Before replacing Softr, count four things separately: authenticated app users, records, monthly workflow actions, and required user groups. One requirement can determine the plan even when the other three remain comfortably below their limits.
For a business app with 75 users, 40,000 records growing by 4,000 each month, 8,000 workflow actions, and four custom roles, Softr Business is the first current published annual plan that confirms a fit across all four dimensions. Professional has enough user, record, and action capacity, but it lists only three custom user groups. Business is $269 per month on annual billing and lists 500 app users, 1 million Softr Database records, 25,000 workflow actions, and unlimited user groups. Softr pricing
If that plan fits the workflow, upgrading is usually safer than rebuilding. Switch when the underlying ownership, data, permissions, mobile needs, or release process—not merely one number—points elsewhere.
Normalize one scenario
Starting prices make weak comparisons because platforms count different things. Use one operating case:
- 75 people sign in to the app;
- 40,000 current records grow by 4,000 per month;
- active workflows execute 8,000 actions per month;
- four business roles need different records or actions;
- two apps share the workspace;
- changes must be reviewed away from live work;
- a named owner approves releases.
Against Softr's current annual plans:
| Plan | Annual-billing monthly price | App users | Workspace database records | Workflow actions/month | Custom user groups | Scenario result |
|---|---|---|---|---|---|---|
| Free | $0 | 10 | 5,000 | 500 | Default groups | Does not fit |
| Basic | $49 | 20 | 50,000 | 2,500 | Default groups | Users, actions, and roles do not fit |
| Professional | $139 | 100 | 500,000 | 10,000 | 3 custom groups | Fails the four-custom-role requirement; otherwise fits capacity |
| Business | $269 | 500 | 1,000,000 | 25,000 | Unlimited | First confirmed fit for the complete scenario |
| Enterprise | Custom | Custom | Custom | Custom | Advanced controls | Evaluate when SSO, audit logging, agreements, or custom limits are required |
The pricing page also distinguishes records per individual Softr database from records across the workspace. Confirm which limit your data layout will reach first. Softr says an app that reaches its record limit will continue working but will not process additional records. Softr pricing
Understand what Softr counts
An app user is a person who can log in to a published Softr app. Anonymous visitors to public pages do not count. Current pricing documentation treats authenticated team members and clients within the same app-user allowance. Softr pricing FAQ
Workflow usage is counted in action executions. Triggers and control steps such as Wait, Branch, Filter, and Bulk do not count, while actions inside the workflow do; some integrations may use more than one action. The allowance resets monthly. Softr pricing
User groups are roles inside the app. Free and Basic provide the default logged-in and non-logged-in groups. Professional adds custom groups; Business lists unlimited user groups. This can make permission design—not user volume—the reason for a higher plan.
Make four forecasts:
- Current actual usage from the last 30 days.
- Expected volume after the next team or customer rollout.
- A busy month with retries and exceptions.
- The 12-month record total, including history you cannot delete.
Do not treat a record limit as a performance benchmark or a workflow-action allowance as a complete measure of app complexity.
Stay with Softr when the published model fits
Softr is a strong option for client portals, internal tools, directories, and other data-backed business apps. It supports its own database and a wide range of external sources, includes workflows and forms, and lets nontechnical builders create and publish apps. Softr pricing
Stay when:
- your actual users, records, and action volume fit the next 12 months;
- Softr's user groups express the required permissions;
- your supported data source remains the right system of record;
- the builder can maintain the app and test changes safely;
- the upgrade price is lower than migration and retraining risk.
A limit is not automatically a defect. Published thresholds make the buying decision more auditable. If three custom groups are enough after a permissions test, Professional may still fit the capacity requirements. If four genuinely distinct custom groups are required, compare the Business upgrade with the migration and retraining cost before switching platforms.
Which alternative fits which constraint?
| Constraint | First alternative to evaluate | Why | New cost or responsibility to inspect |
|---|---|---|---|
| Google/Excel-connected field app and offline work | AppSheet | Spreadsheet connectors, mobile data capture, offline operation | Per-user pricing and guest-user counting |
| Polished data-driven app with a different user/update model | Glide | Strong data-to-app workflow and business plans | Users, updates, row source, and Glide product generation |
| Broad visual application behaviour | Bubble | Flexible visual builder and project-level scale | Workload units and technical optimization |
| Self-hosting or open-source operation | Budibase | Free self-hosted edition and internal-tool stack | Infrastructure, upgrades, backups, and technical ownership |
| Operator-led controlled workflow | KasiLabs | Plain-language build, private review, release approval, hard paid-action limits | Smaller ecosystem and no automatic Softr migration |
There is no single “higher limit” winner. A platform may replace a user limit with seats, an action limit with workload, or managed simplicity with infrastructure work.
