Comparison
Notion alternative for businesses: company knowledge from files
The right Notion alternative for businesses depends on how your team works. Notion organises written knowledge in pages and databases. Nexoria unlocks existing files: shared content in Nexoria Drive is indexed, becomes semantically searchable and can be queried via Nex with source references. If your company knowledge is in .docx, .xlsx and .pdf files, that is where Nexoria comes in. For teams that work both ways, Notion pages and Nexoria files can each have a clear place.
In the right context.
Answers with sources
DocWrite
CalcCalculate
SlidesPresent
Which tasks and file formats need to fit?
Which data flows and permissions apply?
Which features, requirements and costs are relevant?
Features, conditions & questions
The details. Clear and easy to look up.
All the information on notion-alternative at a glance.
Which company knowledge would you like to use?
Organise knowledge as pages and databases: For this, Notion offers a workspace. Find answers in existing files: Nexoria makes shared documents in Drive searchable and queryable with Nex. Decide based on your team's tasks; both ways of working can be organised side by side.
- View the product. The Nexoria product video with sample content shows a question about a report, the answer and the related document references.
- Plan team costs. Nexoria Base costs €29 per user per month; Pro costs €299 per month with five users included. Compare plans and team costs for 5, 10 and 25 users, net plus VAT.
- Discuss getting started. In a demo, you get to know Nexoria and discuss the right workflow for your company.
Two ways of working compared
Context
Two ways of working compared
Notion and Nexoria start at different points. The comparison shows which tool suits which way of working. Notion is a workspace: nested pages, databases with freely defined properties, views, templates, collaborative writing. Nexoria is file storage with indexing: Nexoria Drive appears as a drive in Windows File Explorer, shared content is indexed, and semantic document search and the AI assistant Nex answer on that basis with source references.
This leads to a clear division: for teams that put their knowledge in writing, Notion is the right tool. If your knowledge already exists as .docx, .xlsx and .pdf files, use Nexoria to make it searchable. The documents remain files in Drive and are indexed once they are shared. If you use both tools, decide which content belongs in Notion and which in Nexoria.
The contractual framework and certifications that Notion provides are listed further down in the infrastructure section, together with the information on Nexoria, including the US connections of individual services.
Three scenarios
Scenarios
Three scenarios
The three scenarios quickly show you which way of working suits your team.
Scenario 1: organising company knowledge as pages
An agency, a product team, a consultancy. Project pages, meeting notes, process descriptions and roadmaps are deliberately written, linked and developed further. There are templates, there are owners for each page, and the structure changes because the work changes.
Recommendation: keep Notion for written knowledge. There, the page hierarchy, templates and linked pages are the foundation of the work. Nexoria complements Notion where documents exist as files and makes them searchable with source references.
Scenario 2: using company knowledge from existing files
An SME with a folder structure that has grown over time: proposals, inspection reports, contracts, cost calculations and manuals exist as .docx, .xlsx and .pdf files. The team wants to find and use information from these documents quickly in day-to-day work.
Recommendation: discover Nexoria for the file collection. Shared files in Drive become searchable by their content. For building this as Notion pages, Notion describes the following import limits: 5 MB per file on the Free plan and 50 MB on the paid plans, for PDFs 5 MB and 20 MB respectively, along with the note that comments and tracked changes from Word are not imported.
Scenario 3: using pages and files together
An organisation that uses Notion and has a new requirement: its document archive is to become searchable, and files, the knowledge index and search are to be located on servers in Germany. Here, a split is recommended instead of switching. Notion remains the place for written knowledge, and Nexoria becomes the place for the file collection.
If you use both, decide in advance where each type of content has its fixed place. That way, there is one authoritative source for every topic.
