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About Todoist
You've got tasks floating in your head, scribbled on sticky notes, buried in email threads, and scattered across three different apps. By 3 PM, you've forgotten what was actually urgent. Sound familiar?
Todoist is a task management app that brings everything into one place. It's been around since 2007 and is used by millions of people to organize personal tasks, work projects, and team collaboration. The core pitch is simple: get everything out of your head and into a system that actually works across all your devices.
Start organizing your tasks with Todoist's free plan today.
What is Todoist?
Think of it as a digital to-do list that doesn't suck. Todoist lets you capture tasks quickly, organize them into projects, set deadlines, and track what you've actually accomplished. The interface is clean. No unnecessary bloat.
It works on every platform you use. Desktop, mobile, web, browser extensions. Add a task from your phone while waiting in line, then organize it properly when you're back at your computer. Everything syncs instantly, which sounds basic but plenty of apps still mess this up.
What sets it apart is the natural language processing for task entry. Type "Call dentist tomorrow at 2pm" and it automatically creates a task scheduled for 2 PM the next day. No clicking through date pickers or dropdown menus. Just type like you'd write in a notebook, and Todoist figures out what you mean.
Who is Todoist For?
Freelancers managing multiple client projects will appreciate the project structure. You can separate work for Client A from Client B, set priorities, and actually see what's due when. No more panicking about missed deadlines because you forgot to check an email from three days ago.
Small teams (3-10 people) can use the Business plan to collaborate without the overhead of enterprise project management software. Share projects, assign tasks, leave comments. It's enough structure for coordination without drowning in Gantt charts and resource allocation matrices.
Anyone who's tried productivity apps and given up might find Todoist sticks. The learning curve is gentle. You can start with a basic list and gradually adopt features like filters, labels, and recurring tasks as you need them. Or just keep it simple forever. Both work.
Skip this if:
- You need detailed time tracking built in
- Your team requires complex project dependencies
- You want an all-in-one workspace with docs and wikis
Todoist Pros and Cons
| Pros | Cons |
|---|---|
| Cross-platform consistency: The experience is nearly identical whether you're on iPhone, Android, Windows, Mac, or web. Your workflow doesn't break when you switch devices. | No built-in time tracking: You can set task durations, but there's no timer to track how long tasks actually take. Need an integration for that. |
| Natural language processing: Type tasks conversationally and Todoist parses dates, times, and priorities automatically. Saves countless clicks. | Limited free plan: Only 5 projects on the free tier. You'll hit that ceiling fast if you separate work, personal, and side projects. |
| Activity history on Pro plan: Unlimited logs mean you can see exactly what you completed last month or last quarter. Useful for freelancers billing by task. | Collaboration feels basic: Comments and task assignments work, but don't expect the real-time collaboration experience of dedicated team tools. |
| Template library: Pre-built project templates for common scenarios (moving house, launching a product, planning events) give you a starting point instead of a blank canvas. | AI Assistant is Pro-only: The newest AI features for task suggestions and auto-organization require the $4/month plan. Not available to free users. |
The balance here leans positive if you value simplicity and reliability over feature abundance. Todoist doesn't try to be everything, which means it's genuinely good at the core job of task management.
Todoist Features: Task Management, Smart Organization & Team Collaboration
Natural Language Quick Add
Type "Buy milk every Monday" and Todoist creates a recurring task scheduled for Mondays. No dropdown menus. No date pickers unless you want them. The smart quick add interprets due dates, times, priorities, and project assignments from plain English. Works in multiple languages too.
Sometimes it misinterprets complex phrasing. If you type something ambiguous like "next Friday" on a Thursday, it might pick the wrong week. Easy to fix with a quick edit, but worth noting.
Projects and Sections for Organization
You get 5 projects on the free plan and 300 on Pro. Projects can contain sections (like subfolders), so you can organize a "Work" project into sections for different clients or departments. The board layout view shows tasks as cards across columns, similar to Kanban boards if that's your preference.
