7 Best Productivity Apps I Use In 2025 | 100+ Tools Tested
So, I always get the question: which productivity apps are the best in 2025? To answer this, I spent over 2 years personally testing 100+ productivity apps. And believe me, there are many of them.
I am gonna be honest. It is not an easy question since there are many fantastic productivity tools on the market. BUT, I have my picks, and I will reveal them one by one in each category and also share my experience with them.
Let’s dive in!
Best Productivity Apps Overview| 100+ Tools Tested Over 2 Years
Here is my list of best productivity apps in 2025:
|
Best Productivity Apps |
Category |
Pricing |
|---|---|---|
 |
Best Time Tracking App |
|
 |
Best AI Note-Taker |
|
 |
Best All-In-One Productivity App |
|
 |
Best Project Management App |
|
 |
Best Task Management App |
|
 |
Best Note-Taking App |
|
 |
Best Email Productivity App |
|
Best Productivity App In 2025
Let’s see the best productivity apps in 2025, which save me over 10 hours weekly!
Best Time Tracking App | Rize
I have used Rize for more than six months now, and it is my absolute best when it comes to time-tracking apps. It is an AI-powered time tracker that has helped me a lot with focus and building more sustainable working habits.
It is a constantly growing productivity app that has +10,000 daily active users. Rize was designed for business owners, freelancers, and anyone who values their time. It is not among the cheapest productivity apps, but believe me, it is worth every penny.
Key features
Automatic time tracking tool: Whenever you start your PC, Rize will automatically track your workflows and categorize them into different categories. Don’t be afraid; you can turn off automatic tracking anytime if you click on the power button in the bottom left corner. Also, you can add activities manually if you want and make manual changes.
Customizable categories: It categorizes your activities into different activities and sessions. If you move your cursor to the specific activity, you will get a more detailed breakdown of your activity. During my Rize review, I probably changed the activity’s category manually one or two times at maximum. So, Rize did a very good job of identifying the web pages and what activity I do exactly. Besides the activities, Rize also uses sessions. Sessions are periods dedicated to focus time, meetings, and breaks.
AI notifications: Rize sends AI notifications on when to take a break based on my work activity. Additionally, it alerts you when you’ve reached a certain number of hours worked in a day, which can be valuable in preventing burnout.
Reporting: Rize sends you a daily report of your time breakdown and productivity metrics via email. Furthermore, you will receive weekly and monthly reports as well about your efficiency and how you spend your time.
Tasks and projects: With Rize, you can add projects, tasks, and clients as well, so you can seamlessly record every moment spent on a specific project or client work. You can choose an icon, color, budget hours, and keywords so Rize can identify the activities that relate to this project.
Personal productivity insights & trends: Productivity trends give you a bird’s-eye on your time management. This feature can also make a big difference in establishing the right work habits to avoid burnout.
Use this link and the code of THEBUSINESSDIVE to get 25% off on all payments within the first 3 months.
Rize pricing
Rize offers free and two paid plans.
With the Free Plan, Rize retains one day of data and offers a timer and goals view, desktop widget, focus metrics and music, distraction blocker, and break screen.
If you want to try one of the paid plans, Rize offers a one-week free trial so you can try out its features and have an idea of what you pay for.
Rize’s Standard Plan is $9.99 monthly if choosing the annual billing. If you want to have monthly billing, it is $16.99 per month.
The Standard Plan includes all dashboard views, customizable categories, daily and weekly reports, AI productivity insights, and an AI session planner. And most importantly, Rize retains all tracking data.
If you need project, task, and client tracking features and Zapier integration, you have to go with the Professional Plan. Personally, I use this plan due to the tracking features.
The Professional Plan is $23.99 monthly if the annual billing is chosen. In the case of monthly billing, it costs $39.99 per month.
If you decide to stop paying for Rize, this time, the tracking app allows you to access your account and export past data. Ultimately, Rize is not the cheapest automatic time-tracking tool on the market, but it has premium features and is worth the price.
Use this link and the code of THEBUSINESSDIVE to get 25% off on all payments within the first 3 months.
