Top 10 Task Trackers & Task Management Software
Having a good task system where you take advantage of task management tools and task tracking software will infinitely simplify your daily workflow. Even independent workers and contractors could use a handy visualization of what they need to do in order to best plan each moment of their busy work day.
Todo lists online are not just for project managers and their teams, either. Everyone has a daily schedule and a list of things to do. Therefore, we could all use some sort of task organizer to help us get by.
This article will help you quickly compare and evaluate the best task management software and other similar project management apps. The best planner apps will help you stay organized, provide micro and macro points-of-view of your workflow, identify delays and problem areas, and keep everyone on the same page.
Quickly Compare & Evaluate The 10 Best Task Manager Tools
It’s hard to pick the number one best to do list tool, which is why we’ve instead given you a range of options in our top 10 compilation. Read about our final picks below.
The Best Task Management App List
Here’s a shortlist of the best organization apps:
To Do List Software FAQ
If you are just getting started with to do list software, you might benefit from reading our general FAQ:
What is task management software?
Task management software is any digital tool that helps you plan, track, and complete a unit of work. Task management software will often help list, test, expense, and otherwise organize a given task or subtask. Task management software will also show dependencies between tasks so you know in what order things need to be done.
Are there any task manager alternatives?
Sure! If you aren’t a fan of fancy apps or high tech solutions, you can A) use a simple, common app like Asana, Trello, or Basecamp, or B) rely on generic programs with note-taking and organization functions like Google Sheets, Google Docs, Microsoft Word, and Microsoft Excel. These require more manual input from the user, though.
Not looking for a simple online to do list? Check out our other lists of top project and task management tools:
- Before you have tasks, you need a plan. If you struggle to flesh out the initial details of your projects, try these 10 Best Mind Mapping Software options.
- Many task management tools come with some sort of time tracking. If you are using one that doesn’t, you will probably want to invest in Time Tracking Tools of your own.
- Not getting through enough tasks in a day? You might be in need of a Productivity App to give you a mental boost and identify bottlenecks.
Criteria For Choosing The Right Task Management Software
What are we looking for when we select task apps for review? Here’s a summary of my evaluation criteria:
- User Interface (UI): Is it clean and attractive?
- Usability: Is it easy to learn and master? Does the company offer good tech support, user support, tutorials, and training?
- Features & Functionality:
- Task and Detail Template – Does the tool offer templates for task distribution, be it creative briefs or hyper-detailed product development items? Can you add and edit your own task templates?
- Tags, Flags, and Organization – Can you color-code or otherwise mark tasks to coordinate what items belong together? Can you group related tasks with subtask?
- Multiple Task Views – Can you change the way you are fed upcoming tasks, like by due date, urgency, project, or client?
- Cross-channel and – device sync – Do your tasks sync across devices? Can they be easily accessed in many places? Can you customize which channels (mobile SMS, desktop notification) you receive your alerts?
- Integrations: Is it easy to connect with other tools? Any pre-built integrations?
- Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent and flexible?
Overviews Of The 10 Best Task Management Tools
1. monday.com – Award-winning, intuitive planning tool with task management, project tracker, collaboration features, and workflow automation.
monday.com is a great task management software because of the way the tool has done away with a lot of the trimmings of typical management tools and focused on simple, visually intuitive layouts that help clarify the sequence of work. This task management software won the 2019 Webby Award for productivity platform. It provides a highly customizable interface that resembles a spreadsheet, but it includes a ton of additional features that make it much more interactive and visually appealing than a simple spreadsheet.
monday.com’s features include message boards, task management boards, and some easy-to-read visualizations that allow you to display your project data and quickly get an idea of your progress. Members can collaborate by uploading and attaching files, and assigning deadlines and tagging members on tasks.
@Mentions of team and individuals are available as well. Because it’s so customizable, it’s easy to configure monday.com to plan your project timelines and organize schedules, and you can also keep all of your team conversations, briefs, and files in a single shared space.
monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
You can try monday.com for free.
2. Smartsheet – Cloud-based platform that allows organizations of all sizes to plan, capture, manage, automate, and report on work being done.
Smartsheet is a spreadsheet-like task management software. It has won a few awards for quickly becoming a favorite business app. It’s a nice task management tool if you’re comfortable working in Excel but wants a break from complicated formulas—Smartsheet performs all the calculations for you across multiple sheets. You can also add customized brand logos and set color themes for individual projects.
It offers basic functions such as scheduling tasks, subtasks, activities, assigned resources and sections on tasks. Team members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed. The Critical Path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones. Reporting is a strong feature of this tool, with editable summary reports that you can easily export to Excel.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $14/user/month and offers a 30-day trial.
