Smartsheet Review: Pros, Cons, Features, and Pricing
Smartsheet is a cloud-based project management and financial management platform that combines spreadsheets, databases, and project management tools to enhance collaboration and workflow automation. It best serves project managers and operations teams in industries such as construction, IT, and marketing that need scalable project management solutions. Smartsheet simplifies complex tasks with real-time dashboards and automated workflows.
In this article, I'll cover Smartsheet's features, pros and cons, use cases, and pricing to help you decide whether it aligns with your operational goals.
Smartsheet Evaluation Summary
- From $9/member/month (billed annually)
- Free trial + free demo available
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Smartsheet Overview
In my opinion, Smartsheet serves as a competent finance automation software, particularly for teams familiar with spreadsheet-based tools. It integrates well with Microsoft Office 365 and Google Workspace, which enhances its utility. The onboarding process can be challenging, which may extend the learning curve. While prices for more advanced plans can be high, the range of features justifies the cost for larger teams. I think it's best suited for enterprises that need robust spreadsheet capabilities and can invest time into learning the tool.
pros
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It offers integrated proofing and approval tools for team collaboration.
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You can automate workflows using spreadsheets and templates.
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It scales with any enterprise.
cons
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Its interface and workflows aren’t easy to use at first.
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Onboarding is non-existent when you first get your account.
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The outdated UI affects how easy it is to use.
Is Smartsheet Right For Your Needs?
Who Would be a Good Fit for Smartsheet?
Smartsheet is ideal for teams and departments that manage complex projects and need robust collaboration tools. It's particularly beneficial for project managers who enjoy the familiarity of spreadsheets but require advanced functionalities like automated workflows and real-time dashboards. If your work involves extensive project planning and tracking, Smartsheet's Gantt charts and reporting capabilities will support your needs efficiently. Its integration with major applications such as Microsoft Office 365 and Google Workspace further enhances its utility.
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Project Management
Smartsheet supports complex project management with Gantt charts, real-time dashboards, and strong reporting features.
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Marketing Teams
Marketing teams can automate workflows and collaborate effectively with integrated proofing and approval tools.
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IT Departments
IT departments can use Smartsheet to manage resources and publish reports, dashboards, and calendars with ease.
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Construction Firms
You can utilize sheet-to-sheet linking and real-time updates to track project progress, suitable for construction firms.
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Human Resources
You can streamline hiring processes with pre-built templates and automated workflows.
Who Would be a Bad Fit for Smartsheet?
Smartsheet isn't ideal for small businesses or teams with limited resources. Its steep learning curve and extensive features can overwhelm smaller operations. Additionally, if you're working with a tight budget, the limited storage space in Smartsheet's more affordable plans might not meet your needs.
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Small Businesses
If your team is small, Smartsheet’s complexity might outweigh its benefits.
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Creative Teams
If you prioritize visually appealing interfaces, Smartsheet's outdated UI might disappoint.
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Simple Task Management
For tasks that don’t require advanced features, Smartsheet's capabilities may be overkill.
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Non-Technical Users
If your team struggles with technology, Smartsheet's learning curve could hinder productivity.
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Limited IT Support
Without robust IT support, navigating Smartsheet’s setup and maintenance can be challenging.
How We Test & Score Tools
We’ve spent years building, refining, and improving our software testing and scoring system. The rubric is designed to capture the nuances of software selection and what makes a tool effective, focusing on critical aspects of the decision-making process.
Below, you can see exactly how our testing and scoring works across seven criteria. It allows us to provide an unbiased evaluation of the software based on core functionality, standout features, ease of use, onboarding, customer support, integrations, customer reviews, and value for money.
Core Functionality (25% of final scoring)
The starting point of our evaluation is always the core functionality of the tool. Does it have the basic features and functions that a user would expect to see? Are any of those core features locked to higher-tiered pricing plans? At its core, we expect a tool to stand up against the baseline capabilities of its competitors.
Standout Features (25% of final scoring)
Next, we evaluate uncommon standout features that go above and beyond the core functionality typically found in tools of its kind. A high score reflects specialized or unique features that make the product faster, more efficient, or offer additional value to the user.
We also evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Tools offering plentiful native integrations, 3rd party connections, and API access to build custom integrations score best.
Ease of Use (10% of final scoring)
We consider how quick and easy it is to execute the tasks defined in the core functionality using the tool. High scoring software is well designed, intuitive to use, offers mobile apps, provides templates, and makes relatively complex tasks seem simple.