Notion and Nexoria compared
Matrix
Notion and Nexoria compared
The version of Notion described on notion.com as of 23.08.2026 is the basis for this comparison. Every row about Notion carries its own source.
| Criterion | Notion | Nexoria | Source |
|---|---|---|---|
| Product category | Workspace made up of nested pages and databases in which knowledge is written | Cloud storage with indexing, semantic document search and the AI assistant Nex | notion.com/help/intro-to-databases checked on |
| How knowledge gets in | Written or imported. Directly importable: .txt, .md, .docx, .csv, .html, .pdf and .zip, as well as content from Evernote, Trello, Quip, Dropbox Paper, Google Docs and WorkFlowy | Stored as files. Nexoria Drive appears as a drive in Windows File Explorer, and shared content is indexed automatically | notion.com/help/import-data-into-notion checked on |
| Import limits | 5 MB per file on the Free plan, 50 MB on paid plans, for PDFs 5 MB and 20 MB respectively. Comments and tracked changes from Word are not carried over | Files are stored in Nexoria Drive and remain files; there is no conversion into pages. | notion.com/help/import-data-into-notion checked on |
| Databases and views | Databases with freely defined properties, filters and sorts. Notion lists six views of the same data set: table, list, board, gallery, calendar and timeline | Structured databases per workspace, tasks and an assignable calendar. | notion.com/help/guides/using-database-views checked on |
| Access to existing file collections | Via AI Connectors, including those for Google Drive as well as Microsoft SharePoint and OneDrive. According to Notion, the Business or Enterprise plan is required | The collection itself is stored in Nexoria Drive and is indexed there on German servers. | notion.com/help/notion-ai-connectors checked on |
| AI as standard | According to the help pages, Notion AI is only available on the Business and Enterprise plans. Free and Plus receive a limited number of trial responses | Nex and document search are included from the base package; document search does not consume any AI tokens | notion.com/help/notion-ai-faqs checked on |
| Access permissions in AI answers | According to the help pages, Notion AI searches the workspace pages that the person asking has access to, plus connected apps and the web | Workspaces are the decisive access level and also apply to Nex. Anyone who is not in the workspace receives its content neither as a search result nor as the basis for an answer | notion.com/help/notion-ai-faqs checked on |
| Language models | Notion names models operated by Notion itself as well as models from providers such as Anthropic and OpenAI | Answers from Nex are generated by Mistral AI by default. Document embeddings and semantic search run on servers in Germany, using models that Nexoria operates there itself. ChatGPT (OpenAI), Claude (Anthropic), Gemini (Google) and Langdock can optionally be connected. | notion.com/help/notion-ai-security-practices checked on |
| Training with customer data | Notion states that Notion and its AI subprocessors do not use customer data for model training by default and that corresponding contractual agreements are in place | In Nexoria’s verified Mistral organisation, the use of new API interactions for model training is disabled (account checked on 26 September 2026). | notion.com/help/notion-ai-security-practices checked on |
| Processing location | Infrastructure with AWS and Cloudflare. Data residency is available for the Enterprise plan; selectable regions include US-West-2 in Oregon and EU-Central-1 in Frankfurt. Without a confirmed migration, a workspace remains hosted in the United States | Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. | notion.com/help/data-residency checked on |
| Provider's registered office | Notion Labs, Inc., 685 Market St., San Francisco, CA 94105, United States | Nexoria Systems UG (haftungsbeschränkt), Kelkheim im Taunus, Germany | notion.com/trust/privacy-policy checked on |
| List price | Free €0, Plus €9.50 per member per month, Business €19.50 per member per month, Enterprise by individual agreement | €29 per user per month, or €299 per month with 5 users and €20 per additional user | notion.com/pricing checked on |
| Storage and file uploads | File uploads up to 5 MB on the Free plan, unlimited on the paid plans, where Notion states a limit of around 5 GB per individual file | 10 GB per company on the Base plan, 20 GB on the Pro plan, beyond that €1.00 per GB per month based on source bytes transferred | notion.com/pricing checked on |
When Notion suits the way you work
Notion
When Notion suits the way you work
For teams that build knowledge as pages and databases, Notion offers the following ways of working. Map them to the tasks your team carries out every day.
- Free-form structure. A page can contain a page that contains a database in which every row is itself a page. This flexibility is at the heart of the product. Nexoria organises knowledge in folders, files and workspaces.
