Skip to main content

With so many different task management software solutions available, figuring out which is right for you is tough. You know you want to manage your time more efficiently and enhance your productivity but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different task management tools with a variety of teams and projects, with my picks of the best task management software.

Why Trust Our Task Management Software Reviews

We’ve been testing and reviewing task management software since 2011. As project managers ourselves, we know how critical, and difficult, it is to make the right decision when selecting software.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our task management software review methodology.

Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Compare Software

How to Choose Task Management Software

With so many different task management solutions available, it can be challenging to make decisions on what task management software is going to be the best fit for your needs.

As you're shortlisting, trialing, and selecting task management software consider:

  • What problem are you trying to solve - Start by identifying the task management feature gap you're trying to fill to clarify the features and functionality the task management software needs to provide.
  • Who will need to use it - To evaluate cost and requirements, consider who'll be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be project managers, or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your task management power users.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated task management software.
  • What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare task management features until you’re blue in the face, but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
  • How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.

Best Task Management Software Reviews

Time for a more in-depth review of these tools, their advanced features, pricing, and more.

1

Smartsheet

Best task management software for scaling organizations

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
7400 reviews

Freemium version available

From $7/user/month

Smartsheet is a spreadsheet-like task management software. It has won a few awards for quickly becoming a favorite business app. In my opinion, 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.

Why I picked Smartsheet: The software provides basic functions a task manager may need for multiple projects such as scheduling project tasks, subtasks, activities, assigned resources, and sections on tasks. But what I found different about it is that team members get notified of critical changes in real-time. I like that this online task management tool provides shared views, detailed history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed.

Reporting is another strong feature I noticed in this task management app. It has editable summary reports that you can easily export to Excel.

Smartsheet Standout Features & Integrations

Features include project management, task scheduling/tracking, calendar management, timesheets, time management, expense tracking, file sharing, Gantt charts, budgeting, email integration, and lead management. The critical path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones.

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.

Pros

  • Many project templates & resources
  • Sheet-to-sheet linking
  • Easily customizable dashboards

Cons

  • Jira, Salesforce, Dynamics connector limited to Premier plan
  • Changes don’t update in real-time
2

Zoho Projects

Best task management software for resource management + time tracking

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
286 reviews

Free trial available

From $5/user/month

Zoho Projects is a project management software with task management capabilities that enable teams to collaborate on tasks and projects in real time.

Why I picked Zoho Projects: Users can assign tasks to individual team members and set due dates, so everyone knows what they need to do and when. With its collaboration tools, such as message boards, chat rooms, group discussions, and comments sections, teams can effectively communicate with one another while working on projects. This ensures all stakeholders have access to the most up-to-date information about the project at any given time.

The software's dashboard lets users quickly see which tasks are complete, which are in progress, and which need attention from team members. They can also customize the dashboard with widgets to get a detailed overview of any project at a glance. With its built-in time tracking feature, users can easily monitor how much time each team member spends on a particular task or project without manually recording hours worked every day. This feature helps teams manage resources and allocate them more efficiently to maximize productivity.

Zoho Projects Standout Features & Integrations

Features include Gantt charts, Kanban boards, reporting tools, and a resource planner so users can easily manage the workflow of their projects.

Integrations include popular apps like Dropbox and Google Drive for easy file sharing among team members across multiple devices. It also allows you to import data from Asana, Basecamp, ClickUp, and Trello, and has native integrations with Slack, Zoom, GitHub, Dropbox, Google Drive, and Google Calendar, while its Zapier integration connects Nifty with over 1000 additional apps.

3

Miro

Best for visual task management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.8
3415 reviews

Free plan available

From $10/user/month

Miro is a visual collaboration and digital whiteboard platform that allows you to collaborate with your team in real time. I think it's a great tool for visual project management, brainstorming, planning, diagramming, and managing tasks. It's a well-known and trusted platform that's used by over 180,000 organizations worldwide, including several top-tier companies like Nike, Cisco, Walt Disney, and PepsiCo.

Why I picked Miro: I included Miro in this list because of its unique design as a visual task management tool. You can use Miro to visually map out your ideas, tasks, and projects, and add widgets (such as a task tracking widget) to your infinite canvas to keep all your key tasks and details in one place. I find it really easy to drag and drop items, add sticky notes, and even draw on the board. It's a great way to keep track of everything and stay organized.

Miro Standout Features & Integrations

Standout features for Miro include its infinite canvas, widgets, collaboration tools, screen sharing, and easy folder organization. You can create boards, assign tasks, set due dates, and track progress using visual elements.

Another key feature is diagramming, which includes tools for creating flowcharts, mind maps, org charts, and wireframes to visualize processes and relationships. Miro also supports process mapping, allowing teams to optimize their workflows by creating process maps, value stream maps, and swimlane diagrams.