My experience with Rize
In short, Rize is a game-changer, and it surprised me how big an impact it has on my time management and efficiency. After testing many apps, I think Rize is the best time-tracking app currently and one of the best productivity tools.
Its intuitive user interface offers features that allow you to track, analyze, and improve your time spent on activities, projects, clients, and more.
While offering numerous features, it remained a simple tool. It is fairly easy to get started with Rize, but it gives more than enough data and suggestions on how to improve personal productivity.
Overall, my experience with Rize was 10/10 during the review, and it is one of the few apps that I can recommend for almost all use cases when you are looking for a time-tracking app.
Rize’s pros and cons
Why is Rize the best time-tracking app?
Rize was simply a game-changer for me. It not only helped me to easily track how much time I spend on tasks and projects but also helped me to establish healthier work habits.
Overall, Rize is more than just a time-tracking app for me. It’s a habit tracker as well to ensure I maintain my work-life balance while staying productive.
Use this link and the code of THEBUSINESSDIVE to get 25% off on all payments within the first 3 months.
Full review: My Honest Rize Review After Using It For +3 Months (2025)
Best AI Note-Taker For Online Meetings | Fellow
If you need an AI note-taker for your online meetings, I can recommend you, Fellow. Not only is it super accurate, but it’s also the safest AI note-taker I’ve come across. Fellow gives an UNREAL advantage for solo entrepreneurs, teams, or anyone living in back-to-back calls.
Only this productivity app saves me around 3-5 hours weekly, as I no longer need to take notes during meetings, and every workflow related to my calls is fully automated.
Key features
Transcription & recording: Whenever you join online meetings on Microsoft Teams, Zoom, and Google Meet, Fellow will automatically transcribe and record such meetings in over 35 languages. With its recording library, you can organize your previous meetings into channels.
Meeting notes: The meeting notes provide you with the key points, action items, and decisions from the meeting. Utilizing this feature, Fellow makes online meetings easily digestible in a few minutes.
Collaboration tools: Fellow has great collaboration features like collaborative agendas, but you can assign action items, give feedback to meeting participants, and easily share the meeting notes with others.
My favorite features: My favorite feature was Fellow’s AI assistant called Ask Copilot during the review of this AI note-taker. It is pretty efficient for getting meeting information and answers to meeting-related questions or asking it to prepare follow-up emails.
Integration options: Fellow integrates Slack, Google Calendar, Google Docs, Microsoft Outlook, ClickUp, and over 50 other apps.
Mobile app: Fellow has a mobile version for iOS and Android devices.
Use this link to sign up and get 10% off from the paid plans if you upgrade.
Fellow pricing
Fellow offers four plans.
The Free plan includes access to AI recording, recaps, and transcriptions. Additionally, it provides access to features such as collaborative meeting notes, meeting agendas, meeting timers, and integrations with Zoom, Slack, Microsoft Teams, and Google Meet. The Free plan is perfect for those who want to try Fellow before purchasing it.
The Team plan was developed for small teams and starts with three users. It includes all the features in the Free plan with higher limits and offers meeting automation tools and additional integrations with Notion or project management tools.
The Business plan starts with three users and provides unlimited recordings, transcription minutes, organization-wide meeting templates, sales AI recap templates, and more integrations.
The Enterprise plan offers advanced control, security, and AI meeting support. With this plan, you can create customized rules for recording and have more recordings and transcription minutes.
Use this link to sign up and get 10% off from the paid plans if you upgrade.
My experience with Fellow
Overall, I think Fellow is an awesome AI note-taker. Fellow helps to increase your productivity and efficiency in numerous ways, not just in online meetings. It is definitely an AI note-taker worth checking out.
Fellow’s pros and cons
Why is Fellow the best AI note-taker app?
Fellow is a SOC 2 Type II & HIPAA-compliant AI note-taking app, which makes it a very safe option that you can use for sensitive calls as well. Using Fellow, I could basically automate all my workflows related to your calls.
I can promise one thing: Fellow will help you to stay organized before, during, and after your online meetings, and it will not only save time but stress, too.
Use this link to sign up and get 10% off from the paid plans if you upgrade.
Full review here: In-Depth Fellow App Review: Is It The Right AI Note-Taker For You In 2025?
