20 Best To-Do List Apps Reviewed in 2025
Best To-Do List Apps Shortlist
Here’s my pick of the 10 best software from the 20 tools reviewed.
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Project work moves fast—and so do the demands on your time. When you're managing multiple tasks, deadlines, and updates, it’s easy to lose track of the details.
To-do list apps can give you a clear view of what needs doing, who’s responsible, and what’s coming next. But finding one that fits your workflow isn’t always simple.
In this article, I’ll highlight the to-do list apps I’ve personally tested that work well for project managers. My focus is on tools that support real teamwork, task clarity, and day-to-day follow-through.
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Best To-Do List Apps Summary
This comparison chart summarizes pricing details for my top to-do list app selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for natural language task capture | 30-day free trial | From $4/user/month (billed annually) + free plan available | Website | |
| 2 | Best for team project collaboration | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 3 | Best for comprehensive note-taking | Free plan available | From $165.83/user/month (billed annually) | Website | |
| 4 | Best for free project planning | 14-day free trial | From $1.49/user/month (billed annually) + free plan available | Website | |
| 5 | Best for visual project tracking | Free plan available | From $15/user/month (billed annually) | Website | |
| 6 | Best for simple task management | Not available | From $4.99/user/month (billed annually) | Website | |
| 7 | Best for Microsoft integrations | Not available | Free to use | Website | |
| 8 | Best for intuitive task reminders | Not available | From $39.99 /year | Website | |
| 9 | Best for personal productivity | 15-day free trial + free plan available | From $2.79/user/month (billed annually) | Website | |
| 10 | Best for stylish task organization | 15-day free trial | From $9.99/user/month (billed annually) | Website |
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Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best To-Do List App Reviews
Below are my detailed summaries of the best to-do list apps that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Todoist is a task management application designed to help you capture, organize, and prioritize your tasks and projects. Whether you're managing personal errands or coordinating team projects, Todoist offers tools to keep everything in order.
Why I Picked Todoist:
One reason I picked Todoist is its natural language processing, which lets you add tasks like 'Meeting tomorrow at 3 pm' and have it automatically scheduled. You can also separate deadlines from due dates so you can plan when to start a task versus when it needs to be done. This makes long-term planning easier and more realistic. The app supports recurring tasks, too, which is great for routines. Plus, you can assign priority levels to tasks so your most urgent work always stands out.
Standout features and integrations:
Features include sub-tasks, labels, favorites, reminders, productivity reports, themes, comments, file uploads, activity history, offline access, and calendar view.
Integrations include Airmail, Evernote, Google Calendar, IFTTT, Zapier, Jira, Alfred, AI Assistant, Make, Microsoft Teams, Newton Mail, and Slack.
Pros and cons
Pros:
- Comprehensive integration options
- Effective task prioritization tools
- Quick task capture with natural language input
Cons:
- No native time tracking capabilities
- Does not have features to support complex task management
Nifty streamlines project management and enhances team collaboration. It excels in team project collaboration with its robust tools designed to unify project communication, management, and workflow in one platform.
Why I Picked Nifty:
I selected Nifty for its comprehensive approach to project management, which integrates multiple facets of teamwork into a cohesive environment. It fosters a collaborative atmosphere by providing teams with the tools they need to stay in sync and move projects forward collectively.
Standout features and integrations:
Features include project milestones, task assignment and tracking, document collaboration, and built-in direct messaging.
Integrations include Google Docs, Google Sheets, Google Calendar, Slack, Zoom, Dropbox, GitHub, Trello, Asana, and ClickUp.
Pros and cons
Pros:
- Integration with popular third-party tools
- Direct messaging for team communication
- All-in-one project management solution
Cons:
- Annual billing may not be flexible for all organizations
- Minimum seat requirement may be prohibitive for smaller teams
Evernote serves as an all-encompassing platform for note-taking and organizing information. It allows users to capture, organize, and share notes from anywhere, enhancing productivity and information retention.
