Todoist review (2025): Is it worth it anymore?

Todoist is one of the most popular to-do apps, but is it worth it these days?

Stay here, because in this Todoist review, I will reveal whether this task management app is one of those that actually makes you get things done, or just another beautifully designed distraction.

In this Todoist review, I’ll give you an unfiltered picture of its key features, pricing, pros & cons, and ultimately, how it affected my productivity.

Let’s dive in!

What is Todoist?

Todoist is a cross-platform task manager and to-do app designed to keep your professional and personal life organized in one place.

Available on web, iOS, Android, Windows, and macOS, it helps you capture thoughts instantly and turn them into structured action items. Its intuitive design makes task creation and organization feel simple, even when your schedule is not.

Todoist is one of the most popular task management apps for personal use and small teams. It encourages routines, helps you stay consistent, and brings clarity to daily planning.

Key features

Now let’s delve into the key features and how they performed during my Todoist review!

Task management and organization

Creating a new task is instant. Click Add Task or press Q, type what you need, and hit Enter. Each task goes to your Inbox, which works as a quick capture space before sorting them into the right projects.

Every task can include a description, labels, due dates, reminders, sub-tasks, and so on. You can assign priority levels to highlight what is urgent or create smaller steps for bigger goals. It sounds like a lot of options, but everything feels clean and intuitive, which is what I loved most while testing.

I organized my projects into four simple categories: Personal, Work, Health, and Important Dates. Each one can be color-coded, so even when my schedule was packed, it was easy to spot what mattered at a glance. This visual clarity made a huge difference in staying organized throughout the week.

Todoist also supports recurring tasks, which I found incredibly useful for routines like invoices, gym sessions, or weekly reviews. Once set up, they repeat automatically and help build consistent habits.
You can visualize your task lists as a simple list, a kanban board, or a calendar view.

If you need to reschedule something, you can simply drag and drop the task to a new time slot, and Todoist automatically updates its due date. The calendar view syncs with Google Calendar and Outlook Calendar, so you can time block tasks across all your devices.

Just a heads-up: I discovered that during my Todoist review that it does not have built-in task dependency features, as it is more like a task manager than a project management app.

Natural language input

This is the coolest feature, in my opinion, and one of the main reasons Todoist feels so fast.

Instead of clicking through menus, you just type what you mean, and the app handles the rest. I could write “Call the client tomorrow at 3 PM” or “Submit report every second Thursday,” and Todoist immediately recognized it as a new task with the correct date, time, and recurring pattern.

Natural language input made adding tasks feel almost fun. I stayed in flow, typed freely, and Todoist understood everything, from deadlines to priorities. If I mistyped or changed my mind, editing took seconds.

There was only one small thing I noticed while testing. Todoist sometimes interprets certain words, like “week” or “weekly,” as time indicators even when I mean them as part of a title. It’s a small detail, but something to keep in mind when naming your tasks.

For personal task management, this saved me so much time during my Todoist review. It is perfect for people who like to get things out of their heads quickly. You think, you type, and your task management system keeps up.

This feature alone makes Todoist stand out from other to-do list apps I have tried.

Productivity and automation

Todoist is not just about listing things; it also helps you stay consistent. I loved how easy it was to see completed tasks and monitor streaks. It is satisfying to watch progress build up visually over time.

Todoist Karma adds a playful twist to productivity. Each time you complete a task, your Karma score goes up, and you unlock new levels. You can set goals and rest days, or turn the feature off if you prefer it that way.

Automatic backups and fast sync across Windows, macOS, Android, iOS, and web kept my projects safe and up to date. Templates and integrations with other productivity apps reduce repetitive work and keep professional tasks moving.

If you subscribe to Todoist Pro, you can access its AI assistant that helps manage workloads, suggest schedules, and balance tasks automatically. It already saves time if you manage multiple active projects.

Collaboration and sharing

Even though Todoist is perfect for personal use, I tested its team features and found them surprisingly capable. You can assign tasks, share projects, upload files, and leave comments, which makes it a simple yet effective project management tool for small teams.