AppSheet when the work is mobile and spreadsheet-connected
AppSheet currently costs $5 per user per month for Starter, $10 for Core, and $20 for Enterprise Plus. Core adds advanced app and automation features, roles, security filters, and offline operation. It connects to Google and Microsoft spreadsheet/file sources as well as other supported systems. AppSheet pricing
Choose it when field work, offline sync, photos, signatures, and Google Workspace administration are central. Count guest users carefully and test conflict behaviour with the actual team.
Glide when the app remains data-centred
Glide's published Business offering is designed for internal tools and includes business-email users, updates, spreadsheet data sources, Big Tables, workflows, and API capabilities. Glide also has a newer GlideOS product with separate plans, so confirm which product you are pricing. Glide pricing help
Choose Glide when a polished data-centred app is the goal and its update/user/data limits fit better. Do not assume a Softr app will migrate directly.
Bubble when UI and application flexibility come first
Bubble gives builders a broader visual programming environment for web and mobile products. Its paid projects use workload units that aggregate server work. Database activity, workflows, conditions, and API work can all contribute. Bubble workload FAQ
Choose Bubble when someone can own the build and measure workload. It may remove a Softr user or action constraint while introducing a different forecasting problem.
Budibase when deployment control is worth technical ownership
Budibase offers managed cloud and a free self-hosted open-source plan. Its self-hosted edition lists unlimited users, apps, automations, and actions. Managed cloud separates base plan, creator, and end-user costs. Budibase pricing
Choose it when self-hosting or open-source extensibility is an explicit requirement and the organisation will own deployment, monitoring, backups, and upgrades. “Unlimited” software allowances do not eliminate infrastructure limits.
KasiLabs when the operating rule needs an owner and a release
KasiLabs does not charge by generic workflow-action or published record allowances. Its public plans count workspace members and live apps, then separate named paid services such as AI, documents, email, images, storage, and semantic search. Starter is $29 for five members and one live app; Growth is $99 for 25 members and five apps; Scale is $299 for 100 members and 20 apps. KasiLabs pricing
For the 75-user scenario, Scale is the published member fit. That does not prove it is the better product or lower total cost. The paid service calls must still be modelled, and no universal record limit is claimed on the public pricing page.
KasiLabs' advantage is the ownership path. Operators describe the records, roles, approvals, and exceptions in ordinary language. A private working version is tested before release. An authorised reviewer approves the exact version that goes live. Earlier versions remain available, and workspace owners choose hard daily and monthly limits for paid actions. How KasiLabs works
Choose KasiLabs when the central question is not “How do we buy 100 more app users?” but “How do the people who know this work safely shape and approve the software?”
Do not choose it expecting one-click Softr import, SSO, PWA parity, source-code export, or identical data connections. Those outcomes are not verified.
Stay, upgrade, redesign, or switch
Stay when current use and 12-month growth fit the plan.
Upgrade when one transparent Softr limit is the only blocker and the higher plan delivers the controls you need. Migration has data, permission, testing, training, and failure risk that a price table will not show.
Redesign when wasteful actions, duplicated data, unused authenticated accounts, or an avoidable app split causes the limit. Do not weaken permission or history requirements merely to fit a cheaper plan.
Switch when the new platform's operating model fits better: offline field work, self-hosted control, broader app behaviour, or operator-led governed release.
Before deciding, export or record the last 30 days of active users, record growth, workflow actions, integrations, and role assignments. Then test one exception and one permission failure in the alternative.
Describe your hardest workflow and test it privately in KasiLabs.
Sources
- Softr pricing and FAQ, accessed 12 August 2026
- Softr pricing and plans help, accessed 12 August 2026
- AppSheet pricing, accessed 12 August 2026
- Glide pricing help, accessed 12 August 2026
- Bubble pricing and workload FAQ, accessed 12 August 2026
- Budibase pricing, accessed 12 August 2026
- KasiLabs pricing and how it works, accessed 12 August 2026