15 Best Task Management Software Shortlist
Here's my pick of the 15 best software from the 25 tools reviewed.
Get free help from our project management software advisors to find your match.
Task management software helps teams stay aligned, meet deadlines, and avoid dropped balls by organizing tasks in one centralized place. It solves common pain points like unclear responsibilities, poor visibility into progress, and inefficient communication across teams. Whether you're managing remote teammates, fast-moving projects, or a growing task list, the right tool can bring structure and clarity to your workflow.
At The Digital Project Manager, we’ve reviewed hundreds of project tools and evaluated 25 different task management software platforms in-depth. We looked at everything from ease of use and customization to collaboration features and scalability—so you don’t have to waste time testing tools that won’t fit your team.
In this guide, you’ll find a curated list of the top task management software options available today. Whether you're looking for something visual, flexible, budget-friendly, or built for scale, this list will help you choose the tool that’s right for your needs.
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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.
The Best Task Management Software Comparison Chart
Here is a convenient table that you can use to compare all the tools we just covered. If, however, you want to expand your research beyond these tools, keep scrolling!
Tool | Best For | Trial Info | Price | ||
---|---|---|---|---|---|
1 | Best for built-in templates | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
2 | Best for team knowledge sharing | Free trial + free plan available | From $5/user/month (billed annually) | Website | |
3 | Best for visual project planning | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
4 | Best robust free plan | 14-day free trial + free plan available | From $7/user/month | Website | |
5 | Best for customizability | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website | |
6 | Best for centralized agency task management | 14-day free trial | From $9/month (billed annually) | Website | |
7 | Best for versatile project frameworks | 14-day free trial | From $29/user/month (billed annually, min 5 seats) | Website | |
8 | Best for resource management | 10-day free trial + free plan available | From $4/user/month (billed annually) | Website | |
9 | Best for recurring tasks | 30-day free trial | From $4/user/month (billed annually) + free plan available | Website | |
10 | Best agency task and resource management | Free trial available | From $9/user/month (billed annually) | Website | |
11 | Best for billable and non-billable tasks | 14-day free trial | From $6/user/month | Website | |
12 | Best for visual collaboration | Free plan available | From $8/user/month | Website | |
13 | Best for milestone tracking | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
14 | Best for team collaboration | Free trial available | From $8.25/user/month (billed annually) + free plan available | Website | |
15 | Best for custom workflows | 30-day free trial | From $24/user/month | Website |
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monday.com
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
CRM Creatio
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Task Management Software Reviews
Time for a more in-depth review of these tools, their advanced features, pricing, and more.
Wrike is a collaborative work management solution designed to streamline project planning, tracking, and execution. It provides tools for organizing workflows, managing resources, and enhancing team collaboration, making it suitable for a variety of business processes. Its customizable features and integrations help teams adapt the platform to their specific operational needs.
Why I picked Wrike: Not only can Wrike’s features be configured for each individual team’s needs, the tool also offers a variety of specific solutions depending on the type of team or organization — including marketing teams and professional service teams.
Wrike has features that allow you to go beyond traditional task management such as workflow automation. And if you deal with assets that a client has to approve, the platform has proofing incorporated into its offering so that you can upload files and request feedback from the client without leaving Wrike.
Wrike Standout Features & Integrations
Features include custom request forms that allow teams to capture task details upfront and automatically assign them to the right workflows based on pre-defined logic. Additionally, Wrike’s ability to set task dependencies with auto-adjusting timelines ensures that project schedules remain aligned even when there are changes, minimizing delays and improving task coordination.
Integrations include 400+ pre-built native integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo, and others. An API is also available if you want to build custom integrations.
Pros and cons
Pros:
- Many options and opportunities to customize
- Holistic, comprehensive task modeling
- Different ways to view the same data
Cons:
- No offline access
- No subtasks in the freemium plan
New Product Updates from Wrike
Wrike Unveils New Features: API Console and Dashboard
Wrike introduced updates including a modern API console, dashboard home screen feature, workflow views, mobile notification controls, timesheet approvals. More details: Wrike Blog.
