The short answer
- For 20 editors on one stable approval workflow, a typed database with a purpose-built app is modeled to save $2,900 in year one against Airtable Team. the math
- Small bases may fit Airtable Free: 1,000 records per base, 1 GB attachments per base, 1,000 API calls/month per workspace, 2 weeks of revision history, up to 5 editors/creators. Modeled first-year saving per seat: $276. the math
- Baserow Advanced keeps the spreadsheet-database feel with role-based permissions, but for 20 users it's modeled to cost $320 more in year one once migration time counts. the math
- Stay on Airtable if you use it as a general app builder across many bases, or depend on its formulas, cross-base sync or extensions. recipe
Who should switch, and who shouldn't
Switch if
- One stable workflow runs your operations: records, views, roles, approvals and import/export. recipe
- You pay for many editing seats: the build path's running cost is flat, not per seat. the math
- Your bases fit the Free limits of 1,000 records per base and up to 5 editors. support.airtable.com
What Airtable costs today
List prices from the vendor's pricing page, as stored in the Stackcut catalog. Each price links its source.
| Plan | Billed monthly | Billed yearly (per month) | What you get |
|---|---|---|---|
| Airtable Team | $24/user/mo | $20/user/mo | 50,000 records per base, 20 GB attachments per base, 100,000 API calls/month, 1-year history |
| Airtable Business | $54/user/mo | $45/user/mo | 125,000 records per base, 100 GB attachments per base, unlimited API calls, 1-year history; requires a private email domain |
The alternatives, ranked
5 ways out, ranked by modeled saving in the first year after setup and upkeep (5 priced). Modeled, not measured: each figure links the math on the recipe page.
- The build and Baserow Advanced paths are modeled for 20 editors on Airtable Team at $20/user/mo billed yearly; the other paths for 1 seat at the monthly Team price. recipe
What a team database costs at 1, 5 and 20 editors
Airtable and Baserow charge per editor. Free plans cap editors or records; self-hosting has no seat price but you run the server.
| Option | List price | 1 editor | 5 editors | 20 editors |
|---|---|---|---|---|
| Airtable Team today | $24/editor/mobilled monthly | $24 | $120 | $480 |
| Airtable Business today | $54/editor/mobilled monthly | $54 | $270 | $1,080 |
| Airtable Free1,000 records per base | $0free plan | $0free tier | $0free tier | up to 5 users |
| Baserow Premium (cloud) | $12/editor/mobilled monthly | $12 | $60 | $240 |
| Baserow Advanced (cloud)role-based permissions | $22/editor/mobilled monthly | $22 | $110 | $440 |
| NocoDB Free (cloud) | $0free plan | $0free tier | up to 3 users | up to 3 users |
| NocoDB or Baserow (self-hosted) | $0 licenseopen source; check paid-edition terms | $0+ your server | $0+ your server | $0+ your server |
How to leave Airtable
Export first, then cancel. Every step links the vendor's own help page, checked on the date shown.
How to leave Airtable
Export first
- Records in a view: Down arrow next to the view name → Download CSV (web and desktop apps) (CSV). Attachments export as file names and URLs that expire after a few hours, so download the files separately. Comments and field descriptions aren't included. support.airtable.com
Cancel
- Download a CSV of every view you need, and the attachment files separately (see export).
- Account overview → Workspace settings → the workspace → Change plan → Choose free. Owner permissions are required.
- Sales-led Business and Enterprise Scale plans go through your sales contact.
- Takes effect
- At the end of the current billing cycle; nothing changes before then.
- Refunds
- Refunds only for accidental upgrades or added collaborators: within 7 days of the invoice on monthly plans, 14 days on annual.
- After you cancel
- Bases over the Free record limit can't add new records, including through forms and the API. Existing records stay accessible.
Not covered by the paths above, per the recipe: General no-code application builder, Full formula engine, Arbitrary cross-base sync, Every extension. If you rely on one of these, keep the incumbent or check the path closely.
Open-source and forkable options
- NocoDB: Open-source; free for up to 3 users hosted or self-host. License: open_source
- Baserow: Open-source; free self-hosted, Premium $10/user annual. License: open_source
Open source means no license fee, not free to run: the server, backups and upgrades are yours. Read the license before you fork or resell; several of these are open-core or source-available.
Replace with AI, or hand it to an agent skill
Replace with AI Replace with AI: operations app: 20 editing users; one stable approval workflow. First year: saves $2,900 (modeled, not measured).
- The spec replaces one stable base with a typed database and a purpose-built UI, keeping relationships and access; it doesn't try to copy the formula engine or every extension. recipe
FAQ
How do I get my data out of Airtable?
Download a CSV from each view: the down arrow next to the view name, then Download CSV. Attachments come out as URLs that expire after a few hours, so save the files separately. support.airtable.com
What happens when I downgrade Airtable to Free?
The downgrade takes effect at the end of the billing cycle. Bases over the Free record limit can't add new records, including through forms and the API, but existing records stay accessible. support.airtable.com
Can I get a refund from Airtable?
Only for accidental upgrades or added collaborators: within 7 days of the invoice on monthly plans, or 14 days on annual plans. support.airtable.com
Is Baserow open source?
The core is MIT-licensed per its official repository; premium and enterprise editions have separate terms, so check which features you need before self-hosting. the math
Keep reading
Check your own stack
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Or ask your agent
Connect the Stackcut MCP server (https://stackcut.io/mcp, no API key) and ask: “We pay for 20 Airtable Team seats to run one approval workflow. What would it cost to replace it?”
find_alternatives({"vendor": "Airtable", "seats": 20,
"features_used": ["Structured records", "Views", "Roles", "Approvals"]})