Notion is one of the best task management solutions and productivity solutions available today. With several different pricing tiers to choose from there is no one size fits all solution. We’ll explain the different tiers, and help you determine which one is right for you or your business.
With the advent of AI and how mature task management software solutions have become, it’s difficult to find a solution that offers the right balance of features and ease of use. We find that Notion is one of the best tools on the market because it doesn’t get in your way, but also helps you complete tasks.
Let’s look at the pricing and whether it’s right for you.
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Is Notion Worth It?
Even though we are big fans of Microsoft 365 and the entire Microsoft ecosystem, we use Notion in our daily lives due to its simplicity and AI features. It lets us combine the capabilities of Microsoft OneNote, SharePoint, SharePoint Lists, Planner, To Do, and Co-pilot into a single experience for desktop and mobile.
When evaluating licensing fees, we think of them as directly offsetting other software costs, which Notion does compared to Microsoft 365. The other way to look at them is in employee productivity improvements, with it’s low price point it basically has to save around 15 minutes of work for an average employee each month which it should be able to easily do.
Let’s look at the pricing structure.
Get Started with Notion’s Free Plan
If you’re comparing and considering different productivity and task management solutions for yourself or for your organization, the best way to get to learn the Notion platform is to try it out. You can sign up for a free Notion account using your e-mail address. It’s the best way for you and your team to evaluate whether the solution is going to help.
The free version allows you to test out Notion’s features subject to usage limitations which may or may not be applicable to you and your team.
When evaluating Notion, or other productivity solutions for business, we recommend having several members of your team sign up simultaneous and try it out for a set period of time. There are some solutions available that work great for an individual but fail to scale to a larger group.
The limitations of the free plan are best understood when you consider some of the primary use cases that Notion can enable that differ from your traditional to do list style of app.
Limitations of the Free Tier of Notion
To fully understand the differences in pricing tiers and why the features are important, it’s good to have some context around different business use cases for Notion. We’ll explain why you should consider a paid tier, and the important features that it unlocks.
The free tier of Notion is subject to 4 primary limitations.
- Limited to 7 day page history.
- Limited to inviting only 10 guests to a workspace
- Databases Limited to 100 rows.
There are some other features that the free tier doesn’t include that you might be interested in, such as single sign on, and more advanced features for data governance, security, and data retention etc. but we’ll focus on these because they are somewhat unique to what Notion does as a task manager.
Why Page History in Notion Matters
The free tier’s 7-day page history is a starting point but falls short for ongoing projects. For instance, maintaining an up-to-date FAQ requires frequent revisions, which could extend beyond a week. An internal wiki or operating procedure manuals serve as a knowledge base for different departments. They’re typically living documents and it’s valuable to have a longer-term history for changes.
Expanded Guest Access to Workspaces
Notion workspaces can vary from simple note taking spaces to more complex applications or low-code databases. They can also be shared with users within your organization or with external customers. As a collaborative space, it can be beneficial to share them with a number of different external users who you are constantly getting information from or want to keep up to date on project statuses. Internal teams at larger organizations can also quickly eclipse ten members who will want to be looped in on project status.
The Role of Databases in Notion
While Notion databases are extremely useful and are a great way to built more control over processes that typically reside only in Excel worksheets a 100 row limit quickly gets used up. Imagine building a CRM to track customer interactions. Putting it into a database makes it easily searchable and ensures data validation but 100 rows of a database will be used up very quickly. Especially if you have multiple people working in a shared workspace.
- Sales Teams: Tracking leads, customer interactions, and sales pipelines can involve hundreds of entries.
- Content Management: Editorial calendars for content creators often exceed 100 items, especially when planning across multiple platforms.
- Product Development: Feature backlogs and bug tracking for software development require extensive record-keeping to monitor progress and issues.
These databases become the backbone of organized, accessible information for teams, where limitations can disrupt workflows and data accessibility.
Notion Pricing Tiers Explained
Notion offers 3 pricing tiers after the initial free tier. They are Plus, Business and Enteprises and are fairly accurately named for the features that they represent. The Plus tier is targeted at individual power users and moderate sized business teams. The Business and Enterprise tier add features that are useful when working with multiple teams and include nice to have corporate features such as Single Sign On, longer page history, audit logs, and advanced analytics.
The tiers are as follows.
- Free – Full featured starting point.
- Plus – Adds unlimited team blocks, unlimited file uploads, longer page history, more invite. capacity.
- Business – Single Sign On, private team spaces, bulk pdf export, advanced analytics, more guests and history
- Enterprise – Advanced features for auditing, and enterprise level data governance features.
A summary from Notion’s website below:
The Notion Plus tier is targeted at people who embrace the features that Notion has to offer, while Business and Enterprise tiers add advanced features to make Notion easier to use and manage in a business setting such as Single Sign On (SSO) and advanced data governance and audit functionality.
Notion AI Pricing Explained
It’s worth pointing out that while you can try Notion’s AI features for free it is subject to usage limits and is a $10 (USD) per month add-on with a 20% discount available for a monthly subscription. The pricing is in line with other competitors in the space. Some offer AI features as part of their paid plans but the monthly fees can be higher to make up for the difference. For users that embrace AI as a productivity tool it’s a no-brainer of an add-on.
The way that Notion allows you to add on AI as a feature lets you have more granular control and not pay for features you don’t need as not everybody in an organization is as open as others to utilizing AI to get work done faster.
The following screenshot highlights how Notion AI is priced. It can also be launched from any workspace by pressing “space” on your keyboard making it extremely accessible and easy for users to deploy.
For more detailed and current information on which features are available and up to date pricing, check out Notion’s website and navigate to the pricing tab.
Conclusion
Notion is one of the best task management solutions available today due to its extensive feature set and simple to learn user interface. When evaluating new software, we recommend users sign their team up for a free account to get used to the interface and then consider upgrading to a Plus or Business tier as their usage of the software scales.
Due to the low entry price and ability to get work done using AI it has a short payback period and high return on investment.
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