Confluence by Atlassian is a team workspace tool that allows users to create, capture, and collaborate on projects and ideas. It offers dynamic pages for organizing content, as well as spaces for structuring and sharing work, making it suitable for teams of any size and type. Confluence is a versatile platform for knowledge management, with hosting options in the cloud or on the user's own infrastructure. Overall, the tool aims to eliminate silos and promote teamwork by providing a central source of truth for all teams, with user-level permissions to keep information secure.
Why I picked Confluence: Confluence is a task management software that facilitates project management by enabling organizations to create, collaborate, organize, and review project documents. The software includes features such as a robust editor for creating content like meeting notes and product requirements, a centralized repository for knowledge management, and the ability to restrict access to confidential data. Additionally, it includes features such as real-time editing, commenting, notifications, and sharing of information between teams, and offers different plans with varying features, including file storage, user limits, content permissions, analytics, and automation.
The tool also provides pages, spaces, and page trees to help users organize their content effectively. Users can collaborate in real-time, utilize version control, and integrate Confluence with other tools and systems, enhancing its utility in managing tasks and projects. Additionally, Confluence provides resources such as customer stories, video walkthroughs, and product guides to support users in utilizing the platform for collaboration.
Confluence Standout Features & Integrations
Features include customizable task lists that allow teams to assign tasks, set due dates, and track progress without switching tools. The platform's advanced search and filtering capabilities also make it easy to locate specific tasks, even within large and complex projects. Additionally, Confluence integrates with Atlassian tools like Jira, which enables teams to link tasks and issues directly to project documentation.
Integrations include Microsoft Teams, Slack, Custom Charts, SubSpace Navigation, Microsoft Office 365, Pulse, Aura, Balsamiq Wireframes, Optics, and Google Drive.
Pros and cons
Pros:
- Various features for document sharing and editing
- Offers over 100 pre-made templates
- Supports centralized, real-time collaboration
- Supports centralized, real-time collaboration
- Offers over 100 pre-made templates
- Various features for document sharing and editing
Cons:
- Large amount of information can be overwhelming
- Limited customization options
- Limited customization options
- Large amount of information can be overwhelming
monday.com is a versatile work management solution designed to streamline workflows, improve team collaboration, and enhance productivity. It supports a wide range of business processes, including project planning, task tracking, and resource management, with customizable tools to adapt to different operational needs. Its intuitive interface makes it suitable for teams seeking to organize and automate their work efficiently.
Why I picked monday: I chose this software 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. I appreciate how this encourages team collaboration.
In my opinion, monday.com is great for automating tasks as it has a drag-and-drop builder you can use to give instructions to the platform on how to act when a trigger occurs. As such, you can assign tasks to team members when statuses change, notify people, send emails, and more.
monday.com Standout Features & Integrations
Features include the ability to create task dependencies, which enables teams to map out complex workflows and establish clear relationships between tasks. Additionally, the platform's timeline and Gantt-style views provide a visual representation of task progress and deadlines, which makes it easier for users to adjust schedules and keep projects on track.
Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, and Typeform. You can also access thousands of additional apps using the integration with Zapier (requires additional subscription). Finally, there is an API you can use to build custom integrations.
Pros and cons
Pros:
- Helpful visual/color coding customization
- Long list of supported integrations
- Huge focus on collaboration
Cons:
- Gantt charts locked to mid-level plan
- Complex pricing rubric
ClickUp is a task management software tool with powerful features for managing and completing all your team's projects in one platform. Users can plan projects, schedule tasks, and manage resources in a centralized workspace, as well as communicate and collaborate with team members and other collaborators.
Why I picked ClickUp: ClickUp calls itself 'one app to replace them all' and has an expansive feature set to back up that claim, including task checklists, subtasks, reminders, priorities, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks. Overall, this tool will be great for teams who want a little bit of everything and don't mind the learning curve/training required to master it all in one interface.
ClickUp Standout Features & Integrations
Features include an 'Everything View,' which allows users to see tasks from multiple projects and spaces in one unified interface, making it easier to prioritize and manage workloads. Additionally, ClickUp's Goals feature ties tasks to broader objectives, which enables teams to track progress toward key milestones and ensure alignment between daily work and long-term goals.
Integrations include Slack, G Suite, Dropbox, and many more (natively), as well as over 1,000+ integrations through Zapier.
