This article covers the questions that come up before you subscribe. For integration questions while using it, see the NocoDB FAQ.
Q: Is there a limit on the number of records?
The plan is not priced per record. The limits come from the storage and compute resources of your instance (1 vCPU / 5 GB).
That is the most practical difference from Airtable: Airtable's plans cap the number of records per base, so past a certain size you have to upgrade. A detailed cost comparison is in NocoDB vs. Airtable.
Q: Can I migrate from Airtable?
Yes, but it is not as simple as exporting a CSV and importing it. Formula, link, rollup, and attachment fields all need separate handling, and the order matters: if the links are not created first, the rollups will always come out empty.
The full field mapping and the correct order are in Migrating from Airtable to NocoDB. Read it before you start and you will save yourself a second pass.
Q: How many people can use it together?
NocoDB itself supports multi-user collaboration and permission settings. The practical ceiling comes from your instance resources rather than a seat count, which is a different model from SaaS tools that bill per user.
Q: Can I export my data and take it elsewhere?
Yes. NocoDB is open source, your data sits in your own instance, and export is supported.
This is worth confirming before you subscribe rather than when you are already trying to move. The way to tell whether a tool will lock you in is simple: can you get all of your data back out.
Q: How is it different from Google Sheets? Mine works fine today
If the dataset is small and you are the only user, Sheets really is enough and there is no reason to switch.
The signs that it is starting to break are specific: several automations writing at once overwrite each other, the API has quota limits, the leading 0 in phone numbers gets eaten, and there is so much data that people cannot find anything. Any one of these showing up is reason enough to consider a change. The full explanation is in n8n plus NocoDB.
Q: Can I use it as a CRM or an inventory system?
Yes, and both are common. But it is a general-purpose database tool, not a dedicated system. When it is enough and when you should move on is spelled out with clear signals in using it as a CRM and using it for inventory management.
Q: Is there an API? Does it cost extra?
Every table automatically gets a REST API, and webhooks are supported too. Neither is an add-on.
This is the real reason many people move over from Airtable: not to save on subscription fees, but to let their automations read and write this data directly.
Sources and further links
For NocoDB field types and the permission model, the official documentation is authoritative:
Getting started
Q: Do I need to know how to code or understand databases?
No. The interface is as intuitive as a spreadsheet: creating tables, adding fields, and dragging views are all point-and-click. "Links" is the one feature that takes a bit of conceptual understanding, for example connecting an orders table to a customers table, and working through the formulas and links tutorial once is enough to get it.
Q: Can I use it on my phone?
Yes. The NocoDB interface works in mobile browsers, so looking up a record or changing a status while you are out is fine. Creating lots of tables and reworking your schema is still better done on a computer, where it is far more efficient.
Q: Where is my data stored? Is it secure?
Your NocoDB runs in its own isolated container, your data is never mixed with other customers', and the platform includes automatic backups and HTTPS encryption. Permissions let you control which tables each member can view and edit. See the permissions and collaboration tutorial.
Q: Can I try it first?
Yes. Request a free trial on the Free Trial page and our team will set it up for you. No credit card is needed and nothing is charged automatically when the trial ends; paid plans are monthly with no contract, and you can export your data at any time, so the cost of finding out is low.
Further reading
- NocoDB tutorial: creating your first table and view
- NocoDB FAQ: API integration, data volume, and collaboration
- Introducing NocoDB: the open source Airtable alternative
- NocoDB API quick start
- RoamerHost NocoDB hosting plans
Want someone to build it for you?
Once the dataset grows further, or you need to connect it to the systems your company already runs, this stops being just a question of picking a tool. Roamer Tech takes on custom enterprise system development and API integration:
