Notion

Notion is a flexible workspace that combines documents, wikis and relational databases in one editor. Pages are built from blocks, and databases can be shown as tables, boards, calendars, timelines or galleries, which lets a single workspace serve as a team wiki, a project tracker and a personal notebook. It is used by individuals, startups and large companies, and the template gallery makes it quick to set up common structures.

What stands out is the depth of the database model (relations, rollups, formulas, automations) and a mature API with integrations such as Slack, GitHub and Jira. Notion AI, which searches across the workspace and connected tools and drafts content, has been included in the Business plan since 2025 rather than sold as an add-on. Offline access arrived relatively late and remains more limited than in file-based note apps.

The Free plan is generous for individuals, but a workspace with more than one member hits a block limit that effectively forces an upgrade. Plus costs $12 per seat monthly ($10 billed annually); Business is $24 monthly ($20 annually) and adds SSO and Notion AI. Enterprise pricing is custom. The freedom to structure anything also means it needs deliberate setup and can sprawl without conventions.

Notion is the best home in this catalogue for documents, wikis and a team's shared knowledge, and its databases are flexible enough to run light project tracking without a second tool. The free plan is genuinely usable for an individual, and the template ecosystem means you rarely start from nothing.

Two limits decide against it. Flexibility means your team must invent its own conventions, and a workspace nobody has organised becomes a mess faster than a more opinionated tool would allow. And performance degrades on very large databases and pages, which is exactly where a growing wiki ends up.