TL;DR: If you are using Google Sheets as a database for automation, AI workflows, or other applications, stop now. Google Sheets is not designed to be a database. Instead, use tools specifically built for storing, managing, and querying structured data.
Why You Shouldn't Use Google Sheets as a Database#
Google Sheets is an excellent spreadsheet tool. It's perfect for calculations, creating graphs, quick collaboration, and lightweight data tracking.
However, one thing it is not designed to be is a proper database.
Here are the main reasons Google Sheets is a poor choice for storing structured or long-term data:
- No true relational structure – It lacks foreign keys, joins, and other database relationships.
- Weak permission controls – Difficult to restrict exactly what each user can view or edit.
- Performance limitations – Large datasets quickly slow down and become unmanageable.
- Limited automation and scalability – Built-in automation is minimal, and scaling beyond a few thousand rows becomes problematic.
If you push Google Sheets beyond its intended use, you will eventually run into errors, data inconsistencies, and performance bottlenecks. Fortunately, there are better solutions.
Better Database Alternatives to Google Sheets#
Modern database tools fall into 3 main categories:
1. Spreadsheet-like UI + Database Features (No-Code / Low-Code)#
Goal: Replace Google Sheets for casual data entry and collaboration, but with a structured database and API access.
Audience: Non-technical users who need minimal coding skills but still require database-like reliability.
Examples:
- NocoDB | ⭐ 56.4k
- Easy to start using with a familiar interface.
- Pricing is per user.
- Some premium features are locked behind a paid plan.
- Teable | ⭐ 19.2k
- Easy to start using with a familiar interface.
- Pricing is per user.
- Some premium features are locked behind a paid plan.
Key Traits:
- Grid-style editing (similar to Google Sheets).
- Filtering, grouping, and quick data entry.
- Easier to use for small projects, but limited for complex workflows or advanced permissions.
2. Full-Stack Low-Code Web App Frameworks (Database + Admin UI)#
Goal: Build business apps, ERPs, or CRMs with backend, frontend, and workflows in one stack.
Audience: Developers and technical teams who need built-in UI and API capabilities.
Examples:
- Frappe Web Framework | ⭐ 8.9k + ERPNext | ⭐ 27.7k
- Highly recommended for flexibility.
- No paywall, no per-user fees.
- Extremely feature-rich and open source.
- Directus | ⭐ 32k
- Free for small teams; licensing fees apply if company revenue exceeds $5M.
- Per-user pricing.
- Strapi | ⭐ 69k
- Some enterprise features locked behind a paid plan (SSO, audit logs, review workflows).
- Primarily positioned as a headless CMS.
- KeystoneJS | ⭐ 9.7k
- At quick glance, seems promising, includes hooks, access control, and authentication.
- Monetization is through paid support, not locked features (which is great).
Key Traits:
- Strong user permissions, workflows, and automation.
- Structured data handling with form/list views instead of free-form spreadsheets.
- Ideal for enterprise-style applications.
3. Lightweight Backend + Realtime Database#
Goal: Provide apps with an instant backend, APIs, authentication, and realtime sync.
Audience: Developers building mobile/web apps without complex admin UI needs.
Key Traits:
- Developer-focused - designed for building custom frontends.
- No spreadsheet-like interface or admin interface.
- Great for high-performance, scalable applications.
Why I Recommend Frappe Web Framework#
Although Frappe might seem like an underdog based on GitHub stars, when combined with ERPNext’s stars, it’s clear the project has a strong community. It has been in active development for over 14 years, which means it’s stable and mature.
Frappe’s revenue model is based on offering ERPNext cloud hosting services, not on limiting core features.
I’ve personally been using Frappe Web Framework for over 8 years, and it has met all my needs. It’s open source, free of per-user licensing, and highly flexible.
Key Features:
- Open Source – Self-host or run in the cloud with no licensing fees.
- Easy Table Creation – Define structured data quickly.
- Multiple View Types - List, Report, Dashboard, Kanban, Image, and Tree views.
- CRUD Operations – Create, Read, Update, Delete, all with built-in form views.
- Role-Based Permissions – Fine-grained control over who can access and modify data.
- Custom Print Formats – Generate invoices, reports, and custom documents.
- Data Validation Rules – Enforce business logic at the database level.
You can start with Frappe as a low-code tool, then scale up to fully custom applications as your requirements grow. If you outgrow Frappe's default features, you can extend it with custom apps and host it yourself for complete control.
Final Thoughts#
Google Sheets is fantastic for spreadsheets, but not for databases. If you care about scalability, data integrity, and long-term maintainability, move to a proper database solution as soon as possible.
For most small-to-medium business applications, Frappe Web Framework offers the best balance of flexibility, cost, and features.