Top 7 Smartsheet alternatives and competitors to consider in 2026

Smartsheet is a powerful work management platform built around a spreadsheet-style interface, designed to help teams plan projects, manage resources, and generate detailed reports. It’s widely appreciated for its flexibility in handling structured, data-heavy projects. 

However, that same flexibility is also where many teams start to struggle. As projects grow, Smartsheet often requires extensive manual configuration, slowing everyday execution.

As teams grow, collaboration in Smartsheet starts to feel fragmented. Conversations, approvals, and updates often live around rows and sheets rather than within a clear task flow, which makes it harder for teams to stay aligned in fast-moving environments.

This fragmentation becomes even more noticeable at scale, where managing work also becomes more expensive. With per-user pricing, premium add-ons, and key features locked behind higher tiers, teams often end up paying more just to maintain the same level of visibility and coordination.

Because of these limitations, many teams start looking for Smartsheet alternatives and competitors that are easier to use, faster to adopt, more collaborative, or more cost-effective—without sacrificing visibility or control.

With over a decade of experience in project management and team collaboration, we know that no two teams work the same way. As teams scale, projects become more complex, and workflows evolve, the tools they rely on must evolve too. To help you make the right choice, we’ve carefully shortlisted and analyzed the best Smartsheet alternatives. Each tool is evaluated based on its strengths, limitations, pricing, and ideal use cases—so you can clearly see where it fits and where it may fall short.

Quick overview of the best Smartsheet alternatives

What is Smartsheet, and why should you look for an alternative?

Smartsheet is a project management platform that helps teams plan work, manage complex projects, and stay aligned as work progresses. Built on a familiar spreadsheet-style interface, Smartsheet goes beyond traditional spreadsheets by providing project management capabilities such as Gantt charts, resource management, automated workflows, and real-time dashboards. Teams can use it to track projects from start to finish, organize timelines, collaborate within shared sheets, and monitor progress in one centralized place. Smartsheet is especially well-suited for teams that are comfortable with spreadsheets but need more advanced tools to manage work at scale.

​The key features of Smartsheet are

​1. Multiple views to manage work your way

Smartsheet lets you view and manage work in different ways, including Grid, Gantt, Card, Calendar, Board, and Timeline views. You can switch between these views depending on how you prefer to work.

​2. Dashboards and reporting

You can create dashboards that pull data from multiple sheets using over 20 widget types. This makes it easier to track progress, share updates, and give stakeholders a clear view of what’s happening.

3. Automated workflows

Smartsheet allows you to build multi-step automations that trigger when data changes, dates arrive, or specific conditions are met. These workflows help automate approvals, notifications, and task updates, reducing manual follow-ups.

4. Ready-to-use templates

Smartsheet offers a wide range of templates for different types of projects, saving time by eliminating the need to build layouts from scratch. These are especially helpful for recurring projects and repeatable workflows.

​5. Forms for data collection

Smartsheet’s customizable forms help you collect consistent, high-quality data for requests, feedback, events, or fieldwork. Forms can be branded, include conditional logic, be shared via links or embedded, and are accessible on mobile as well.

However, like any other platform, Smartsheet is not without limitations. It is a complex project management platform with a steep learning curve. It is also an expensive project management software. Let’s see some of the limitations of the Smartsheet:

Key limitations of Smartsheet

1. Steep learning curve for non-spreadsheet users

The Smartsheet spreadsheet model isn’t intuitive for everyone and often requires training before teams feel comfortable using it. To move beyond basic data entry, users often need to learn formulas, cell links, and configuration rules, which makes features like automation and reporting harder to use without proper training.

​2. Collaboration is not its strongest area

Smartsheet allows collaboration through comments on individual rows and @mentions, but this approach can quickly become difficult to manage. When discussions are spread across multiple rows, team members have to open each row one by one to understand what’s been discussed—there’s no single place to see the full conversation. When tasks are updated, moved, or duplicated, comments remain tied to the original row, leading to important context being lost or overlooked.

