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Kroolo
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Smartsheet

Kroolo vs Smartsheet: AI Execution Platform for the Enterprise

The real risk is building enterprise execution across disconnected systems - where work, knowledge, and decisions never converge. A unified operating system where work, knowledge, collaboration, automation, and AI agents live together. Built for enterprise rollout, not team-by-team sprawl.

Kroolo Work
AI Execution Platform for the Enterprise
Smartsheet
Spreadsheet-style work and project management
Smartsheet is a grid-based work management platform with sheets, dashboards, automation and Smartsheet AI.
The trap

What is the trap?

Smartsheet works well up to a point. That point is when execution, knowledge, and decisions start living in different systems.

Stack Fragmentation Trap
"How many tools does your organisation rely on to run execution - Smartsheet + Docs + Chat + BI + Financial tracking?"
Business Adoption Trap
"Do teams run execution inside Smartsheet - or do they plan in docs, decide in chat, and update Smartsheet after the fact?"
Executive Visibility Trap
"Can leadership ask what's at risk this week and get an answer without PMs compiling status across systems?"
AI Maturity Trap
"Is AI mainly assisting with summaries and content, or is it executing repeatable workflows across work, knowledge, and decisions?"
The problem

Work is scattered across 10+ tools

Efficiency and cost are at stake when every team runs its own stack.

Smartsheet
Slack
Miro
Clockify
Notion
Google Docs
MS Teams
Jira
Salesforce
Zoom

Ten logins. Endless notifications. No single view of the work.

10+ tools
per cross-functional team for plans, docs, chat, time and reporting
60%
less SaaS spend with one Kroolo license
Lost context
every switch between tools fragments decisions and status
What stays familiar

Your Smartsheet concepts have a home in Kroolo.

IN SMARTSHEETIN KROOLOWHAT THE TEAM GETS
SheetsProjects & task tablesSpreadsheet-style work with real project structure
Gantt, Timeline viewGantt & portfolio viewsDates, dependencies and milestones across projects
Reports, DashboardsDashboards & Ask AIAsk "which projects are at risk?" in plain language
Control Center, PortfoliosProgram & portfolioBudgets, risk and health across projects
AutomationsNo-code AI automationsWorkflows triggered by events and AI agents
FormsAI forms & intakeStructured requests routed to the right owner
Document BuilderAI-native docs & wikisDocs generated and kept next to the work
Resource ManagementWorkloads & capacityCapacity planning included
Smart AssistAI agents (50+)Agents that run operational work

Closest-equivalent mapping. Confirm field and type specifics during pilot scoping.

Matrix

Features and AI comparison.

Work Management Features
CAPABILITYKroolo WorkSmartsheet
Portfolios & programs
Native, with budget, health and risk rollups
Control Center and portfolio tooling on higher tiers
Sprints & agile delivery
Scrum and Kanban boards, backlog and sprint review
Grid and Gantt first; limited agile
Docs & wikis
AI-native docs and wikis linked to tasks
Basic docs; no wiki
Whiteboards
Native whiteboarding next to the plan
No native whiteboard
Chat & collaboration
Channels and DMs next to the work
Comments and proofing; no channels
Forms & intake
AI-built forms that route and create tasks
Forms feed sheets
Resourcing & workload
Workloads and capacity planning
Resource Management is an add-on
Time, budgets & invoicing
Timesheets, budgets, cost and billing
Time and budgets live in sheets; limited
Goals & OKRs
Goals and OKRs linked to delivery
Limited
Quote-to-cash CRM
Native CRM from lead to invoice
No CRM
AI Capabilities
CAPABILITYKroolo WorkSmartsheet
Role-based AI agents
50+ agents (PMO, Ops, Exec, Risk), included
Autonomous agents announced; confirm availability with Smartsheet
AI status & executive reporting
AI-written status and portfolio summaries
Smart Assist summaries and draft updates
Risk detection before escalation
AI risk flags before escalation
Risk flags inside Smart Assist summaries
Build work from a prompt
Projects, boards, tasks and docs from a text or voice prompt
AI dashboard builder; formula, analysis and chart generators
No-code AI automation
No-code AI automations triggered by events and agents
Workflow automation; AI transforms per row
Ask AI across your work
Ask AI across work, docs and dashboards
Smart Assist chat uses sheet context
Model choice
Routes across Claude, GPT and Gemini
MCP connectors let Claude, ChatGPT, Gemini and Copilot act on your data (Business+)
How AI is packaged
Monthly AI credit allowance included per user
Packaged with the plan from Pro; admin toggles; no credit system described
Capability comparison

Kroolo Work and Smartsheet, capability by capability.