Why I Picked Evernote:
I selected Evernote for the list as it is widely recognized for its comprehensive note-taking capabilities that surpass many other apps in this category. Its distinction lies in the depth and breadth of features that facilitate not just note-taking but also complex information management. It excels at creating a structured and searchable repository for all kinds of notes and documents, which is invaluable for users who require an extensive and detailed archive of their work.
Standout features and integrations:
Features include the ability to capture a variety of content types (text, images, and PDFs), a powerful search engine that can even recognize handwritten notes, document scanning and web clipping for consolidating information from multiple sources.
Integrations include Google Drive, Outlook, Slack, Salesforce, and Microsoft Teams.
Pros and cons
Pros:
- Offline access to notes on mobile devices
- Integration with popular productivity apps
- Robust note-taking and organizational tools
Cons:
- May be more complex than simpler note-taking apps
- Premium plans can be costly for some users
Freedcamp is a project management application that facilitates team collaboration and organization. It is recognized as the best for free project planning, offering a robust set of tools without cost.
Why I Picked Freedcamp:
I selected Freedcamp for the list as it uniquely combines cost-effectiveness with a comprehensive feature set, making project management accessible to everyone. It provides users with the ability to manage an unlimited number of projects and tasks, crucial for detailed planning, all at no expense.
Standout features and integrations:
Features include task lists, subtasks, Gantt charts, calendar views, and issue tracking, which are essential for managing projects efficiently. The tool also supports file storage and sharing, time tracking, and invoicing.
Integrations include Google Drive, Dropbox, OneDrive, Zapier.
Pros and cons
Pros:
- Good integration with popular cloud storage services
- Affordable premium plans
- Free version available with essential features
Cons:
- Basic user interface compared to more modern tools
- Limited features on the free plan
Taskworld is a tool that facilitates team collaboration and project management. It is best for visual project tracking due to its comprehensive visualization capabilities.
Why I Picked Taskworld:
I selected Taskworld for its exceptional visual project tracking features, which set it apart from other to-do list apps. The clarity and detail in its visual representation of tasks enable teams to quickly grasp project status and workflow. It provides valuable visual aids like Kanban boards, timeline views, and shared calendars, which are crucial for managing complex projects and deadlines.
Standout features and integrations:
Features include task management with checklists, project timelines, file management, and direct messaging. These tools are crucial for maintaining project organization and ensuring effective team communication.
Integrations include Google Calendar, Google Drive, Dropbox, Box, Outlook, Slack, and Zapier.
Pros and cons
Pros:
- Effective task feedback system
- Integrated analytics and reporting tools
- Visual project tracking with interactive timelines
Cons:
- May have a steeper learning curve for new users due to its extensive features
- Higher price point compared to basic task management tools
Any.do is a task management app designed to help you organize daily tasks. It stands out as the best for simple task management due to its intuitive interface and straightforward functionality.
Why I Picked Any.do:
I chose Any.do for this list because of its simplicity and effectiveness in managing daily tasks. What makes it different from other task management apps is its focus on ease of use and minimalistic design, which allows for quick task entry and management without a steep learning curve. It provides all the essential features without overwhelming the user, making it ideal for those who want to stay organized with minimal effort.
Standout features and integrations:
Features include to-do lists, daily planners, calendars, reminders, and the ability to share lists and assign tasks.
Integrations include Slack, Microsoft Teams, Zoom, Google Meet, WhatsApp, Gmail, Google Calendar, Zapier, Jira, Trello, monday.com, ClickUp, Asana, and Todoist.
Pros and cons
Pros:
- Variety of integrations with other apps
- Cross-platform synchronization
- Intuitive and user-friendly interface
Cons:
- May not be suitable for complex project management needs
- Premium features require an annual subscription
Microsoft To Do is a task management application that simplifies task organization. It is best for Microsoft integrations due to its seamless connectivity with Microsoft's suite of products.