3. Paymo – Complete work management platform to customize workflows, zoom-in and out on project details, and plan tasks in advance.
Paymo is a complete work management tool for organizing tasks inside projects, with clear instructions on how, when, and whom to complete them. Apart from task management, it also includes other modules such as time tracking, resource scheduling, and invoicing, making it popular for both freelancers and teams.
At a glance, managers monitor what their teams are working on in a global meta board, while team members see what’s on their plate for today. Tasks are really detailed, containing vital information such as hourly budgets, priorities, statuses to track progress in real-time.
Planning-wise, Gantt Charts make it easy to notice how tasks relate to each other and which of those are critical towards the project completion. Couple this up with project dashboards, and you’ve found a tangible way to tie performance metrics to actual business goals.
Paymo integrates with productivity apps such as Google Calendar and Slack to name a few, so you can shorten the feedback loop and focus on finishing tasks on time.
There are two paid plans, the lowest one starting at $11.95/user/month – no seat cap. Yearly subscribers are also eligible at a 20% discount. Free trials are also available.
4. SAM9000 – Multi-project management powered by AI. Task tracking, team email management, file sharing and guest uploads.
SAM9000 is a project management app that uses artificial intelligence, with task management, document management, email management in one app. It also includes time tracking, notes and memos and file sharing.
SAM9000 has a powerful and simple way to prioritize tasks for the team. Changing priorities automatically reschedules tasks for everyone. Sam uses simple lists to display backlogs, your personal dashboard of tasks pending, projects, etc.
Email management is built in as well. You can attach emails to projects permanently for the team to track, attach tasks to emails. Document management is also a primary focus, with cloud file sharing with clients, and guest uploads. Clients use a simple link to upload files directly in your projects, ready to use for the team—no need for external cloud accounts.
Sam works on the web, desktops, phones and tablets with the same interface. It’s easy to use because it follows the same conventions as mobile apps (it’s touch enabled, including on laptops with touch screens).
Sam is focused on Lean Project Management, instead of resource planning or invoicing. So, it’s about priorities and what to do next to achieve the best outcomes. And the AI component functions like your personal assistant helping with your projects.
Sam’s “It just works” attitude means little setup, and important features are built-in. This is why Sam comes with email support for Gmail, Office365, and other IMAP emails. Cloud storage is generous and can be expanded without limits. Integration with third parties is coming soon.
SAM9000 from $29/month including up to 10 users. There is an unlimited free trial for 30 days.
5. Wrike – A task app with the ability to set priorities, align goals, and manage resources across your organization.
Wrike was founded in 2006 and has over 20,000 teams using the software now. Billed as a collaborative work management platform, Wrike elevates tools for prioritizing, scheduling, and assigning tasks—like Gantt charts, creative brief templates, and forms.
Having plenty of easily-accessible REST APIs means that Wrike's integration capabilities with other tools is nearly limitless for the coding-inclined. Thus, they scored very well in Integrations per the above-listed evaluation guidelines.
Integrations include Salesforce, Tableau, MediaValet, Microsoft Teams, extensions for Adobe Creative Cloud, Google Drive, Microsoft OneDrive, Gmail, Github, Jira, SAML integration, Outlook, Microsoft Project, Slack, Bitium, Dropbox, Box, and more. Additionally, Wrike’s well-documented, easy-to-use APIs make it simple to quickly connect Wrike with your current tools and workflow.
One con to note is that it is a bit of a click-labyrinth when it comes to finding what you need quickly. The interface is layered so that arriving at useful items require a-few-too-many clicks, menus, and links.
Wrike starts at $9.80/user/month and has a freemium version for up to 5 users.
6. Todoist – A task management system with features like a favorites list, sections and subtasks, priority flagging, and more.
Todoist landed itself a spot as a Google Play Editor’s Choice and an App Store Feature App across its 13 years on the market. The tool has resources for meeting agendas, developmental workflows, product roadmaps, and social media calendars.
This app has many stand-out features, like how quickly and easily the task of adding and managing tasks is through the interface. You can sync Todoist with your digital calendar, further automating (and thus speeding-up) these processes.
Integrations include Google Drive, Dropbox, Google Maps, Apple Maps, Calendar Sync, DAKboard, Kin, Hourstack, Trevor AI, Butleroy, Flock, Slack, Twist, Webex, IFTTT, Workflow, Automate.io, Flow XO, Quadro, Built.io Flow, TaskClone, Integromat, Notembo, Apiant, myThings, Microsoft Power Automate, Spark, SaneBox, Google Assistant/Home, Alexa, Gantify, Toggl, Timely, Utidash, Doorbell, 1Password, and many more per their website. Hundreds of additional apps can also be connected through Zapier.
