Notion or Airtable: what's the best solution for efficient project management in 2025?
When it comes to project management, two names keep coming up: Airtable and Notion. These two no-code applications have revolutionized the way teams organize information, collaborate and create personalized workspaces. But despite their shared reputation as flexible, modern tools, they don't always meet the same needs.
- So, do you prefer Airtable for its database power and automation?
- Or Notion for its all-in-one templates, intuitive interface and extreme customizability?
📌 In this detailed comparison, we review their features, plans, integrations and use cases. The aim: to help you find the solution best suited to your team, budget and productivity goals.
What is Airtable?
Airtable overview
Airtable is a hybrid tool between spreadsheet and database. Designed for teams who want to structure their information without coding, it transforms simple tables into truly customized applications.
Where a traditional spreadsheet quickly reaches its limits, Airtable offers data relationships, multiple views (kanban, calendar, gallery...) and strong real-time collaboration. With its ready-to-use templates and numerous integrations, it is equally suited to project management, content tracking and enterprise process management.
Airtable's key features
Before delving into the details, it's important to understand that Airtable's functionalities are not limited to "managing data". The app offers a truly modular toolbox, where each team can create its own workflows. You can start from an existing template, or build from scratch to suit your project needs.
⚒️ Here are the Airtable features that justify its popularity:
- data organization in the form of relational tables ;
- multiple customizable views (grid, kanban, calendar, gallery, timeline);
- code-free automation of recurring tasks;
- native and API integrations (Slack, Google Drive, Zapier, etc.);
- real-time collaboration with advanced permissions;
- template system to speed up project set-up.
Airtable
Advantages and disadvantages of Airtable
Like any tool, Airtable has its strengths and limitations. The aim is not to find a "best universal tool", but to see where Airtable brings real added value... and where it can frustrate a team.
✅ First and foremost, Airtable's appeal lies in its ability to remain simple to use yet technically powerful. It is equally suited to startups and large corporations, thanks to :
- its many customization options and no-code approach ;
- high flexibility thanks to multiple views and relational databases;
- modern, intuitive interface, more visual than a traditional spreadsheet;
- powerful, time-saving automations;
- rich ecosystem with numerous integrations and an open API;
- suitable for a variety of cases: project management, CRM, production tracking, content, etc.
❌ On the other hand, some users note limitations that can become restrictive, including:
- the database logic may seem complex to beginners ;
- automations remain limited compared to specialized tools;
- prices rise quickly for advanced functions;
- less suited than Notion to content editing or document management.
What is Notion?
Notion overview
Notion is an all-in-one tool that combines note-taking, task management, lightweight database and team collaboration. Where Airtable concentrates on data structuring, Notion focuses on flexibility: each page can become a document, a wiki, a to-do list or a project tracking board.
Its minimalist, modular interface appeals to companies and freelancers alike. It's easy to build spaces adapted to your needs: project management, internal documentation, HR tracking, product roadmap, etc. Thanks to its varied templates and high degree of customizability, Notion has become a must-have app for centralizing information and improving team productivity.
Notion's main features
Before delving into the details, Notion should be seen as a kind of digital toolbox. Users can assemble their own bricks (pages, blocks, bases, views) to create their own workspace, whether it's a simple notebook or a complete project management system.
⚒️ Notion's key features include
- modular pages and blocks for structured content ;
- simple databases with multiple views (table, list, calendar, gallery, kanban) ;
- real-time collaboration with mentions, comments and sharing;
- ready-to-usetemplates to speed up space set-up;
- powerful search function for browsing information;
- integrations with Slack, Google Drive, Zapier and open API.
Notion
Advantages and disadvantages of Notion
Like any tool, Notion has its strengths and weaknesses. Its modular approach makes it an extremely versatile application, but it can sometimes confuse some users.
✅ First and foremost, Notion stands out for its ease of use and potential for customization. It's an ideal app for centralizing information and streamlining team collaboration:
- all-in-one tool: notes, project management, wiki, database ;
- minimalist, easy-to-use interface;
- high level of flexibility and customizability ;
- rich template library;
- excellent solution for documentation and knowledge management.
❌ However, Notion isn't perfect. Certain limitations appear as soon as you push it onto more complex uses:
- sometimes slow performance with large volumes of data ;
- less powerful databases than Airtable ;
- limited automation, requiring third-party tools (Zapier, Make);
- still partial offline management;
- less suited to highly structured corporate processes.
