Modern spreadsheet and database alternatives.
Key Functions
| Function | Description | AI Opportunity |
|---|
| Grid Interface | Rows, columns, cells | Smart fill |
| Formulas | Calculations, functions | Natural language |
| Views | Grid, kanban, calendar, gallery | Auto-views |
| Relationships | Linked records, lookups | Auto-linking |
| Collaboration | Real-time editing, comments | — |
| Automations | Triggers, actions | Intelligent workflows |
| Forms | Data collection | Smart forms |
| API Access | Programmable data | — |
| Templates | Pre-built structures | Recommendations |
| Integrations | Connect other tools | — |
Core Entities
| Entity | Fields | Volume | Sensitivity |
|---|
| Bases/Workbooks | tables, views, automations | Medium | Variable |
| Tables | fields, records | High | Variable |
| Records | field values, attachments | Very High | Variable |
| Views | filters, sorts, grouping | Medium | Low |
| Automations | triggers, actions | Low | Low |
| Forms | fields, submissions | Medium | Variable |
| Users | access, permissions | Low | Medium |
| Attachments | files, images | High | Variable |
Integration Points
| System | Data Flow | Direction |
|---|
| Automation | Zapier, Make triggers | Bi-directional |
| BI Tools | Data export | Outbound |
| Forms | Data collection | Inbound |
| Slack/Teams | Notifications | Outbound |
| Calendar | Date-based records | Bi-directional |
| APIs | Custom integrations | Bi-directional |
Data Retention
| Data Type | Typical Retention | Compliance Driver |
|---|
| Records | Indefinite | Business data |
| Revisions | 1-2 years | Audit trail |
| Deleted records | 30-90 days | Recovery |
| Attachments | Until deleted | Storage |
Evaluation Criteria
| Criteria | Weight | Notes |
|---|
| Ease of use | High | Non-technical users |
| View flexibility | High | Different work styles |
| Automation | Medium | Workflow complexity |
| API/Integration | Medium | Developer needs |
| Collaboration | Medium | Team size |
| Record limits | Medium | Data volume |
| Pricing | Medium | Per-seat or record based |
Market Leaders
| Product | Strength | Best For |
|---|
| Airtable | Flexibility, ecosystem | Most use cases |
| Notion | Docs + databases | Knowledge management |
| Smartsheet | Project focus, enterprise | PMO teams |
| Coda | Docs + apps | Power users |
| Google Sheets | Familiar, free | Basic needs |
| NocoDB | Open source, self-host | Privacy-conscious |
AI Disruption Potential
| Function | Current State | 2027 Projection |
|---|
| Formula creation | Manual | Natural language |
| Data entry | Manual + import | AI extraction |
| Schema design | Manual | Auto-suggested |
| Analysis | Manual queries | Conversational |
| Automation | Rules-based | Intelligent |
| Visualization | Manual charts | Auto-generated |
Build vs Buy: Buy. Spreadsheet/database infrastructure is commodity. Airtable or Notion covers most use cases. Self-host NocoDB if needed.