A Smartsheet specialist can transform how your team manages projects, workflows, and data — from building automated dashboards that provide real-time visibility to designing complex multisheet solutions that connect departments. Beyond basic spreadsheet skills, experienced specialists bring expertise in workflow optimization, system integrations, data migration, and change management that help businesses maximize their Smartsheet investment.
What does a Smartsheet specialist do?
A Smartsheet specialist designs, builds, and optimizes custom work management solutions and automated workflows within the Smartsheet platform. They help organizations streamline operations by leveraging Smartsheet's advanced features to improve visibility, collaboration, and efficiency.
For Smartsheet specialists, day-to-day responsibilities typically include:
- Configuring and implementing Smartsheet workspaces, sheets, and templates tailored to business processes
- Designing automated workflows using formulas, conditional logic, and integrations with tools like Microsoft 365, Google Workspace, Salesforce, or NetSuite
- Building real-time dashboards and reports for executive visibility and decision-making
- Migrating data from legacy systems (Excel, MS Project, other project management platforms)
- Training teams on Smartsheet best practices and creating documentation
- Optimizing existing Smartsheet environments for performance and governance
- Setting up Centers of Excellence and establishing platform governance frameworks for enterprise clients
Whether you're implementing Smartsheet for the first time or scaling existing solutions across your organization, the right specialist can accelerate adoption and deliver measurable efficiency gains.
How to hire a Smartsheet specialist on Upwork
Hiring the right Smartsheet specialist starts with clearly defining your needs and evaluating candidates based on relevant experience. Follow this four-step process to find and hire qualified freelancers on Upwork.
Step 1: Post a job
A well-crafted job post is your first opportunity to connect with specialists who have the exact Smartsheet expertise your project requires.
- Draw from this project manager job description to create a clear, detailed job post outlining your project goals, required technical skills, and expected deliverables.
- Describe your specific project scope, such as whether you’re implementing Smartsheet from scratch, migrating from Excel, or building executive dashboards.
- List any required integrations, such as Salesforce, NetSuite, Microsoft 365, or Google Workspace.
Use the Job Post Generator, powered by Uma™, Upwork's Mindful AI, to quickly draft a customizable job post based on a few sentences about your requirements.
Step 2: Evaluate candidates
Successful Smartsheet implementations depend on finding specialists whose technical depth and project history align with your specific use case.
- Review proposals carefully, focusing on past implementations and specific Smartsheet capabilities.
- Use Upwork's filters and search capability to narrow candidates by expertise level, hourly rate, location, and Smartsheet-specific skills.
- Review portfolios for concrete examples of dashboards, automated workflows, or successful migrations similar to your needs.
You can use Upwork’s instant video interviews to screen applicants for a best-fit shortlist, with Uma providing side-by-side candidate comparisons.
Step 3: Interview your top choices
Direct conversations reveal how candidates approach problem-solving and whether their working style complements your team's needs. Similar to interviewing project managers, use this stage to explore their technical decision-making process.
- Ask candidates to walk you through their approach to migrating data into Smartsheet from legacy platforms.
- Inquire about how they determine which workflows should be automated versus kept manual.
- Request examples of complex formulas they’ve built and their process for training end users.
Upwork Messages allows you to schedule and conduct live video interviews on the platform, with call transcripts and summaries available after the calls.
Step 4: Agree on scope and begin work
Before starting the work, use Upwork’s contracting step to put a firm agreement in place. Documenting project parameters before work begins protects both parties and sets the foundation for a successful engagement.
- Establish clear expectations by defining deliverables, milestones, and payment structures up front.
- Choose a fixed-price contract for well-defined projects like basic setup or dashboard creation.
- Opt for hourly contracts with weekly limits for ongoing optimization, support, or training needs.
- Utilize Upwork's contract workroom tools for secure messaging, file sharing, and milestone tracking.
Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.
The rates and information provided in this article are based on current data and industry sources available at the time of publication. Freelance rates can vary depending on factors such as experience, location, project scope, and market conditions. Readers are encouraged to conduct their own research to confirm current rates and trends, as this information may change over time.