When building an MVP, choosing between Google Sheets and Airtable depends on your project's needs. Google Sheets is ideal for simple, calculation-heavy tasks, while Airtable excels with relational data and more complex setups. Both can act as backends for apps, saving time and costs compared to traditional coding.
Key Takeaways:
- Google Sheets: Best for flat data, heavy calculations, and up to 10M cells. Easy to integrate with tools like Zapier or Google Apps Script.
- Airtable: Handles relational data, supports file attachments, and offers multiple views (Kanban, Calendar). Ideal for managing linked datasets.
Quick Comparison:
| Feature | Google Sheets | Airtable |
|---|---|---|
| Data Type | Flat spreadsheet | Relational database |
| Limits | 10M cells | 1,000–500,000+ records |
| Integration Setup | Easy (via SheetBridge) | Moderate (via API with PAT) |
| Best For | Calculations, simple MVPs | Linked data, multi-function apps |
For MVPs needing quick calculations or simple tracking, go with Google Sheets. For apps requiring linked records or rich media, Airtable is the better choice. Both integrate seamlessly with Adalo for turning data into apps.
Airtable vs Google Sheets Feature Comparison for MVP Development
Airtable vs. Google Sheets: Which Spreadsheet App is Better for Your Company?
Data Structure: Spreadsheet vs. Relational Database
Google Sheets and Airtable handle data organization differently, which directly impacts what your MVP can achieve. Google Sheets relies on a straightforward grid of rows and columns, ideal for alphanumeric data and calculations. Think of it as a digital ledger that supports nearly 500 built-in functions. Airtable, on the other hand, operates as a relational database hybrid. It organizes information into records and tables, allowing you to link datasets - like connecting a "Products" table to a "Categories" table. This fundamental difference in data structure is key when planning integration strategies for your project.
Google Sheets: Straightforward Grid Design
Google Sheets is perfect for flat data and complex calculations. Each cell can hold text, numbers, formulas, or hyperlinks, making it a strong choice for MVPs that require heavy computation. While it supports up to 10 million cells per spreadsheet, this limit can be quickly reached. For instance, a customer database with 20 columns maxes out at about 500,000 records.
Airtable: Relational Database with Dynamic Linking
Airtable takes a different approach, treating data as individual objects that can be linked across tables. This eliminates the need for duplicate data and ensures consistency. For example, if you update an email address in your "Contacts" table, that change automatically updates everywhere else it's linked. Airtable also supports advanced data types that Google Sheets doesn’t, such as file attachments (PDFs, images, audio), checkboxes, multi-select fields, and rich text. Plus, you can switch between grid, Kanban, calendar, gallery, or Gantt views without reformatting your data. These features make Airtable particularly suited for projects requiring more complex relationships.
"Bottom line: if you need a database, use Airtable. If you need a spreadsheet, use Google Sheets."
– Bryce Emley, Zapier
Comparison Table: Data Structures and Features
| Feature | Google Sheets | Airtable |
|---|---|---|
| Primary Format | Spreadsheet (Grid) | Relational Database (Hybrid) |
| Data Limits | 10 million cells | 1,000 to 500,000+ records |
| Relational Power | Limited (VLOOKUP/Manual) | Native (Linked Records) |
| Data Types | Alphanumeric, images, links | Attachments, rich text, linked records |
| Views | Grid, Gantt | Grid, Kanban, calendar, gallery, Gantt |
| Best Use Case | Calculations & raw data | Project management & app backends |
When your MVP involves simple tasks like expense tracking or lead calculation, Google Sheets' flat structure works well. But for more complex systems - like inventory management where products link to categories, orders involve multiple products, and customers tie to order histories - Airtable’s linked records save you from the manual effort spreadsheets would require.
Integration Options for MVP Development
Airtable and Google Sheets offer distinct integration methods tailored to different needs. Airtable employs Personal Access Tokens (PATs) starting February 1, 2024, requiring users to generate a PAT, configure an Authorization header with a "Bearer " prefix, and set up REST endpoints for actions like GET, POST, PATCH, and DELETE. Notably, PATCH is recommended for updates, as it modifies only specified fields without affecting others. Using PUT, on the other hand, risks deleting data in unspecified fields. Airtable also supports automation features like email triggers, Slack notifications, and status updates, but enforces API limits of 5 requests per second per base and a 100-record fetch limit.
Google Sheets integrates seamlessly through its API, often paired with tools like Zapier or Google Apps Script for custom workflows. It supports up to 10 million cells per spreadsheet, though performance may degrade with datasets exceeding 100,000 rows. This makes it a versatile choice for applications requiring simple calculations or straightforward data management.
"Always use PATCH instead of PUT when configuring your External Collection's 'Update a Record' endpoint... PATCH updates only the changed fields, while PUT will delete data in all other fields."
– The Adalo Team
These integration methods align well with Adalo’s approach to connecting with Airtable and Google Sheets.