Onboarding (10% of final scoring)
We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use a tool with minimal training. We evaluate how quickly a team member can get set up and start using the tool with no experience. High scoring solutions indicate little or no support is required.
Customer Support (10% of final scoring)
We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base. Tools and companies that provide real-time support score best, while chatbots score worst.
Customer Reviews (10% of final scoring)
Beyond our own testing and evaluation, we consider the net promoter score from current and past customers. We review their likelihood, given the option, to choose the tool again for the core functionality. A high scoring software reflects a high net promoter score from current or past customers.
Value for Money (10% of final scoring)
Lastly, in consideration of all the other criteria, we review the average price of entry level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.
Core Features
Automated Workflows: Smartsheet allows you to automate repetitive tasks, reducing the manual effort required in financial processes. This allows your team to focus on more strategic tasks by handling approvals, notifications, and updates automatically.
Real-Time Dashboards: With real-time dashboards, you can visualize financial data and trends instantly. This helps you make informed decisions quickly by displaying key metrics in an easy-to-understand format.
Comprehensive Reporting: Smartsheet’s reporting tools enable you to generate detailed financial reports with ease. You can customize these reports to focus on specific data points, ensuring that your team has the insights needed to drive business decisions.
Document Management: You can attach, manage, and convert files into proof items directly within Smartsheet. This allows you to track approvals and versions, facilitating focused conversations around financial documents.
Resource Management: You can visualize team workloads and project allocations to manage resources effectively and optimize project assignment based on availability.
Gantt Charts for Planning: You can utilize Gantt charts to plan and track financial projects and timelines. This feature assists in setting clear deadlines and dependencies, making it easier to manage complex financial tasks.
Standout Features
Brandfolder Integration: This digital asset management platform within Smartsheet helps you store, label, and categorize files efficiently. This is particularly valuable for companies handling large volumes of content, ensuring easy retrieval and reuse.
WorkApps: Customize your project experience by organizing documents, spreadsheets, and timelines into a single app. This feature allows your team to access only the relevant information, enhancing productivity.
Ease of Use
Smartsheet's UI can be hard to learn initially. The spreadsheet-like appearance requires a shift in mindset but offers powerful customization once mastered. Users often find the onboarding lacking, but if your team embraces the learning curve, you'll unlock robust automation and integration capabilities that enhance your workflows.
Onboarding
Smartsheet's onboarding experience is minimal, with no detailed guidance within the tool. Users often find themselves needing to explore Smartsheet University or other resources to learn effectively. The interface's complexity can hinder the onboarding process compared to more user-friendly Smartsheet alternatives, such as Monday.com and ClickUp. This setup may delay your team’s time to value as you navigate the learning curve independently.
Customer Support
Smartsheet's customer support is average, offering a help centre with documentation and tutorials, a user community, and paid personalized coaching. Email and phone support are also available, though some users report long wait times.
Integrations
Smartsheet integrates with Microsoft Teams, Microsoft Excel, Slack, Adobe Creative Cloud, DocuSign, Power Automate, Zapier, Jira, Power BI, and Salesforce.
Smartsheet also offers an API and connects with third-party integration tools and add-ons.
Value for Money
Smartsheet offers several pricing plans to suit different business needs, including a free plan for two users. While customized plans with advanced features may be more costly, Smartsheet offers good value for money. A free demo is available, so you can evaluate the software before purchasing.
- Free Plan: Offers two sheets for two users, with access to Google Workspace, Microsoft 365, and Slack integrations.
- Pro Plan: $9/member/month (billed annually); limited to 10 users and includes core features, such as unlimited sheets, forms, and reports.
- Business Plan: $19/member/month (billed annually); includes team workload tracking, a timeline view widget, and admin capabilities.
- Enterprise Plan: Custom pricing; offers directory integrations for simplified user authentication and AI capabilities.
- Advanced Work Management Plan: Custom pricing for additional features according to your needs.
New Product Updates from Smartsheet
Smartsheet Adds Direct Data Import to Existing Sheets
Smartsheet introduces direct file import to existing sheets in table view, allowing you to upload CSV, XLS, and XLSX files and map column types during import. These updates simplify data entry, eliminate manual copy-and-paste, and improve workflow efficiency when adding large datasets. Highlights include:
- Direct CSV, XLS, and XLSX Imports: Users can now quickly import these file types directly into existing sheets.
- Improved User Efficiency: With a maximum file size of 50MB, 20,000 rows, or 400 columns, larger datasets are now easily manageable.
