constrain growth. Business raises the minimum to three Members while expanding storage to 1 TB and removing the automation cap; it is the more suitable fit for teams that need those allowances or unlimited Guests. Enterprise sets a 10-Member minimum and unlimited storage. Advanced Work Management is aimed at buyers who need its named controls and connectors or premium support; both upper tiers require custom pricing. All plans include Help & Learning content, the Smartsheet Community, and web-based ticketing.

Platforms

Smartsheet supports Android, iOS, Linux, macOS, Windows, and web, alongside an API and extension. Its Windows and Mac desktop app is deprecated and will be retired on or after January 6, 2027, so desktop-dependent buyers should plan around the web version rather than treat the app as a durable platform choice.

Who it's for

Smartsheet suits people and teams tracking projects as well as organizations coordinating complex solutions and large portfolios. It is a better fit for buyers who can make use of its varied views, automation, and project controls than for those who only need a basic task list. Teams should also check that their expected sheet size and attachment storage fit the product's caps and chosen plan.

Pros and cons

Pro: Multiple work views plus dashboards, reports, forms, workload tracking, and portfolios support oversight from individual tasks to portfolios.

Pro: Business and higher plans have unlimited automations, and built-in AI supports formulas, data analysis, summaries, and dashboard creation.

Pro: Security controls, recognized compliance frameworks, and US, EU, or Australia data regions address common organizational requirements.

Con: Pro caps automations at 250 per month and storage at 20 GB; Business requires at least three Members.

Con: Standard sheets have row, column, and cell ceilings, and imports cannot exceed 50 MB.

Con: The Windows and Mac desktop app is deprecated and faces retirement on or after January 6, 2027.

Alternatives

For resource and capacity planning, compare Workday Adaptive Planning, frePPLe, NETVIBES, Scoro, and SAVIOM. Workday Adaptive Planning is a paid option with a 30-day trial and no free plan; frePPLe offers a free open-source Community edition and a Cloud plan capped at six scenarios. NETVIBES has a free plan alongside paid offerings, and Scoro has no free plan and lists a Time-billing plan at $17 a month. SAVIOM offers web and self-hosted options, with Power and Lite licenses.

For service-oriented or time-focused needs, Amazon Connect, Deltek Maconomy, and Hubstaff are also alternatives. Amazon Connect charges priced on request for its SMS and third-party messaging plan; Deltek Maconomy is an enterprise ERP for professional services firms with pricing by demo request. Hubstaff has no free plan and lists a Starter plan at $7 a month.

Readers comparing categories can also browse Capacity Planning Software, Resource Management Software, Deal Desk Software, IT Project Management Software, Game Project Management Software, and AI Project Management Software.

Verdict

Choose Smartsheet if your team needs flexible project views, automation, and oversight that can extend across portfolios, and if its plan limits fit your scale. Its strongest case is the combination of project controls, integrations, and organizational security options; look elsewhere if you need a free tier, larger sheet or import limits, or a dependable desktop app.