Todist has a bit of a weak UX and drab appearance compared to others on this list of tools. From lacklustre design to muted colors, this software lost a few points in the UX category of the evaluation criteria.
Todoist starts at $4/user/month and has a freemium version of the tool for up to 80 projects.
7. Casual – A tasks app with a visual project and process management style that lets you arrange your task blocks as you see fit.
Casual is a visual process management solution for small and growing project teams. The tool’s website offers some free-forever resources like a start-up toolkit, project proposal templates, and samples, and scope creeps interactive guide.
This task management tool is great for complex projects with various branches of activity and deadlines. As you can see from the screenshot, it is more than just a to-do list. It can track project paths and assign tasks in multiple directions while acknowledging dependencies.
No integration options are listed on Casual’s website.
Not having app integrations available or transparently listed lost Casual marks in the Integrations evaluation criteria. Seeing as it’s nearly impossible to use a single tool for all PM needs, open connectivity is a must in any modern task management app.
Casual starts at $7/month for up to 2 users and has a free 14-day trial.
8. Basecamp Personal – A simple task list app that that is perfect for freelancers, students, families, and personal projects.
Basecamp Personal, the free-forever Basecamp solution, offers 3 projects, up to 20 users, and 1GB of storage space. This version of their tool is great for personal projects, students, freelancers, families, and light use.
Basecamp offers an insane amount of integrations, marking it as one of their specialties. They also work with many connectivity-specific apps, like Zapier and Zoho Flow, to reach tools they may not natively interact with. This scored them well in the Integrations section of the evaluation criteria.
Integrations include Tick, Calamari, Time Doctor, Hubstaff, MinterAp, Everhour, Timesheet, Clockify, Timecamp, Toggl, Timely, DNS check, Ganttify, Slickplan, Meta SaaS, Bridge24, Recur, ClicData, TestLodge, User back, Instabug, Scrumdo, Ziflow, Doorbell.io, Akita, Jitbit Helpdesk, Proposify, and others per their website. Basecamp also integrates with other software through Zapier, Unito.io, Automate.io, TaskClone, Project Buddy, Pleexy, RSS bus, Retool, Zoho Flow, and other app-connecting tools.
Basecamp Personal is a bit feature-lite, so many will feel compelled to update to the professional paid plan. At $99/month, the Basecamp subscription is quite a bit higher than many others on this list.
Basecamp Personal is free to use.
9. Things – A task manager app by Cultured Code that is both aesthetically pleasing and easy to use for any non-tech staff.
Things is an Apple Design Award-winning personal task manager for Mac and iPhone iOS. This tool blends comfortable, beautiful design with robust task management features, like calendar events, repeating to-dos, and categories and milestones.
If you are an iOS-dedicated user, then you really can’t do better than Things. This app has an amazing design, including subtle animations, a stunning dark mode, and solid project documentation capabilities.
Things connect with many iOS-specific tools, like Apple’s Calendar and iCloud. Additionally, hundreds of apps can be connected to Things through an account with Zapier, like Slack, Asana, Evernote, Basecamp, Jira, and more.
Obviously, one con of Thing is that it is iOS-device specific. Having an user-focused product is great but it lost the app a few points in the Usability evaluation score simply because of the practical limitations that come with it.
Things start at $9.99 for iPhone/iWatch and has a free trial.
10. Tasklog – A robust to do list app that also takes care of time and expense tracking and other much-needed project management features.
Made and maintained by a one-man team, Tasklog is a labor of love by Petr Nagy, who has been at the helm since its launch in 2013. Features include a time tracker, task manager, pomodoro timer, expenses, apps and add-ons, timesheets, and team boards.
One of the most valuable features of Tasklog is its implicit incorporation of the Pomodoro Technique, which breaks work into timed intervals. This technique is effective and definitely a plus for users who need additional help with time management and productivity.
Integrations were not listed on the company website.
The major con is the lack of third-party app integrations; or, if they exist, the lack of transparency around them. Does the tool connect with popular items like Slack? Unclear. This lost Tasklog points in the Integrations evaluation category.
Tasklog starts at $5/month or you can purchase it indefinitely for a one-time payment of $99. Task log has a basic freemium version and paid plans have a free 30-day trial.
Other Task Apps
Here’s a few more that didn’t make the top list. If you need additional suggestions for handy task management apps, check these out.