Smartsheet and Airtable are fantastic tools for businesses starting out. They provide flexibility, ease of use, and help manage workflows without requiring technical expertise. However, as businesses grow, these tools may become limiting. 

Here are key signs it might be time to move beyond Smartsheet or Airtable and invest in custom software.

• Your Business Operations Have Grown More Complex

Smartsheet and Airtable are designed for relatively straightforward workflows and projects. As your operations scale, you may encounter processes that require:

• Advanced automation: Automating tasks that go beyond basic triggers and actions.
• Complex workflows: Multi-step processes involving numerous teams, approval stages, or integrations.
• High data interdependency: When datasets need to interact dynamically in ways these tools can’t handle.

 

For example, a construction company using Smartsheet to track tasks may struggle when they need more granular reporting across dozens of concurrent projects, contractors, and budgets.

• Scaling Data and Users Is Slowing You Down

 

Performance can degrade as data and user counts grow:

• Data limits: Smartsheet and Airtable have record and storage caps. When you hit these, managing and archiving data becomes tedious.
• Collaboration challenges: The more users interacting with the platform, the harder it is to keep track of changes, permissions, and workflows.

 

If your team constantly runs into performance bottlenecks or data limitations, custom software can be built to scale seamlessly alongside your business.

• You Need Deeper Customization

 

While Smartsheet and Airtable offer templates and customization options, they’re still one-size-fits-all tools. You may require:

• Industry-specific features: Tailored workflows and dashboards unique to your business.
• Better reporting: Advanced analytics, custom reporting formats, and KPIs.
• Unique user interfaces: Tools that align with how your team works, instead of forcing them to adapt.

 

A growing logistics company, for instance, might outgrow Airtable’s basic project management views and need a fully custom dispatch and tracking system.

• Integration Needs Are Increasing

 

Smartsheet and Airtable have third-party integrations, but they can be limited in scope. Custom software allows you to:

• Integrate seamlessly with existing tools: CRM systems, ERP software, or financial platforms.
• Build custom APIs: Connect unique systems or data sources without third-party constraints.
• Create end-to-end automation: A fully connected ecosystem for smooth data flow.

 

If you’re juggling disconnected tools, custom software can act as the central hub for all your systems.

• Cost Is No Longer Justifying the Benefits

 

Smartsheet and Airtable can get expensive at scale due to per-user pricing models. If you’re:

• Paying high monthly fees for growing teams.
• Building workarounds or hiring specialists to make the tools do what you need.

 

Then investing in custom software can offer better long-term value, as it’s built specifically for your business with no ongoing user restrictions.

• Security and Compliance Concerns

 

Industries like healthcare, finance, and manufacturing often have stringent security requirements. Custom software can provide:

• Tailored data security: Implement advanced encryption and security measures.
• Compliance alignment: Meet industry regulations (e.g., HIPAA, GDPR).
• On-premise or hybrid solutions: Flexibility beyond cloud-only platforms.

 

If sensitive data management is critical, relying on generic tools can pose unnecessary risks.

Is Custom Software Worth the Investment?

When your business reaches the point where Smartsheet or Airtable is holding you back, it’s time to consider custom software. While the upfront investment can seem significant, the long-term benefits include:

• Tools tailored to your workflows and needs.
• Scalability to support growth.
• Improved productivity and operational efficiency.
• Reduced subscription and workaround costs over time.

Next Steps: Assessing Your Needs

If you’re experiencing any of the above signs, the next step is to evaluate your unique requirements. At Calnetic, we help businesses determine if custom software is the right move. Our team designs and implements solutions that align with your goals, workflows, and future growth plans.

Ready to take your business to the next level? Contact us today to explore the possibilities of custom software tailored to your success.