​3. Complex and higher pricing

Smartsheet’s pricing can be difficult to understand and expensive as teams grow. It uses a per-user pricing model. However, many important features, such as Dynamic View, Pivot App, and Calendar App, are not included in the base plans and require additional paid add-ons. This layered pricing structure makes it hard to predict expenses upfront and often results in higher costs than expected, especially for teams that need advanced functionality. To avoid managing multiple add-ons, teams often need to upgrade to the Advanced Work Management tier, which significantly increases the overall cost. 

4. Limited, add-on dependent time tracking

Smartsheet does offer time tracking, but it is not a separate tool like other project management tools. Smartsheet’s time tracking exists within the Resource Management add-on and is tied to Resource Management workflows, not as a standalone time tracker that every team can use easily out of the box. Teams that want basic time logging (e.g., start/stop timers on tasks, quick manual entries, or logged hours on task cards) find Smartsheet time tracking limited. 

​5. Limited integrations with third-party apps

​Smartsheet does not integrate with many widely used third-party apps like Notion, Confluence, and Microsoft Planner, which teams rely on for documentation, knowledge sharing, and lightweight task planning. As a result, work often lives across disconnected tools, adding extra effort and complexity to everyday workflows.

6. Automation is limited compared to modern platforms

​Smartsheet supports basic rule-based automation such as approvals, reminders, and simple status updates. These automations work well for straightforward processes, but they quickly hit limitations as workflows become more complex. Automation rules are largely confined to individual sheets and follow a linear structure, which makes it difficult to build advanced conditional logic, multi-step decision paths, or dynamic workflows that adapt to changing project scenarios.

7. Shares user data with third parties for advertising  

Smartsheet collects a large amount of user and account-related data beyond just basic usage. This includes account details, device and log data, organizational information, and data gathered from third-party sources such as business websites and social media profiles. More importantly, some of this collected data is used for purposes like personalized advertising and is shared with third-party advertising platforms. For organizations with strict data governance, it can feel like a strong limitation of Smartsheet.

What to look for in a Smartsheet alternative, and how do we choose the Smartsheet alternatives?

A ​Smartsheet alternative should provide the core capabilities of the platform but not its shortcomings, such as a steeper learning curve, complex pricing, and limited collaboration functionality. Based on my research, here are the five key areas you need to look for in a Smartsheet alternative:  

• Core work management features: A Smartsheet alternative should include all or most of the core work management capabilities, such as robust task management (assignment, prioritization, tracking), and visual project tracking (Gantt charts, Kanban boards). 
• Real-time collaboration: A Smartsheet alternative should support real-time collaboration through comments, shared discussions, file sharing, and instant chat, so teams can communicate and act in the same place where work happens.
• Ease of use and learning curve: A Smartsheet alternative should be easy to use with a minimal learning curve, allowing teams to get started quickly without extensive training or setup.
• Pricing & value for money: A Smartsheet alternative must offer transparent pricing, include core features without expensive add-ons or confusing tiers, and provide better value for money to make it cost-effective to scale with your team.
• Free trial and free version: A Smartsheet alternative should provide a free trial or free version so teams can test with the real workflows before making a long-term decision.

Our evaluation process

​We use a straightforward yet thorough approach to evaluate Smartsheet competitors: research, hands-on testing, and a final assessment. Each platform is tested in real project scenarios by using it with a team for two to three weeks. During this time, we closely evaluate key aspects such as user experience, flexibility, pricing, and how well the tool fits different team requirements. For more details on our review process, read how we select and test apps to feature on the ProofHub articles.

How we rated the best Smartsheet alternatives

​To evaluate the best Smartsheet competitors, we assessed each platform across five essential criteria that matter most to modern teams. Here’s how we rated them:

After testing and comparing multiple tools, we narrowed the list down to seven software like Smartsheet: ProofHub, Microsoft Projects, Wrike, Asana, Clickup, monday.com, and Trello. Each of these tools excels in different areas—whether it’s ease of use, real-time collaboration, advanced automation, or overall value for money—making them strong options depending on your team’s size, workflow complexity, and project management needs.

Comparison of the top 7 Smartsheet alternatives 

1. ProofHub: Best all-in-one alternative with ease of use and competitive pricing

ProofHub is an all-in-one project management and team collaboration software that helps create, manage, and monitor projects from a centralized place. 