The folder structure goes one level deep with sections. If you need deeper nesting, you're out of luck.
Custom Filters and Views
Free users get 3 filter views, Pro users get 150. Filters let you create custom perspectives like "all high-priority tasks due this week" or "tasks assigned to Sarah in the Marketing project." Once you've built these filters, they're accessible from the sidebar for quick reference.
This feature separates casual users from power users. If you learn the filter syntax, you can build surprisingly sophisticated views. If you don't, the default Today and Upcoming views work fine.
Task Reminders and Deadlines
Set reminders for specific times, locations (mobile only), or relative to the due date. Pro users get custom reminder options, while free users get basic reminders. The Pro plan also adds "Deadlines" which apparently differ from regular due dates, though the distinction feels unnecessarily confusing.
One limitation: location-based reminders only trigger on mobile, not desktop. Makes sense technically, but worth knowing if you expected desktop notifications when you arrive somewhere.
Team Workspace and Collaboration
The Business plan ($6/month per user) adds a shared team workspace with up to 500 team projects. You can assign tasks to team members, set permissions, share project templates, and view team activity logs. Supports up to 1,000 team members and guests, which is overkill for most small teams but nice headroom.
The collaboration features are functional, not fancy. You can comment on tasks, attach files, and get notifications when someone assigns you something. Don't expect real-time cursors or inline editing like you'd get in Notion or Asana.
Integrations and Calendar Sync
Todoist connects with email, calendar apps, Slack, Zapier, and 80+ other tools. The calendar integration is particularly useful since you can see your tasks alongside your meetings in Google Calendar or Outlook. Helps prevent overcommitting when you can visually see your day.
The integration setup requires some technical comfort. Not complicated, but also not "click one button and it works" simple for every service.
Try Todoist free and upgrade only if you need more than 5 projects.
Todoist vs Alternatives: Pricing & Feature Comparison
| Feature/Aspect | Todoist | Microsoft To Do | Things 3 |
|---|---|---|---|
| Pricing | Free, $4/month Pro, $6/month Business | Completely free with Microsoft account | $49.99 one-time (Mac/iPad only, separate purchases) |
| Cross-Platform | Windows, Mac, iOS, Android, Web, Linux | Windows, Mac, iOS, Android, Web | Mac, iPad, iPhone only (Apple ecosystem locked) |
| Natural Language | Yes, works well across multiple languages | Basic parsing, less sophisticated | Yes, similar quality to Todoist |
| Team Features | Available on Business plan with shared workspace | Basic list sharing, no advanced collaboration | No team features at all, personal use only |
| Best For | Users who want reliable cross-platform sync and plan to stick with it long-term | Microsoft 365 users who want free integration with Outlook | Apple users willing to pay upfront for a beautiful, distraction-free experience |
Microsoft To Do wins on price (free forever) and makes sense if you're already in the Microsoft ecosystem. The interface feels clunkier, and the project organization isn't as flexible. You're trading polish for zero cost.
Things 3 is gorgeous and the interface design is objectively better than Todoist. But you'll pay $49.99 upfront for Mac, another $9.99 for iPhone, another $19.99 for iPad. If you're Apple-only and want the premium experience, it's worth it. If you ever switch to Android or Windows, you're starting over.
Todoist sits in the middle: more features than Microsoft To Do, more affordable than Things 3 long-term, and works everywhere. The Pro plan at $4/month ($48 yearly) is reasonable if you use it daily.
Todoist Pricing: Plans & Cost Breakdown
| Plan | Price | Key Features |
|---|---|---|
| Beginner | $0 | 5 personal projects, task reminders, flexible list & board layouts, 3 filter views, 1 week activity history, basic integrations |
| Pro | $4/month ($48 billed yearly) | 300 personal projects, calendar layout, custom task reminders, 150 filter views, unlimited activity history, AI Assistant, task duration tracking |
| Business | $6/month ($72 billed yearly, plus local tax) | Everything in Pro plus shared team workspace, up to 500 team projects, team activity logs, shared templates, 1,000 members & guests, team roles & permissions |
The free plan is legitimately usable, not a trial designed to frustrate you into upgrading. 5 projects is enough for basic personal task management if you lump everything into broader categories.
