Your team is growing. Your projects are piling up. And those spreadsheets? They’re bursting at the seams. I’ve intensively tested SmartSuite for three months to see if it really combines the flexibility of a database with the clarity of project management. Spoiler: it does, but not without catches.
SmartSuite: the company
SmartSuite originated from a simple observation: teams struggle with tools that are either too rigid (traditional project management software) or too technical (pure database solutions). The platform was launched as a response to that frustration.
What makes SmartSuite different? They’re not trying to be yet another project management tool. Instead, they offer a flexible platform where you can build your own work processes. Think Airtable, but with the visual appeal of Monday.com. Or vice versa, depending on where you’re coming from.
The company focuses on teams that want to digitize their processes without having to hire a developer directly. They are GDPR-compliant and offer HIPAA support for healthcare teams. The latter is not unimportant when working with sensitive data.
Who is SmartSuite actually for?
SmartSuite is built for teams that were stuck between two worlds. You know them: those spreadsheet lovers who know that Excel is no longer sufficient, but also don’t want another rigid project management tool where you have to force your processes in.
Think of marketing teams that want to track campaigns, content and budgets in one system. Or HR departments that want to streamline recruitment, onboarding and performance reviews. Consultancy firms that want to combine client projects, time tracking and resource planning will also find what they’re looking for here.
But honestly? If you have a small team that just wants to check off tasks, this is overkill. Then you’re better off with something like Todoist or Asana. And are you a developer who wants full API control? Then Airtable will probably become your better friend.
SmartSuite requires an investment in learning time. Not months, but not ten minutes either. Count on a few days to really understand it. That investment only pays off if you have complex processes that require customization.
SmartSuite features
Let’s look at what’s under the hood:
- SmartSuite AI – De AI-assistent helpt je met het opzetten van workflows, het genereren van content en het analyseren van data. Typ “maak een projectplan voor een website relaunch” en je krijgt een startpunt. Het is niet perfect, maar scheelt wel een hoop denkwerk bij het opzetten van nieuwe solutions.
- Geavanceerde automatiseringen – Hier wordt het interessant. Nieuwe klant in je CRM? Die krijgt automatisch een onboarding-taak, een welkomstmail en een plek in je planning. Iemand markeert een taak als urgent? Dan stuurt het systeem direct een notificatie naar je Slack. Je bouwt deze flows met een visuele editor, geen code nodig.
- Tijdregistratie – Ingebouwde time tracking die gekoppeld is aan je taken en projecten. Start een timer, switch tussen projecten, en aan het einde van de week zie je precies waar je tijd naartoe ging. Handig voor facturering of gewoon om te zien waar je energie lekt.
- Dashboards & Rapportages – Dit is waar SmartSuite echt schittert. Je bouwt custom dashboards met grafieken, tabellen en widgets die real-time data tonen. Hoeveel deals zitten er in de pipeline? Welke projecten lopen vertraging op? Wat is de workload van je team? Eén blik en je weet het.
- 40+ Veldtypes – Van simpele tekstvelden tot complexe relaties tussen databases. Je hebt formules, lookup-velden, file uploads, location tracking, ratings, checkboxes… alles wat je nodig hebt om je eigen datastructuur te bouwen. Het voelt als Excel op steroïden.
- Kanban, Kalender & Tijdlijn weergaven – Dezelfde data, verschillende perspectieven. Je marketeer wil een kanban board zien, je manager een Gantt chart, en je designer een kalenderoverzicht? Kan allemaal, vanuit dezelfde databron. Iedereen kijkt naar wat voor hen werkt.
Those dashboards deserve extra attention. Where many tools force you to choose between “task list” or “project overview”, SmartSuite gives you the freedom to build your own management cockpit. I’ve seen dashboards that combine real-time sales metrics with project deadlines and team capacity. You don’t find that level of customization often.
The automations are also more powerful than you’d expect. You can add conditional logic (if this, then that, otherwise that), build in delays (wait three days before sending a reminder), and even trigger external webhooks. For non-developers, this is a huge step forward.
SmartSuite pricing
Let’s talk about money. SmartSuite has a free plan, but it’s mainly for tasting. You’re limited to a maximum of 3 users, 5 solutions, 1,000 records per solution and 100MB storage. For a real team, that’s too tight.
The Team plan costs $1 per user per month (or $1 with annual payment, so $1 per year). That’s the entry level for most teams. You get unlimited solutions and records, 10GB storage per user, and 1,000 automations per month.
The Professional plan jumps to $1 per month ($1 with annual payment, $1 per year). Here you get advanced permissions, 100GB storage per user, white-label portals and unlimited automations. This is where SmartSuite becomes really interesting for consultancy firms or agencies that want to run client portals.
Enterprise costs $1 per month ($1 with annual payment, $1 per year) and adds HIPAA compliance, dedicated support and custom contracts. Unless you’re in a heavily regulated industry, you probably don’t need this.
Is it worth it? That depends on where you’re coming from. Compared to Monday.com (from $1 per user but with much less flexibility) or Airtable (similar prices but fewer project management features) SmartSuite sits in an interesting middle ground. For $1 per month you get a lot of functionality.
