Smartsheet Review 2026: Pricing, Seat Types & Plan Limits

The pricing page lists four plans in thirteen currencies. In USD, Pro is $12 per Member per month billed monthly or $9 billed yearly, for 1 to 10 Members with unlimited Contributors. Business is $24 or $19 per Member per month with a minimum of 3 Members and unlimited Contributors and Guests. Enterprise is quoted and listed for 10 or more Members; Advanced Work Management is quoted and bundles the premium apps that are otherwise add-ons. A footnote states that the Pro plan is only available to new customers, and the trial banner states 30 days free with no credit card.

Pro includes unlimited sheets, forms, reports and dashboards, grid, Gantt, card and calendar views, rich formulas, conversational AI features and 250 automations a month. Business adds unlimited automations, timeline view, workload tracking, admin capabilities, connections to external AI tools and 1 TB of attachment storage. Enterprise adds Scenario Planning, Portfolios, SAML SSO, Enterprise Plan Manager, unlimited storage and directory integrations. Advanced Work Management adds Advanced Portfolios, Dynamic View, Data Shuttle, Connectors, DataMesh, the Calendar and Pivot apps and premium support.

The comparison table on the same page exposes the Pro ceilings that the plan cards do not: 10 widgets per dashboard and one sheet per report, 20 GB of attachment storage and 30 MB per file, no Guest seat type, no timeline view, workload tracking, baselines, report grouping, activity log, document builder, proofing or publishing, and no API calls. Business lifts every one of those. For a team that will build real reporting or connect Smartsheet to anything else, Business is the practical floor, and our guide to choosing project management software without overpaying explains why the cheapest tier is rarely the cheapest outcome.

The Learning Center's seat types article defines the model. Members are paid users who can create, edit and delete sheets, reports, dashboards and workspaces, share items and build automations, and they count against the plan's paid seat total. Contributors are free on Pro, Business and Enterprise and can view items shared with them, comment and add or delete attachments when given Commenter permission, download attachments and follow activity, but cannot create, edit or share. Guests are free external users whose email domain does not match the organisation's, available on Business and Enterprise only, and can view, comment or edit a shared item according to its sharing permission but can never create items.

Provisional Members are the part most buyers miss. Smartsheet assigns this seat type automatically when a user without a paid Member seat takes a qualifying action, and the Provisional Member gets full Member access at no cost until the end of the current billing cycle. What happens next is an admin setting. The default downgrades any Provisional Member who has not been manually upgraded to a free Contributor or Guest seat, removing their access to Member features. The optional setting auto-upgrades all Provisional Members to paid Members at the end of the cycle, and if no seats are available the cost of additional seats is added to the next auto-bill or invoice. Admins can downgrade a Provisional Member at any time from the Seat types and true-up page, and internal users can request a seat upgrade in the product.

Two further rules shape costs. On Pro there is no Guest designation, so an external collaborator follows Member or Contributor rules like an internal user; a client who edits a Pro sheet can become a Provisional Member. And whether someone is internal or external is decided by email domain, not by role, so a contractor using a company address is internal. The manage seat types article describes the Seat types and true-up page, the downloadable seat report and the Non plan users tab where deactivated users appear after 30 days. Review it before each renewal rather than after the invoice.

Many older reviews still describe a Smartsheet free plan. The Learning Center's Free plan article states that the Free plan is no longer available to new signups as of August 28, 2024. Existing Free plan users keep what they had: two owned sheets, up to two editors or viewers plus themselves, grid, card, Gantt and calendar views, reports limited to one source sheet, dashboards with ten widgets, 500 MB of attachments, 100 automations a month and the Google, Microsoft, Slack, Box and Dropbox integrations. Nobody can newly obtain it, and a user whose plan type shows Free owns zero sheets because only Members can own sheets.

New users get the trial instead. The trial FAQ describes 30 days of Business plan access with no billing information collected, up to 50 sheets, sharing, dashboards, reports, workload tracking and AI tools. Restrictions during the trial include 100 emails a day to at most 20 unique recipients, no publishing of forms, sheets, reports or dashboards, no web content widgets, no API access tokens and no external URLs in outgoing emails. When the trial ends or is cancelled, sheets switch to read-only for 30 days and are then deleted, and a new trial cannot be requested for 90 days.

That deletion clock matters for evaluation planning. A team that builds its real project structure during the trial must either buy before day 60 or export what it built. Our free project management software guide covers the tools that still offer a permanent free tier for teams that need one, and the free tools for small business roundup sets Smartsheet's trial-only position beside them.

Consider a fictional operations team with three people who build and edit sheets, forty internal colleagues who need to view dashboards and comment on rows, and one external client who must edit a shared tracker. On Pro the three editors are Members at $9 × 3 = $27 a month on yearly billing, or $12 × 3 = $36 monthly, and the forty colleagues are free Contributors. The client is the problem: Pro has no Guest seat, so an external editor follows Member rules and becomes a Provisional Member on first edit, and if auto-upgrade is on, a fourth paid seat appears at true-up, making $9 × 4 = $36 yearly or $12 × 4 = $48 monthly. Pro also caps automations at 250 a month, which forty commenters generating update requests can exhaust.

On Business the same team is $19 × 3 = $57 a month on yearly billing or $24 × 3 = $72 monthly, the forty colleagues are free Contributors, and the client is a free Guest who can be given Editor permission on the tracker without becoming a Member. Automations are unlimited, storage rises to 1 TB and the API is available. Over a year that is $684 on yearly billing against Pro's $324 for three seats, and the difference buys the Guest seat type, the API and the removal of the automation cap, which for this team are not optional.