Miro provides digital workspaces that can accommodate a wide range of team sizes and project scopes, making it a versatile tool for managing tasks and projects in a visually engaging manner.

Integrations include Microsoft Teams, Webex, Zoom, Atlassian (Jira, Confluence, and Trello), Google Workspace, Jira, Azure DevOps, Airtable, Figma, InVision, Adobe XD, Slack, Zoom, and others.

Pros

  • Infinite canvas supports unrestricted creativity and tracking
  • Rich whiteboarding and brainstorming capabilities for generating ideas
  • Offers many customizable templates for quick setup

Cons

  • Occasional performance issues with complex boards
  • Advanced features require hirer-tier plans
4

Forecast

Best for managing your projects, resources, and finances in one

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
253 reviews

Free demo available

Pricing upon request

Forecast is a task management software that unites your projects, resources, and financials in one AI-powered platform. Project managers can leverage its workflow automation capabilities to create smart schedules, estimate timeframes and budgets, and populate timesheets instantly.

I like how PMs can control the workflow by building out detailed task lists and flagging clear priorities. Task cards allow every team member to easily comment, share files, and register time spent. Everything related to the specific task appears in one place, including dependencies and subtasks, which I find super useful. You can put together projects for any type of work: fixed price, time and material, or retainer.

Why I Picked Forecast: Forecast’s AI learns from previous work and suggests the number of hours you normally register on similar tasks to help you log time faster. I like that you can monitor time registrations from a team perspective and notify each member if they forget to enter something in. Time tracking utilization on a company-wide level is calculated for you for easy alerts, estimates, and reporting.

Forecast Standout Features & Integrations

Features include batch permissions & access, API, budgeting, billing/invoicing, calendar management, contact management, customer management, dashboards, data export, data import, data visualization, expense tracking, external integrations, file transfer, forecasting, Gantt charts, multi-currency, notifications, password & access management, payroll, project management, scheduling, task scheduling/tracking, timesheets, time management, resource management, collaboration support, software integration, status notifications, and reports.

Integrations include Slack, Microsoft Teams, iCloud Calendar, Google Drive, Google Calendar, Outlook, Harvest, Trello, Asana, GitLab, Github, and dozens more using a paid plan through Zapier. Higher-tier subscriptions include native integrations with Timelog, Xero, QuickBooks Online, JIRA, Azure DevOps, Salesforce, Okta, OneLogin, and Azure Active Directory.

Pros

  • Easy to plan projects and timelines
  • Can manage resources across multiple projects
  • Predictive tasks for spreadsheets

Cons

  • Additional fee for onboarding/training
  • Milestone data is lumped together rather than separated
5

Paymo

Best task management software to invoice clients

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
561 reviews

15-day free trial + free version available

From $5.95/user/month

Paymo is a complete workflow 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 management, scheduling, and invoicing, making it popular for both freelancers and teams. I find that tasks are really detailed, containing vital information such as hourly budgets, priorities, and statuses to track progress and track tasks 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.

Why I Picked Paymo: This is an easy-to-use task management app, which is one of the main reasons I chose to include it on my list. I find that it's a great tool for organizing and tracking work, and it allows users to stay in control of their projects without becoming overwhelmed. It offers an intuitive user interface, with streamlined options that make it effortless to create and manage tasks.

I find the platform also makes it easy to monitor progress on any project, with notifications when deadlines are approaching or tasks have been completed. I like that it allows for detailed customization, which means users can tailor the app to their specific needs.

Paymo Standout Features & Integrations

Features include dashboard, data export, data import, data visualization, external integrations, Gantt charts, multi-user, notifications, project management, scheduling, task scheduling/tracking, time management, resource management, collaboration support, and workflow management. One feature I really like is the due date alerts. With a simple checkbox selection, you can have the platform notify you whenever a deadline is approaching, keeping you on top of things.

Integrations include Google Calendar and Slack to name a few, so you can shorten the feedback loop and focus on finishing tasks on time.

Pros

  • View all projects on a single Kanban board
  • Easy to use project filters
  • Seamless time tracking

Cons

  • Some data export limitations
  • No way to invite collaborators/reviewers
6

Backlog

Best task management tool for development teams

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
162 reviews

30-day free trial

From $35/month

Backlog is a task management tool for product and project managers, as well as developers on their teams. The tool is available both as a self-hosted solution and as a SaaS, which makes it scalable to fit small teams or enterprises with thousands of users. In my opinion, this makes it stand apart from other competitors that only offer cloud solutions. An app for both Android and iOS is also available, so clients and teams can access the tool from mobile devices.

