There are many project management and productivity tools on the market, each promising to help businesses streamline their workflows. Smartsheet, however, stands out by offering a spreadsheet-like interface combined with powerful automation, collaboration, and reporting tools. Unlike traditional project management platforms that rely on Kanban boards or Gantt charts, Smartsheet provides a familiar grid-based system that makes it easy for teams to organize data, track progress, and automate repetitive tasks.
What is Smartsheet? Smartsheet is a cloud-based work management platform designed to help teams plan, track, automate, and report on work in real time. It is widely used across industries for project management, IT portfolio management, marketing operations, and business process automation.
In this guide, we’ll explore Smartsheet’s features, use cases, pricing, pros & cons, and alternatives—so you can determine whether it’s the right tool for your needs.
What is Smartsheet?
Smartsheet is a work management and automation platform that enables businesses to organize projects, collaborate efficiently, and gain visibility into workflows. It is often compared to Excel due to its grid-based interface, but it offers far more functionality, including built-in automation, integrations with other tools, and advanced reporting features.
The platform is designed to be scalable, supporting everything from small team projects to large enterprise portfolios. Smartsheet is used for tasks such as event planning, project tracking, IT service management, and operational reporting, making it a flexible choice for businesses of all sizes.
What is Smartsheet Used For?
Smartsheet is used across a variety of industries and business functions. Some of its key use cases include:
- Project and Portfolio Management – Manage complex projects, track milestones, and allocate resources efficiently.
- IT Portfolio Management – Align IT projects with business objectives and streamline workflows.
- Marketing Campaigns – Plan, execute, and monitor marketing campaigns with centralized collaboration tools.
- Event Planning – Organize logistics, track budgets, and coordinate teams for seamless event execution.
- Business Process Automation – Automate repetitive workflows, approvals, and data entry to increase efficiency.
- Construction and Capital Projects – Manage schedules, budgets, and compliance for large-scale projects.
Who Uses Smartsheet?
Smartsheet is widely adopted across industries, making it a versatile tool for various business needs. Some of the key industries using Smartsheet include:
- Technology – Managing software development, IT requests, and system migrations.
- Marketing and Creative Teams – Planning campaigns, tracking content creation, and coordinating with stakeholders.
- Healthcare and Life Sciences – Optimizing healthcare operations and improving patient experiences.
- Higher Education – Enhancing student and faculty collaboration and administrative processes.
- Construction – Keeping projects on time and on budget with structured project tracking.
- Government and Nonprofits – Managing grants, compliance, and large-scale initiatives.
Smartsheet Features
Smartsheet is packed with features that help teams collaborate, automate, and gain insights into their work. Some of the platform’s key features include:
- Grid, Card, Gantt, and Calendar Views – Multiple ways to visualize projects and tasks.
- Automation Workflows – Automate repetitive processes with rule-based triggers.
- Collaboration Tools – Share sheets, assign tasks, and leave comments in real-time.
- Dashboards and Reporting – Create customized dashboards for tracking key metrics.
- Integrations – Connect with popular tools like Slack, Google Drive, Microsoft Teams, and Salesforce.
- AI-Powered Productivity – Generate reports, automate formulas, and streamline workflows with AI-driven tools.
Pros & Cons of Smartsheet
Pros
- Familiar spreadsheet-like interface makes adoption easy.
- Advanced automation capabilities reduce manual work.
- Strong reporting and dashboard customization options.
- Scalable for small teams and large enterprises.
- Integrates well with other business tools.
Cons
- Lacks built-in chat or real-time messaging features.
- Can feel overwhelming for users unfamiliar with spreadsheets.
- Some advanced features require higher-tier plans.
Smartsheet Pricing Plans
Smartsheet offers several pricing plans to fit different needs:
- Pro ($9/user/month) – Includes basic project tracking, automation, and collaboration tools.
- Business ($19/user/month) – Adds unlimited automations, advanced reporting, and guest access.
- Enterprise (Custom Pricing) – Offers additional security, AI-driven insights, and administrative controls.
- Advanced Work Management (Custom Pricing) – Designed for organizations managing large-scale portfolios.
How to Get Started with Smartsheet
Getting started with Smartsheet is straightforward. Follow these steps:
- Sign Up – Create an account on the Smartsheet website.
- Choose a Template – Select a pre-built template or start from scratch.
- Set Up Your Sheet – Add columns, rows, and automation rules to structure your data.
- Invite Team Members – Share your sheet and assign tasks.
- Configure Automations – Set up workflows to streamline processes.
- Build Dashboards – Customize reports and visualizations for better insights.
- Integrate with Other Tools – Connect Smartsheet with your existing software stack.
Alternatives to Smartsheet
If Smartsheet doesn’t fully meet your needs, here are some alternatives to consider:
- ClickUp – A highly flexible project management tool with AI-powered automation.
- Monday.com – A visually intuitive work management platform for teams of all sizes.
- Asana – A task and project management tool focused on collaboration.
- Airtable – Combines the functionality of a spreadsheet with a database.
- Trello – A simple Kanban-style task manager for organizing work visually.
Check out Ahsuite
Smartsheet is a powerful work management platform that blends the familiarity of spreadsheets with automation and reporting tools, making it a great choice for internal project tracking. However, when it comes to collaborating directly with clients, Smartsheet’s complexity can sometimes be a hurdle.
That’s where Ahsuite comes in. Ahsuite provides a simpler, more client-friendly approach by offering a dedicated client portal that makes it easy to share files, manage passwords, and communicate with clients—all in a clean and intuitive interface. Unlike Smartsheet, which is designed primarily for internal teams, Ahsuite helps agencies, freelancers, and consultants bring clients into the process seamlessly.
Plus, with features like file management, task organization, and a team password manager, Ahsuite offers the essential tools you need to work efficiently with your clients. And with the option to white-label Ahsuite on a custom domain, you can present a fully branded experience to your customers.
If you’re looking for a simpler way to manage projects and collaborate with clients without overwhelming them, try Ahsuite for free — you can create up to ten client portals at no cost.