Best All-In-One Productivity App | Motion
As a solo entrepreneur, I value simplicity. I try to stick with tools that actually save time, not steal it. And Motion is one of the best productivity apps for this.
It’s called Motion and released some pretty cool features. It works as a project management tool, to-do list app, scheduling tool, calendar management software, and AI note-taking tool. Essentially, it integrates +5 productivity apps into one platform.
Key features
Project management tools: Motion is a lightweight project management software that has all the tools to organize projects. When setting up a project, you can specify the due date, add priority notes, and assign tasks to your team members. Additionally, you and your teammates can leave comments under each project and add new tasks if necessary. It offers several view options like Gantt chart, Kanban boards, and list views. Also, you can apply filters and easily select, move, edit, or manage projects.
Task management software: It allows you to smoothly add and assign new tasks to you or your teammates, while the tasks dashboard provides a clear overview of tasks in progress and those that have not been completed yet. When adding a task, you can select the assignee, priority, duration, start date, due date, and when to auto-schedule it.
Calendar app: With Motion, you can bring the Google Calendar, Apple Calendar, and Outlook Calendar together into a single view.
AI employees: The AI employees work like customized AI bots trained based on your business needs and data. You can create AI employees for project management, sales, marketing, and basically any workflow.
AI scheduling: Motion not only integrates your calendar events into one single place, but it also uses AI scheduling to ensure you can meet all the deadlines and focus on high-priority tasks. Once you add your tasks, Motion will schedule them into your calendar based on your priorities, deadlines, preferences, and more. If your task takes more time than you think, and you have no time to finish it or other tasks, Motion will reschedule.
Team collaboration features: You can track each team member’s plan and priorities using the team schedule feature. Whenever you add a project, you can assign tasks and communicate on the same page.
Meeting Assistant: Motion’s meeting scheduler helps you and others to book time with you. Motion uses booking links to simplify appointment scheduling. You can add buffer time and date range or limit the number of days for the meetings. Once you finish the customization, you can just share the link, and they can access your booking page.
AI meeting note-taker: Motion records, transcribes, and summarizes your meetings—and then turns action items into tasks for your team.
Documents: It allows you to take notes and store them in a safe place. You can easily link tasks and projects inside these documents, so you do not have to jump between tools.
Integrations: Motion offers numerous integrations. You can connect it with Google Calendar, Outlook Calendar, iCloud Calendar, Siri, Zapier, and more. Utilizing the Zapier integration, you can access an additional 7,000 third-party apps. So, Motion is quite good in terms of integrations.
Mobile app: You can use Motion’s mobile apps on iOS and Android as well. Personally, I used the iOS version, and it worked pretty fine for me. An additional plus for me is that their developer team frequently updates Motion.
Motion pricing
Motion offers a one-week free trial for all its plans that you can cancel anytime. This is what the Motion’s paid plans look like with one seat:
AI Workplace
The AI Workplace plan is $29 monthly for one seat if you opt for the annual plan. Above three seats, you get a 40% discount on both plans. For this, you can find the screenshot below.
The AI Workspace plan includes all the features I showed you before. So, you can access the scheduling tool, meeting assistant, task, and project management features. Also, you can use Motion’s recently launched features, such as AI note-taker, docs, writer, and more.
Compared to other scheduling or project management tools, it might seem expensive. However, it is worth mentioning that Motion is more than just a scheduling app or a project management tool.
With its new features, it can effectively replace task management, project management tools, and AI note-takers as well. So, it works like an all-in-one app for solo entrepreneurs and businesses.
AI Employees
The AI Employees plan is $29 per month per user, above three seats. For one seat, it is $49 per month. In terms of features, this plan covers all the AI employees for sales, customer support, marketing, and more.
After 50 users, Motion applies customized pricing, so you need to contact its sales team.
My experience with Motion
During the Motion app review, the first thing that came up was that the navigation was pretty straightforward. It was also easy to locate all the key features and start using them.
However, I would say it has a steep learning curve compared to most of the productivity tools. For example, it took me 10-15 minutes to set up my booking page and find all the relevant options for this.
The good news is there are many tutorial videos and articles, so you do not have to find the solution for all your issues.