​ProofHub is the best Smartsheet alternative because it’s easy to use and quick to learn. While Smartsheet relies heavily on spreadsheet-style formulas, cell dependencies, and manual configuration, even for simple workflows, ProofHub offers a more intuitive project management experience. Tasks, discussions, files, and timelines are clearly organized and differentiated. Users don’t have to make manual efforts to organize work. This reduces training time and lets you focus on your work instead of figuring out how the tool works. 

​In Smartsheet, where communication happens around row-level comments, Proofhub has the edge. In ProofHub, discussions happen directly within tasks using task comments and one-on-one with team members using chat, so conversations stay clear and easy to follow. 

​In addition to that, ProofHub offers the best pricing not only compared to Smartsheet but compared to all the tools in the list. It has a flat-fee structure that allows an organization to add as many users as they want without worrying about per-user monthly fees.

ProofHub is an all-in-one project management and team collaboration software that helps create, manage, and monitor projects from a centralized place. 

 ProofHub Vs Smartsheet

• ​Core project management features: Both Smartsheet and ProofHub offer core project management features, but ProofHub has an edge with native time tracking tools. It includes built-in time tracking tools, which are only available through the Resource Management add-on in Smartsheet.
• Ease of use: ProofHub is easy to use because of its simple and clean interface that requires little to no training. Smartsheet, on the other hand, has a steeper learning curve and needs more time and effort to master. 
• Pricing: ProofHub offers the best value for money among all the platforms listed. Its pricing plans start from $45 per month for unlimited users, which allows you to add unlimited users for one flat price. Smartsheet charges a per-user-per-month fee and requires users to pay more for the add-ons, which makes it a highly expensive project management software compared to ProofHub. 

Key features 

• ​Multiple project views:  You will get views including Board and Table, and custom filters to track the status progress at a glance
• Custom workflow: Design custom workflows to control how tasks move through each stage of a project
• Gantt chart: Plan visually with Gantt charts to manage dependencies, milestones, baselines, and critical paths
• Built in collaboration: Collaborate easily with task-level comments, built-in chat, announcements,  and file sharing that keep discussions in context
• Time tracking: Track time spent on tasks and generate accurate timesheets without extra tools
• Custom role access:  Control access with custom roles and permissions to keep work secure and organized

Pros

• ​An extensive range of native collaboration features, such as chat, project discussions, notes, announcements, forms, task comments, and file sharing        
• Quick and easy setup with a minimalistic learning curve
• Flat pricing with no per-user fee for unlimited users

Cons

• No free version available, but you can take a 14-day free trial
• Not suitable for individual users

Pricing

ProofHub offers two flat-fee paid plans:

• ​Essential: Flat $45/month (billed annually) for unlimited users, including all the core features
• Ultimate control: Flat $89/month(billed annually) for unlimited users and all the advanced features

Users get a 14-day free trial to test the platform.  

Use ProofHub if

• You want a simple, easy-to-use project management tool with built-in team collaboration
• ​You’re a growing team and need a cost-effective solution that scales without scaling the cost exponentially
• You want everything—tasks, discussions, files, and tracking—in one place without extra tools

2. Microsoft Project: Best for security with similar features to Smartsheet 

Microsoft Project is part of the Microsoft 365 ecosystem and is designed for detailed project planning, timelines, and task dependencies—making it well-suited for complex projects. Both Microsoft Project and Smartsheet offer core project management features like task tracking, but the key difference is security. 

I chose Microsoft Project as a second best Smartsheet competitor because it stands out when security and compliance are critical. It follows Microsoft’s strict data privacy policies and fully complies with GDPR, giving organizations strong control over how data is handled. Like Smartsheet, it uses AES-256 encryption and TLS to protect data in transit and at rest, but it goes a step further by meeting additional regulatory standards such as ISO/IEC 27001 and FedRAMP, which are important for government and highly regulated industries. 

Both tools offer a 99.9% uptime SLA, but Microsoft Project’s reliability is backed by Microsoft Azure’s global infrastructure, making it a more trusted choice for enterprises that need higher security assurance and long-term stability.