Pros and cons
Pros:
- 50+ widgets to customize your dashboard
- Easy to convert map nodes into tasks
- Unlimited file storage on all paid account tiers
- Free forever plan allows unlimited members
Cons:
- Mobile app can be a bit slow
- Granular customization options results in a time consuming set-up
QuickBase is a platform that facilitates the creation of custom business applications in a code-free environment. It can be used to design workflows, integrations, and automations within your task management system. By developing standardized workflows and automating tasks, you can alleviate your team's manual workload as well as ensure consistency and compliance with key best practices. In turn, this also reduces the risk of manual error.
Why I picked QuickBase: I chose to include Quickbase on my list because of how flexible and customizable of a solution it is. Unlike other task tracking tools that help you break projects down into smaller pieces to accomplish, this product takes a high-level approach to task management. You can outline your team's core processes, streamlining them for speed, efficiency, and accuracy.
The automation capabilities of the software are also notable. You can establish clear rules within your workflows to facilitate automated task completion with minimal intervention. This ensures tasks are completed in a timely manner, within the established framework for success.
QuickBase Standout Features & Integrations
Features include 'starter' apps and app components that allow users to quickly deploy pre-configured solutions or build custom workflows by combining modular components. Its granular permission settings additionally enable precise control over task access, which ensures sensitive information is only visible to the appropriate team members. Moreover, the platform’s real-time reporting dashboards provide instant insights into task progress, bottlenecks, and overall performance.
Integrations include Outlook, Microsoft Teams, Google Workspace, Slack, Box, Dropbox, OneDrive, Trello, Asana, Jira, Zendesk, and Docusign, among others.
Pros and cons
Pros:
- Highly customizable to suit various business contexts
- Helpful and responsive customer support team
- User-friendly and quick to learn
Cons:
- Some features come as paid add-ons
- Not all integrations are available with all plans
Productive is an all-in-one agency management system designed to handle various aspects of agency operations, including project management, resource planning, financial tracking, and client engagement. The platform benefits users by enhancing project delivery efficiency, improving client billing processes, and centralizing communication.
Why I picked Productive: I like its robust resource planning and time-tracking capabilities. These tools allow agencies to allocate resources efficiently, monitor time spent on tasks, and ensure that projects stay on schedule. The integration of financial management features, such as budgeting and invoicing, further enhances its utility by providing real-time insights into project profitability.
The platform also enables team members and clients to comment on projects, view budget statuses, and stay updated on project progress. This transparency fosters better communication and ensures all stakeholders are on the same page. Additionally, Productive's automation and AI capabilities help in automating repetitive tasks and generating AI-powered documentation.
Productive Standout Features & Integrations
Features include revenue forecasting that allows agencies to predict revenue through detailed reports, aiding in better financial planning. The profitability tracking feature also enables agencies to assess project profitability using the reports library and create custom reports to analyze team performance.
Integrations include Slack, Jira, Google Calendar, MS Outlook, HubSpot CRM, Zapier, BambooHR, Xero, QuickBooks, Fortnox, Sage, Personio, CharlieHR, Factorial, and Humaans.io.
Pros and cons
Pros:
- Customizable dashboards
- Good financial management features
- Robust project management capabilities
Cons:
- Limited task workflows on lower-tier plans
- Extensive features may come with a learning curve
Ravetree is a work management platform designed to help you and your team manage projects, tasks, and resources all in one place.
Why I picked Ravetree: Ravetree supports versatile project management frameworks, from traditional to agile methodologies. You can use Kanban boards, Gantt charts, and sprint planning tools to organize tasks and visualize progress. The platform also allows you to create custom task phases and dependencies, helping your team manage complex projects with clarity.
Another useful feature is the ability to create custom request forms. This lets team members and clients submit work requests that require approval before being added to the project, helping to prevent scope creep. Additionally, Ravetree's client portals provide clients with real-time access to project status, files, and the ability to submit requests, enhancing transparency and communication.
Ravetree Standout Features & Integrations
Features include customizable project templates that let you set up recurring workflows with predefined tasks, milestones, and dependencies. The platform's calendar offers filters to view projects, milestones, sprints, and more, and it syncs with Google Calendar and Outlook. Additionally, Ravetree's portfolio feature allows you to group related projects and view combined budgets, time logs, and task metrics, giving you a comprehensive overview of your work.
