Smartsheet is a strong tool for plans, Gantt charts and portfolios, and a sheet with a checkbox column can hold a checklist. When that checklist has to run every week or every new starter, with each step owned, in order and recorded, CheckFlow is built for the job: recurring checklists, conditional logic, approvals and free guests, from $10 per user per month.
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In Smartsheet a checklist is a sheet: a row for each step, a checkbox column, an assigned-to column and a date column. It works for one list. A process that runs again and again needs a fresh copy each time, the right people on each step, steps that can’t be skipped and the answers from every run in one place.
CheckFlow starts from the checklist, at $10 per user per month. Here is where it differs.
Smartsheet automations can run when a date is reached, but turning a sheet into a weekly or monthly checklist that starts afresh is something you build. A CheckFlow schedule starts a new checklist daily, weekly, monthly or on a custom cadence, with every task assigned and its due date set.
Learn MoreSmartsheet’s free Contributors can’t edit content, so they can’t tick a checkbox cell, and free Guests come with Business and above. CheckFlow guests complete every task assigned to them, free and without limit, on every plan.
Learn MoreHalts lock later tasks until the earlier ones are done, and If… Then… rules show or hide tasks and fields while the checklist runs. Smartsheet’s conditional logic is for form questions, on Business and above.
Learn MoreEach CheckFlow task can hold any of 19 field types, from dates and drop-downs to file uploads, tables and members, and most can be required, so a step can’t be ticked without the evidence it needs.
Learn MoreThe Reports Grid shows every checklist from a template with its progress and the answers given, updates as people work and saves the views you check every week.
Learn MoreSmartsheet’s API needs Business or above, and its MCP server Business, Enterprise or Advanced Work Management. CheckFlow’s REST API, webhooks, Zapier and MCP server all come with the Business plan.
Learn MoreThese are the reasons teams give when the checklists in their sheets turn into processes.
One sheet holds one checklist. Running it for every new starter or every month means copying sheets or rows and clearing the ticks, and keeping the copies in order.
Ticking a checkbox is editing, so people who only complete steps need edit rights: a paid Member, or a free Guest on Business and above.
Anyone who can edit the sheet can tick any row in any order. For offboarding, access reviews or a change approval, the order is the point.
As of October 2026 Smartsheet Pro is $9 per member per month billed annually ($12 monthly) for 1 to 10 members, and is only for new customers. Business is $19 ($24 monthly) with a minimum of 3 members, and Enterprise and Advanced Work Management are priced on request. The Free plan closed to new sign-ups in August 2024. There is a 30-day trial with no card.
CheckFlow’s Business plan is $10 per user per month, or $9 billed annually, with no minimum and free guests.
| CheckFlow Business Plan | Smartsheet Pro plan | |
|---|---|---|
Disclaimer: All information was last verified on 13th October 2026 from Smartsheet’s pricing page, help centre, developer docs and trust pages. To report any incorrect or outdated information, please contact us. | $10USD PER USER PER MONTH | $9USD PER MEMBER PER MONTH · BILLED ANNUALLY |
| Pricing | ||
| Price per user, billed monthly | $10 | $12 Pro, $24 Business |
| Minimum users | None | Business: 3 members |
| Free trial | 14 days, no card | 30 days, no card |
| Free users who can complete steps | Yes | Contributors can’t edit; free Guests on Business and above |
| Running checklists | ||
| A fresh checklist on a schedule | Yes | Date-based automations; the reset is yours to build |
| Assignees and reminders | Yes | Yes |
| Approval steps | Yes | Yes |
| Steps that must be done in order | Yes | Unknown |
| Conditional logic in the checklist | Yes | Form questions, on Business and above |
| Form fields in each step | 19 field types | Columns on the sheet |
| Who changed each step and when | Yes | Yes |
| Templates | Yes | Yes |
| Planning | ||
| Gantt, timeline and board views | No | Yes |
| Portfolio and resource management | No | Yes |
| Native iOS and Android apps | Web app in the phone browser; no native app | Yes |
| AI and integrations | ||
| AI that builds checklists or sheets | Yes | Yes |
| MCP server for AI assistants | Yes | Business plan and above |
| REST API and webhooks | Yes | API on Business and above |
| Zapier integration | Yes | Yes |
| Security | ||
| SAML single sign-on | Available on the CheckFlow Enterprise Plan at $18 USD Per User Per Month | Enterprise and above |
| Two-factor authentication | Yes | Unknown |
| Choice of hosting region | US, EU and more, on request | US, EU or Australia |
| Its own SOC 2 and ISO 27001 certification | Hosted on Microsoft Azure, whose data centres hold them | Yes |
✓ included · ~ partial, limited or unknown (hover for detail) · CheckFlow Enterprise plan
If you plan projects, another project management tool is the like-for-like swap, and Smartsheet itself may be the right answer. If what you need is checklists that run as processes, see how CheckFlow compares with the other checklist tools on our comparison page, or start a free trial and run one of your own checklists.
What teams ask before moving their checklists out of Smartsheet.
With work. Smartsheet automations can run when a date is reached, daily to yearly, and can copy rows on some schedules, but a checklist that starts afresh each week or month, with its ticks cleared and its people assigned, is something you build and look after. In CheckFlow a schedule starts a new checklist each time. See recurring checklists.
It depends on the plan. Smartsheet Pro is $9 per member per month billed annually or $12 monthly, for up to 10 members; Business is $19 or $24 with a minimum of 3. CheckFlow’s Business plan is $9 billed annually or $10 monthly, with no minimum, and people who only complete tasks can be free guests.
Yes. In CheckFlow, guests such as contractors, clients or new hires before their start date complete the tasks assigned to them free, on every plan, and shared checklist links let people without an account complete a checklist. In Smartsheet, free Guests who can edit come with Business and above.
No. CheckFlow runs processes as checklists and shows them in the Reports Grid and the Tasks Grid. It has no Gantt charts, timelines or resource planning, so keep Smartsheet for project plans.
Copy the sheet’s rows into a spreadsheet or a document. Generate with AI can draft a CheckFlow template from a description or from a document you upload, such as an exported checklist, and our team will convert your first checklists for you free.
Yes. You can start a 14-day free trial with no credit card required. The trial gives you every Business plan feature, so you can test your real processes. If CheckFlow is not right for you, cancel at any time. We also have a fair refund policy on paid subscriptions.
Still weighing up your options? See how CheckFlow stacks up against the other tools on your shortlist.
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