Moreover, Motion provides users with many customizable options to make sure they will not miss any important information. Entering tasks, changing existing tasks, or adding new tasks to a project work smoothly for me.
I particularly liked Motion as a project management software and scheduling tool. It is a great combination to create projects fast.
All in all, I had a very pleasant experience with using Motion in my daily work life.
Motion’s pros and cons
Why is Motion the best all-in-one productivity app?
Motion has become an all-in-one app that has all the tools a solo entrepreneur or a business owner needs to run the business with high efficiency. It has project management tools, document management features, AI note-taking, scheduling, and more.
If you want to have only one tool for all these workflows, and most importantly, a simple one, I highly recommend taking a look at Motion.
Full review: Motion App Review: My $348 Experience and Why I Don’t Regret It
Related articles:
- Motion vs Asana | A Honest Comparison (2025)
- Motion vs ClickUp | An Unfiltered Comparison (2025)
- Motion vs Notion: Why I use BOTH (2025)
Best Project Management App | Monday
Monday.com is an intuitive project management platform mostly for teams. Thanks to its security measures and integration options, Monday.com is ideal for larger businesses as well.
Key features
Project management tools: With Monday.com, you can organize your projects into several workspaces. Monday.com offers many view options to visualize your project schedules from different aspects. You can use the Gantt chart, Kanban boards, calendar, and workload view. I believe this project management software is among the ones I tried, yet it provides the most view options. It is also great that it does not take too much time to load and that the new project view options are used. For teams, the workload view could be very helpful in reviewing resource allocation for a particular project. As I work alone, it is not that suggestive, but it can clearly represent how the workload is allocated in your team. Furthermore, Enterprise customers can access portfolio management features to get a holistic view of all their projects in one place.
Task management features: During my Monday.com review, I realized how easy it is to add and assign tasks to others. The task creation is smooth. You can add tasks with one click and select their status, priority level, timeline, owner, and due date. It is also great that you can create more columns to manage tasks effectively. Furthermore, you can customize the label or create your own. After reviewing Monday.com’s task management tools, I was satisfied, but I missed one thing. I could not find the option to add recurring tasks. Although it is a small task management tool, it can be quite useful in avoiding adding recurring tasks manually.
Custom dashboards: Custom dashboards are useful for displaying the key information of all your projects in a single layout. You can apply +30 widgets and apps here so you can understand better the project progress, workloads, budgets, and more. This way, you can identify bottlenecks and reach better project outcomes.
Team collaboration tools: You can start discussions in your projects, mention others, attach files, and leave comments. Furthermore, you can do the same under each task. Another useful team collaboration feature is the update feed. Using this Monday.com feature, you get notified when someone mentions or assigns a task to you. Lastly, you can share projects with your team members and change the permission level to a member, admin, or viewer.
Time tracking: If you need to export the time tracking column to Excel, you only need to click the column menu dropdown and select “Export Column Data to Excel.” With this, you can collect the time you spend on each task and report it easily.
Automation: You can manage and create custom automation with Monday.com. This feature is quite an intuitive and simple tool to create automated workflows. You only need to select the criteria for when the automation should be triggered and the required action in such cases. Depending on the trigger you’ve picked, you might need to select a condition as well.
Docs: Using Monday.com, you can create and draft documents. You can either start from scratch or use a template. You can add numerous types of formats, such as text, tables, widgets, lists, and more. Furthermore, you can use Monday.com’s AI assistant to help you write and summarize the text.
Integrations: You can directly connect Monday.com with over 200 third-party apps. Furthermore, Monday.com has a Zapier integration as well, so you can access an additional 7,000 apps.
Mobile app: Monday.com provides mobile access as well if you have an iOS or Android device. The mobile version’s user interface is okay, but it still has some bugs and has fewer features compared to the web and desktop apps. Also, sometimes I experience that when you add new items to boards, they do not always sync with the desktop or web app.
Monday pricing
Free Version
Monday.com’s free version has some limitations, and it is only sufficient for individuals at maximum. With the Free plan, you can access 3 boards, 8 column types, +200 templates, unlimited docs, and the iOS and Android apps.