CAPABILITYKROOLO WORKSMARTSHEET
Portfolio management
Native
Higher tiers
Agile sprints
Native
Primitive
Docs & wikis
Native
Basic
Whiteboards
Native
Not available
Team chat
Native
Primitive
Resourcing
Native
Add-on
Time tracking & billing
Native
Limited
CRM
Native
Not available
Autonomous AI agents
50+ agents
Announced
AI status reporting
Native
Native
Multi-model AI
Claude, GPT, Gemini
Via MCP
AI in base plan
Included
From Pro
Deployment
Cloud / on-prem
Cloud only
Where Kroolo Work leads

Sprints, docs, whiteboards, chat, CRM and capacity in the base platform, with shipped role-based agents instead of an assistant over sheets.

Where Smartsheet is deeper

A mature grid model, strong enterprise controls, Control Center for large PMOs, and in-app AI that sits close to the sheet data.

Ratings are Kroolo's assessment from vendor documentation and third-party reviews (October 2026). AI plans, credits and betas change often; confirm with the vendor and in a pilot.

Replace or coexist

Choose the path that fits each team.

Replace fully

Best for PMO and operations teams whose sheets have turned into a stack of add-ons.

Import sheets and projects via CSV or direct integration
Retire Control Center, Resource Management and Data Shuttle spend
Run portfolio, capacity and AI on one platform
Coexist, then migrate

Best for teams with large Smartsheet estates and governance built around it.

Connect Smartsheet with bi-directional sync
Start with new programs and AI in Kroolo
Move team by team when ready, no big bang

50+ native integrations with APIs and bi-directional sync mean you can keep the tools you want while consolidating the rest: Smartsheet, Slack, Microsoft Teams, Google Drive, Salesforce, Jira and more. Existing projects, tasks and history can be imported from major platforms through direct integration or CSV/Excel.

FAQs on Kroolo vs Smartsheet

How does Kroolo's AI differ from Smartsheet?
Smartsheet AI helps with formulas and summaries. Kroolo adds role-based agents that execute status, risk and rollup work.
Can Kroolo replace Smartsheet?
Often yes for project and portfolio work. Kroolo adds native docs and agents. Test your sheet structure in a pilot before migrating.
How does executive reporting compare with Smartsheet?
Smartsheet reporting relies on PMO-built sheets and dashboards. Kroolo generates executive dashboards from live work.
How hard is it to move from Smartsheet to Kroolo?
Many teams run both tools during a pilot. Kroolo has integrations with common tools, so check the Integrations page for Smartsheet and test with one project before moving more.
Does Kroolo support multiple AI models?
Yes. Kroolo routes work across Claude, GPT and Gemini, so teams are not tied to a single model vendor.
How do we migrate from Smartsheet to Kroolo?
Existing projects, tasks and history can be imported from major platforms (including Jira, Asana, Trello and monday) through direct integration or CSV/Excel, preserving your team's structure. For complex migrations, implementation support is available with scope and cost agreed upfront.
Can we run Kroolo alongside Smartsheet during the transition?
Yes. Many customers start with one team or project while Smartsheet stays in use elsewhere, then switch more teams once they are confident.
Can we try Kroolo before committing?
Yes. The Plus plan includes a 14-day free trial, and a first online purchase can be cancelled within 30 days for a prorated refund.
How is Kroolo priced compared with Smartsheet?
Kroolo has a free Starter plan. Plus is $30 per user per month, or $25 billed yearly, with a 14-day free trial; Business is $45, or $35 billed yearly; Enterprise is priced on request. Generative AI is included on every plan.
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