Airtable vs Notion: compare features
| Features | Airtable | Notion |
| Powerful, relational, multi-view | Powerful, relational, multi-view | Simple, adapted to small needs |
| Project management | Kanban views, timeline, automations | Tables, to-do lists, calendar, Kanban |
| Collaboration | Advanced permissions, real-time tracking | Simple sharing, comments, mentions |
| Templates | Wide choice of business-oriented templates (CRM, HR, etc.) | Varied, often focused on personal organization |
| Automation | Native, visual workflows, open API | Limited, dependent on third-party tools (Zapier, Make) |
| Documentation | Unsuitable | Excellent solution (wiki, pages, blocks) |
| Integrations | Rich (Slack, Google, Zapier, etc.) | More limited, but API available |
| Interface | More visual, spreadsheet-like | Minimalist, editorial and wiki-oriented |
Focus on project management
Airtable excels at structuring:
- sales pipeline,
- editorial calendar,
- product roadmap.
Multiple views (kanban, timeline, Gantt) and automations streamline workflows.
Notion 's flexibility makes it easy to mix :
- tasks
- documents,
- and notes in a single space,
but rigor is sometimes lacking for complex projects.
💡 Verdict: Airtable takes the advantage for structured project management-oriented teams, Notion remains ideal for more flexible, collaborative projects.
Focus on the database
Airtable is a true relational database:
- table links,
- powerful filters,
- large data volumes.
Notion offers a simplified database, practical for managing lists or a small HR follow-up, but it quickly reaches its limits as soon as complex relationships need to be modeled.
💡 Verdict: Airtable wins for advanced database uses. Notion is suitable for simple or personal needs.
Focus on templates
Airtable 's templates are highly business-oriented (CRM, product tracking, HR, marketing). They enable rapid deployment of ready-to-use systems.
Notion offers a wide range of flexible templates, ideal for :
- documentation,
- project management,
- or personal organization,
but often need to be adapted for corporate use.
💡 Verdict: equal. Airtable appeals to pros with its business-oriented templates, Notion seduces with its flexibility and creativity.
Focus on collaboration
Airtable offers an advanced permissions system:
- roles,
- access by level,
- real-time tracking.
It's a tool designed for structured teams.
Notion is simpler, with a focus on fluid co-editing:
- page sharing,
- comments,
- mentions.
Perfect for content creation and collective documentation.
💡 Verdict: slight advantage to Notion for intuitive, creative collaboration; Airtable remains more robust for large, hierarchical teams.
Focus on automation
Airtable natively integrates automated workflows:
- notifications,
- automatic updates,
- robust API.
Notion, on the other hand, relies heavily on external tools (Zapier, Make) to automate. This adds cost and complexity.
💡 Verdict: Airtable largely dominates on this point thanks to its native automations and more comprehensive API.
Airtable vs Notion: compare prices
Here's the Airtable vs Notion price comparison chart, based on official information posted in September 2025.
| Plan | Airtable | Notion |
| Free | Yes :
|
Yes :
|
| Basic | Team - €16.93/user/month :
|
Plus - €9.50/user/month :
|
| Intermediate | Business - €38.10/user/month :
|
Business - €19.50/user/month :
|
| Enterprise | Enterprise Scale - on quotation :
|
Enterprise - on request:
|
Airtable vs Notion: which interface is more intuitive?
| Criterion | Airtable | Notion |
| User-friendly |
|
|
| Customization |
|
|
| Mobile accessibility | High-performance mobile application, but more suited to consultation than creation | Fluid, comprehensive mobile application designed for note-taking and day-to-day management |
| General ergonomics |
|
Minimalist, elegant interface |
| Learning | Takes some getting used to |
|
⚖️ Verdict:
- Airtable seduces with its visual power and multiple views, but requires a learning curve for novices;
- Notion gains in terms of simplicity and rapid learning curve, making it more accessible to a wider audience.
Airtable vs Notion: compare integrations
The better a solution integrates with your IT or CRM stack, the more it becomes a central pillar of your software architecture. For IT managers or tech decision-makers, the breadth of the integration catalog, ease of configuration and depth of automation are key criteria.
👉 Number of available integrations
- Airtable: ⭐⭐⭐⭐⭐
Over 1,000 integrations via Airtable Apps, Zapier, Make and APIs. Native connections with Slack, Google Drive, Dropbox, Gmail, HubSpot, Salesforce, Jira, Trello... Airtable stands out as an open solution, capable of connecting to the majority of business tools.
- Notion: ⭐⭐⭐⭐☆
A rapidly expanding catalog of integrations, but even more limited than Airtable. Native integrations with Slack, Google Drive, Figma, GitHub, and above all an API that lets you pass through Zapier or Make to expand the possibilities. Sufficient for most use cases, but less exhaustive than Airtable.