I invited a friend to collaborate on a shared list, and everything was smooth. Comments kept communication clear, and seeing all changes in one place helped us stay aligned. You can also set access levels and manage who sees what in shared projects.

On the Business plan, teams get centralized billing, priority support, and CSV imports for bulk task creation. So, it is an ideal app for business users as well.

Customization and filters

One of the things I appreciated most about Todoist is how personal it can feel.

You can adjust your sidebar, choose custom colors, and rename sections to match your workflow. It might sound small, but this kind of personalization makes a big difference when you open the app every day.

I experimented with custom filters, and they were incredibly helpful. You can quickly display tasks that are high priority, due this week, or tagged with a specific label. If you are unsure how to create one, you can describe what you want in plain English, and Todoist will generate it for you instantly.

Templates were another feature I genuinely enjoyed testing. You can start a new project from scratch or choose from Todoist’s large library of templates for marketing plans, personal goals, or travel checklists. I found them genuinely useful, not just filler examples.

All these customization options make Todoist one of the most flexible and user-friendly task management systems I have used so far. It gives you structure without ever feeling restrictive.

Todoist user interface

Todoist’s user interface feels like it was built with real attention to detail. The layout is clean, light, and responsive on every platform: web, desktop, and mobile. You can tell how much work went into it because every small interaction, from adding a task to checking one off, feels fast and polished.

I switched between light and dark mode a few times, and both looked equally polished. Combined with the color themes, filters, and labels from the customization options, the interface feels personal and flexible. Based on my experience, Todoist’s user interface truly deserves a 10 out of 10.

Todoist integrations

In the course of my Todoist review, I discovered that it connects smoothly with a wide range of productivity apps. It integrates with Google Calendar, Outlook Calendar, and other scheduling tools, so your tasks and events always stay in sync. You can create or update tasks directly from your calendar, which helps with time blocking and daily planning.

During testing, I found that integrations with email clients, file storage apps, and automation platforms like Zapier or IFTTT work reliably. They let you automate repetitive steps, such as creating tasks from incoming emails or syncing attachments from Google Drive.

Todoist also supports API access for advanced users and third-party integrations for popular project management tools. Whether you are using it for personal task management or team projects, these integrations make Todoist more than just a to-do list app.

Todoist pricing

Todoist offers one free and two paid plans. Here’s what you get with each.

Beginner plan

If you are just getting started, the free version covers everyday personal task management without cost. You get up to 5 personal projects, Smart Quick Add, task reminders, flexible list and board layouts, 3 filter views, and 1 week activity history that syncs on web, desktop, and mobile.

With the free tier, you can connect Todoist with email and calendar, so your basic to-do list setup feels complete from day one. Use it to build habits before deciding if premium features are worth paying for.

Pro plan

The Pro plan is $5 per user monthly or $4 per user monthly with annual billing. It unlocks automatic backups, custom task reminders, custom filters, Calendar layout, Task duration, and the AI Assistant for smarter scheduling.

You also jump to 300 personal projects with unlimited activity history, which makes Pro a strong value for freelancers and professionals who want more automation and control.

Business plan

The Business plan is $8 per user monthly or $6 per user monthly with annual billing. You can access the business features, such as a shared workspace, up to 500 team projects, a calendar layout for team projects, and granular team activity logs for visibility.

You also gain shared templates, team roles and permissions, centralized billing, priority support, and CSV imports, plus capacity for 1000 team members and guests with 1000 project folders. It is a lightweight project management option for small teams.

Free trial

You can explore premium features with a 14-day free trial on both Pro and Business. Test reminders, automatic backups, advanced filters, and team features before you commit.

If it is not the right tool, there is a 30-day refund window, which keeps the upgrade decision low risk.

Todoist mobile app

Todoist offers award-winning apps for iOS and iPadOS, plus Mac, Windows, and Linux, along with Apple Watch and WearOS. You can also use the browser extension and email add-ons. In my view, the polish across platforms fully justifies the awards.