Integrations include Harvest, Toggl, Todoist, Excel, Trello, Resource Guru, Monday.com, Favro, and Asana.
Pros and cons
Pros:
- Real-time project financial tracking
- Integrated CRM for client management
- Effective time and expense tracking
Cons:
- Could offer more advanced automation features
- Limited third-party integrations
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 task dependency management, which allows teams to define relationships between tasks to ensure a logical workflow and avoid delays. The platform's task timer feature also enables team members to track the time spent on individual tasks in real-time. Furthermore, the critical path analysis in Zoho Projects' Gantt chart view helps teams identify key tasks that could impact project deadlines.
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.
Pros and cons
Pros:
- Comprehensive reporting tools
- Issue tracking to manage project problems
- Built-in chat for instant team communication
Cons:
- Limited storage space on lower-tier plans
- Customization options can be overwhelming
Todoist is a task management application that helps you organize and prioritize your tasks and projects. It allows you to capture tasks quickly, set deadlines, and monitor your progress. With Todoist, you can manage both personal and professional responsibilities in one place.
Why I picked Todoist: One reason I chose Todoist is its natural language processing capability. You can add tasks using everyday language, and Todoist will automatically recognize and set the due dates and times. For example, typing 'submit report next Monday at 10 am' will schedule the task accordingly.
Another feature that stands out is Todoist's ability to handle recurring tasks with ease. You can set tasks to repeat daily, weekly, monthly, or even customize the recurrence pattern to fit your needs. This is particularly useful for tracking habits or managing tasks that occur on a regular basis, ensuring you never miss an important deadline.
Todoist Standout Features & Integrations
Features include task prioritization, helping you focus on the most important items first. Additionally, Todoist offers project templates that provide pre-made structures for various types of projects, enabling you to set up and start working quickly. Another notable feature is the productivity tracking with Karma points, which gamifies task completion by awarding points and leveling up as you complete tasks, encouraging consistent productivity.
Integrations include Airmail, Evernote, Google Calendar, IFTTT, Zapier, Jira, Alfred, AI Assistant, Make, Microsoft Teams, Newton Mail, and Slack.
Pros and cons
Pros:
- Accessible on various devices and platforms
- Can access and manage tasks offline
- Convenient natural language processing feature
Cons:
- No built-in time tracking
- Does not have features to support complex task management
Bonsai is comprehensive business management software that integrates various essential functions such as project management, invoicing, time tracking, and client communication into one platform. The platform aims to provide a comprehensive solution for agencies looking to centralize all aspects of their business.
Why I picked Bonsai: As a task management software, Bonsai offers a robust feature set tailored to the unique challenges faced by digital agencies, consultancies, and professional service providers. The platform’s task management system is highly intuitive, offering functions for task creation, estimates, assignment, prioritization, and deadline tracking, all within a single dashboard. Its integrated resource management features also allow for a smooth workflow, ensuring that all project components are managed efficiently.
The software's customization options also promote better task management. Users can personalize workflows and task boards to match their project's requirements and their working style. Additionally, the platform's ability to send automatic reminders for deadlines and follow-ups ensures that tasks are completed on time.
Bonsai Standout Features & Integrations
Features include task collaboration tools that let users share comments, files, and updates directly within tasks to keep all communications centralized. The platform’s task prioritization system also enables teams to rank tasks by urgency or importance. Additionally, Bonsai’s templates for task boards and workflows make it easy to set up new projects quickly and maintain consistency across projects.
Integrations include Gmail, Google Calendar, Zapier, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, Google Sheets, Xero, HubSpot, and more.
Pros and cons
Pros:
- Integrated timer with team collaboration
- Customizable contracts
- Automated invoicing
Cons:
- May not be best for scalability
- Lack of advanced features
Replicon is a cloud-based platform that helps businesses manage time, tasks, and projects with precision. It offers a suite of tools for tracking project timelines, allocating resources, and maintaining accountability across teams.