- Customizable Column Types: During import, users can set column types, enhancing flexibility and ensuring data integrity.
Visit Smartsheet's official site for more details.
for more details.Smartsheet Introduces Seamless Seat Request for Elevated Access
Smartsheet has introduced a new Seat Request feature that enhances user experience by providing an efficient way to request elevated access. This update comes with two streamlined approval workflows. Here are the details of the update:
- Native Seat Request: This is a built-in option for requesting elevated access, offering users a simple and direct workflow.
- Custom Redirect: This feature allows for a customizable approval process to fit organizational needs.
- No Additional Cost: Both workflows are available to users on existing plans without any extra charges.
- Admin Decision Period: System Admins are provided a 14-day window to select their preferred workflow in the Admin Center, ensuring they can tailor the system to their operational requirements.
Visit Smartsheet's official site for more details.
Smartsheet Introduces Hierarchical Path API Endpoints
Smartsheet has released new Hierarchical Path API endpoints to enhance developer productivity. These endpoints allow querying of hierarchical path information without the need to iterate through entire workspaces. This update greatly improves efficiency for developers working in large-scale environments. Highlights include:
- Dedicated API Endpoints: These new endpoints allow developers to query hierarchical paths directly, eliminating unnecessary API calls and streamlining the workflow.
- Improved Efficiency: By reducing the number of API calls necessary, these endpoints save developers time and computational resources.
- Enhanced Scalability: The ability to query large-scale hierarchical data without iterating through entire workspaces improves scalability for extensive environments.
Visit Smartsheet's official site for more details.
Smartsheet Adds Attachments to Conversations In New Views
Smartsheet introduces Attachments in Conversations in New Views, allowing you to attach files from your computer or add URLs directly to comments. This update improves collaboration, adds context to discussions, and helps teams move work forward faster with better information sharing. Here are the details of the update:
- Upload Attachments from Computer: Users can directly upload necessary files from their computers into conversations, enriching the collaboration experience.
- Add Attachments via URL: Allows seamless inclusion of web-based resources by pasting URLs, broadening the scope of accessible content.
Visit Smartsheet's official site for more details.
Smartsheet Adds Provisional Member Settings for User and Budget Control
Smartsheet is implementing a new feature allowing organizations enhanced control over users and budgets. System Administrators can set Provisional Member defaults to automatically transition to Viewer or Guest seats or auto-upgrade to paid Member seats after the trial period, improving budget predictability and management control. Here are the details of the update:
- Provisional Member Settings: Administrators can now define defaults that automatically downgrade free-trial users to Viewer or Guest seats.
- Automatic Upgrades: The choice to automatically elevate a trial user to a paid Member seat ensures smooth transitions and improved budget management.
Visit Smartsheet's official site for more details.
Smartsheet Specs
- API
- Batch Permissions & Access
- Budgeting
- Calendar Management
- Collaboration Support
- Contact Management
- Contact Sharing
- Customer Management
- Dashboard
- Dashboards
- Data Export
- Data Import
- Data Visualization
- Dependency Tracking
- Document Sharing
- Expense Tracking
- External Integrations
- File Sharing
- Gantt Charts
- Kanban Boards
- Multi-User
- Notifications
- Project Management
- Resource Management
- Scheduling
- Task Scheduling/Tracking
- Third-Party Plugins/Add-Ons
- Time Management
- Travel Management
- Workflow Management
Smartsheet FAQs
How can Smartsheet improve your team's productivity?
What's involved in onboarding your team to Smartsheet?
How does Smartsheet handle data security and compliance?
Can you customize Smartsheet to fit your organization's needs?
How does Smartsheet facilitate collaboration across departments?
What should you expect regarding Smartsheet's user interface?
How does Smartsheet support complex project management?
How can Smartsheet integrate with your current tools?
Smartsheet Company Overview & History
Smartsheet, headquartered in Bellevue, Washington, was founded in 2005 and currently employs over 3,000 people. Known for its cloud-based platform that blends spreadsheets, databases, and project management tools, Smartsheet is trusted by over 85% of Fortune 100 companies. Blackstone and Vista Equity Partners acquired Smartsheet for $8.4 billion in 2024. The company supports integration with major applications such as Microsoft Office 365 and Google Workspace.
Smartsheet Major Milestones
- 2005: Founded by Eric Browne and Brent Frei.
- 2023: Trusted by over 85% of Fortune 100 companies.
- 2024: Acquired by Blackstone and Vista Equity Partners for $8.4 billion.