I started by testing Todoist as a desktop app on Windows, then tried the Android app, which felt even faster. Voice input lets you create tasks on the go in seconds, and syncing keeps everything aligned across devices.

On Android, the app supports home screen widgets, rich push notifications, and the system share sheet, so you can send links or notes to Todoist with one tap. Quick Add and swipe gestures make it a true mobile task management app, with offline access when you are out of coverage.

My experience with Todoist

After several weeks using Todoist for personal and professional projects, it earned its spot among my favorite task management apps.

Creating tasks is instant, sync is reliable across devices, and natural language input plus recurring tasks kept planning effortless. Custom filters made it easy to focus on the right work each day.

The balance impressed me most. Todoist is simple for personal task tracking yet strong enough for light project management and collaboration.

I planned on the desktop app and captured on the Android app with voice input, and the experience stayed smooth, intuitive, and consistent for a daily productivity app. 

Overall, I found that during my Todoist review, this task manager’s place in your productivity system is still justified.

Pros and cons I found during my Todoist review

With all that being said, let’s take a look at the list of pros and cons I discovered in the course of my Todist review.

Pros of Todoist

Cons of Todoist

Todoist alternatives

If you are still unsure whether Todoist is the right fit for you, check out these alternatives:

• Morgen: A daily planner that prioritizes your most important to-dos, events, and projects in one app.
• Akiflow: A sleek daily planner that combines tasks and schedules in one unified calendar, offering smart time blocking and fast keyboard shortcuts for deep work sessions.
• Sunsama: A mindful productivity tool designed to help you create balanced days and focus on priorities, with built-in task scheduling and reflective daily planning.
• Notion: A flexible calendar built into Notion’s workspace, great for users who already manage projects, notes, and tasks there and want task integration within one platform.
• Motion: An AI-powered planner that automatically fills your professional and personal schedule using real-time scheduling links and auto-adjusted events.
• Timehero: A predictive task management and time blocking solution that automatically arranges work based on your availability and deadlines.
• Outlook: Microsoft’s long-standing app combining email, calendar events, and collaboration tools for teams in enterprise environments.
• iCloud Calendar: Apple’s calendar that syncs across all devices and keeps all your calendars in one place.
• BusyCal: A highly customizable Mac and iOS app for users who want full control over views, reminders, and scheduling links.
• Reclaim: An intelligent planner that uses AI to automate time management, protect focus hours, and balance meetings with flexible task scheduling.

Wrap up: Todoist review

After my Todoist review, it’s clear why it remains one of the most popular task management apps today. It blends speed, structure, and flexibility better than most tools I’ve tried.

From quick-add and natural language input to cross-platform sync and deep customization, it’s a to-do list app that genuinely improves daily planning.

Of course, it’s not perfect. The customer support can be slow, and advanced features are locked behind paid tiers, but those are small trade-offs for what you get. So overall, I think Todoist is absolutely worth a try.

As always, I will update this Todoist review over time so you guys have the latest information on this to-do-list app.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Have a question or suggestion? I’d love to hear from you. Feel free to reach out anytime at aronkantor@thebusinessdive.com.

Frequently asked questions

Is Todoist free to use?

Yes. Todoist offers a free plan that covers the basics of personal task management, including up to five active projects, Smart Quick Add, task reminders, and cross-platform sync. It’s a great way to try the app before exploring the Pro or Business plans for more advanced features.

What makes Todoist different from other task management apps?

Todoist stands out for its intuitive design, natural language input, and cross-platform availability on web, iOS, Android, macOS, and Windows. It combines speed and structure, making it equally effective for personal planning and small team projects, with integrations for Google Calendar, Outlook, and Zapier.

Who should use Todoist?

Todoist is ideal for individuals who want a clear to-do list app to organize personal goals and routines, and for small teams that need lightweight project management tools.

With features like recurring tasks, an AI assistant, and custom filters, it helps both professionals and casual users stay productive and consistent across all devices.

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