Why I picked Replicon: I like how Replicon ties task-level time tracking directly to billing and costing. You can set up billable vs. non-billable task types and automatically calculate costs as time is logged. This means you don’t need to manually reconcile time entries with project budgets—Replicon does it for you. Managers also get real-time project status dashboards, allowing them to act quickly when projects or tasks veer off track.
Replicon Standout Features & Integrations
Features include smart approvals that route timesheet submissions through multi-level workflows based on your project setup. Replicon also includes a global time off module, which accounts for team availability directly in project plans. Project estimates can even be created and modified on the fly, letting you adjust timelines or tasks based on actual work trends or scope changes.
Integrations include SAP, ADP, Salesforce, QuickBooks, Atlassian Jira, Microsoft Project, Sage, ServiceNow, Xero, Microsoft Outlook Calendar, Microsoft Teams, and Google Calendar.
Pros and cons
Pros:
- Detailed time tracking helps manage client billing
- Real-time updates make project monitoring easier
- Offers flexible approval workflows
Cons:
- Setting up new tasks and configuring the system can be complex
- Mobile app is less robust than the desktop version
Miro serves as a visual collaboration platform, enabling real-time teamwork globally. Its strength lies in facilitating visual project management, brainstorming, planning, and task management through an infinite canvas. This feature allows users to map out ideas, tasks, and projects clearly.
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. The Planner Tool within Miro also helps teams visualize tasks by sprint, status, and capacity, aiding in project timeline and resource planning.
Asynchronous collaboration features such as comments and reactions can also ensure that collaboration continues seamlessly across different time zones. These capabilities make Miro a comprehensive tool for teams that prefer a visual approach to project management and collaboration, supporting clear communication and project progress tracking.
Miro Standout Features & Integrations
Features include diagramming tools that enable teams to create flowcharts, mind maps, org charts, and wireframes to visualize processes, task relationships, and project workflows. Additionally, Miro’s digital workspaces provide a flexible and collaborative environment where teams of any size can manage tasks, brainstorm ideas, and track project progress using visual tools like roadmaps and timeline widgets, all within an infinite canvas.
Integrations include Microsoft Teams, Webex, Zoom, Atlassian (Jira, Confluence, and Trello), monday.com, Notion, Asana, Google Workspace, Jira, Azure DevOps, Airtable, Figma, InVision, Adobe XD, Slack, Zoom, and others.
Pros and cons
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
Nifty's task management software can automate project updates, and allows users to create custom task lists to fit team workflow or import task boards.
Why I picked Nifty: Team members can define, assign, and track tasks based on milestones, while keeping task files and feedback all in one place. I chose to include the software because it also includes functionalities for automated project status reporting based on team task completion and progress. Plus, it has a built-in time tracker, which allows for tracking time across members, tasks, and projects.
I like that the software offers both a task list and Kanban view for added task management flexibility. Overall, I'd say Nifty is robust enough to manage development sprints while remaining flexible to a variety of workflows. A cross-organizational project overview tab can provide reports on everything from high-level timelines to a task-level deep-dive analysis of any project.
Nifty Standout Features & Integrations
Features include a swimlane view that visually aligns project milestones with tasks, helping teams easily track dependencies and progress. Additionally, Nifty’s task comments and real-time updates keep all communication tied to specific tasks, ensuring clarity and reducing the need for external messaging tools.
Integrations. Nifty allows you to import data from Asana, Basecamp, ClickUp, and Trello so you can quickly establish your workflow. Nifty has built-in native integrations such as Slack, Zoom, GitHub, Dropbox, Google Drive, GSuite, and Google Calendar, as well as over 1000 additional integrations through Zapier.
Pros and cons
Pros:
- Easy document storage, creation, and management
- Multitude of integrations
- Good chat feature within the system
Cons:
- Time tracking & reporting is available with paid account only
- Guests & clients can only be invited on paid plans
MeisterTask is a visually intuitive task management solution designed to help teams organize and collaborate on projects efficiently. It offers tools for planning, tracking, and completing tasks, which makes it a great fit for teams that prioritize transparency and coordination in their workflows.
Why I picked MeisterTask: MeisterTask is designed with teams in mind, offering features like Kanban-style project boards where tasks can be assigned, tracked, and updated collaboratively. It also includes real-time notifications and commenting to ensure everyone stays informed and connected without the need for separate communication tools.