Why I Picked Backlog: I chose this software because it has an intuitive interface. Users can view and make edits to projects and calendars using task updates, Kanban-style Boards, and Gantt charts. I also appreciate how it enables pull requests, merge requests, and branches, and it provides features for code review and collaboration (wiki, Git, and Subversion repositories).

Backlog Standout Features & Integrations

Features include 2-factor authentication, API, batch & permissions access, dashboard, data export, data import, email integration, external integrations, file sharing, Gantt charts, notifications, project management, task scheduling/tracking, third-party plug-ins/add-ons, time management, and bug tracking.

Integrations include Typetalk, Cacoo, Redmine, Jira Importer, iCal, email, and Google Sheets. You can build additional custom integrations through Backlog’s API.

Pros

  • Easy bug identification and logging
  • Can customize the issue characteristics for each project
  • Easily separate tasks through projects and milestones

Cons

  • Difficult to backup all contents and versioning
  • Can’t sort using multiple filters at the same time
7

Todoist

Best personal task management software

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
729 reviews

Free trial available

From $5/month

Todoist provides a simple interface for creating, sharing, and prioritizing tasks. You can collaborate by sharing out your lists and assigning tasks to others, and you can use labels and priority tags to bring organization to your task lists.

The software is available for macOS, Android, Windows, and iOS, so your team can use it wherever they work. I appreciate the “productivity goals” quiz on their website to help narrow down what task management features you will get the most out of.

Why I picked Todoist: I chose this software because it has a smart rescheduling feature that suggests an optimal time to schedule tasks that need to be pushed out to a future date. This is based upon past behavior and what you’ve already got on your plate, which I find super handy. Scheduling tasks using this extra data takes less planning for busy PMs.

Todoist Standout Features & Integrations

Features include task scheduling/tracking, project management, calendar management, email integration, third-party plugins, time mangement, campaign management, and notifications.

Integrations include Google Drive, Google Maps, Dropbox, Apple Maps, Calendar Sync, Slack, Zapier, and hundreds more apps. They also offer a developer API.

Pros

  • User-friendly interface
  • Generous free plan
  • Cross-device sync

Cons

  • Unlocking task duration requires a business workspace add-on
  • Does not have features to support complex task management
8

Teamwork.com

Best for scaling teams and businesses

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
1100 reviews

30-day free trial

From $13.99/user/month

Teamwork is a task and project management software that helps in-house teams and agencies improve collaboration, visibility, and accountability. It's a flexible task management solution that helps you to manage the entire project lifecycle from start to finish.

Teamwork has a wealth of features designed to make project management quicker and more efficient. Use Teamwork to help add structure to your work with projects and milestones: create task lists, tasks, and subtasks to break down the work into action items for your team. You can add due dates and other important info like priority, description, supporting documents, or tags., and you can also keep comms in context with comments on each task. There's also a helpful big picture view of capacity in the Workload feature.

Teamwork is more than a simple task tracking tool—it comes with a big feature set, so it does take a little while to get up to speed. There's a lot of support for learning, including ongoing webinars and access to help docs, an online resource center, and a dedicated customer support team.

Teamwork integrates easily with other tools including Gmail, Harvest, HubSpot, QuickBooks, Slack, Dropbox and more.

Teamwork costs from $10/user/month. They also offer a 30-day free trial.

9

Asana

Best online task management software for complex projects

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3
8328 reviews

30-day free trial + free plan available

From $13.49/user/month

Asana is a task management solution with automation tools, a rule builder, and other workplace management items. The Timeline lets users create a plan that shows how the pieces of a project fit together and help keep work on track as things change.

Why I picked Asana: This software made my list because it has a colorful, rich, and inviting user interface. I like that it offers everything from compartmentalized productivity items to playful cartoon animations that “zoom” across the screen to celebrate finishing a task. This scored the platform very well in the UX category of my evaluation criteria.

Asana lets you view your data in the following views: board, list, timeline, and calendar. I appreciate that you can store and visualize information on your projects including tasks, subtasks, milestones, task assignees, sections, custom fields, and so much more.

Asana Standout Features & Integrations

Features include resource, project, and task management, automations, reporting, and a workflow builder. Asana's task organization capabilities are versatile, allowing users to create detailed task lists, set due dates, assign responsibilities, and establish dependencies between tasks. This level of granularity helps teams keep track of complex projects and ensures everyone knows their role and deadlines.

Integrations include Jira Cloud, Salesforce, Adobe Creative Cloud, Tableau, Slack, Microsoft Office 365, Gmail, CSV Importer, JotForm, EverHour, OneDrive, Zoho Cliq, Box, Mailbird, Instabug, DRopbox, Gitlab, Trello, VElocity, Tick, and many more per their website. Additionally, users can connect Asana to Zapier, Automate.io, and others to integrate with hundreds of more available apps.

