Google Workspace Automation vs. Smartsheet

Why Smartsheet Automations Isn't the Right Choice for Google Workspace

Smartsheet is a robust project management tool, but its automation engine is restricted by the boundaries of its proprietary grid system. If your team lives in Google Workspace, Smartsheet's "bridge" approach creates friction and adds unnecessary licensing costs.

The Smartsheet Automations Limitations

1. Expensive per-user licensing costs

Smartsheet's pricing model is built on seats. Every person who needs to trigger or interact with an automation usually requires a paid license. For growing teams, this "User Tax" becomes a significant barrier to scaling automation. Custom Apps Script solutions utilize your existing Google licenses, allowing everyone in your domain to benefit from automation at no extra cost.

2. Proprietary platform locks you in

When you build complex logic in Smartsheet, your business processes are trapped in their ecosystem. If you ever decide to leave the platform, you'll have to rebuild your entire automation stack from scratch. Native Google automation is built on industry-standard JavaScript (Apps Script), giving you full ownership and portability of your business logic.

3. Limited customization of automation logic

Smartsheet's visual builder is restricted to predefined "if/then" triggers. It struggles with complex logic like:

• Iterating through folder structures in Drive
• Generating custom formatted PDFs from multiple data sources
• Interacting with Google's newer security and Admin APIs Apps Script provides a full development environment to handle any level of business complexity.

4. Steep learning curve for non-spreadsheet users

While it looks like Excel, Smartsheet's hierarchy and "Sheet-specific" automation rules can be confusing for team members. This leads to "Shadow IT" where different departments build conflicting automations. Custom automation is centralized, professional, and runs silently in the background, requiring zero training for your end-users.

5. Complex and manual data export workflows

Getting data out of Smartsheet for advanced reporting in Looker Studio or Sheets often requires manual exports or expensive third-party "connectors." By building your automation directly in the Google ecosystem, your data is always ready for reporting and analysis without the "export-import" dance.

6. Superficial integration with Google Workspace

Smartsheet's "integrations" with Google are often limited to basic file attachments. They can't trigger Apps Script functions, interact with Google Sheets Query formulas, or manage Shared Drive permissions at a granular level. Only native custom automation can truly leverage the full power of the Workspace platform.

The Custom Automation Alternative

We build custom Google Workspace automation - automation that's purpose-built for your exact workflows, not generic templates.

How Custom Automation Solves These Problems

• Unlimited complexity - Build workflows as sophisticated as your business requires
• No per-task fees - Run automation unlimited times with zero additional cost
• Deep Google Workspace integration - Native access to all Workspace features via Apps Script
• Dedicated support - We maintain, monitor, and update your automation proactively
• Future-proof - Built on Google's platform, not a third-party middleman
• Straightforward migration - We can replicate your Smartsheet Automations workflows and improve them

How Long Until It Pays for Itself?

Let's talk economics. With Smartsheet Automations:

Monthly Costs:

• Base plan: $20-100+/month
• Per-task overages: Often $100-500+/month for active automation
• Total: $150-600+/month = $1,800-7,200/year

Custom Automation Costs:

• One-time development: $5,000-15,000 (depending on complexity)
• Ongoing support: $500-1,000/month (optional, many clients don't need it)
• Total Year 1: $11,000-27,000
• Total Year 2+: $6,000-12,000/year

For moderate to heavy automation users, custom automation pays for itself within 6-12 months while providing:

• Unlimited automation runs
• Customization for your exact workflow
• Dedicated support
• No monthly surprises or overage charges

Why Our Clients Switch from Smartsheet Automations

Our typical Smartsheet Automations migration client:

• Spends $200-500/month on Smartsheet Automations (and still hitting limits)
• Has grown past generic templates (needs custom logic)
• Wastes time working around platform limitations
• Wants dedicated support instead of community forums

After switching to custom automation, they:

• Eliminate monthly platform fees
• Get unlimited automation capacity
• Build workflows that actually match their process
• Have someone to call when something breaks
• Sleep better knowing their automations are actively monitored

The Migration Process

Switching from Smartsheet Automations to custom automation is straightforward:

1. Audit your Smartsheet Automations workflows - We analyze what you've built and identify migration candidates
2. Design better workflows - We propose improvements based on your business logic
3. Build custom solutions - We implement in Google Apps Script with better features, performance, and reliability
4. Parallel testing - Run old and new side-by-side until you're confident
5. Sunset Smartsheet Automations - Switch over completely and cancel your subscription

Most migrations complete in 4-8 weeks depending on workflow complexity.

Why Google Apps Script is Better Than Smartsheet Automations

You already have it. Google Apps Script is included with your Google Workspace account - no additional tools to manage, integrate, or pay for.

It's more powerful. Apps Script has native access to the full Google Workspace API, something Smartsheet Automations can never fully replicate.

It's cheaper to operate. No per-task fees, no subscription limits, no monthly bill creep as your automation grows.

It's maintainable. We write clean, documented code that your team can understand and maintain long-term.

Ready to Leave Smartsheet Automations Behind?

If you're frustrated with Smartsheet Automations's limitations, pricing, or lack of support, let's explore custom automation for your workflow.

Step 1: Workflow Audit (Free)

Send us your Smartsheet Automations workflows and we'll evaluate migration feasibility and ROI.

Schedule your free audit →

Step 2: Custom Proposal

Based on your workflows, we'll propose specific custom automation solutions, timeline, and cost.

Step 3: Development & Migration

We build your custom automation and run parallel testing with Smartsheet Automations until you're confident everything works correctly.

Step 4: Launch & Ongoing Support

We deploy your custom automation and provide ongoing maintenance and support.

Frequently Asked Questions

See the FAQ section below for answers to common questions about migrating from Smartsheet Automations to custom automation.

Ready to reclaim the time and money you're spending on Smartsheet Automations?

Let's talk about your specific workflows and how custom automation can serve you better. Schedule your free workflow audit to get started.