- Databases with multiple views. Notion lists six views of the same data set: table, list, board, gallery, calendar and timeline, plus properties, filters and sorts. Decide based on the views your team uses to organise its work.
- Collaborative writing. At Notion, the shared text is the basic unit of work. Nexoria has real-time collaboration in Doc, Calc and Slides for working together on Office files.
- Templates and ecosystem. Notion's marketplace advertises more than 30,000 templates. Nexoria focuses on existing company knowledge and on working with it further in its own applications.
- Unlimited file uploads on paid plans. Notion states no volume limit there, only a limit of around 5 GB per individual file. Nexoria starts at 10 GB per company and charges €1.00 per GB per month beyond that. For your selection, what counts is the data volume and the features your team uses to work with the stored knowledge.
How Nexoria makes your company knowledge usable
Nexoria
How Nexoria makes your company knowledge usable
- Use existing files as a knowledge base. Shared documents remain files in Nexoria Drive and become searchable by their content.
- Semantic search with source references. The Document search searches by meaning rather than keywords and shows the source passage for every result. It does not consume any AI tokens and remains available even when the allowance is used up.
- AI from the base package. Nex is included from €29 per user per month. At Notion, according to its help pages, Notion AI is reserved for the Business and Enterprise plans.
- File storage and search in Germany. Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. At Notion, the Europe data region requires the Enterprise plan and a migration coordinated through the account team.
- Consistent access permissions for files and AI. Workspaces are the access level and apply equally to search, Nex and chatbots.
- One contractual partner. Software, operation, storage and model access come from a single source. For you, this means fewer interfaces.
Getting started with Nexoria
Getting started with Nexoria
Together, we review your data sources, workflows and requirements. Get to know Nexoria through your specific use case and plan the right way to get started with our team.
Pricing on both sides
Pricing
Pricing on both sides
Both lists are shown here side by side, unchanged, without a total cost calculation. Such a calculation depends on your number of users, your data volume and your plan. We are happy to work it through with your figures in a conversation.
| Proposal | Price | Source |
|---|---|---|
| Notion Free | €0. File uploads up to 5 MB. Notion AI only as a limited number of trial responses. | notion.com/pricing checked on |
| Notion Plus | €9.50 per member per month. Unlimited file uploads; for each individual file, Notion states around 5 GB. Notion AI only as a limited number of trial responses. | notion.com/pricing checked on |
| Notion Business | €19.50 per member per month. Includes Notion AI, AI Meeting Notes, Enterprise Search (labelled as beta by Notion) and SAML SSO. Notion Agent is enabled here but not included without limits: Notion states free trial usage for it, followed by USD 10 per 1,000 Notion credits per month, i.e. an amount on top of the seat price. | notion.com/pricing checked on |
| Notion Enterprise | Individual agreement; the pricing page shows no list price. Adds audit log and Zero Data Retention with the model providers. | notion.com/pricing checked on |
| Nexoria Base | Nexoria Base costs €29 per user per month and includes 3 million AI tokens per user and 10 GB of storage per company. | Pricing checked on |
| Nexoria Pro | Nexoria Pro costs €299 per month and includes 5 users, 5 million AI tokens per user and 20 GB of storage per company; each additional user costs €20 per month. | Pricing checked on |
| Nexoria Enterprise | Nexoria Enterprise is agreed individually; there is no list price. Token and storage packages are set individually. | Pricing checked on |
| Nexoria, storage above the included allowance | Storage above the included allowance costs €1.00 per GB per month, calculated on the source bytes transferred. | Pricing checked on |
| Nexoria, Mail and Meet add-on | The Mail and Meet add-on costs €19 on the Base plan and €9 on the Pro plan per user per month. | Pricing checked on |
Nexoria prices are net; the offer is aimed at businesses within the meaning of Section 14 of the German Civil Code (BGB). Notion's pricing page offers monthly and annual billing and advertises savings of up to 20% for annual billing. Before comparing costs, it is best to clarify the billing interval and how tax is stated for the Notion amounts mentioned here directly with Notion.