If the team later needs Dynamic View to show each client only its own rows, that is an add-on from $125 a month, or $1,500 a year, which exceeds the whole Business subscription for three Members. That is the pattern to budget for: the seat price is modest, but the premium apps are priced for larger accounts. These figures are illustrative applications of the published USD labels, not quotes, and taxes apply on top. Use our SaaS spending guide to record the renewal total alongside the add-ons you expect to need.

Automated workflows cover alerts and notifications, reminders, assign-people actions, update requests, approval requests, record-a-date, move or copy row, clear cell and alerts to Slack and Microsoft Teams on every plan. The difference is volume: Pro allows 250 automated triggers a month and Business, Enterprise and Advanced Work Management are unlimited. For a team using approval requests on dozens of rows a week, 250 is a real ceiling rather than a nominal one, and it is the single most common reason to move from Pro to Business.

Storage and files follow the same split: 20 GB and 30 MB files on Pro, 1 TB and 250 MB on Business, unlimited at Enterprise. Image and video proofing, publishing sheets, reports and dashboards, document builder and the activity log start at Business, and API calls do as well, so any integration beyond the listed Microsoft 365, Google Workspace and Slack connections requires Business. Power BI, Tableau, the Adobe Creative Cloud extension and connections to Claude, Gemini, Copilot and ChatGPT are Business features; Workday, ServiceNow, Dynamics 365, HubSpot and Docusign are Enterprise.

The add-on catalogue is where Smartsheet differs most from competitors in our small-team project management shortlist. Dynamic View starts at $125 a month and Data Shuttle at $100 a month on Business and Enterprise. Resource Management, Calendar App, Pivot App, Connectors for systems such as Jira, DataMesh and Brandfolder are quoted add-ons; Advanced Portfolios and Bridge are Enterprise add-ons; WorkApps and DataTable are included only at Enterprise or Advanced Work Management. Standard and premium support packages and Smartsheet University are also add-ons below the top plan. A buyer who needs two or three of these should price Advanced Work Management against the sum.

The billing FAQ states that standard payment terms are net 30 days from invoice, that card payments process automatically with receipts available in the application, and that per the User Agreement no refunds are provided for unused portions of a subscription. It adds that a 30-day notice prior to renewal is required to make plan changes, so a team that wants to drop seats or downgrade must act a month before the anniversary. The pricing page lists cards and ACH debit for self-serve plans and invoicing by card, cheque, ACH or wire for Enterprise subscriptions above a minimum fee.

Smartsheet is also mid-way through a model change. The Learning Center's plan model article and the pricing FAQ distinguish the legacy collaborator model, where System Admins assigned licences and user types, from the user subscription model, where seat types follow permissions and actions and Provisional Members appear automatically. The FAQ notes that Smartsheet Gov customers buying through a sales representative stay on the legacy model while online purchases move to the new one. Existing customers reading older documentation should confirm which model their plan is on, because the true-up behaviour described above applies to the user subscription model.

Account administration has one more rule worth knowing: every account needs at least one System Admin, who does not have to be a paid Member, and Smartsheet recommends two. If the only admin leaves, support requires a recent invoice to reassign the role. Our employee IT offboarding checklist covers that handover for any admin-held system.

The feature comparison places single sign-on, the Admin Center and user management on every paid plan, and adds Plan Insights, group management, account discovery, scheduled backups and domain validation at Business. SAML-based SSO, directory integrations, user merge, Enterprise Plan Manager, enterprise access controls, custom email domains, user account provisioning, Safe Sharing, chargeback reports and a System Admin fallback are Enterprise features. Data retention policies, data egress, event reporting and customer-managed encryption keys are listed as add-ons at Enterprise and Advanced Work Management rather than included.

For a small business the practical reading is that Pro and Business cover ordinary sharing and authentication, while anything a security review would call governance sits at Enterprise or above. Scheduled backups at Business are worth enabling early, because trial sheets and cancelled accounts are deleted on documented clocks, and Smartsheet's own guidance is to keep two System Admins so that a departure does not leave the account without an administrator.

Smartsheet suits teams whose work is naturally tabular and cross-referenced, who need Gantt, dashboards and automated requests over many sheets, and whose editor group is small relative to the people who view and comment. It suits PMOs that will grow into Portfolios and Scenario Planning, and organisations already on Microsoft 365 or Google Workspace. It is a weaker fit for teams that want a lightweight task board, for teams with more than ten editors on a budget who are forced to Business, for anyone who needs a permanent free tier, or for teams that need the API or external Guests on the entry plan. Asana, Monday.com, ClickUp and Wrike are the usual alternatives, compared in our Asana vs Monday vs ClickUp guide.

A sensible evaluation uses the 30-day trial deliberately. Build one real project with its sheets, a report and a dashboard inside the 50-sheet limit, share it with a viewer and a commenter to see Contributor behaviour, and share it with one external address to see how a Guest is handled on Business. Open the Seat types and true-up page, download the seat report and set the Provisional Member setting on purpose. Run the automations you expect for a month and compare the count with Pro's 250. Before day 30, export sheets you want to keep, decide between Pro's ceilings and Business's price, and diarise the renewal date minus 30 days for any future plan change. Our SaaS evaluation checklist has the form for recording those decisions.