Pros

  • Good free forever plan
  • User-friendly with lots of knowledge resources
  • Ready-made workflow templates

Cons

  • Timeline view limited to paid plans
  • External contributor access is very limited
10

ProjectManager.com

Best for time management & timesheets

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
93 reviews

30-day free trial

From $16/user/month

ProjectManager.com is a cloud-based task management software for project teams. It has robust features for planning projects, assigning tasks, tracking progress, and collaboration. But what stood out to me about it is that you can also manage timesheets, expenses, and workloads. On top of that, it includes a Gantt chart feature, as well as the ability to switch between Gantt chart, task list, and Kanban board views.

Why I Picked ProjectManager.com: I added this software to my list because it provides time management and tracking for easy timesheet creation. I like that you can set up your own custom reports for task progress, timesheets, and expenses across multiple projects. Use the real-time dashboard to see an overview of current project stats to prepare for invoicing or payroll.

ProjectManager.com Standout Features & Integrations

Features include 2-factor authentication, analytics, API, batch permissions & access, budgeting, calendar management, customer management, dashboard, data export, data import, data visualization, email integration, expense tracking, external integrations, forecasting, Gantt charts, multi-user, notifications, project management, scheduling, task scheduling/tracking, third-party plugins/add-ons, timesheets, time management, resource management, collaboration support, and workflow management.

Integrations include Google Drive, Gmail, Google Calendar, and other Google Apps, as well as Microsoft Office and Microsoft Project. For all other integrations, you can use Zapier to sync ProjectManager.com with other tools.

Pros

  • Relatively flat learning curve
  • Detailed project planning and budgeting
  • Highly customizable

Cons

  • Business plan only includes 5 guest licenses
  • Might be too complex for simple projects
11

Hubstaff

Best for task reporting & analytics

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3
393 reviews

14-day free trial

From $7/user/month

Hubstaff Tasks is a project management software with multiple task tracking and collaboration features. Its interface is based on the Kanban methodology; it lets you organize tasks in different project stages, which are represented by columns. I appreciate how each task can be categorized using color-coded labels. One of its notable features is custom workflows. These let you automate assigning tasks to team members at different project stages and moving them forward with one click.

Why I Picked Hubstaff Tasks: I chose this software because you can create checklists within each task and track them from the project view using progress bars. Files can also be attached to task cards, which I like, but the free plan only allows up to 100 MB of storage per user. Switching to the sprints view displays all your assigned tasks, organized by sprint. You can move tasks to current or future sprints or to the backlog with a drag-and-drop mechanism similar to Kanban.

Hubstaff Tasks Standout Features & Integrations

Features include task scheduling/tracking, project management, resource management, time management, dashboards, and multi-user. Hubstaff is particularly good at helping you find and filter through tasks. they have a command you can input in the search bar (assign:[user]) which automatically brings the results that match that criteria to the top.

Integrations include with Active Collab, Asana, Breeze, ClickUp, GitHub, GitLab, Insightly, JIRA, LiquidPlanner, Mavenlink, Paymo, PivotalTracker, Podio, Redbooth, Redmine, Teamwork Projects, Trello, Unfuddle, Wrike, Zoho Projects, Slack, Zendesk, Salesforce, QuickBooks, and other apps. You can boost your integration options with a paid plan through Zapier, unlocking hundreds of other possible connections.

Pros

  • Invoicing is available in free plan
  • Intuitive and easy to navigate interface
  • Team notifications make collaboration simpler

Cons

  • Only 1 integration available in low-mid tier plans
  • HIPAA only available in Enterprise tier
12

Ayoa

Best complete work management tool

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
55 reviews

Free version

From $10/user/month (billed annually)

Ayoa is an all-in-one online whiteboard where teams can brainstorm ideas, work together, and get things done. The tool is a customizable and cloud-based task management solution that provides teams with visibility into tasks and projects.

Why I Picked Ayoa: Ayoa offers a unique combination of online whiteboards, mind mapping, and powerful task management which reduces time spent switching between apps. The tool also accounts for different ways of working, whether team members prefer a visual approach or something more structured, by providing 3 task board views to choose from — a canvas view (tasks presented as colorful bubbles), a workflow view (a more traditional Kanban list), or a Gantt timeline view.

Ayoa Standout Features & Integrations

Features include start and due dates, importance indicators, task assignment, comments, attachments, and more. The tool also includes powerful mind mapping and digital whiteboard functionality that allows teams to blend idea generation, task management, and team collaboration features.

Integrations include Dropbox, Google Drive, Google Calendar, and Google Contacts. You can also transform your notes from Evernote into actionable tasks with Ayoa. Email2Task allows you to send an email straight to Ayoa and it will appear as a task.

Ayoa Plans & Pricing:

Pricing for Ayoa starts at $10 per user per month.