Adalo Integration with Airtable and Google Sheets
Adalo simplifies the process of linking to Airtable and Google Sheets through its External Collections feature, available with the Professional plan (starting at $52/month billed annually or $65/month billed monthly). For Airtable, users need to configure a Base URL and Bearer Token, ensuring that each column has at least one dummy record. This ensures that Adalo can detect and map all fields during setup.
For Google Sheets, Adalo offers the SheetBridge tool, which automates the integration process. In just 30 minutes, SheetBridge identifies column types, relationships, and validation rules, eliminating the need for manual API setup.
Real-world examples highlight the efficiency of these tools. In January 2026, a regional HVAC company managing over 200 weekly calls used SheetBridge to transform their Google Sheets into a mobile app in just 30 minutes. This change saved them 15 hours per week and improved inventory accuracy to 95%. Similarly, a B2B sales team of 12 representatives converted their shared Google Sheet into a mobile CRM, leading to a 25% boost in productivity and 15% faster deal closures.
Pro tip: To avoid Airtable’s 5 requests per second limit, create filtered views (e.g., "Active Orders") and connect Adalo to these views instead of the entire table. For Google Sheets, ensure that Row 1 contains clean, consistent headers like customer_name, avoiding spaces or special characters.
Comparison Table: Integration Features and Setup
| Feature | Airtable | Google Sheets |
|---|---|---|
| Setup Difficulty | Moderate (Manual configuration) | Low (One-click via SheetBridge) |
| Auth Method | Personal Access Token (PAT) | Google OAuth 2.0 |
| Update Method | PATCH (Manual config) | Automatic sync |
| Rate Limits | 5 requests per second | 300 requests per minute |
| Native Automation | Built-in triggers/actions | Google Apps Script |
| Adalo Setup Time | 45–60 minutes | 30 minutes |
| Best For | Relational data with linked records | Simple, calculation-heavy MVPs |
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Scalability and Performance as MVPs Grow
As your MVP develops, scalability becomes a key factor, affecting both how well your app integrates and the overall user experience. Google Sheets and Airtable tackle scaling in distinct ways, each with unique performance limits that can influence your app's functionality.
Google Sheets: Managing Large Datasets
Google Sheets supports up to 10 million cells per spreadsheet, but performance issues often arise with larger datasets. For instance, once you exceed 100,000 rows, you'll notice slower processing, particularly with complex formulas like VLOOKUP, which can lag significantly beyond 50,000 rows. A practical example: a 20-column customer database might hit its limit at around 500,000 records.
The Google Sheets API allows 300 read requests per minute per project. While up to 100 users can collaborate on a single spreadsheet, heavy simultaneous editing can lead to noticeable delays.
Pro tip: To keep your spreadsheet responsive, consider archiving older records (e.g., anything older than 12 months) into a separate "Archive" sheet. Additionally, clean up your sheet by removing merged cells, hidden columns, and complex formula arrays before linking it to your app's frontend.
On the other hand, Airtable's relational database structure offers a different approach to scaling, particularly for apps requiring linked records.
Airtable: Scaling Relational Data
Airtable functions as a hybrid relational database, with lower cell limits than Google Sheets. While its free tier is ideal for small projects, enterprise plans can handle up to 500,000 records. For even larger datasets, HyperDB enables scaling to 100 million records by syncing with external data warehouses like Snowflake.
"Airtable approaches the spreadsheet from the perspective of a much more sophisticated database system, making it kind of a bridge between databases and spreadsheets."
– Bryce Emley, Zapier
Airtable's main limitation lies in its API rate limit of 5 requests per second per base. The API also caps record retrieval at 100 records per request, so pagination becomes necessary for handling large datasets. To improve performance, create pre-filtered "Views" (e.g., "Active Orders" or "Tasks Due Today") and link your app to these views instead of the entire table.
As your MVP grows, plan to transition from either platform to a dedicated database once you reach 100 concurrent active users or exceed 100,000 records. Choose a system that aligns with your current requirements but can also scale as your app gains traction.
Comparison Table: Scalability and Performance
| Feature | Google Sheets | Airtable |
|---|---|---|
| Maximum Capacity | 10 million cells | 500,000 records (Enterprise) or up to 100M (HyperDB) |
| Performance Threshold | Degrades above 100,000 rows | Generally stable for relational data; API limited to 5 req/sec |
| API Rate Limit | 300 read requests per minute | 5 requests per second |
| Record Fetch Limit | No hard limit | 100 records per request |
| Collaborator Limit | 100 simultaneous editors | 5 editors on Free; Paid plans use per-seat pricing |
| Best For | Calculation-heavy datasets under roughly 50,000 rows | Relational, multi-function MVPs with linked records |
Use Cases: When to Choose Airtable or Google Sheets
The core functionality of your MVP will guide you to the right platform. Let’s break down where each tool shines.
Google Sheets: Ideal for Simple, Calculation-Heavy MVPs
Google Sheets excels when your MVP revolves around complex calculations, financial models, or basic data tracking. With over 500 built-in functions, it’s a go-to for creating expense trackers, budget calculators, sales dashboards, or simple inventory systems. Its strength lies in numerical analysis and budget-focused tasks, making it a practical and cost-efficient choice for straightforward projects.