Moreover, you can use customizable workflows to adapt the platform to how your team works best. The ability to integrate with other tools your team already uses further supports effective collaboration. Overall, with its clean design and flexible features, MeisterTask keeps team projects organized and manageable.
MeisterTask Standout Features & Integrations
Features include a focus mode, which minimizes distractions by showing only the tasks assigned to you. Its tags feature also allows for easy categorization and filtering of tasks, making it simple to organize projects based on status, priority, or custom labels. Furthermore, MeisterTask provides in-task time tracking to help teams monitor how long each task takes and generating insights for future planning.
Integrations include Google Workspace, Slack, and GitHub — in addition to over two thousand applications via Zapier (may require a paid plan).
Pros and cons
Pros:
- User-friendly interface with intuitive functionality
- Includes the ability to automate recurring steps
- Gantt-style timeline feature for scheduling tasks on a calendar
Cons:
- Recurring tasks limited to paid users
- No subtasks possible, only checklist items
Kintone is a customizable task management software used by teams at Volvo Trucks North America, Japan Airlines, Shiseido, and over 23,000 organizations worldwide. Their unique approach to project and task management lets you build a wide variety of customizable “apps” either from scratch, using templates or from your existing spreadsheets. I was impressed by how these apps can be used for data management, business processes, and workflows.
Why I picked Kintone: This software made it onto my list because it lets you build no-code task management apps by dragging and dropping elements that you want to see onto the page. These include rich text fields, date fields, drop-down menus, number fields with built-in calculations, spaces for attachments, user or group selection menus, related data from other apps, tables, and more.
I also like how once you’ve built the app you want, you can use it to more easily manage whatever data and tasks you and your team need to track. And with custom notifications and reminders as well as detailed permissions settings, your project tracking solution can look and work however you want it to.
What makes Kintone particularly great for project tracking, in my opinion, are the features to filter and prioritize tasks by data field or team member to generate custom reports or dashboard views, as well as the ability to automate reminders and handoffs between team members for multi-step workflows.
Kintone Standout Features & Integrations
Features include a dynamic app relationships feature that allows users to connect apps to share and update data automatically across workflows. Additionally, the tool's 'spaces' functionality creates dedicated areas for teams to organize everything related to a specific project, including task-tracking apps, files, and searchable conversation threads, to ensure all project information is centralized and easy to access.
Integrates with other tools like Slack, Gmail, Google Calendar, Outlook, Tableau, Dropbox, Salesforce, HubSpot, Eventbrite, WordPress, QuickBooks, MailChimp, and many more through a paid plan with Zapier or via API integrations.
Pros and cons
Pros:
- Data is easy to pull and manipulate into good looking reports
- Admin accounts have access to tons of customization tools
- Flexible pricing that includes special deals for schools and NPOs
Cons:
- Limited to 5GB/user storage on every pricing tier
- No single-user plan available (minimum 5 users)
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.
- Backlog
For developers
- Teamwork.com
For project tracking
- ProjectManager
For real-time dashboards
- FunctionFox
For creative teams
- Basecamp
For personal use
- Birdview
For individual and team tracking
- beSlick
For process improvement
- Plaky
For unlimited users
- Swit
For a built-in chat
- Height
For cross-functional task management
Task Management Software Selection Criteria
When selecting the best task management software to include on this list, I considered common buyer needs and pain points like the ability to organize tasks efficiently and track progress in real time. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Creating and assigning tasks
- Setting deadlines and priorities
- Tracking task progress
- Supporting team collaboration
- Providing notifications and reminders
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- AI-powered task automation
- Native integrations with productivity tools
- Customizable workflow automation
- Time tracking and reporting
- Kanban, Gantt, and calendar views
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- An intuitive and modern interface
- Minimal clicks to complete common actions
- Responsive and smooth navigation
- Drag-and-drop task management
- Mobile-friendly access
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Interactive product tours
- A library of training videos and guides
- Pre-built task templates
- In-app chatbots for quick assistance
- Regular onboarding webinars
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- A comprehensive knowledge base
- A responsive live chat option
- A dedicated customer success team
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive free plans or trials