13

FunctionFox

Best task management software for creative teams and agencies

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
53 reviews

Free plan available

Starts from $35/month

Built by creative professionals for the creative industry, FunctionFox features user-friendly tools to help you manage projects effectively. You can create detailed project schedules, track your progress through interactive Gantt charts and calendars, manage your resources with action assignments and to-do lists, and communicate and collaborate through the project blog. It's also worth noting that the software is entirely web-based so it allows both in-office and remote users to work together seamlessly.

Why I Picked FunctionFox: The software's intuitive project scheduling tool stood out to me. It allows you to allocate work to your team through action assignments, mark out important dates within a project using milestones, and schedule project meetings.

I like how you can keep a close eye on your team’s capacity through to-do lists and the availability tool, and monitor project timelines with interactive gantt charts and project calendars. The tool’s project blog feature allows teams to communicate in real time, and the tool also offers flexible, comprehensive reports that can be exported in an Excel format.

I found the software easy to use, and made even easier with the tutorials and support provided. All customer support is unlimited, ongoing, and included in the subscription cost. The tool is web-based and compatible with all up-to-date browsers, and you can manage projects while on the go using the mobile site, an iPhone/iPad, or Android apps.

Pricing for FunctionFox's Premier plan starts at $50 per month.

Pros

  • Actionable task assignments and to-do lists
  • Built-in time tracking to capture billable and non-billable work
  • Project blogs keep communication in one central location

Cons

  • Does not integrate with external programs like QuickBooks
  • Gantt charts and to-do lists are only available with the Premier and In-house plans
14

Basecamp

Best free task management software for personal use

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.1
5037 reviews

30-day free trial

From $15/user/month (billed annually)

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, and freelancers, so I wanted to include it on my list.

Startup creative and technical teams can leverage the software for real-time chat, to-do lists, file storage, and documents/calendars. It has two features that make stand-ups easier: “campfires” (AKA quick real-time group chats) and automatic check-ins (pre-scheduled Q&As). I find the campfires are a great way to meet with targeted team members for conversations, brainstorming, and file sharing.

Automated check-ins can replace or enhance the stand-up process, asking things like: What are you working on today? What is impacting your work? Are there any roadblocks you want to address?

Why I picked Basecamp: I chose it because it 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.

Basecamp Standout Features & Integrations

Features include task scheduling/tracking, project management, data import, email integration, calendar management, API, notifications, chat, time management, and data import/export.

Integrations include Calamari, Time Doctor, Hubstaff, MinterAp, Everhour, Timesheet, Clockify, Timecamp, Toggl, Timely, DNS check, Ganttify, Slickplan, Bridge24, Recur, ClicData, TestLodge, User back, Instabug, Scrumdo, Ziflow, Doorbell.io, Akita, Jitbit Helpdesk, Proposify, and others. Basecamp also integrates with other software through Zapier.

Basecamp Pricing & Plans

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.

15

ProWorkflow

Best for task and project flexibility

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
45 reviews

Free trial + free demo available

Starts from $20/user/month

ProWorkflow is an online project and task management solution that allows users to track and manage projects throughout the project life cycle. Project managers can also report on all activity that happens during the project.

The software allows users to specify task start and finish dates, task assignees, hour allocations, and rates. It can then determine which of your staff might be available based on how many tasks they’re assigned to, when all of those tasks will be active, and how much time was allocated to those tasks, which I find pretty cool. An extra bonus, in my opinion, is that tasks include file sharing and messaging, so team members can stay informed and up to date on deliverable and project progression.

Why I picked ProWorkflow: The tool lets users edit project aspects throughout the lifecycle, including dates, assignments, categories and more, which is what landed it its spot on my list. Users can also move specific time records to a task belonging to a different project. I like the click-and-drag functionality, which is available to use for Gantt charts, Kanban board, and assigning users to tasks. The tool is also fairly straightforward with its layout, and active projects and associated data can be found on the projects page, information related to timesheets can be found on the time page, and so on.

ProWorkflow Standout Features and Integrations

Features include project management, task scheduling/tracking, customer management, scheduling, third-party plugins, contact management, dashboards, data visualizations, Gantt charts, notifications, budgeting, and expense tracking.

Integrations include Xero, QuickBooks Online, QuickBooks Desktop, FreshBooks, MYOB AccountRight, MYOB Essentials, Kashflow, Box, Dropbox, Google Drive, Google Workspace, Microsoft OneDrive, Microsoft Sharepoint, and thousands of more with a paid plan through Zapier. Plus, the ProWorkflow API lets you build your own reports, apps and integrations.

ProWorkflow Plans and Pricing

Pricing starts at $20/user/month.

Other Task Management Software

Here’s a few more that didn’t make the top list. If you need additional suggestions for handy task management software, check these out.