But for Dutch companies, $1-34 per user per month still feels substantial, especially as your team grows. Do the math: a team of 10 people on the Professional plan costs you $1,600 per year. You could also hire a dedicated developer for that to build a custom solution.
The good news: you get a 14-day trial to try it out. No credit card required. Use that time well and build a real workflow, not just a playground.
What should you watch out for?
The mobile app is disappointing. Really. You can view tasks and make simple updates, but forget about complex workflows or building new solutions. Working on the go? That becomes frustrating. The app feels more like an emergency solution than a full-fledged companion.
Then there’s that learning curve. SmartSuite sells itself as “intuitive,” but let’s be honest: the first time you set up a solution with relationships between different tables, you’ll scratch your head. It’s not rocket science, but it does require logical thinking about data structures. For people used to linear project management tools, this can feel overwhelming.
Native integrations are scarce. Yes, you have Zapier and webhooks, but forget about a long list of one-click connections like you find with Monday.com or ClickUp. Want to connect SmartSuite with your existing toolstack? Then Zapier becomes your best friend, and that costs extra money.
Speed issues emerge with large datasets. One user complained that the system became slow with more than 10,000 records in a solution. For most teams that’s not a problem, but if you want to migrate a large database, test thoroughly first.
And then there’s something else: bulk actions are limited. Want to update 50 tasks at once? That’s possible, but not as smoothly as in ClickUp. Power users accustomed to keyboard shortcuts and bulk editing will miss this.
What do others think?
The overall sentiment is positive. Users especially praise the combination of database flexibility and project management overview. “Finally a tool that unites both worlds” is a frequently heard phrase.
The visually appealing interface receives many compliments. Where Airtable sometimes feels technical and boring, SmartSuite looks modern. That sounds superficial, but when you work in it daily, it makes a difference.
Customer service is consistently praised. Quick responses, helpful answers, and a team that truly seems to listen to feedback. For a relatively young platform, that’s not a given.
But that mobile app? The complaints are unanimous there. “Unusable for serious work” sums it up. And the speed issues with large datasets come up regularly in reviews. SmartSuite works fantastically until you reach a certain scale, then you start to feel the limitations.
YouTube reviewers are cautiously positive. Keep Productive praises the dashboards and views, but warns about the learning curve. ProcessDriven emphasizes the superior permissions compared to ClickUp, but misses the speed for power users. The pattern is clear: SmartSuite excels in flexibility and overview, but does require adjustment.
SmartSuite alternatives
Doesn’t this quite match what you’re looking for?
- Monday.com – Eenvoudiger in gebruik maar minder flexibel in datastructuur. Kies hiervoor als je snel aan de slag wilt met traditioneel projectmanagement zonder steile leercurve. De interface is kleurrijker en speelser, wat sommige teams waarderen.
- Airtable – Meer focus op database-functionaliteit en API-integraties. Kies hiervoor als je een pure database-oplossing zoekt met maximale vrijheid voor developers. De scripting-mogelijkheden zijn uitgebreider, maar de projectmanagement features zijn beperkter.
- ClickUp – Goedkoper instapmodel maar kan overweldigend zijn door teveel features. Kies hiervoor als je budget beperkt is en je extreem veel features in één app wilt proppen. Let wel: die hoeveelheid opties kan ook verlammend werken.
Frequently asked questions
Is SmartSuite GDPR and HIPAA compliant?
Yes, on both fronts. SmartSuite complies with GDPR guidelines, which means you can safely store data from European customers. HIPAA compliance is available on the higher plans, specifically for healthcare teams working with patient data. Do check if your specific use case falls within the compliance requirements.
Can I use my own domain name?
Yes, but only starting from the Professional plan. Then you get white-label portals where you can put your own branding and domain name. Handy if you want to run client portals or use SmartSuite as part of your own product. On the lower plans you’re stuck with SmartSuite branding.
Can I change my subscription at any time?
Yes, you’re not locked in. Upgrading can be done directly and takes effect immediately. Downgrading is also possible, but then your current plan expires first before the change becomes active. This prevents you from losing money on an already paid subscription. Do watch out for the limits of your new plan – downgrading from Professional to Team means you’ll lose certain features.
Conclusion
SmartSuite is not a tool for everyone. It’s also not a tool you’ll master in an afternoon. But if your team is stuck between spreadsheets and rigid project management software, then this is exactly the bridge you need.
The strength lies in the flexibility. You build your own workflows, your own dashboards, your own automations. That does require investment in time and brainpower. For teams under five people, that’s probably overkill. For larger teams that want to digitize complex processes? Then that investment pays off.
The mobile app remains a weak point. Real mobile work isn’t possible. And the limited native integrations mean you’ll probably need Zapier on top. Those aren’t dealbreakers, but they are reality.
Personally? I would recommend SmartSuite to consultancy firms, marketing teams, and HR departments that want to professionalize their processes without immediately acquiring an enterprise monster like Salesforce or SAP. The price-quality ratio is good, the support is excellent, and the platform grows with your ambitions. But start with that 14-day trial. Build a real workflow. Test your use case. Then you’ll know quickly enough whether this becomes your new workplace.