👉 Ease of configuration
- Airtable: ⭐⭐⭐⭐☆
Most integrations are plug & play and easy to set up. The open API allows technical teams to push the envelope. For classic use, no advanced skills are required.
- Notion: ⭐⭐⭐☆☆
Integrating Notion with other applications is simple if you go through external connectors (Zapier, Make). On the other hand, native integrations remain basic. Technical teams may need to invest a little more time to build solid workflows.
👉 Customization and automation
- Airtable: ⭐⭐⭐⭐☆
Thanks to its integrated automation engine, Airtable can trigger actions (notifications, synchronizations, data updates) directly linked to integrations. Coupled with Zapier/Make, a high level of personalization is achieved.
- Notion: ⭐⭐⭐☆☆
Notion shines less on this point: you have to go through third-party tools to automate (Zapier, Make). The API offers some nice possibilities, but the depth remains limited compared to Airtable.
💡 Conclusion:
- Airtable clearly has the edge, thanks to its rich catalog of integrations and native automation engine. It's a strategic choice for teams who want to centralize their data and automate their workflows.
- Notion, on the other hand, is lighter but effective for standard needs (documentation, collaboration, personal productivity). It's ideal for companies that prefer simplicity and don't need to orchestrate dozens of business tools simultaneously.
When to choose Airtable or Notion?
The choice between Airtable and Notion depends not only on functionality, but above all on your actual needs. Each tool is better suited to certain scenarios. Here's how to choose between the two.
Example of an Airtable use case
Airtable is a must-have whenever a team needs to handle a lot of data and maintain a structured vision of its projects. Its relational database approach and automation features make it an invaluable ally for organizations seeking to optimize their workflows. Here are just a few of the applications in which Airtable excels:
- sales pipeline tracking and lead management (light CRM) ;
- editorial calendar or marketing content production tracking;
- product catalog management with enriched data sheets (e-commerce, SaaS, retail);
- event organization with multiple speakers, venues and sponsors;
- complex project planning with dependencies and visual timelines;
- centralization of data from multiple applications via API.
👉 Verdict: choose Airtable if your priority is data rigor, structured collaboration and process automation.
Examples of Notion use cases
Notion is designed for teams looking for a flexible, collaborative workspace. Its strength lies in its ability to centralize documentation, streamline collaboration and rapidly adapt to different uses without the need for cumbersome configuration. Here are just some of the uses for which Notion is the optimal choice:
- creation of an internal wiki to centralize corporate documentation ;
- personal organization (to-do lists, note-taking, planning) ;
- creative project management (roadmap design, brainstorming, idea tracking) ;
- collaboration on living documents (texts, specifications, briefs);
- simple team task tracking with Kanban or calendar views;
- structuring a training or onboarding area for new employees.
👉 Verdict: choose Notion if your priority is simplicity, centralized information and creative collaboration.
The final verdict in the match of the best project management software
The Airtable vs Notion duel doesn't really have an absolute winner: it all depends on your needs and your team.
👉 Airtable is the logical choice for companies that need to manage a lot of data, automate their processes and benefit from a structured view of their projects. It's a true visual database, ideal for results- and efficiency-oriented organizations.
👉 Notion, on the other hand, seduces with its simplicity and all-in-one approach. It's the perfect app for creating a collaborative workspace, centralizing documentation and boosting the productivity of a creative team.
If you're not sure, the best thing to do is to try out the free versions: they give you a clear idea of the interface and features, and which tool best suits your way of working.
FAQ - Airtable vs Notion
Can Airtable and Notion be used together?
Yes, in fact it's common practice. Many teams use Notion for documentation and collaboration, and Airtable as their main database. Thanks to integrations via Zapier, Make or API, the two tools can be synchronized.
What's the best choice for a small team?
For a small team whose main need is to centralize notes, documents and projects, Notion is generally the best choice, thanks to its simplicity and low cost. Airtable can be a good complement if the team already handles a lot of data.
Can Notion be used as a CRM?
Yes, but with limits. Notion can be used as a simple CRM thanks to its databases and templates. However, for managing large volumes of leads or automating complex workflows, Airtable (or a dedicated CRM) is more effective.
Airtable or Notion: which is better for large companies?
Large enterprises often prefer Airtable for its scalability, rich integrations and advanced permissions. Notion remains an excellent choice as a document and collaboration space, but less robust for large-scale data management.
Article translated from French