  1. beSlick

    Best task management software for process improvement

  2. TeamGantt

    Best online task management software for teams

  3. Swit

    Best task management tool for built-in chat and collaboration capabilities

  4. Height

    Best for complex and cross-functional task management

  5. GanttPRO

    Best task management software with intuitive Gantt chart timelines

  6. monday.com

    Best task management software for task automation

  7. ClickUp

    Best free task management software for teams

  8. Nifty

    Best enterprise task management software

  9. Kintone

    Best for building custom task management apps

  10. MeisterTask

    Best for its multi-project task board

If you still haven't found what you're looking for here, check out these tools closely related to task management software that we've tested and evaluated.

Selection Criteria For Task Management Software


Selecting task management software is a nuanced process that goes beyond basic features. Through extensive research and hands-on testing, I've pinpointed a range of selection criteria that helped ensure that the tools I presented in this article were genuinely exceptional. Each criterion was assigned a specific weight contributing to the final score.

Core Task Management Functionality (25% of final scoring): To be considered for inclusion on my list of the best task management platforms, the solution had to support the ability to fulfill common use cases. These include:

  • Managing and organizing tasks within projects
  • Prioritizing tasks effectively to meet deadlines
  • Facilitating team collaboration through shared workspaces and communication tools
  • Tracking the progress of tasks and projects
  • Integrating with other tools to streamline workflows

Additional Standout Features (25% of final scoring): For this criterion, I looked for innovative or advanced features that set the software apart from competitors, such as automation, advanced reporting, and unique collaboration tools. I then tested these features to see how they contributed to productivity and project management success. Such features included:

  • Task automation that goes beyond basic reminders, such as triggering specific actions when tasks reach certain stages.
  • Advanced analytics and reporting features that offer deeper insights into productivity and project status than standard dashboards.
  • Customizable views and dashboards that cater to different team roles and preferences, enhancing individual productivity.
  • Platforms like Trello use Kanban boards for visual task management, while Asana offers a mix of list views, boards, and timeline views for diverse project management styles.
  • Exploring and testing for unique features involves hands-on use, comparing how these features impact real-world task management scenarios compared to competitors.

Usability (10% of final scoring): This aspect of the evaluation focused on analyzing the tool's interface for intuitiveness, ease of navigation, and the learning curve for new users. Tools with features and aesthetics that promoted a more positive user experience scored higher. Such features included:

  • A clean, intuitive interface that minimizes the learning curve and maximizes adoption among team members.
  • Platforms should offer a balance between power and simplicity, ensuring that advanced features do not overwhelm new users.
  • Specific attention to user experience elements, such as drag-and-drop functionality for scheduling and easy tagging or filtering in task categorization.

Onboarding (10% of final scoring): For this part of the evaluation, I examined the resources available for new users and evaluated the overall ease and speed with which a new user or team can start effectively using the software. I particularly looked for:

  • Quick setup processes and clear guidance on importing data from other platforms or starting from scratch.
  • Availability of resources like training videos, template libraries, interactive product tours, and webinars to facilitate learning.
  • Support mechanisms like chatbots or live support during the onboarding phase to resolve immediate queries.

Customer Support (10% of final scoring): This section of the evaluation involved reviewing the availability and quality of support channels. Software with fast response times and helpful support responses scored higher. Other features I looked for included:

  • Responsive support channels including live chat, email, and phone support, with reasonable response times.
  • Comprehensive knowledge bases and FAQs that allow users to troubleshoot common issues independently.
  • Active user communities or forums where users can exchange tips and advice.

Value For Money (10% of final scoring): This criterion focuses on comparing pricing models, subscription plans, and free trial options against the features and capabilities the software offers, and assessing the overall cost-effectiveness of the software for teams of various sizes and needs. Overall, I looked for:

  • Transparent pricing models that offer flexibility based on team size, feature needs, and project scale.
  • Consideration of free versions or trials that allow teams to assess the platform's suitability before committing financially.
  • Comparison of subscription plans to ensure that the chosen plan offers the best balance of features versus cost for the team's specific needs.

Customer Reviews (10% of final scoring): Lastly, I analyzed feedback from existing users regarding their experience with the software, focusing on reliability, performance, and customer satisfaction. I looked for patterns in reviews that indicate the software's strengths and areas for improvement, such as:

  • Consistent themes in feedback that indicate strengths or areas for improvement, focusing on aspects like ease of use, customer support quality, and feature set.
  • Recent reviews that reflect the current state of the platform.
  • A diversity of user backgrounds to understand how the platform serves different industries and team sizes.

By applying these criteria, I aimed to identify task management platforms that not only meet the basic requirements of task and project management but also offer unique value through innovative features, superior usability, and excellent support, ensuring that teams can achieve their project goals efficiently and effectively. Each software was scored based on how well it met the criteria, with the scores tallied according to their weighted importance to arrive at a final star rating.