Infrastructure and jurisdiction of both providers
Processing
Infrastructure and jurisdiction of both providers
The information on Notion comes from notion.com, the information on Nexoria from the processing register under Art. 30 and from the security page, including the US connections of individual services.
| Aspect | Detail | Source |
|---|---|---|
| Notion, provider | Notion Labs, Inc., 685 Market St., San Francisco, CA 94105, United States. | notion.com/trust/privacy-policy checked on |
| Notion, infrastructure | Notion names AWS and Cloudflare as infrastructure partners. | notion.com/security checked on |
| Notion, data region | Data residency for the Enterprise plan; the selectable regions include US-West-2 in Oregon and EU-Central-1 in Frankfurt. Without a confirmed migration, the workspace remains hosted in the United States; after a migration, the affected data in the United States is deleted after 30 days. | notion.com/help/data-residency checked on |
| Notion, third-country transfer | Notion incorporates a data processing agreement into its terms and, by its own account, bases transfers from the EU to third countries on standard contractual clauses. | notion.com/help/gdpr-at-notion checked on |
| Notion, certifications | SOC 2 Type 2, ISO 27001, ISO 27701, ISO 27017, ISO 27018 and BSI C5. | notion.com/security checked on |
| Nexoria, provider | Nexoria Systems UG (haftungsbeschränkt), Kelkheim im Taunus, Germany. The competent supervisory authority is the Hessian Commissioner for Data Protection and Freedom of Information. | privacy policy checked on |
| Nexoria, processing location | Files, the knowledge index and semantic search run on dedicated servers in Germany. | Security and privacy checked on |
| Nexoria, language model | Answer generation by Nex uses Mistral AI by default. ChatGPT (OpenAI), Claude (Anthropic), Gemini (Google) and Langdock can optionally be connected to Nexoria. Nexoria also works without these integrations. When an integration is used, shared content is transmitted to the respective provider. Its terms, processing locations and settings apply. | Security and privacy checked on |
| Nexoria, US connections | Technical error monitoring runs via Sentry, based in the United States, without access to document content. The optional VoiceBot adds Telnyx (headquarters USA, EU branch Ireland), and an active email integration adds Microsoft Corp. and Google LLC. All are named in the processing register under Art. 30 and safeguarded by standard contractual clauses. For optionally connected external AI, see the row “Nexoria, language model”. | processing register checked on |
| Nexoria, security documentation | Security overview, technical and organisational measures and documentation of data processing. | Security and privacy checked on |
The security overview and the register show Nexoria's documented data flows and security measures. Statements about its own architecture, operating processes and availability targets are made by Nexoria Systems UG (haftungsbeschränkt) itself and have not yet been externally audited. Include these documents in your selection in line with your company's requirements.
FAQ
Frequently asked questions about Notion and Nexoria
Is Nexoria a replacement for Notion?
Notion and Nexoria solve different tasks. Notion is a workspace: nested pages, databases with freely defined properties and multiple views of the same data set, collaborative writing, templates. Nexoria starts with the files that already exist: they are stored in Nexoria Drive, indexed once shared and then semantically searchable. If a team deliberately maintains its knowledge as Notion pages, Notion remains the right tool for that. A team whose knowledge sits in folders and never made it into a wiki benefits from Nexoria exactly there.
Which databases and views do Notion and Nexoria offer?
In its help pages, Notion lists six views of the same data set: table, list, board, gallery, calendar and timeline, plus properties, filters and sorts. Nexoria offers structured databases per workspace, tasks and an assignable calendar. If your work depends on specific views, it is best to test this with your own workflows before making a decision.
Can't Notion search my existing files too?
Partly, yes, and this point belongs on every fair comparison page. Notion offers AI Connectors for Google Drive as well as Microsoft SharePoint and OneDrive, among others. With these, Notion AI searches content stored outside Notion. Notion itself names two restrictions: connecting third-party apps requires the Business or Enterprise plan, and Notion AI is only available on these two plans anyway; Free and Plus receive a limited number of trial responses. The difference from Nexoria is therefore not a yes or no, but a question of where: Nexoria stores the files itself on German servers and indexes them there, while Notion accesses content held in other services via connections.
