Ninox

This Ninox review covers what the Ninox database is used for, its key features, Ninox pricing, the Ninox cloud versus the native apps, how to install Ninox and import data, where it shines and falls short, and how it compares with other tools. Ninox is a relational database with a visual builder: you create tables and linked fields, design forms by drag and drop, and add logic with triggers and a scripting language when the built-in options run out. Ninox Software GmbH was founded in Berlin in 2013, and it hosts its public cloud on AWS servers in Germany.

What is Ninox used for?

Ninox is used to replace spreadsheets and off-the-shelf software with a custom business app. Typical examples are customer management, quotes and billing, inventory, project and task tracking, event planning, membership and booking data, and internal requests. Users range from freelancers to departments of larger companies that want software that fits their process instead of the other way around.

A typical app starts with a few tables, for example customers, projects and tasks, linked to each other with one-to-many and many-to-many relations. Forms show the details of one record, views list and filter the data, and generated PDFs turn data into quotes or reports. You can assign records to team members, track the progress of each task and attach images and files. Because it is a real relational database, one customer can link to many projects, which is where a spreadsheet starts to break.

Key features

• Tables, fields and linked records: define your database schemas visually, with field types such as text, numbers, dates, choices, images and files, formula fields, and links between tables.
• Forms and views: drag and drop forms for data entry, and table, kanban, calendar and chart views over the same data.
• Triggers and scripting: trigger-based actions run on events such as a new or changed record, and the Ninox scripting language (NX, similar to JavaScript) adds custom business logic without full programming (Ninox user blog).
• Documents and email: generate contracts, invoices and reports from your data, and send and track them with the built-in email integration for Gmail and Outlook.
• AI: describe what you need in plain language and the AI helps build the app; the number of AI prompts depends on the plan.
• Collaboration and access: real-time updates and sync for the whole team, notifications tied to data, and role-based access so non admin users only get access to what they need.
• Security: data is encrypted in transit and at rest, and the cloud is ISO 27001 certified and GDPR compliant (Ninox platform).
• API and integrations: a REST API with a monthly call allowance per plan to connect Ninox with other tools, plus Zapier for automations. Templates for CRM and project management help you start.

Ninox pricing

Ninox is priced per user per month. The plans below come from the Ninox pricing page as of September 2026, shown in euros and billed annually.

• Free: €0 for up to 5 users, 100 MB of storage, up to 5,000 records, 1,000 API calls a month and 100 generated documents a month, with limited AI prompts. No credit card required.
• Team: €25 per user per month. 5 GB of storage and 50,000 records per user, 10,000 API calls per user a month, 1,000 documents and 1,000 emails per user a month, and 30 days of change history.
• Business: €40 per user per month. 10 GB of storage and 250,000 records per user, 50,000 API calls per user a month, 5,000 documents and emails per user a month, unlimited change history and advanced AI prompts.
• Enterprise: price on request, with security, governance and compliance options and dedicated support.

The cost surprise to check is that every person who works in the Ninox cloud needs a seat, and the limits on records, documents, emails and API calls are per user. A team that generates many invoices or calls the API from other tools should check those allowances before choosing Team over Business.

Ninox cloud vs the native apps

Ninox runs in the browser and as native apps for desktop, tablet and phone. According to Ninox's documentation, the Apple apps can store a database locally or sync it through iCloud across multiple devices, up to 5 with the same Apple ID, without a cloud subscription. That makes Ninox a practical database for people who work alone. To work with other people on the same data, you need the Ninox cloud and a seat for each user.

Install Ninox and import your data

To install Ninox, download the app from the App Store or Google Play, or sign up in the browser and start from a template or an empty database. Importing a spreadsheet or CSV file creates a table from your existing data, and a database made on one device can be moved to the cloud later. Set up the tables and links first, then build forms, then add triggers for events and tasks. Ask your team for feedback early, because changing the data structure later takes more effort.

Where Ninox shines — and where it falls short

Strengths:

• A real relational database that non-developers can build with.
• Native apps for desktop and mobile, with a free local option for single users.
• Documents, email and triggers built in, so quotes and follow-ups need no extra tools.
• Hosting in Germany with ISO 27001 and GDPR compliance, which matters for European teams.

Trade-offs:

• Complex logic needs the Ninox scripting language, which takes effort to learn.
• Fewer native integrations than Airtable; most connections go through the API.
• Record, document and API limits are per user, so heavy use pushes you to Business.
• The design of forms is functional rather than polished.

How Ninox compares

• Airtable: a spreadsheet-style database with more integrations, but no local offline option.
• Claris FileMaker: the long-standing desktop database, more powerful and more expensive.
• Knack: an online database with a portal builder for customers.
• Baserow and NocoDB: open-source databases you can self-host.
• Caspio: an online database for web apps and forms.
• Quickbase and Kintone: business app platforms for larger teams.
• Microsoft Power Apps: the choice for teams on Microsoft 365.

Is Ninox worth it?

Ninox is worth it for teams that have outgrown spreadsheets and want their own business software for customers, billing or workflows without hiring a developer. The free plan and the local apps let you test it with real data. It is less of a fit for teams that depend on many third-party integrations, need a large public-facing app, or do not want to learn a scripting language for complex rules. If you want help choosing Ninox or building your app, the low-code agencies and developers on LowCodeDevs can take it on.

Sources

• Ninox pricing: plans, prices and per-user limits.
• Ninox platform: features, security and hosting.
• Ninox, Mac app and iCloud: local and iCloud databases and the cloud for teams.
• Ninox for Mac review, Macworld: 2022 review of the Mac app, from before the Mac app became free.
• What is Ninox Database?, Ninox user blog: the relational model, scripting and triggers.