Task management software is constantly evolving as the needs of project managers change and as technology improves. In 2024, you can expect to see task management software incorporating some of the following key trends:

  1. Improved User Experience and Customization: Task management tools are placing a greater emphasis on user experience, offering more intuitive interfaces and customization options. Asana and ClickUp, for instance, are known for their sleek user interfaces and high degree of customization, catering to the user's preference and enhancing the overall task management experience
  2. AI-Assisted Planning: It wouldn't be a list of 2024 trends without a mention of AI. The integration of AI for task planning and management, as seen in Microsoft Planner's Copilot, is a novel development. This functionality brings a new level of efficiency and intuitiveness to task management.
  3. Real-Time Collaboration and Communication: Tools that facilitate real-time collaboration and communication, like ClickUp, are crucial. This reflects the growing importance of keeping team members connected and informed in a fast-paced work environment​, and it caters well to remote and hybrid teams.
  4. Enhanced Security and Data Protection: In response to increasing concerns over data privacy and security, task management tools are enhancing their security features. Platforms like Smartsheet are emphasizing data security to ensure that sensitive project information remains protected, indicating a trend towards more secure task management solutions.
  5. Mobile Accessibility and App Integration: The rise in remote and hybrid work environments has led to a greater emphasis on mobile app functionality. Tools like monday.com and Zoho Projects offer robust mobile applications, allowing users to manage tasks on-the-go. This trend particularly highlights the need for task management software to be accessible and functional across different devices and platforms​.

In short, task management software in 2024 is characterized by a blend of customization, mobility, and intelligent features. These trends and functionalities cater to the varied and dynamic needs of project managers, addressing challenges like team collaboration, efficiency, and scalability.

What Is Task Management Software?

Task management software is a tool that helps organize, track, and manage tasks and projects. It allows users to set deadlines, assign responsibilities, and monitor progress. This software is useful for keeping projects on track and ensuring that tasks are completed on time. It's particularly helpful for teams, enabling better collaboration and communication. By using task management software, you can streamline workflows and enhance productivity, both individually and collectively.

Features of Task Management Software

The right task management software can transform the way you plan, organize, and track tasks and projects. Here, I'll discuss features to look for in task management software, highlighting their significance in successful project management:

  • Task Creation and Organization: Users can create and input tasks easily, including titles, descriptions, due dates, and priorities. This feature allows for the quick capture of tasks as they arise.
  • Task Assignment and Collaboration: Users can assign tasks to themselves or others within the team. Team collaboration features often include the ability to comment, attach files, or discuss tasks. This facilitates communication and teamwork.
  • Task Prioritization and Deadlines: The software allows users to prioritize tasks based on urgency or importance and set deadlines, helping users focus on what's most important and ensuring that tasks are completed on time.
  • Task Tracking and Progress Visualization: Users can track the progress of tasks, often through status updates (e.g., not started, in progress, completed) or visual progress bars. This feature provides a clear overview of the project's status.
  • Time Tracking and Reporting: Tracks the time spent on tasks and generates reports. Time tracking is essential for assessing productivity and optimizing time allocation on various tasks and projects.
  • Automated Task Scheduling, Reminders, and Notifications: Automates scheduling tasks and sending reminders. This automation reduces the chances of missing deadlines and helps maintain a consistent workflow. The task management system can also send notifications to users when there are updates or comments related to their tasks.
  • File Sharing and Document Management: Enables easy sharing and management of documents within the software. Efficient document management is key to maintaining an organized project space and ensuring easy access to necessary resources.

As these tools continue to evolve, they offer more than just a way to keep track of tasks; they become a central hub for project planning, execution, and analysis, ensuring that projects are completed efficiently and effectively. Choosing the right task management software requires finding a balance of these features that aligns with your specific project management needs.

Benefits of Task Management Software

Task management software is a vital tool for enhancing productivity and efficiency in both individual and organizational settings. Here are five of the primary advantages of task management software:

  1. Improved Organization: Centralizing all tasks and related information in one place allows users and businesses to keep track of various projects efficiently, reducing the risk of overlooked tasks and missed deadlines.
  2. Enhanced Productivity: By automating and clearly defining tasks using a task management tool, users can focus more on critical aspects of their work, leading to increased productivity and time efficiency.
  3. Better Collaboration: Seamless communication and collaboration among team members is especially important for teams working remotely or in different locations, as it ensures that everyone is on the same page, regardless of their physical location.
  4. Real-Time Progress Tracking: Real-time tracking and live status updates enable managers and team members to monitor progress closely, ensuring that projects stay on track and any issues are addressed promptly.
  5. Data-Driven Decision Making: Task management software can provide valuable insights through reporting and analytics features. These insights help businesses and users make informed decisions based on actual data, leading to better resource allocation and project outcomes.