Where does Notion process my data?
Notion names AWS and Cloudflare for its infrastructure. Notion offers data residency for the Enterprise plan; available regions are US-West-2 in Oregon, EU-Central-1 in Frankfurt and locations in the Asia-Pacific region. Two points come with this: the migration of existing workspaces is handled by the account team, and Notion explicitly states that a workspace remains hosted in the United States without a confirmed migration. In addition, the data region does not cover everything. According to Notion's breakdown, it includes page content, uploaded files and the search index, but not account data, usage data, data processed by subprocessors, or Notion Calendar, Notion Mail and beta services.
Can Notion be used in compliance with the GDPR?
That depends on your own assessment. Notion Labs, Inc. is based in San Francisco, i.e. in the United States. Notion incorporates a data processing agreement into its terms and, by its own account, bases transfers from the EU to third countries on standard contractual clauses. The right solution depends on your workflows, data sources and requirements. Nexoria's security overview supports your assessment.
How much does Notion cost compared with Nexoria?
On 23 August 2026, Notion's pricing page lists the following in euros: Free €0, Plus €9.50 per member per month, Business €19.50 per member per month, Enterprise by individual agreement. Nexoria costs €29 per user per month or €299 per month with 5 users, with each additional user at €20 per month. The figures are not directly comparable because they cover different services: Nexoria includes storage, AI tokens and operation, while at Notion, Notion AI is only available from the Business plan upwards; on the other hand, file uploads are unlimited from the Plus plan upwards, with a limit stated by Notion of around 5 GB per individual file, whereas Nexoria starts at 10 GB per company.
Can we keep Notion pages and selectively move other tasks?
A team can keep using its proven Notion pages and compare other tasks specifically. For files and knowledge search, test a typical question together with a valid source. For an operational workflow, use a representative, approved test data set: which pieces of information are connected, which view is needed, who is allowed to carry out the next step and where should the result end up? This aligns the comparison with the work you actually want to move.
How do we compare databases and workflows alongside our Notion pages?
Nexoria describes structured databases per workspace, tasks and an assignable calendar. Check the relationships, views, approvals and follow-up steps you need against a concrete work case. For integrations with other systems, read access and write actions are set up separately, each with its own approval. Which steps are possible depends on the interface, data formats and permissions of the connected system. For your decision, record which workflow will be moved over and which task will remain in the existing system.
Your next step: discover Nexoria
demo
Your next step: discover Nexoria
Would you like to find information in existing documents more easily and use it for your team? Get to know Nexoria in a demo. Together, we will discuss a suitable workflow, the data sources and how your company can get started.
Sources
As of
- privacy policy. Nexoria Systems UG (haftungsbeschränkt), 2026. /legal/datenschutz Retrieved on .Source for the company name and registered office of the controller and for the competent supervisory authority (section on the right to lodge a complaint with the supervisory authority).
- Notion Pricing. Notion Labs, Inc., 2026. https://www.notion.com/pricing Retrieved on .Source for the Free, Plus, Business and Enterprise list prices, for the file upload limits including the figure of around 5 GB per individual file, for the credit-based billing of Notion Agent and for the assignment of Enterprise Search, SAML SSO and audit log to the plans.
- Notion Security and Compliance. Notion Labs, Inc., 2026. https://www.notion.com/security Retrieved on .Source for SOC 2 Type 2, ISO 27001, ISO 27701, ISO 27017, ISO 27018 and BSI C5, and for AWS and Cloudflare as infrastructure partners.
- Data residency for Notion. Notion Labs, Inc., 2026. https://www.notion.com/help/data-residency Retrieved on .Source for the selectable regions, for the scope of the data region, for migration via the account team and for the sentence stating that a workspace remains hosted in the United States without a confirmed migration.
- GDPR compliance at Notion. Notion Labs, Inc., 2026. https://www.notion.com/help/gdpr-at-notion Retrieved on .Source for the incorporation of the data processing agreement and for basing third-country transfers on standard contractual clauses.
