Smartsheet has long been a go-to tool for project management and collaborative work tracking. But for many organizations, the recent changes in its pricing structure have introduced significant uncertainty – prompting a growing number of users to explore more transparent and cost-effective alternatives like Microsoft 365 and Power Platform.
A Trend of Unpredictable and Steep Price Increases
Historically, Smartsheet pricing changes coincide with annual renewals. While a 3–5% increase might be expected, reports from customers and industry analysts paint a different picture:
- Some organizations have seen renewal increases of 30% to 50%.
- Others have faced jumps of more than 100%. One customer reported a 3.4K% price increase, driven not by license cost alone, but by Smartsheet’s shift to billing for previously unlicensed “viewer” roles. In this case, simple consumption of Smartsheet content suddenly became billable, catching the organization off guard and forcing them to reconsider the platform altogether.
- As outlined by Constellation Research and NPI Financial, price hikes are not only more aggressive – they’re also more difficult to predict.
These increases are typically influenced by:
- Contract Length: Annual contracts offer better pricing than monthly plans.
- Plan Tier: Enterprise and higher-tier plans are subject to steeper increases.
- New Licensing Model: Smartsheet is phasing in a new user-based pricing model that fundamentally alters how licenses are assigned and charged.
- Renewal Negotiations: Pricing can vary widely depending on contract terms and how well customers navigate renewal discussions.
The New Licensing Model: Complexity and Cost
Smartsheet’s shift to a user subscription model has added to the confusion and frustration for many customers. Here’s a quick breakdown of how things are changing:
Old Model
- Internal and external users could comment, edit, and view for free.
- Licenses were primarily assigned for administrative roles only.
New Model
- Internal users now must pay to comment or edit.
- External users can still comment/edit for free but must pay to administer.
- License management has moved from on-demand assignment to retroactive reconciliation—forcing admins to track provisional usage and convert users to paid seats within a set time frame (90 days for annual, 30 for monthly plans).
This model can result in unexpected cost spikes as “provisional” users quickly inflate license counts—often without clear visibility or control.
Why It’s Time to Consider Microsoft Tools
In contrast, Microsoft’s ecosystem – Microsoft 365, Power Automate, and Microsoft Project for the web—offers a more integrated, flexible, and stable approach to work management, and it’s being continually expanded. It makes the switch more compelling than ever.
1. Predictable Licensing
Microsoft’s enterprise agreements and cloud subscriptions offer transparent pricing structures with few surprises at renewal. Licensing tiers are clearly defined, and most capabilities—like commenting, editing, and viewing—are included in base plans.
2. Integrated Productivity
With tools like Microsoft Lists, Planner, Project for the web, Teams, and Power Automate, organizations can build tailored projects and task management solutions that align with the tools employees already use daily.
3. Extensibility and Customization
Leverage Power Apps and Power Automate to extend your solution beyond the limitations of a single-purpose tool. You can build custom workflows, automate approvals, and connect your project data to other business systems like Dynamics 365, SharePoint, or Azure.
4. Enterprise-Grade Governance
Microsoft 365 offers robust security, compliance, and identity management across the entire platform. IT admins have visibility and control, avoiding the patchwork and administrative headaches associated with Smartsheet’s decentralized model where workflows are typically created in silos with limited role-based governance.
5. Lower Total Cost of Ownership
With existing Microsoft 365 licenses, many organizations already have access to the tools they need, without paying additional fees or being forced into unexpected upgrades.
6. A Platform for Growth, Not Just a Replacement
Switching from Smartsheet isn’t just about cost avoidance. Microsoft’s Power Platform opens the door to scalable workflow automation, custom app development, and AI integration. For companies already on the Microsoft stack, it’s a natural next step that expands capability while staying within the tools your teams already know and use.
What to Do If You’re a Current Smartsheet User
If you are concerned about rising costs or changes to your licensing structure, here are a few immediate steps you can take:
- Review your current Smartsheet contract and upcoming renewal terms.
- Discuss pricing changes with your Smartsheet rep and see if a lower-tier plan still meets your needs.
- Evaluate your current feature usage—are you paying for capabilities you don’t actually use?
- Engage JourneyTeam to explore alternatives:
- Assess your needs and Microsoft tool capabilities
Our experts will work with your project teams and IT stakeholders to evaluate Microsoft 365, Power Platform, and Project tools—ensuring they align with your business and offer a more cost-effective, integrated solution. - Build a strategic transition plan
We’ll help you develop a roadmap tailored to your organization—whether you’re looking to migrate existing Smartsheet solutions or start fresh with Microsoft-based work management. Our approach ensures your business requirements today—and in the future—are supported.
- Assess your needs and Microsoft tool capabilities
Closing Thoughts
As Smartsheet pricing continues to shift—sometimes dramatically—it’s critical to evaluate whether the platform still meets your financial and operational goals. Microsoft offers a powerful, secure, and extensible ecosystem that’s already trusted by organizations of all sizes. With smarter pricing, broader functionality, and stronger integration across your tech stack, it might just be the right time to make the switch.
FAQs About Moving from Smartsheet to Microsoft Tools
Yes. Microsoft offers real-time co-authoring, task assignments, comments, mentions, and team collaboration through tools like Microsoft Teams, Planner, and Project for the web.
It can be, but many organizations also combine Project with Microsoft Lists, Planner, and Power Automate for a more flexible, cost-effective solution tailored to their needs.
Yes. JourneyTeam helps organizations assess current Smartsheet use and build a strategic migration plan to Microsoft tools—including project structures, automations, and user roles.
In most cases, yes—especially if you’re already licensed for Microsoft 365. Many collaboration and workflow features are included, avoiding additional costs tied to Smartsheet’s user-based access.
It depends on your complexity, but small-to-mid-sized migrations can be scoped, planned, and executed in a matter of weeks.
Not always. For single-use, light-touch workflows, options like Microsoft Lists and SharePoint may provide the functionality you need, without overcomplicating the transition. If you have multiple workflows, compliance requirements, or cross-department collaboration needs, Power Platform is a future-proof foundation.
Reach Out
Let JourneyTeam be your trusted guide as you evaluate what’s next.
