Notion and Smartsheet handle simple trackers well. Softr and Glide build client portals and internal apps, NocoDB and Baserow give you open source, and Microsoft Lists or Google Sheets with tables suit you if you'd rather use tools you already pay for. Pick by what you're building, not by the feature list.
Airtable sits in an odd spot. It looks like a spreadsheet, but it behaves like a database. That's why people love it, and it's also why some outgrow it, find it too much, or want something that lives closer to the tools their team already opens every day.
I've split this guide by what you're trying to build, because a client portal and a simple content calendar need very different things.
Spreadsheet or database? The plain-English version
A spreadsheet is a grid. Each cell can hold anything, and you can do maths across rows and columns. It's brilliant for numbers, budgets and quick lists.
A database is a set of tables that know about each other. A client record links to their projects, and each project links to its invoices. Every column has a fixed type, like a date, a dropdown or a person. That structure is what stops the mess when more than one person is editing.
If your work is mostly lists and sums, a spreadsheet is fine, and you might not need Airtable at all. My guide on how to build a spreadsheet template in Google Sheets is a good place to start. If you're linking records, sharing views with different people or building forms that feed into tables, you're in database territory.
For simple trackers and team lists
If you use Airtable for content calendars, lead lists, stock or task tracking, these two cover the same ground with a gentler feel.
Notion
Notion suits small teams who want their trackers sitting next to their docs and notes. Its databases have table, board, calendar and timeline views, and you can link one database to another. There's a free plan to start. Its main limit is that it's not as strong for heavy data work: big tables can feel slow, and the automations are lighter than Airtable's.
Smartsheet
Smartsheet suits teams that think in projects and deadlines. It feels like a spreadsheet but adds Gantt charts, dependencies, forms and approval steps. If you already plan in spreadsheets, it'll feel familiar. Its limit is that it's aimed at project and operations teams, so it can feel formal for a one-person business. Check the current plans before you commit.
For client portals and internal apps
This is where many small businesses push Airtable hardest: a portal where clients log in to see their projects, or a simple app for the team. These two are built for that job.
Softr
Softr suits owners who want a client portal or internal tool without writing code. You build pages with blocks, add logins and permissions, and connect it to data in Airtable, Google Sheets or Softr's own database. Its main strength is speed: you can have a working portal in an afternoon. Its limit is design control, which is good but not unlimited.
Glide
Glide suits teams who want a mobile-friendly app built from their data. Think field staff checking jobs on a phone, or a simple inventory app. It's easy to learn and looks polished out of the box. Its limit is that pricing and features depend on how many users and updates you have, so read the current plans with your real numbers in mind.
Open source tools you can host yourself
If you'd like to own your data, keep it on your own server, or avoid being tied to one company's plans, open source is worth a look. You'll need someone comfortable with hosting, or you can use the hosted versions both projects offer.
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NocoDB
NocoDB suits technical teams who already have a database and want a friendly spreadsheet view on top of it. It gives you grid, gallery, form and kanban views, and you can self-host it. Its main strength is that your data stays in a standard database you control. Its limit is setup: it's not a click-and-go tool for a non-technical owner.
Baserow
Baserow suits teams who want something that feels close to Airtable but is open source. It has tables, linked records, views and forms, and you can run it yourself or use their hosted service. It's one of the easier open source options to get going with. Its limit is a smaller library of integrations than the big names.
Inside tools you already pay for
Before you add another subscription, check what's already in your stack. You may be closer than you think.
Microsoft Lists
Microsoft Lists suits businesses already on Microsoft's work apps. You can track issues, assets, events or onboarding with templates, set column types, add rules that send alerts, and share lists in Teams. Its strength is that there's nothing new to buy or log into. Its limit is that linking records between lists is basic compared with Airtable.
Google Sheets with tables
Google Sheets now lets you turn a range into a table with set column types, dropdowns and grouped views. For many small trackers that's enough. You get sharing and comments you already know, and add-ons if you need forms or simple automations. The limit is that it's still a spreadsheet underneath, so linked records across tables take workarounds. If your team lives in Excel instead, my guide to building a basic Excel template for your business covers the same idea.
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Five questions to pick the right one
- What are you building? A list, a linked database, a portal or an app. Match the tool to the job.
- Who needs to see it? Only your team, or clients and contractors too? Portals and logins narrow the field fast.
- Where does your team already work? If everyone lives in Google or Microsoft apps, start there before adding a new login.
- Who owns the data? If you need it on your own server or in a standard database, look at NocoDB or Baserow.
- How will it grow? Check how plans change as you add users, records and automations, so you don't get a surprise in a year.
Airtable swaps in one table
| Tool | Best for | Main strength | Main limit |
|---|---|---|---|
| Notion | Trackers next to docs | Linked databases and views | Lighter automations |
| Smartsheet | Project tracking | Gantt charts and approvals | Feels formal for solo owners |
| Softr | Client portals | Fast logins and permissions | Some design limits |
| Glide | Mobile apps | Polished out of the box | Plans tied to usage |
| NocoDB | Technical teams | Sits on your own database | Needs setup skills |
| Baserow | Open source Airtable feel | Self-host or hosted | Fewer integrations |
| Microsoft Lists | Microsoft users | Nothing new to buy | Basic linked records |
| Google Sheets tables | Simple trackers | Familiar and shared | Still a spreadsheet |
Frequently asked questions
Is there a free alternative to Airtable?
Yes. Notion and Baserow have free plans, NocoDB is open source, and Google Sheets is free with a Google account. Check each one's current limits on records and users.
Can Google Sheets replace Airtable?
For simple trackers, often yes, especially with the tables feature. If you need linked records, client logins or app-style views, a database tool will suit you better.
What is the best open source Airtable alternative?
Baserow is the closest in feel and the easier start for most teams. NocoDB suits technical teams who want a spreadsheet view on top of a database they already run.
Can I build a client portal without Airtable?
Yes. Softr can build a portal on top of Google Sheets or its own database, and Glide can turn your data into a simple app your clients or staff can log into.