Airtable: Best for Relational, Multi-Function MVPs
Airtable combines relational database features with customizable views, making it perfect for handling intricate data relationships. For example, you can link a "Contacts" table to a "Tasks" table, ensuring updates in one area automatically sync across all connected datasets.
This functionality makes Airtable a strong contender for CRMs, project management tools, or inventory systems where users need varied interfaces. Managers might prefer a dashboard overview, while field workers might need a simple task list - all powered by the same data. Airtable also supports rich media like images, attachments, checkboxes, and barcodes as native data types, which adds flexibility for dynamic applications involving multimedia and multi-table setups.
Examples: Airtable and Google Sheets in Action
Real-world examples help clarify how these platforms align with different MVP needs.
Take a freelance invoicing MVP. Google Sheets is well-equipped to manage calculations like generating invoices, applying tax rates, and tracking payments. Its formula-driven structure and simple interface make it a natural fit for these tasks.
On the other hand, imagine a field service management MVP. Technicians might need to view job assignments, update work orders, and attach photos after completing tasks. Airtable’s relational setup links tables like Technicians, Work Orders, and Customers, ensuring updates ripple through the system. Its variety of views - Kanban, Calendar, or Gallery - allows team members to access the data in the format that works best for them.
For MVPs requiring versatile interfaces and relational data, Airtable provides a dynamic solution. Meanwhile, for projects focused on calculations and cost efficiency, Google Sheets is a reliable and straightforward option with its extensive library of functions.
Conclusion
Google Sheets is a go-to solution for MVPs that rely on heavy calculations. With nearly 500 built-in functions and the ability to handle up to 10 million cells per spreadsheet, it’s perfect for tasks like financial modeling, budget tracking, or any project where crunching numbers is at the heart of the functionality.
On the other hand, Airtable shines when managing complex, relational data. Its relational database capabilities allow you to link records between tables, like connecting a "Customers" table to an "Orders" table, while also supporting rich text, attachments, and customized views for different users. For simpler needs, like an expense tracker or a basic sales dashboard, Google Sheets offers the functionality you need without the added layers of complexity.
Adalo seamlessly connects these platforms through its External Collections feature, turning your data into native apps for iOS and Android. With tools like SheetBridge, you can transform Google Sheets into a mobile app in around 30 minutes. Airtable integration, using the External Collections API, takes slightly longer - about 45 to 60 minutes - but provides the same full CRUD functionality. This means your app can create, read, update, and delete records in real time, no matter which platform you choose.
Adalo’s flexibility ensures you can prototype quickly with Google Sheets, scale efficiently with Airtable, or even transition to enterprise backends like PostgreSQL - all without needing to rebuild your app’s frontend. Thanks to its single-codebase architecture, any updates you make are instantly reflected across web, iOS, and Android platforms.
This streamlined approach doesn’t just save time; it saves money. Organizations report saving an average of $1.7 million annually compared to traditional development methods. Whether you select Google Sheets or Airtable as your MVP’s data source, connecting it through Adalo ensures you’ll have a production-ready app in days or weeks instead of months. Choose the data source that aligns with both your immediate goals and long-term growth to set your project up for success.
FAQs
What makes Airtable a better choice than Google Sheets for MVP development?
Airtable is a standout when it comes to MVP development, thanks to its relational database features. Unlike Google Sheets, Airtable makes managing complex data relationships much easier, which is especially helpful for projects that demand advanced data organization or need to scale over time.
What sets Airtable apart is its user-friendly interface. It blends the simplicity of a spreadsheet with the robust functionality of a database. Features like linked records, custom views, and seamless integrations simplify workflows and boost efficiency. For MVPs that deal with dynamic or expanding data, Airtable proves to be a reliable and versatile tool.
What makes Airtable's relational database features a better fit for MVP projects than Google Sheets?
Airtable's relational database capabilities make it a standout choice for MVP projects that need to manage complex data relationships and build dynamic structures that can scale over time. Unlike the straightforward, flat layout of Google Sheets, Airtable allows you to link tables, organize information in a more intuitive way, and make real-time updates without breaking a sweat.
This makes it especially useful for MVPs that demand advanced data handling - think managing user profiles, tracking inventory, or connecting multiple data sets seamlessly. By simplifying how data is organized and accessed, Airtable lets teams concentrate on refining and improving their product without getting bogged down by logistical hurdles.
What challenges might I face when integrating Airtable or Google Sheets with Adalo?
Integrating Airtable or Google Sheets with Adalo can work well for simpler apps, but as your app grows, you might hit a few roadblocks. Take Google Sheets, for instance - it has a 10 million cell limit. While that might sound like plenty, it can struggle with real-time updates or offline functionality, which could impact how smoothly your app runs. Airtable, on the other hand, offers flexibility but comes with restrictions on its free plan, like a 200-record cap. Plus, syncing via API keys and mapping fields can take some technical know-how.
As your app scales and the data becomes more complex, these tools might start to lag. If that happens, switching to a more powerful database like SQL could be the solution to maintain performance and handle larger data volumes effectively.
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