- Notion AI security and privacy practices. Notion Labs, Inc., 2026. https://www.notion.com/help/notion-ai-security-practices Retrieved on .Source for Anthropic and OpenAI as model providers, for the statement on model training and for Zero Data Retention on the Enterprise plan versus 30 days or less outside it.
- Notion AI FAQs. Notion Labs, Inc., 2026. https://www.notion.com/help/notion-ai-faqs Retrieved on .Source for what Notion AI searches across, and for the availability of Notion AI on the Business and Enterprise plans.
- Notion AI Connectors. Notion Labs, Inc., 2026. https://www.notion.com/help/notion-ai-connectors Retrieved on .Source for the available connectors, including Google Drive as well as Microsoft SharePoint and OneDrive, and for the Business or Enterprise plan requirement.
- Import data into Notion. Notion Labs, Inc., 2026. https://www.notion.com/help/import-data-into-notion Retrieved on .Source for the importable file formats and source systems, for the size limits per file and for PDFs, and for the note that comments and tracked changes from Word are not carried over.
- Intro to databases. Notion Labs, Inc., 2026. https://www.notion.com/help/intro-to-databases Retrieved on .Source for properties, filters and sorts as building blocks of a Notion database.
- Using database views. Notion Labs, Inc., 2026. https://www.notion.com/help/guides/using-database-views Retrieved on .Source for the six views of the same data set: table, list, board, gallery, calendar and timeline.
- Notion Marketplace, templates. Notion Labs, Inc., 2026. https://www.notion.com/templates Retrieved on .Source for the figure of more than 30,000 templates.
- Notion Privacy Policy. Notion Labs, Inc., 2025. https://www.notion.com/trust/privacy-policy Retrieved on .Source for the provider's company name and address. The document states that it was last modified on 29 September 2025 and has been in effect since 10 April 2025, hence the year 2025.
- Security and privacy. Nexoria Systems UG (haftungsbeschränkt), 2026. /security Retrieved on .Source for the processing location, language model and security documentation.
- Processing register under Art. 30 GDPR. Nexoria Systems UG (haftungsbeschränkt), 2026. /legal/verzeichnis Retrieved on .Source for the named subprocessors, including Sentry, Telnyx, Microsoft Corp. and Google LLC.
- Pricing. Nexoria Systems UG (haftungsbeschränkt), 2026. /preise Retrieved on .Source for the Base, Pro and Enterprise plans, for the storage price and for the Mail and Meet add-on.
- About us. Nexoria Systems UG (haftungsbeschränkt), 2026. /about Retrieved on .Source for the company name and registered office of Nexoria Systems UG (haftungsbeschränkt).
- Workspaces and databases. Nexoria Systems UG (haftungsbeschränkt), 2026. /produkt/workspaces Retrieved on .Source for the statement that workspaces are the access level and also apply to Nex and chatbots, and for databases, tasks and the assignable calendar per workspace.
- Product overview, Workspaces and databases. Nexoria Systems UG (haftungsbeschränkt), 2026. /produkt#bausteine Retrieved on .Source for workspaces and databases as a component of the core product.
- Semantic document search. Nexoria Systems UG (haftungsbeschränkt), 2026. /produkt/dokumentensuche Retrieved on .Source for semantic search with source references and for the fact that it does not consume any AI tokens.
About the year given: the help and product pages on notion.com do not themselves show a publication or modification date. For these entries, the year therefore reflects when the page was retrieved, not a date stated in the source. Where a source carries its own date, it is mentioned in the respective note, as with Notion's privacy policy. For the Nexoria pages, the year is the version date shown on nexoria-systems.de.
Editorially updated
Notion continues to develop its product, help pages and pricing, so details may change. All Notion details on this page were checked on 23.08.2026 against the notion.com pages listed above. If a statement seems outdated or incorrect to you, let us know via the contact form, and we will correct it.
Notion is a trademark of Notion Labs, Inc. It is mentioned solely for the purpose of objective comparison. Information on Nexoria refers to the documented scope of services of Nexoria Systems UG (haftungsbeschränkt), Kelkheim im Taunus.