Notion: who it fits, what it costs, and the catch
Start here: Notion
Individuals wanting one workspace for notes, tasks, projects and databases
Who Notion fits, and who it does not
- Checked 2026-10-14
- 1 source
Scored against the other verified project management tools. How we score tools. What we earn is not part of it.
- Good for
- Individuals wanting one workspace for notes, tasks, projects and databases
- People replacing several separate apps
- Users wanting flexible collaboration and a capable free plan
- Not for
- Users needing advanced project management, reporting or automation
- Offline-first workflows
- Users with very large databases or thousands of notes needing strong search
- The catch
- Extremely flexible all-in-one workspace, but only moderate depth in each area, limited offline use, and AI features cost extra.
Data last verified: 2026-10-14
What Notion costs over five years
Five years for a team of 5, paid yearly: $3,000
On the Plus plan, at today's price. We do not assume a rise.
- Paid monthly, one year
- $720
- Paid yearly, one year
- $600
Paying yearly saves $120 a year (17%).
Change the number to see your own total. Nothing is sent anywhere.
Vendor pricing page · checked 2026-10-18We have tracked Notion's prices since 2026-10-18; no change so far. All price changes
The free plan, as Notion describes it.
- Free plan
- Free plan: unlimited pages/blocks for individuals (limited for 2+ members), 5MB file uploads, 7-day page history, up to 10 guests
- Vendor page · checked 2026-10-18
What you risk by starting
Trial, refunds and getting your data out of Notion.
- Refund policy
- Full non-prorated refund if you downgrade within 3 days of signing up (monthly) or 30 days (annual)
- Vendor page · checked 2026-10-18
- Getting your data out
- Admins can export the entire workspace as HTML, Markdown, CSV and PDF
- Vendor page · checked 2026-10-18
What we verified Notion can do
Open a row for the vendor's own wording and the page we read it on.
Task managementYes
Board view (Kanban)Not verified
Not verified: the vendor gives no detail.
Not verifiedTimeline view (Gantt)Not verified
Not verified: the vendor gives no detail.
Not verifiedTime trackingNot verified
Not verified: the vendor gives no detail.
Not verifiedRecurring tasksNot verified
Not verified: the vendor gives no detail.
Not verifiedFile sharingYes
5MB per file on Free; unlimited uploads (~5GB max per file) on paid plans
Vendor page · checked 2026-10-14Invite clients or guestsYes
Does routine steps for youYes
Button-only automations on Free; custom database automations on paid plans
Vendor page · checked 2026-10-14ReportingYes
Mobile appYes
If Notion isn’t right for you
See every verified Project management tool
Rank 1
Zoho Projects
Small to medium businesses and startups wanting a low-cost full-featured tool
Our score89.7 / 100Five years for a team of 5: $900
Rank 2
ClickUp
Teams of all sizes from startups to enterprises
Our score87.3 / 100Five years for a team of 5: $2,100
Rank 3
Trello
Teams and individuals wanting a lightweight visual Kanban tool
Our score86.6 / 100Five years for a team of 5: $1,500
Show all 9 alternatives
Rank 4
Asana
Medium-to-large teams running multiple cross-functional projects
Our score86.4 / 100Five years for a team of 5: $3,297
Rank 5
Wrike
Marketing teams, creative agencies, IT and product development teams
Our score85.6 / 100Five years for a team of 5: $3,000
Rank 6
Teamwork.com
Agencies and service teams that manage client work
Our score83.8 / 100Five years for a team of 5: $2,997
Rank 7
monday.com
Non-technical teams wanting easy visual setup without IT help
Our score78.4 / 100Five years for a team of 5: $2,700
Rank 8
Smartsheet
Operations, marketing and PMO teams managing complex cross-functional projects
Our score67.1 / 100Five years for a team of 5: $2,700
Rank 9
Basecamp
Freelancers, startups and small teams with simple to-do based projects
Our score50.4 / 100Five years for a team of 5: $1,500
Where these facts come from
What to do next
- Work out the cost for your own team size
- Compare the runner-up, Zoho Projects
- See how we score, so you can check our work
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Data last verified: 2026-10-14