Paid plans
Monday.com has four paid plans. Whenever you decide to buy one of the paid plans of Monday.com, you need to know that there is no single-user subscription.
If choosing the Basic plan, you can add unlimited items, access to 5GB file storage, 500 AI credits per month per account, prioritized customer support, and you can create a dashboard based on 1 board. Nevertheless, you can give read-only access to unlimited free viewers.
You can get the Basic plan for $9 monthly if purchasing the annual subscription. If you choose the monthly billing, it is $12 per month per user.
Based on my experience, this plan might be ideal for small businesses, but it lacks some critical features.
With the Standard plan, you can use the timeline, Gantt, and calendar views and access the automation and integrations. Also, you can create a dashboard that combines five boards and provides 20GB of file storage.
It is $12 per month per user if billed annually. If you want to pay on a monthly basis, it will cost $14 per user (billed monthly).
Compared to the Basic plan, the Standard plan offers more options to visualize projects, more space for your files, and longer activity logs (i.e., 6 months)
The Pro plan starts at $19 per month if the annual billing is chosen. Otherwise, it is $24 monthly per user.
With the Pro Plan, you access the private boards, chart view, time tracking, formula column, and more automation, integrations, dashboards, and AI credits. This plan is excellent for small and mid-sized businesses.
Lastly, Monday.com offers an Enterprise plan for larger businesses with custom pricing. You get enterprise-scale automation and integrations, enterprise-grade security, advanced reporting and analytics, and 24/7 customer support.
My experience with Monday
Similarly to other project management tools, Monday.com has a learning curve. Nonetheless, it offers some video tutorials and support articles to help you find and use its features.
I particularly enjoyed using Monday.com’s project views. It has a wide range of options to review your projects from different angles.
Monday.com’s task management tools are easy to use, and you can customize the columns and parameters easily. The only thing I missed from Monday.com’s task management features is the recurring tasks.
Furthermore, the fully customizable dashboard stood out for me during my Monday.com review. Using its dashboard, you can utilize various widgets and apps to track your projects.
Ultimately, I had a positive experience with Monday.com, and the higher-tier plans have all the features a small business might need to manage projects.
Monday’s pros and cons
Why is Monday the best project management app?
Security and trust are key for large businesses when selecting project management software. I think Monday.com is a safe and robust tool for project planning and execution in larger organizations.
Full review here: Monday.com Review 2025: Is the $228 Price Tag Justified?
Related articles:
- Asana Vs Monday: I Personally Tested Both (2025)
- ClickUp vs Monday: My Findings After +6 Months (2025)
- Teamwork vs Monday 2025 | I Personally Tested Both
- Notion vs Monday: An Unfiltered Comparison (2025)
- 5 Best Monday Alternatives in 2025 | 20+ Personally Tested Apps
Best Task Management App | Taskade
Taskade is an AI-powered productivity tool for task, work, project management, and note-taking. So, it is quite a mixed app with many use cases for individuals and businesses.
Key features
Project management tools: Taskade is a lightweight project management software. The reason why I say that it is a lightweight project management app is that it does not have advanced project management tools like time tracking features. Also, it is not a complex project management app compared to other apps. It has a board, mindmap, table, organization, calendar views, and Gantt charts as well. So, if you need mind-mapping software for your projects, Taskade can be a great pick.
To-do list app & task manager: It is a task management software that allows you to manage multiple projects and tasks effectively. When I said that Taskade is a lightweight project management app, it is not true for task management, as it has solid features. You can easily add and assign tasks to your team members. With one click, you can create task lists and give due dates, tags, and notes to each task.
Note-taking tool: Taskade can also work as a note-taking app. Nevertheless, compared to note-taking apps like Notion, Obsidian, Anytype, or Xtiles, Taskade lacks advanced note-taking capabilities. Taskade uses a task-based approach, so everything you write in Taskade can be transformed into tasks, and you can connect it to your projects or automate them.