- Flexible pricing tiers
- Essential features included in lower-tier plans
- Reasonable fees for premium upgrades
- Strong ROI based on features vs. cost
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Highlights on ease of use and adoption
- Praise for responsive customer support
- Mentions of stability and performance
- Emphasis on feature effectiveness
- Indications of a high renewal rate
How to Choose Task Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures when selection a task management software. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
Factor | What to Consider |
Scalability | Ensure the software can grow with your team. Look for flexible user limits, advanced workflows, and enterprise-level features like role-based access control and workload management. |
Integrations | Check if the software connects with your existing tools—like Slack for communication, Google Drive for file sharing, and CRM platforms for project alignment—to streamline your workflow. |
Customizability | Your team needs adaptable task views, custom fields, and workflow automation to match your processes instead of forcing you to adjust to the software. |
Ease of Use | Look for an intuitive interface, drag-and-drop functionality, and minimal onboarding time. A clunky system will slow your team down instead of helping them move faster. |
Budget | Consider both upfront and long-term costs, including per-user pricing, feature restrictions on lower plans, and hidden fees for add-ons or integrations. |
Security Safeguards | Ensure the software includes data encryption, access controls, and compliance with industry standards like GDPR or SOC 2, especially if you handle sensitive information. |
Collaboration Features | Your team should be able to comment on tasks, @mention colleagues, and share files easily. Features like real-time updates and mobile access can also improve teamwork. |
Automation | Look for rule-based task automation, recurring task scheduling, and workflow triggers to reduce manual work and increase efficiency. |
Teams are always looking to centralize their tasks and data. The best tools are the ones that can handle both task management and document collaboration, without becoming overwhelming.

Trends in Task Management Software 2025
In my research, I sourced countless product updates, press releases, and release logs from different task management software vendors. Here are some of the emerging trends I’m keeping an eye on:
- Privacy-Focused Collaboration: More teams want control over who sees what, especially in shared workspaces. Newer features allow users to set role-based access, restrict sensitive tasks, or create private task groups within larger projects.
- AI-Powered Task Suggestions: More platforms are using AI to recommend deadlines, prioritize tasks, and auto-assign work based on past patterns. This helps teams focus on high-impact tasks without manually sorting through lists or making adjustments. You can also consider AI task managers, which offer expanded AI capabilities.
- Predictive Workload Balancing: Some tools now analyze team capacity and suggest redistributing tasks before workloads become unmanageable. By detecting workload imbalances early, managers can prevent burnout and ensure projects stay on track.
- Gamification Elements: Vendors are adding badges, progress tracking, and achievement rewards to keep users engaged and motivated. These elements encourage timely task completion and make routine work feel more interactive.
- Voice Command and Chat-Based Task Creation: Teams can now add and manage tasks using voice assistants or chat-based input. This makes it easier to capture ideas on-the-go, create tasks during meetings, or quickly update progress without navigating menus.
What Is Task Management Software?
Task management software is a tool that helps individuals and teams organize, prioritize, and track tasks throughout a project’s lifecycle.
It enables users to assign responsibilities, set deadlines, and monitor progress in one centralized place. By streamlining task execution and improving visibility, it solves common pain points like missed deadlines, scattered workflows, and unclear accountability—making teams more productive and aligned.
Features of Task Management Software
When selecting task management software, keep an eye out for the following key features:
- Task creation and assignment: Lets users create tasks, assign them to team members, and set deadlines to keep work organized and accountable.
- Priority setting: Helps teams focus on high-impact work by allowing users to categorize tasks by urgency or importance.
- Deadline tracking: Ensures tasks are completed on time by sending reminders and displaying due dates in calendars or dashboards.
- Collaboration tools: Supports teamwork with features like shared task lists, comments, and file attachments to keep communication in one place.
- Recurring tasks: Automates routine work by setting tasks to repeat at regular intervals, reducing manual data entry.
- Task dependencies: Helps teams manage workflows by linking tasks so one can’t begin until a previous one is completed.
- Kanban and list views: Offers flexible ways to visualize tasks, whether through traditional to-do apps or drag-and-drop boards.
- Time tracking: Logs time spent on tasks to help with productivity analysis and accurate billing for client work.