Why I Picked Microsoft To Do:
I selected Microsoft To Do for its exceptional integration within the Microsoft ecosystem, which is a standout feature for users who rely on Microsoft applications for personal and professional use. It leverages the existing Microsoft infrastructure to enhance task management and productivity.
Standout features and integrations:
Features include a smart daily planner called My Day, list sharing, subtasks, due dates, and reminders.
Integrations include Microsoft Outlook, Microsoft 365, OneNote, OneDrive, Microsoft Planner, Microsoft Teams, Cortana, Microsoft Power Automate, SharePoint, and Microsoft Launcher.
Pros and cons
Pros:
- Cross-platform availability
- Direct integration with Outlook and other Microsoft services
- No cost for use with a Microsoft account
Cons:
- Basic task prioritization features
- More limited in features than comprehensive project management tools
Remember The Milk is a task management tool that specializes in reminders. It's best for intuitive task reminders due to its smart notification system.
Why I Picked Remember The Milk:
I selected Remember The Milk for its standout capability in providing intuitive task reminders, which differentiates it from other to-do list apps. Its user-friendly reminder system ensures that tasks are not just listed but also acted upon in a timely manner. It goes beyond basic notification functions, offering smart, customizable alerts that help users stay on top of their tasks without feeling overwhelmed.
Standout features and integrations:
Features include advanced sorting, tagging for organization, and the ability to break tasks down into subtasks. It also provides offline functionality, ensuring that users can manage their tasks without an internet connection.
Integrations include Gmail, Google Calendar, Twitter, Evernote, and IFTTT.
Pros and cons
Pros:
- Subtasks feature for detailed task management
- Offline access to manage tasks anywhere
- Smart reminder system with customizable alerts
Cons:
- No monthly billing option available
- Annual subscription may not suit all budgets
TickTick is a versatile task management app. It's best for personal productivity due to its array of features tailored to individual needs.
Why I Picked TickTick:
I selected TickTick for its intuitive design and functionality that supports personal task management, distinguishing it from other productivity tools. It offers a tailored experience that can be customized to fit the unique habits and preferences of any user, enhancing their efficiency and organization.
Standout features and integrations:
Features include task organization, built-in Pomodoro Timer, habit tracking, and calendar views.
Integrations include Google Calendar, Outlook, and third-party apps through Zapier.
Pros and cons
Pros:
- Cross-platform synchronization
- Built-in focus timer and habit tracker
- Customizable task management features
Cons:
- No monthly billing option
- Limited customization compared to other tools
Things is a task manager that elegantly combines functionality with style. It's recognized as the best for stylish task organization due to its visually appealing interface that enhances the user's experience.
Why I Picked Things:
I selected Things for its exceptional balance of design and functionality, distinguishing it from other to-do list apps. Its aesthetic appeal is matched by its comprehensive features, making task management not just practical but also enjoyable. I determined Things to be 'Best for stylish task organization' because it excels at providing an engaging user experience without compromising on the powerful task management capabilities users need.
Standout features and integrations:
Features include task creation with natural language input, project organization with headings and checklists, and calendar integration for a comprehensive overview of your schedule. The app also supports Siri for voice commands, allowing for quick task additions and reminders.
Integrations include Calendar and Reminders on macOS and iOS.
