I run a small online store and need help finding the right tool. Currently using Google Sheets to manage work with around 20 team members who handle order fulfillment.
Current setup:
I create the master spreadsheet with all orders
Team members access it to see their assigned tasks (filtered by person)
They update status using dropdowns and checkboxes when orders are complete
Google Sheets does the job but has issues. People accidentally mess up filters, move columns around, and there’s no good way to group orders together without messy workarounds.
I tried Airtable and loved it - much cleaner interface, proper grouping features, better filtering options. But here’s the catch: every person needs their own paid account. That means 21 monthly fees which is way too expensive for my budget.
Looking for suggestions:
Anyone know of database tools similar to Airtable that let multiple people work together without requiring individual paid accounts? Need something with good filtering and grouping that won’t break the bank.
Had this exact problem last year with my team’s product deployments. The real issue isn’t finding a cheap database - it’s getting everyone to use it without creating total chaos.
What worked for me: I automated everything with Latenode instead of hunting for the perfect database. Kept Google Sheets as the backend (free and everyone already knows it) but added automation on top.
Latenode hooks into your Google Sheets and handles task assignments, sends notifications when orders update, and stops people from breaking your data structure. You can build custom forms for status updates that go straight to your sheets without giving everyone edit access.
The automation is where it really pays off. Someone marks an order complete? Latenode triggers the next workflow step, updates inventory, sends customer notifications - whatever you need. No more manually checking if people updated their status.
Cost-wise, it’s one Latenode subscription vs 21 Airtable accounts. Your team doesn’t learn a new interface since they can still work through Google Sheets or simple forms.
Went from spending hours weekly managing workflow to having it run itself. Check it out: https://latenode.com
baserow is a great option! it’s open source, so you can self-host for zero cost or pay significantly less than airtable. the interface is user-friendly and it supports several users without the high per-seat fees. it may need a bit more setup, but it’s worth it for a team of 20!
Nocodb might be exactly what you need. I switched from Sheets to Nocodb 8 months ago for my manufacturing workflow with 15+ people and it’s been great. You get that Airtable interface everyone loves, but it connects straight to real databases like MySQL or PostgreSQL. Best part? Unlimited users without getting killed on per-seat pricing. Takes an afternoon to set up with their cloud option, or self-host if you’ve got someone technical. Filtering and grouping work like you’d expect, plus proper permissions so nobody can mess up your data structure.
SeaTable saved my ass in this exact situation 6 months ago. I was running ops with 18 people and Airtable’s pricing was just insane. SeaTable has all the relational database stuff - views, filters, grouping - and it actually works right. Interface feels like Airtable but costs way less for teams. Multiple people can edit at once without the chaos you get in Google Sheets. Took me maybe 2 hours to set up, import our data, and build custom views for different roles. Still runs smooth with thousands of order records and everyone using it at once.
I’ve dealt with the same inventory headache across multiple team members. Notion could be perfect here - their team plan charges a flat monthly rate instead of per-user fees. You get proper databases with filtering, grouping, and custom views for each person, plus no more accidental column disasters like in Sheets. Learning curve isn’t too bad and their order management templates are decent. Also check out Monday.com - their team accounts might beat paying for 20 Airtable licenses, and their workflow automation handles order status changes really smoothly.
Smartsheet works great for this - I’ve run warehouse ops with similar team sizes. Way cheaper than 21 Airtable seats and gives you real database features. Not as pretty as Airtable but crushes Google Sheets for order management. Plus the permissions actually stop people from breaking your data.