AI agents: In short, AI agents are AI-powered assistants developed to automate different tasks, streamline workflows, and improve productivity. You can tailor your AI agents to your specific needs by adding sources from which it can work and giving instructions. You can create AI agents for project management, content creation, data analysis, and so on. When creating your AI agent, you need to describe precisely the scope of activities it is responsible for. Taskade will pre-fill the instructions for many AI agents, and you can amend them if you want. Furthermore, you can interact with the uploaded files if you move the mouse cursor over the uploaded attachment and click the “ask AI” tab. It allows you to ask questions about the document, summarize it, etc. So, this feature ultimately helps you digest documents faster.
Team collaboration features: Taskade offers a shared space for teams to communicate, collaborate, and manage their projects. This app is full of collaboration features. You can easily share your workspaces and projects with your team members. It also works as a team communication app. After you share a workspace with your team members, you can chat with them next to every project. It is a practical solution that the chat and the project you work on are on the same page.
Automation: Taskade’s automation allows you to streamline repetitive tasks by setting up triggers and actions. You can design custom workflows and integrate them with Google Sheets, Slack, or WordPress.
Integrations: During my Taskade review, I discovered that it offers a wide range of integrations. You can connect Taskade with Zapier, which allows you to integrate Taskade with more than 7000 third-party apps.
Mobile app: It has a mobile version for iOS and Android devices, which works quite well compared to other project management software in this list.
Taskade pricing
Free plan
The free plan includes one AI agent, numerous view options, unlimited lists and projects, and cross-platform access. This plan is ideal for individuals who only utilize Taskade for personal use or just want to give it a try.
Paid plans
The Taskade Pro is best suited for professionals, business owners, and solo entrepreneurs who use Taskade daily. It has everything from the free plan to more. The Taskade Pro covers unlimited AI agents, automation, and 10 workspaces, and two users are included.
If you want to use all the features, go with the Teams plan. It is also ideal for small teams who want to use Taskade without limits. The Teams plan includes unlimited workspaces, advanced team permissions, custom tools, and SSO & API access.
Lastly, Taskade offers an Enterprise plan for organizations with custom pricing.
My experience with Taskade
To be honest, when I first saw the user interface during my Taskade review, I was a little bit skeptical. It did not look like a tool for work. But after a few hours, it totally changed.
It was easy to navigate, and I discovered almost every feature in a few hours. I especially loved the way they integrated the automation and the AI agents.
With the current feature set, Taskade offers a unique experience to manage your projects, tasks, and notes with your team members in a centralized place.
Ultimately, I had a pleasant experience with this AI-productivity tool, and Taskade is worth a try.
Taskade’s pros and cons
Overall, Taskade is a fantastic tool for remote teams and people working with others. It offers a unified workspace where you can work with multiple team members in real-time. It has massive task management and AI features that you can use to enhance your workflows and productivity.
Why is Taskade the best task management app?
Full review here: Taskade Review: I Nearly Spit Out My Coffee (2025)
Related articles:
- Taskade Vs Coda: Side-by-Side Comparison (2025)
- Taskade vs ClickUp | An Unfiltered Comparison (2025)
- Notion Vs Taskade: Side-by-Side Comparison (2025)
Best Note-Taking App | Xtiles
Xtiles is a simple, visually appealing workspace where you can organize notes and handle your tasks and projects. The first time I used Xtiles, it felt like it was the baby of Notion and Miro.
It has an intuitive design, and you can access your notes offline as well. Xtiles is a straightforward app that is ideal for personal or business purposes.
Key features
Note-taking tools: Xtiles utilize tiles to display and organize information. This note-taking app has a super easy drag-and-drop interface, so you can create a tile of any size if you click on the canvas. Xtiles allows you to add different types of content, such as text, lists, tables, images, videos, code, etc. What I particularly loved in Xtiles is that the tiles give you way more customization options, as you can select the exact size and position of the tiles compared to other note-taking apps.
Other tools: Xtiles is an ideal project management app for small teams, individuals, and creatives. It has basic features designed for simple project management, so you will learn it fast. Also, Xtiles has some task management features as well. You can add a task, assign it to your team members or you, and give a due date. It is a useful feature for those who do not want to use a different app to handle the to-do list and want to integrate every function into one app.
Templates: Xtiles offers many templates, from project trackers to weekly, monthly, or yearly planners. However, there are templates for productivity, education, brainstorming, teams, and meetings. If you click on the template gallery, you will see all the templates, and you can add them with one click.