Pros and cons
Pros:
- Effective integration with Apple’s ecosystem
- Efficient organization of tasks into projects
- Elegant user interface
Cons:
- No native integrations with non-Apple platforms
- Limited to Apple devices
Other To-Do List Apps
Here are some additional to-do list app options that didn’t make it onto my shortlist, but are still worth checking out:
- Motion
For AI scheduling assistance
- ProofHub
For streamlined team communication
- Basecamp
For remote team collaboration
- Quire
Good for nested task lists
- Zoho Projects
For comprehensive project planning
- Wrike
For scalable project management
- Airtable
For database-driven organizing
- Zenkit
Good for flexible data viewing
- ClickUp
For scalable project management
- monday.com
For workflow automation
Selection Criteria for To-Do List Apps
When selecting the best to-do list apps to include on this list, I considered common buyer needs and pain points like keeping track of multiple tasks across projects and making priorities visible to teams. 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 managing tasks
- Setting due dates and deadlines
- Assigning tasks to team members
- Organizing tasks by project or list
- Marking tasks as complete
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Natural language task input
- Task dependencies or subtasks
- Built-in time tracking
- Calendar view or timeline view
- Offline access
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- A clear and intuitive layout
- Minimal clicks to complete actions
- A responsive interface across devices
- Ability to handle growing task lists
- Visual clarity and readability
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of quick-start guides or templates
- Interactive walkthroughs or product tours
- Access to short training videos
- Onboarding support through chat or help center
- Availability of webinars or knowledge bases
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- Access to live chat or email support
- Availability of support during business hours
- Response time for resolving issues
- Self-service help center or FAQ
- User communities or forums
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Availability of a free plan or free trial
- Pricing fairness compared to feature set
- Flexibility in plan options
- No hidden costs or charges
- Transparent billing and upgrades
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Reported ROI or improved task tracking
- Positive feedback on reliability and uptime
- Praise for ease of use and learning curve
- Comments on helpful customer service
- Criticisms that appear repeatedly
How to Choose To-Do List Apps
It’s easy to get bogged down in long feature lists and complex pricing structures. 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 |
| Ease of Use | Look for a clean interface that helps your team start assigning and completing tasks quickly without training. |
| Scalability | Make sure the app can handle more users, projects, and tasks as your team or workload grows. |
| Integrations | Choose a tool that connects with your existing systems like Slack, Google Workspace, or project management tools. |
| Customizability | See if you can adjust the tool's views, fields, or task labels to match your team’s workflow and preferences. |
| Budget | Check whether the app offers enough value at its price point, especially if you’ll need multiple seats or features. |
| Security Safeguards | Confirm the tool uses encryption, access controls, and regular backups to protect your data. |
| Collaboration Tools | Look for features like task comments, mentions, and file attachments to keep communication tied to the work. |
| Mobile Access | If you or your team work on-the-go, make sure the mobile app is reliable and easy to use. |
Trends in To-Do List Apps
In my research, I sourced countless product updates, press releases, and release logs from different to-do list app vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI Task Suggestions: Some tools now use AI to suggest deadlines, priorities, or assignments based on past user behavior. This helps reduce manual planning and supports better daily decision-making.
- Focus and Time Blocking Modes: Built-in focus timers, daily planners, and time blocking features are becoming more common. These help users work through tasks with more structure and fewer distractions.
- Task Relationship Mapping: Newer apps are introducing ways to show how tasks relate to each other using visual outlines or nested formats. This makes it easier to manage dependencies and understand how work connects.
- Recurring Task Flexibility: Recurring task settings are getting smarter. Instead of rigid repeat options, users can now set up more specific and useful recurrence rules that match real workflows.
- Natural Language Input: Many tools now let you type tasks in plain language—like “Send report next Friday at 2pm”—and automatically convert it into a scheduled task. It speeds up entry and keeps users focused.
What are To-Do List Apps?
To-do list apps are digital tools designed for task management, used by individuals and teams to organize and prioritize their daily tasks and projects. These applications are essential for anyone needing to keep track of various tasks, from professionals managing workloads to students scheduling study sessions.
The components of to-do list apps include task entries, due dates, notifications, and often categorization features to help users stay organized. They may also integrate with other productivity tools to streamline task management across platforms.
Features of To-Do List Apps
When selecting to-do list apps, keep an eye out for the following key features:
- Task creation and editing: Lets you quickly add, update, or delete tasks as your priorities shift throughout the day.
- Due dates and reminders: Helps you stay on schedule by sending alerts before tasks are due.
- Task assignment: Allows you to delegate tasks to specific team members and track ownership.
- Project or list organization: Enables you to group tasks by project, category, or list for better visibility.
- Recurring tasks: Automates the creation of tasks that repeat on a daily, weekly, or custom schedule.