​Microsoft Project vs Smartsheet

• ​Core project management features: Both tools offer project planning, task lists, tracking, and Gantt charts to help teams plan, execute, and monitor work. However, Microsoft Project has an edge in detailed resource leveling because Smartsheet’s resource management doesn’t include automatic leveling within core project plans.
• Ease of use: Microsoft Project is easier to use compared to Smartsheet. Its interface clearly presents all essential project information in one place, whereas in Smartsheet, finding the same information often requires navigating through multiple sheets and configurations.
• Pricing: Both Microsoft Project and Smartsheet offer a 30-day free trial, giving teams time to evaluate the tools before committing. However, Microsoft Project is a little expensive because its pricing starts at $10 per user per month (billed annually), while Smartsheet starts slightly lower at $9 per user per month (billed annually).  ​

Key features

• ​Multiple project views: View your project in Gantt charts, calendars, or task sheets to easily understand timelines, dependencies, and progress.
• Project templates: Save time by reusing past projects as templates instead of starting from scratch.
• Time and task management: Track work and non-working time in one place to support payroll, billing, and workload planning.
• Earned value management: Monitor cost and schedule performance with built-in progress calculations.
• Microsoft 365 integration: Work seamlessly with Teams, SharePoint, Excel, and Power BI for connected workflows.
• Reporting and insights: Use built-in and custom reports to clearly see project performance and make better decisions.

​Pros

• ​Provides detailed reports and analytics to support better, data-driven decisions
• ​Offers strong resource management for planning and tracking workloads
• ​Handles complex project schedules and dependencies effectively
• Supports budget planning by comparing actual progress with the original plan

​Cons

• ​The interface feels outdated compared to modern project management tools
• ​New users may face a steep learning curve and require training

​Pricing 

​Microsoft Projects offers three different pricing options 

• Project Plan 1: $10/user/month 
• Project Plan 3: $30/user/month
• Project Plan 5: $55/user/month

​Use Microsoft Project if

• ​You want a project management tool with better security
• You want a detailed reporting tool to support data-driven decisions
• You want a comprehensive resource management system that handles complex capacity scenarios

​3. Wrike: Best for proofing and time tracking

Wrike is an enterprise-focused work management platform built for teams handling complex projects at scale. It combines task management, custom workflows, reporting, proofing, and time tracking in a single system, making it well-suited for marketing, creative, IT, and professional services teams that need structure, control, and visibility across large projects and portfolios.

Wrike is the third-best alternative to Smartsheet because its proofing is built specifically for creative and review-heavy work. It lets teams annotate images, videos, PDFs, and Microsoft documents directly, track versions automatically, and manage approvals within the same workflow. Wrike also supports automated approval notifications, proofing templates, and broader integrations with Adobe Creative Suite, Experience Suite, and DAM tools—capabilities that are limited or missing in Smartsheet.

​Wrike offers native, task-level time tracking built directly into daily workflows, allowing users to start timers, log time manually, and generate detailed reports without switching tools. Time data is immediately available for project tracking, billing, and performance analysis. In comparison, Smartsheet’s time tracking relies on its Resource Management layer, which requires specific plans and administrator permissions to configure. Teams must work within predefined tracking methods (such as hours and minutes, half-days, or itemized entries), which adds setup effort and reduces flexibility at the task level. As a result, Wrike feels more natural for day-to-day time tracking.

Wrike vs Smartsheet

• Core project management features: Wrike offers a more execution-ready project management experience with advanced Gantt charts, built-in proofing, automated approvals, and real-time dashboards designed for complex work. In comparison, Smartsheet requires manual configuration, extra permissions, or additional integrations.
• Ease of use: Both have a steeper learning curve because both are built for teams managing complex work, which makes it powerful but more demanding to learn and configure. New users may need onboarding to fully leverage its capabilities. 
• Pricing: Wrike generally becomes more expensive as organizations scale, but this extra price comes with a comprehensive package with generative AI.