- Mobile access: Lets users update and check tasks on the go through a mobile app, ensuring work stays on track.
- User permissions: Controls who can view, edit, or assign tasks, helping teams manage security and access levels.
Benefits of Task Management Software
Implementing task management software can provide several benefits for your team and your business. Here are a few you can look forward to:
- Better organization: Keeps all tasks, deadlines, and priorities in one place so nothing gets lost or forgotten.
- Increased productivity: Helps teams focus on the right work by setting priorities, tracking progress, and reducing time spent on manual updates.
- Improved collaboration: Lets team members share tasks, leave comments, and attach files, keeping all project communication in one spot.
- Fewer missed deadlines: Sends reminders and tracks due dates, making it easier to stay on schedule.
- Clearer accountability: Assigns tasks to specific people, so everyone knows who’s responsible for what.
- More efficient workflows: Uses automation, recurring tasks, and dependencies to reduce bottlenecks and speed up processes.
- Better workload balance: Shows who’s overloaded and who has capacity, helping managers distribute tasks fairly.
Costs and Pricing for Task Management Software
For many teams, cost is a key factor when choosing task management software. Most platforms offer a range of plans designed for different team sizes and needs—from individuals to enterprise organizations.
Across the board, pricing typically falls into predictable tiers, making it easier to weigh features against your budget. Understanding these patterns can help you avoid overpaying for common features—or missing out on critical ones.
Here’s a breakdown of the most common plan types and what they include:
Plan Comparison Table for Task Management Software
Plan Type | Average Price | Common 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 |
Enterprise | Custom 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 is designed for different user needs, with advanced features unlocked at higher tiers. Free plans, while limited, are useful for testing a tool before committing.
Understanding what each tier offers can help you gauge how well the software will scale with your team.
You may need to upgrade your plan when:
- Increased Team Size: As the company grows and adds more employees or teams, the current pricing tier might not support the larger number of users, necessitating an upgrade to accommodate everyone.
- Enhanced Feature Needs: When the company requires more advanced features such as advanced reporting, custom workflows, or integrations with other enterprise tools, it may need to scale up to a higher pricing tier.
- Higher Project Volume: If the company starts handling a larger volume of projects simultaneously, the limits of the current tier might be exceeded.
- Improved Support Requirements: As operations become more complex, the company may need better customer support options like 24/7 support, dedicated account management, or faster response times.
- Security and Compliance Needs: Companies handling sensitive data or working in regulated industries may require higher-tier plans with advanced encryption and compliance certifications to meet security standards.
When choosing a plan, consider your team size, project complexity, integration needs, and scalability. Balancing these factors with your budget will help you find the right task management tool.
Task Management Software FAQs
Here are some answers to frequently asked questions you may have about task management software and how it can help you improve your team’s productivity:
Can task management tools integrate with other apps?
Yes, most task management tools offer integrations with a wide range of other apps to enhance your workflow. Common integrations include calendars (like Google Calendar), communication platforms (such as Slack or Microsoft Teams), file storage (like Google Drive or Dropbox), and productivity suites.
How can task management software support remote or hybrid teams?
Task management software supports remote and hybrid teams by providing a centralized platform to assign, track, and prioritize tasks, ensuring everyone stays aligned regardless of location. It enables real-time collaboration, deadline visibility, and streamlined communication within and across teams. With features like shared calendars, progress tracking, and integration with communication tools, teams can stay productive and accountable.
Are there any free task management solutions?
Yes, there are many free task management solutions available that offer core features like to-do lists, due dates, simple project boards, and collaboration tools. These tools are great for individuals or small teams looking to stay organized without a financial commitment. However, free plans often come with limitations—such as restricted storage, user caps, or lack of advanced features—which may hinder scalability or integration needs. As your needs grow, you might find upgrading to a paid version worthwhile for enhanced functionality and support.
What’s the difference between task management and project management software?
Task management software helps individuals or teams organize, prioritize, and complete individual tasks—typically focusing on short-term actions and day-to-day productivity. In contrast, project management software offers a broader suite of tools designed to plan, execute, and monitor entire projects, including timelines, milestones, resource allocation, and team collaboration. While task management is often a component of project management, the latter is more comprehensive and suited for complex or long-term initiatives.

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.
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