$4/month for Pro is fair compared to competitors. You're paying for unlimited projects, better filtering, and that AI Assistant feature. Whether the AI is worth $48 yearly depends on how much you value automated task suggestions. The unlimited activity history is more concretely useful if you bill clients or need to reference past work.
The Business plan at $6/month per user is positioned for small teams of 3-20 people. Larger than that and you're probably looking at dedicated project management software like Asana or Monday.com anyway. The centralized billing and permission controls justify the extra $2/month if you're coordinating team work.
One pricing quirk: they charge local tax on Business plans but not personal plans. Not a dealbreaker, just something to factor into your actual cost.
Is Todoist Worth It? Honest Review
I've been using Todoist for years now, and it's the app I always come back to after testing whatever new productivity tool promises to change my life. I've tried Notion, TickTick, Things, and probably a dozen others. I always end up back here.
What keeps me is the reliability. The sync works. The mobile app doesn't randomly lose tasks. I can type "Submit report Thursday 3pm high priority" while walking to my car, and by the time I open my laptop, it's exactly where it should be. That sounds boring, but boring consistency is what you actually need from a task manager.
The AI integrations are subtle, which I appreciate. I don't want an assistant trying to reorganize my entire system. I just want smart suggestions when I'm adding tasks, and Todoist delivers that without being intrusive. The natural language processing has saved me countless minutes of clicking through menus.
For team use, I've found it works really well with small groups (my team is 4 people). We share projects, assign tasks, leave quick comments. It's not trying to be Slack or Asana, and that's fine. We use those tools for other purposes. Todoist handles the "who's doing what by when" question effectively.
The mobile app deserves specific mention because most productivity apps have terrible mobile experiences. Todoist's is genuinely good. Quick add from the widget, easy inbox processing, smooth navigation. I actually use it on my phone instead of just waiting to get to my computer.
Todoist Review: Final Verdict
Todoist delivers on the core promise of task management without the bloat of enterprise software or the fragility of newer apps. The user base exists for a reason: it works reliably across every platform, syncs without issues, and stays out of your way until you need it.
Start with the free plan if you're organizing personal tasks and don't need more than 5 projects. Upgrade to Pro at $4/month if you're freelancing, need better filtering, or want the AI features. Go Business if you're coordinating a small team and need shared workspaces. If you're firmly in the Apple ecosystem and willing to pay upfront, Things 3 might suit you better. If you need deep project management with dependencies and resource allocation, look at Asana instead. But for straightforward task management that just works, Todoist is the best option in 2025.
Get started with Todoist's free plan and see if it sticks.
FAQ
Does Todoist work offline?
Yes, you can add and edit tasks offline on all platforms. Changes sync automatically when you reconnect to the internet. The offline mode is reliable on mobile and desktop.
Can I use Todoist with my team for free?
Not really. The free plan only supports individual projects. Team collaboration requires the Business plan at $6/month per user, which adds shared workspaces and task assignment features.
How does the AI Assistant feature work?
It's only available on Pro and Business plans. The AI suggests task breakdowns, helps organize projects, and offers contextual recommendations based on your task patterns. It's useful but not essential if you prefer manual organization.
Can I import tasks from other apps?
Yes, Todoist supports imports from CSV files and has specific importers for apps like Wunderlist, Microsoft To Do, and Asana. The process is straightforward through the settings menu.
What happens if I downgrade from Pro to free?
You keep all your tasks and projects, but you'll be limited to 5 active projects. You'll need to archive projects to get under the limit. Filter views and activity history also get restricted to free tier limits.