Key features

• Proofing and approvals: Built-in review tools with inline markup, version control, and automated approval routing for creative and marketing teams
• Dynamic request forms: Custom intake forms that automatically create projects, assign tasks, and trigger predefined workflows
• Cross-tagging: Tag tasks across multiple projects to gain portfolio-level visibility and manage resources more effectively
• Advanced dashboards: Real-time, executive-level reporting that aggregates data across hundreds of projects for instant insights

Pros

• ​Highly customizable to support complex, enterprise-grade workflows
• Advanced dashboards deliver strong visibility for leadership and stakeholders
• ​Powerful automation minimizes manual coordination and repetitive work

​Cons

• ​Feature depth can feel overwhelming for new or non-technical users
• ​A steep learning curve often requires structured onboarding or formal training

​Pricing

Along with a free plan, ​Wrike offers three different pricing options

• Team: $10/user/month
• Business: $25/user/month
• Enterprise/Pinnacle: Custom pricing 

Use Wrike if

• ​You manage large, complex projects with multiple stakeholders and approval layers
• Your teams need deep customization, automation, and reporting
• You require enterprise-level visibility across portfolios and departments

​4. ClickUp: Best for advanced document collaboration capabilities

ClickUp is a cloud-based, all-in-one project management and productivity platform designed to unify tasks, documentation, goal tracking, and communication in a single interface.

​ClickUp is built for document-centric collaboration, where writing, feedback, and execution happen in one unified workspace. Teams can create Docs, collaborate in real time, leave inline comments, track versions, manage approvals, and even convert document sections into tasks without switching tools. Smartsheet, in comparison, treats documents as supporting assets often attached to rows or managed through integrations, making collaboration more fragmented and less suited for content-heavy or review-driven workflows.

​ClickUp offers deeply integrated team collaboration through comments, one-on-one chat, and task-level comments and mentions. Smartsheet relies more on row-level comments, which can slow collaboration and make it harder to maintain context as teams and projects scale.

​Clickup vs Smartsheet

• Core project management features: ClickUp provides a more unified, execution-first experience where tasks, docs, automation, and collaboration are tightly connected, reducing manual effort. In contrast, Smartsheet requires manual setup, formulas, and spreadsheet-based configuration, which can feel fragmented as workflows grow.
• Ease of use: ClickUp is easier for teams that want everything in one place, while Smartsheet favors users who prefer structured grid logic.
• Pricing: Click is more affordable than Smartsheet, because of its lower pricing plans with higher features. 

​Key features

• 15+ Project Views: Switch between List, Board, Gantt, Calendar, Timeline, Workload, Mind Map, and other views to visualize work differently
• Automations: Create no-code workflow automations with triggers, conditions, and actions to eliminate repetitive manual work
• ClickUp Brain (AI Assistant): Generate content, summarize tasks, answer questions about projects, and search across connected apps
• Docs & wikis: Build rich collaborative documents with nested pages, real-time editing, and direct task connections
• Whiteboards: Brainstorm visually with online whiteboards supporting diagrams, sticky notes, and direct task creation

​Pros

• Unmatched customization with extensive views and custom fields
• Combines planning, docs, and team communication in one place
• Great balance of power and flexibility for any kind of team

Cons

• ​Overwhelming feature set creates a steep 3-4 month learning curve
• Some of the more advanced features are in higher-tier plans

​Pricing

Along with a free plan, ​ClickUp offers three different pricing options

• Unlimited: $7/user/month (annual) 
• Business: $12/user/month (annual)
• Enterprise: Custom pricing (contact sales)

 Use ClickUp if 

• ​You need advanced document and team collaboration in one place
• Your workflows require high customization and automation

​5. monday.com: Best for workflow automation 

monday.com is a cloud-based work management platform designed to help teams plan, run, and automate workflows across projects, departments, and business functions from a single visual workspace.

monday.com is built with automation at its core, making it easy for teams to automate everyday workflows using simple trigger–condition–action rules. Users can create automations around status changes, deadlines, task creation, approvals, and escalations with minimal setup. In comparison, Smartsheet’s workflow automation is more sheet-centric and requires users to build flowchart-style workflows that sit on top of spreadsheet-based work, making automation feel more complex and less intuitive.

