Smartsheet Vs. Notion: Comparison & Expert Reviews for 2026

Selecting the right project management software can be a game-changer for your team’s productivity, efficiency, and collaboration. In 2025, two of the most widely adopted tools are Smartsheet and Notion. Each provides unique approaches to handling projects, workflows, and team coordination. While both platforms support project management, they cater to diverse organizational needs, working styles, and team structures.

This guide explores a detailed comparison of Smartsheet and Notion, including features, pricing, integrations, security, ease of use, pros and cons, expert reviews, and real-world use cases. By the end, you’ll have a clear understanding of which tool fits your team’s priorities and project complexity, along with how Veridian can help you leverage these tools effectively.

Overview: Smartsheet and Notion

Smartsheet

Smartsheet is a robust, enterprise-grade platform designed for structured project management. It emphasizes workflow automation, resource tracking, and data visualization, making it ideal for organizations that require formalized project oversight. Its interface is spreadsheet-like, familiar to Excel users, but enhanced with Gantt charts, dashboards, and real-time collaboration features.

Smartsheet’s strength lies in enabling teams to manage complex projects across multiple departments, track dependencies, and maintain transparency in timelines. Organizations in marketing, IT, construction, and healthcare often rely on Smartsheet to centralize project data, automate repetitive tasks, and generate insightful reports.

Notion

Notion, in contrast, is a highly flexible and modular workspace. It combines note-taking, task management, databases, and knowledge management into one platform. Notion’s drag-and-drop interface allows teams to build custom workflows, set up collaborative dashboards, and organize information dynamically.

While it may not provide the formal metrics and advanced reporting of Smartsheet, Notion excels in adaptability, making it perfect for creative teams, startups, freelancers, and knowledge-based organizations. Teams can use Notion to manage editorial calendars, project boards, client databases, or even lightweight CRMs.

In 2025, organizations increasingly seek tools that balance structure with flexibility, and understanding the strengths of Smartsheet and Notion can guide teams toward the best solution for their needs.

Smartsheet vs. Notion: Pricing Comparison

Smartsheet follows a tiered subscription model, which can include additional fees for premium features, advanced dashboards, and specialized connectors. For enterprise teams managing multiple projects with interdependent tasks, these features can enhance efficiency but also increase costs.

Notion offers a freemium plan, granting access to core features for individuals or small teams. Paid tiers unlock advanced permissions, additional storage, integrations, and admin controls, making it suitable for scaling teams. While the free plan is generous, organizations with larger teams or more complex workflows will often require a paid plan.

Considerations for ROI: When comparing costs, factor in time saved, process automation, collaboration efficiency, and potential errors avoided. The cheapest plan may not be the most cost-effective if it limits essential functionality.

Feature Comparison: Smartsheet vs. Notion

• Smartsheet Features

Smartsheet excels in managing structured projects using a combination of spreadsheet grids, dashboards, Gantt charts, and automation features. Teams can attach files directly to tasks, set dependencies, track progress in real-time, and visualize data using dashboards. Its notifications and alerts ensure that deadlines and updates are clearly communicated across teams.

• Notion Features

Notion provides a flexible environment where teams can create databases, task boards, and documentation in one place. Users can customize workflows with multiple views, including Kanban boards, tables, calendars, and galleries. Its strength lies in adaptability, allowing teams to shape their workspace according to their unique processes, whether that’s content management, knowledge sharing, or creative project planning.

• Shared Features

Both platforms facilitate collaboration, real-time updates, and task tracking. Smartsheet leans on formalized project reporting and resource management, while Notion offers a modular, all-in-one workspace that combines documentation and task management.

Smartsheet’s structured approach fits organizations that need transparency into project metrics, resource allocation, and progress tracking. Notion’s flexibility, however, is ideal for creative teams, startups, and knowledge-driven environments where the process evolves dynamically.

Integrations: Extending Functionality

Both Smartsheet and Notion offer integrations to extend functionality, but their emphasis areas differ:

Smartsheet’s integrations with tools such as Power BI and Tableau enable teams to generate real-time insights, essential for data-driven decision-making and performance tracking. Notion’s GitHub and Trello integrations support creative, software, and startup teams needing smooth collaboration among tasks, documents, and code.

Security, Compliance, and Reliability

Smartsheet’s security features make it right for industries with strict compliance needs, such as healthcare and government. Notion offers strong encryption and privacy practices, making it trustworthy for knowledge management and creative project tracking.

Ease of Use

Smartsheet may have a steeper learning curve due to its extensive features, but it is highly effective for structured project management. Notion offers a smoother experience for teams seeking flexibility, though advanced use cases might need custom setups.

Pros and Cons

Choosing Between Smartsheet and Notion

Smartsheet suits structured teams demanding metrics, dashboards, and formal project management tools. Ideal for enterprises, construction firms, marketing teams, and IT operations.

Notion works best for creative, flexible teams and knowledge-driven organizations seeking an all-in-one workspace combining documentation, task management, and collaboration.

Veridian Solutions Approach to Simplifying Project Management Tools

As a Smartsheet Gold Partner, Veridian specializes in optimizing project management and workflow solutions. Our team helps organizations assess workflows, configure tools, and train teams to maximize efficiency.

Key services Veridian offers:

• Tailored Implementations: Customized Smartsheet configurations for dashboards, automations, and reporting.
• Tool Selection Guidance: Advise on whether Smartsheet, Notion, or a combination best suits your team.
• Workflow Optimization: Streamline processes to reduce manual effort and improve accountability.
• Training & Support: Equip teams with best practices for adoption, collaboration, and project tracking.
• Hybrid Solutions: Help teams integrate structured and flexible tools to meet diverse project needs.

By aligning technology with organizational requirements, Veridian helps teams maximize efficiency, improve project visibility, and respond effectively to shifting priorities.

Actionable Tips for Choosing the Right Tool

• Define Team Needs: Are you a structured or flexible team? Identify priorities like reporting, dashboards, or collaboration.

• Assess Project Complexity: Large-scale enterprise projects may require Smartsheet; small, creative projects may thrive in Notion.

• Evaluate Integrations: Consider which software tools your team already uses and the available integrations.

• Consider Security & Compliance: Ensure the platform meets your industry standards.

• Trial and Test: Use free trials to see how each tool performs with your workflows.

Conclusion

In 2025, project management tools like Smartsheet and Notion strengthen teams to collaborate, track progress, and deliver outcomes effectively. Choosing the right tool relies on project complexity, team structure, and organizational priorities.

Collaborating with Veridian ensures your team can employ these tools effectively, optimizing workflows, automations, and collaboration for maximum productivity and project success. Whether you need Smartsheet’s structured oversight or Notion’s flexible workspace, Veridian guides your organization to make informed, strategic decisions.