Collaboration features: If you work with others, you can effortlessly share everything with your team and manage your projects from here. Also, you can assign tasks to others with a few clicks.
Integrations: You can connect Xtiles with +7000 third-party apps using the Zapier integration. Also, if you have paid plans, Xtiles offers instant syncing with Google Calendar, Google Drive, and Slack. Connecting your Google Calendar with Xtiles is quite useful, as you can see your meetings and appointments in Xtiles. This means that you can centralize your calendars, notes, and tasks in one single place.
Mobile app: Xtiles has a mobile version for Android and iOS. So, it is ideal for Apple users as well. The mobile version lacks some features compared to the desktop version.
Xtiles pricing
Xtiles has three plans.
The Free plan includes unlimited blocks, projects, 100+ free templates, one workspace to share, three personal workspaces, unlimited storage (5MB/file), and five pages per project. The free plan is ideal for individuals, mainly for personal use.
The Starter plan is $5 per month per user. Besides the features included in the free plan, it offers unlimited personal spaces, pages, premium templates, unlimited storage, recurring tasks features, and Google Calendar integration. The starter plan is ideal for individuals who use Xtiles for daily work and need more powerful capabilities to enhance their note-taking experience.
Lastly, Xtiles offers the Plus plan for $8.25 per month per user. This plan includes everything in the starter plan. In addition to those features, it provides color customization, timeline view, priority support, forms, unlimited shared spaces, linked pages, and productivity bundles. As this is the only plan with unlimited spaces you can share, the plus plan is ideal for teams.
My experience with Xtiles
Unlike many other productivity apps, Xtiles is a visually appealing app with an intuitive interface that offers many ways to organize your notes. But most importantly, it is a very simple app with a short learning curve.
Xtiles’ pros and cons
Why is it the best note-taking app?
Xtiles is the best note-taking app for those who need simple & visually appealing virtual notebooks. Compared to Notion, Obsidian, or Anytype, Xtiles has far fewer features. Nevertheless, it is a tool that has a short learning curve and offers numerous customization options.
Full review: Xtiles Review: Is It The Best Notion Alternative In 2025?
Related articles:
- 7 Best Note-Taking Apps For 2025 | +2 Years Personal Testing
- Xtiles Vs Notion: All Features Compared (2025)
- Evernote Vs Xtiles: Side-by-Side Comparison (2025)
- Obsidian vs Xtiles: All Features Compared (2025)
Best Email Productivity App | Sanebox
Sanebox is an AI-powered email app that helps you manage your inbox and incoming emails with high efficiency. It works to sort your emails based on your preferences.
Sanebox will not replace Gmail, Outlook, Apple Mail, or other email clients you already use, but it works alongside them. The average SaneBox user saves 2 hours per week dealing with emails.
Key features
Sync multiple email accounts: You can connect SaneBox to many email accounts, including Gmail, Outlook, and Apple Mail. So, SaneBox will make not only your professional life more organized but also your personal life.
Filtering incoming messages: SaneLater filters your incoming emails and moves the non-urgent emails into the SaneLater folder so you can focus on the important emails in your primary inbox. You can check anytime you want this folder, but Sanebox sends you an email summarizing these messages once a day or more often if you want.
Blocking unwanted emails: The SaneBlackHole is an awesome feature that maintains inbox zero and eliminates spam emails. SaneBlackHole is a feature that allows you to block any sender so their emails never appear in your inbox again.
News and updates: SaneNews is a feature that manages your subscriptions and newsletters, keeping them organized in a separate folder. When you activate this feature, Sanebox will collect future messages from email subscriptions here, so you do not have to face the newsletter overload on a daily basis.
Email-based reminders: SaneReminders is a feature that lets you schedule reminders for emails that need attention. When creating a reminder, you have plenty of options to specify when Sanebox should send you the reminder.
Folder for unanswered emails: Another useful folder that I found during the Sanebox review is the SaneNoReplies. It helps me to stay on top of my tasks and emails. This folder collects all my unanswered emails to easily track which ones I should follow up on.