​​monday vs Smartsheet

• ​Core project management features: monday.com delivers highly customizable, real-time dashboards with dynamic widgets. In contrast, Smartsheet offers solid native reporting, but its analytics often need integrations like Power BI.
• Ease of use: monday.com views and workflows are easy to navigate, reducing the learning curve for both technical and non-technical teams. Smartsheet’s spreadsheet-style grids make Smartsheet feel less intuitive for users who don’t think in grid logic.
• Pricing: monday.com provides three clearly defined plans, giving teams more flexibility as they scale, while Smartsheet offers fewer plan options at similar price points. Overall, monday.com’s pricing structure feels slightly simpler and easier to choose from.

Key features

• ​Automations: Build workflows without coding using triggers, conditions, and actions to reduce manual work
• Dashboards: Create visual dashboards with widgets to track progress, workload, and performance in one place
• Integrations: Connect with 200+ tools like Slack, Microsoft Teams, Google Workspace, and Salesforce
• AI assistant: Helps write content, summarize updates, and automate routine tasks
• Real-time collaboration: Comment on tasks, tag teammates, and share files directly on boards

​Pros

• ​Clean, visual, and easy-to-use interface
• Highly customizable to fit different workflows
• No-code automations save time and effort
• Fast and reliable customer support

​Cons

• Pricing can get expensive due to seat-based plans
• Managing complex setups requires regular maintenance

​Pricing

monday.com offers five different plans:

• Free: $0 for up to 2 users
• Basic: $27 per month for 3 users, billed annually
• Standard: $36 per month for 3 users, billed annually
• Pro: $57 per month for 3 users, billed annually
• Enterprise: Contact sales for pricing

Use monday.com if

• ​You want a visual tool with strong workflow automation
• Your team needs flexibility to customize processes
• You’re okay with paying more for advanced automation and customization

​6. Asana: Best for integration with third-party apps

Asana is a work management platform designed to help teams organize, track, and manage work while staying connected to the tools they already use.

​Asana stands out for its deep and wide third-party app integrations, with a large app directory covering categories like communication, file sharing, development, CRM, marketing, and reporting, compared to Smartsheet. Teams can connect tools such as Slack, Microsoft Teams, Google Workspace, Salesforce, Jira, and hundreds more directly to Asana tasks and projects. 

There are some integrations like Canva, Zoom, Loom, and Notion that are present in Asana but not in Smartsheet, which shows the diversity or range of integrations of Asana. 

​Asana vs Smartsheet 

• Core project management features: Both offer strong project management capabilities, but Asana provides Advanced goals and reporting that Smartsheet lacks.
• ​Ease of use: Asana is designed for quick adoption, with clear task hierarchies, intuitive timelines, and simple rule-based automations that don’t require spreadsheet knowledge. Smartsheet’s grid-based interface may feel familiar at first, but as projects grow, managing formulas, cross-sheet references, and workflows can become more complex, making it harder for non-technical users.
• ​Pricing: Both Asana and Smartsheet offer free trials and tiered pricing. However, Asana pricing is a little higher than Smartsheet. 

​Key features

• ​Workflow automation: No-code automation builder that lets teams create custom rules to automate repetitive tasks and processes.
• ​Workload management: Real-time workload visualization to track team capacity, balance resources, and prevent burnout.
• ​Custom fields: 17+ custom field types and form logic to capture structured, relevant information.
• Advanced planning: Robust resource planning, workload balancing, and portfolio management for complex projects.

​Pros

• Powerful task management with multiple project views
• Goal tracking that links everyday work to company-level objectives
• Clean, intuitive interface for managing basic workflows

Cons

• Many advanced capabilities are locked behind costly enterprise plans
• Tasks can’t be assigned to multiple owners at the same time

Pricing

Asana offers four different pricing options

• Free plan: For one or two people managing personal projects
• ​Starter: $10.99 per user per month, billed annually
• Advanced: $24.99 per user per month, billed annually
• Enterprise: contact sales

​Choose Asana if

• ​You want a project management tool that is rich in integration 
• You’re managing mid-to-large projects but don’t need heavy, all-in-one execution features

​7. Trello: Best for task management

Trello is a visual task management tool built around the Kanban methodology, using boards, lists, and cards to organize work.

If you want to manage projects effectively without the complexity of tools like Smartsheet—no formulas to remember or advanced configurations to maintain—Trello is a strong choice.