- Priority levels: Lets you mark tasks by importance so you can focus on what matters most.
- Notes or descriptions: Offers space to add context or details that support task completion.
- Attachments and file support: Allows you to upload relevant files directly to the task for easy access.
- Progress tracking: Gives you a visual or numeric way to monitor how close tasks are to completion.
- Search and filter options: Helps you quickly find tasks based on keywords, tags, or other criteria.
Benefits of To-Do List Apps
Implementing to-do list apps can provide several benefits for your team and your business. Here are a few you can look forward to:
- Better task visibility: Everyone can see what needs to be done, by when, and by whom.
- Fewer missed deadlines: Due dates and reminders help keep tasks from slipping through the cracks.
- Improved accountability: Task assignments make it clear who’s responsible for what.
- Faster planning: Quick task entry and editing lets you adjust plans without starting from scratch.
- Easier progress tracking: You can see how work is moving along with checkmarks, statuses, or progress bars.
- Less context switching: Notes and attachments keep everything related to the task in one place.
- Smarter prioritization: Priority settings help your team focus on high-impact tasks first.
Costs and Pricing For To-Do List Apps
Selecting to-do list apps requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in to-do list app solutions:
Plan Comparison Table for To-Do List Apps
| Plan Type | Average Price | Common Features |
| Free App | $0 | Basic task management, simple integrations, limited collaboration features |
| Basic | $1-3 per month | Enhanced task management, additional integrations, some collaboration tools, basic support |
| Premium | $4-6 per month | Advanced task management, full integrations, robust collaboration tools, priority support |
| Enterprise | $7+ per month | Custom task management solutions, enterprise-grade integrations, dedicated support, and training |
To-Do List App Frequently Asked Questions
Here are some of the frequently asked questions I receive about to-do list apps.
Do these apps sync across multiple devices in real time?
Yes, many to-do list apps offer synchronization features across multiple devices. Apps like Todoist, Microsoft To Do, and Any.do are designed to sync in real time, allowing you to update your tasks on one device and see the changes reflected on all other devices where the app is installed.
Are there any free to-do list apps?
Several free to-do list apps offer a robust set of features without any cost. Microsoft To Do, Google Tasks and Apple Reminders are completely free to use. Other apps like Any.do (see Any.do pricing here) and Todoist offer free versions with basic functionalities, with the option to upgrade to a premium version for additional features.
How do to-do list apps help increase productivity?
To-do list apps help increase productivity by allowing users to organize tasks, set priorities, and deadlines, and track progress. Features like reminders, recurring tasks, and categorization help keep users focused and on track. The ability to share lists and collaborate with others also enhances productivity, especially in team environments.
Do to-do list apps offer collaboration features?
Many to-do list apps come with collaboration features that allow multiple users to work on shared tasks and projects. Apps like Asana, Todoist, and Trello enable users to assign tasks to others, set up team projects, communicate through comments, and track each other’s progress.
Can I integrate to-do list apps with other tools and services?
Yes, most to-do list apps can be integrated with a variety of other tools and services. For example, Todoist integrates with hundreds of apps including Gmail, Google Calendar, and Slack. Trello offers Power-Ups which allow integration with services like Dropbox, Evernote, and more. These integrations help streamline workflows and centralize tasks and information.Selecting to-do list apps requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in to-do list app solutions:
What security measures do to-do list apps have?
To-do list apps typically employ various security measures to protect user data. This includes data encryption, secure data transfer protocols, and regular security audits. Some apps also offer two-factor authentication (2FA) for an added layer of security. It’s important to review the security policies of an app before using it to ensure your data is adequately protected.
How customizable are to-do list apps?
Customizability varies across different to-do list apps. Apps like Todoist and Trello offer a high degree of customization, allowing users to create custom labels, filters, and workflows. Other apps may offer themes, color coding, and the ability to adjust notification settings. The level of customization can significantly impact how well the app fits into an individual’s or team’s workflow.
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