Free up storage space: The Deep Clean is an easy-to-use feature you can utilize to free up storage space and get rid of old emails. Instead of manually filtering and deleting old emails, SaneBox will do the heavy lifting for you. For me, it took around 15 minutes to delete almost ten thousand emails from my Gmail email account. This feature scans your inbox and summarizes the non-important emails by size and count. After, you just need to select the emails you want to delete, and Sanebox will remove them from your inbox.
Summary of unimportant and unread emails: The Digest is the summary of unopened emails that were sorted out from your inbox. You can choose how frequently and when you want to receive the Digest prepared by Sanebox.
Eliminate distractions: The DoNotDisturb feature provides an excellent solution to focus on your tasks and not allow your emails to distract you from work. When activated, new emails will go to the SaneDoNotDisturb folder.
Get $15 OFF for every plan with this link.
Sanebox pricing
Sanebox offers a 14-day trial, which is a good thing for trying out all the features and deciding if this is the right email app for you.
Sanebox has three plans. The Snack plan is $4.92 per month if choosing the annual payment. It includes the Deep Clean, Email Organize, and Daily Digest features. Also, you can choose two features from the Power Tools. If I had to choose, SaneNews and SaneBlackHole would be the most useful features for me to achieve and maintain inbox zero. With the Snack plan, you can connect one email account to Sanebox. In case of any issues, you will email and chat support from Sanebox.
The Lunch plan is $8.25 per month if opting for the annual payment. It includes everything from the Snack plan but has some more juice in it. The Lunch plan allows you to use six features from the Power Tools per email account. Furthermore, you can connect two email accounts to Sanebox if choosing the Lunch plan.
Lastly, Sanebox offers its ultimate package called the Dinner plan for $24.92. It includes all the features, and you can connect four email accounts. When it comes to customer support, you get email, chat, and phone support.
Get $15 OFF for every plan with this link.
My experience with Sanebox
After spending many hours with Sanebox, I had a quite positive experience overall. It helped me to quickly clean up my Gmail inbox and organize messages. It saves a lot of time that Sanebox does the email sorting instead of me, and I can deal with more crucial tasks.
Also, sitting down and reading my emails is way stress-free as I do not have to face the email overload every morning, and only the important emails pop up in my main inbox.
Ultimately, I recommend Sanebox to busy professionals who want to spend less time managing emails and more doing tasks.
Sanebox’s pros and cons
Why is it the best email productivity app?
Sanebox is one of the best choices for people who are looking for an email app to clean up and organize their inboxes. You do not need to learn the app from A to Z, but you can use your email clients, and SaneBox will do the work in the background.
Overall, Sanebox is an excellent solution for dealing with email overload, sorting out the important messages that need your attention, and reaching inbox zero.
Get $15 OFF for every plan with this link.
Full review: Sanebox Review: The Best Email App For Inbox Management? (2025)
Wrap-up: Best Productivity Apps for 2025
There are many excellent productivity apps out there. Nevertheless, after my long research and continuous testing, I found these as the best productivity apps in 2025 based on different categories.
All of these productivity apps were tested, and I spent numerous months with all the tools mentioned in this list.
Related articles:
I hope I was able to find the best productivity apps in 2025. As always, I will keep updating this list to ensure it reflects the reality.
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
What is the #1 productivity app?
It’s a tough question, as there are numerous categories in the productivity apps space. For me, the number one productivity app is Rize, but I also utilize many of these tools on a daily basis.
Which is the best productivity tool?
In addition to the ones mentioned in this list, I think Coda, Notion, SmartSuite, and Teamwork.com are also among the best productivity apps. If you need a bookmarking app, I can recommend Pocket.
Is ChatGPT a productivity tool?
While ChatGPT is primarily not a productivity app, you can use it in numerous workflows to increase efficiency.
What is the best app to help you focus?
I think Motion could help you with this issue (or at least it helped me). If you need a more budget-friendly solution, take a look at Reclaim AI. You can find the full review here: Honest Reclaim AI Review | An Unreal Advantage? (2025)
Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.
Hey there! I am Aron, the founder of Thebusinessdive. With my website & YouTube channel, I reach 25.000 -35.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel to hear more about the best productivity tools. Let’s dive in!