​The platform is designed to make project visualization instant and effortless. You can create a board in seconds (for example, To Do, Doing, Done), add cards, and start moving work forward right away.

No training manuals. No setup wizards. No consulting overhead.

​You can add checklists to cards, set due dates, attach files, assign members, and create automations that move cards when certain conditions trigger. Power-Ups (Trello’s integrations) connect your boards to Slack, Google Drive, GitHub, and 200+ other tools.

​Trello vs Smartsheet

• Core project management features: Compared to Smartsheet, Trello has fewer features. In Trello, you will not get a Robust Dashboard from Multiple Projects and Automated Portfolio Management, which are present in Smartsheet. 
• Easy to use: Trello is easy to use compared to Smartsheet. Just set up your board, and you are ready to manage your tasks. 
• Pricing: Trello is much more affordable compared to Smartsheet. Its basic plan starts from $5 per user. 

​Key features 

• Butler automation: Eliminate repetitive manual work with no-code workflow automation using triggers, conditions, and actions
• Power-Ups (Integrations): Connect with 200+ apps, including Slack, Google Drive, GitHub, and Salesforce, to centralize workflows
• Advanced checklists: Create subtasks within cards with assignees and due dates for granular task management
• Real-time collaboration: See changes instantly with comments, @mentions, file attachments, and activity logs for transparency

​Pros

• Incredibly intuitive interface requiring virtually zero training
• Butler automation eliminates repetitive manual work
• Visual Kanban boards provide instant workflow understanding

​Cons

• Limited reporting and analytics capabilities beyond basic charts
• Too simplistic for complex project management needs with dependencies

Pricing 

Trello offers four different pricing options

• Free plan: Free for up to 10 collaborators per Workspace
• ​Standard: $5/user/month (annual) or $6/user/month (monthly)
• Premium: $10/user/month (annual) or $12.50/user/month (monthly)
• Enterprise: $17.50/user/month (annual, minimum 50 users)

​Choose Trello if

• You’re a small team (under 15 people) managing straightforward projects that fit naturally into Kanban workflows
• You value simplicity over sophisticated planning features

What’s the best Smartsheet alternative for you?

​The right Smartsheet alternative depends on how your team plans, executes, and collaborates on work. Below are common use cases mapped to tools that fit best—without the spreadsheet overhead.

• Choose ProofHub if you want an all-in-one tool project management and team collaboration tool with a flat pricing model. You don’t have to pay per user fee like other tools listed; all you need to pay is a single fee for unlimited users. 
• ​Choose Microsoft Project if you need traditional, schedule-driven project planning with better data security. 
• ​Choose Wrike if you manage complex projects across large teams. It works well for enterprises handling multiple project types with advanced workflows and reporting needs. 
• ​Choose monday.com if you want highly visual and customizable workflows. It offers flexible boards, automations, and dashboards that are easier to adapt than Smartsheet grids. 
• ​Choose ClickUp if you want to combine tasks, docs, goals, and dashboards in a highly configurable system. It’s best for teams that want deep control and don’t mind investing time in setup.
• ​Choose Asana if you want clean, execution-first task management. It focuses on task ownership, timelines, and goal alignment rather than spreadsheet logic. 
• Choose Trello if you need lightweight Kanban boards without Smartsheet’s formulas or structure. It works best for straightforward workflows and quick setup.

Final thoughts 

Smartsheet is a powerful tool for structured planning and reporting, especially for teams that rely heavily on spreadsheets, formulas, and data-driven workflows. But as work becomes more dynamic and collaborative, its manual setup, grid-centric logic, and growing complexity can slow execution and reduce adoption across teams.

​Each Smartsheet competitor covered above addresses a different limitation—whether it’s simpler onboarding, stronger collaboration, better automation, or a more execution-first way to manage work. The right choice depends on where your team feels friction today, not just which tool offers the most configurability.

​ProofHub stands out as the most balanced tool like Smartsheet. It removes spreadsheet complexity while bringing tasks, workflows, discussions, and approvals into one centralized workspace—without forcing teams to think in formulas or pay per user.

Frequently asked questions