For users and organizations considering task management software, these benefits highlight the significant impact that these tools can have on overall project success.

Costs and Pricing for Task Management Software

Task management software typically offers various plans to cater to different needs, from individual users to large organizations. Here's a general breakdown of common plan options and their features:

Plan Comparison Table for Task Management Software

Plan TypeAverage PriceCommon Features
Basic$0 - $10 per month- Limited tasks and projects
- Basic task management
- Some collaboration tools
- Basic reporting
Professional$10 - $30 per month- Advanced task management
- Enhanced collaboration tools
- Integration with other software
- Reporting and analytics
Business$30 - $60 per month- Comprehensive project management
- Custom workflows
- Advanced integration options
- Detailed analytics and reporting
EnterpriseCustom Pricing- Customizable features
- Advanced security options
- Personalized support
- Scalable solutions for large teams
Free$0- Limited tasks
- Basic functionality
- Suitable for individuals or small teams

Each plan typically targets different user segments, with more advanced and customizable features available at higher pricing tiers. The free option, while limited in scope, can also be a good starting point for users new to task management software.

When considering these plans, buyers should assess their specific needs, such as the size of their team, the complexity of their projects, and required integrations with other tools. Balancing these needs with budget constraints will guide them to the most suitable plan.

Task Management Software Frequently Asked Questions

Here are a few questions I get a lot about task management tools.

What is task management software used for?

Task management software can roughly be categorized as personal productivity/to-do lists and enterprise/team-based task tracking. Personal task tracking is used by an individual to keep track of tasks, prioritize items, and set reminders; however, this can still be used in a professional setting, as many employees prefer to use some sort of task tracking in their day-to-day.

Enterprise/team-based task tracking would be something implemented across a company, so every employee would use it to collaborate and track task progress collectively. Task management software provides that timeline view that your team needs to stay informed about the project’s development. It also offers features for your team to track time, communicate with others, and collaborate more swiftly.

Are there other task software tools to consider?

Need a bit more than a simple online to-do list? Check out other related lists:

  1. 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.
  2. Many task management tools come with some sort of time tracking feature. If you are using one that doesn’t, you will probably want to invest in Time Tracking Tools of your own.
  3. Collaboration tools will help your team stay connected and move the interactions beyond simple tasks. These tools focus on ways in which people can connect, exchange opinions and tackle tasks as a team.
  4. Not getting thorough enough tasks in a day? You might be in need of a productivity app to give you a mental boost and identify bottlenecks.

What is the best task management software?

The best task management software is monday.com, if you are looking for a tool that has more customization options to adapt to different needs. Otherwise there are dozens of tools that can help you manage tasks.

If you are looking for a more focused solution, software like Todoist can give you great task management features at a personal level. You can use this tool to keep track of your daily checklist of things you want to accomplish.

The best task management software will depend on your needs, budget, and number of users who will use the platform.

What is the difference between task management and project management?

Task management is a subset of project management. Projects contain a multitude of tasks that need to be organized and managed effectively. Knowing when to use task or project management to accomplish your goals is important, especially since it can impact the tool choice you make.

While task management software can help you follow up on people and the activities they are responsible for, project tracking software will enable you to see other project related information like resources, time management, proofing, and even portfolio management.

Read our full article on task vs project management.

What is the difference between time management and task management?

Simple. While task management deals with the activities that your team has to complete, time management deals with the actual time, in hours, that they spend doing those tasks. Time tracking software is designed to help your team stay on top of how much time they spend on the activities they are responsible for.

Here’s a simple example to highlight the difference between them:

John is working on a web design task. From a task management perspective, John has to complete the homepage design in 2 days. Meanwhile, a time management report will tell you that John spent 5 hours on day 1 and 4 hours on day 2 to complete the task.

Does task management software make me more productive?

The Reclaim 2022 Task Management Productivity Trends Report defends the use of task management software, noting up to a 41% increase in productivity when the question “What to do next?” is already answered by your to-do list tool of choice.

Of course, if you aren’t a fan of high-tech solutions, you can always use a simple task management approach. You can 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.

task management software logos list

What's Next?

To-do lists online are not just for project managers and their teams. We all need some sort of task organizer to help us get by. You can read more about the tasks we encounter in project management and 3 tips on how to stay on top of them. However, if you are ready to go to the next step in task management, you can read about how to create a Gantt chart.

We also have a very interesting article on what tasks a project manager is responsible. It explores the ways that you can start building your own systems and best practices for effective task management.

Subscribe to the DPM newsletter to get regular updates when we publish fresh how-to guides and articles on digital project management topics.

By Ben Aston

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. I'm a Certified Scrum Master, PRINCE2 Practitioner and productivity nut!