8 BEST To-do List Apps (2025)
Charles Moore
Staying organized is not just a habit—it is a strategic advantage. The best to do list app can streamline your task management, reduce mental clutter, and boost long-term productivity. To-do list apps are tools that help you create, assign, manage, prioritize, and share business and project-related tasks effectively. I use these solutions in my daily workflow to deliver accurate results and meet high standards. Emerging trends like AI-driven task automation are redefining user expectations.
This in-depth review of the Best To-do List Apps is the result of 121+ hours spent evaluating over 38 tools with a focus on clarity, usability, and real-world benefits. Handpicked options include both free and paid versions with a transparent breakdown of features, pros and cons, and pricing. One platform stood out when I managed a product launch — proving that the right digital assistant is often your most reliable partner.
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Notion is one of the most popular to-do apps available at the moment. It offered the ability to manage tasks, collaborate, and integrate with databases effortlessly. This platform also comes with pre-built templates for various fields.
Best To do List App for Windows PC: Top Picks!
| Name | Best for | Task Management | Supported Platforms | Free Plan | Link |
|---|---|---|---|---|---|
 Notion |
Best for Personal Use and Simple Task Management | Task lists, calendar integration | Web, Android, Windows, Mac and iOS | Lifetime free basic plan | Learn More |
 Monday.com |
Best for project management with customizable task boards | Task management with customizable workflows | Android, Mac, and Windows | Forever free plan | Learn More |
 Smartsheet |
Best for Automation and collaborative task tracking | Automates workflows with no-code rules | Windows, Mac OS | 30-day free trial | Learn More |
 Wrike |
Best for team collaboration with real-time task updates | Task assignment, detailed reports | Android and iOS | Lifetime free basic plan | Learn More |
 todoist |
Best for simple and efficient task management with priorities | Task prioritization, reminders | Windows, Android, iOS, macOS | Lifetime free basic plan | Learn More |
1) Notion
I tested Notion and found it to be one of the most popular to-do apps available at the moment. It offered me the ability to manage tasks, collaborate, and integrate with databases effortlessly. I particularly appreciate the spreadsheets included in Notion, which allowed me to keep my tasks organized.
Notion, launched in 2020, offers impressive features like AES-256 and TLS 1.2 encryption, ensuring top-rated security. I could easily navigate through its drag-and-drop interface, custom reports, and centralized workspace, making it a great option for managing projects.
Supported platforms: Windows, Android, Mac, and iOS
Integration: Asana, GitLab, Box, Jira, Trello, Slack, Figma, and Dropbox
Free Trial: 30 Days Free Trial
Notion is an all-in-one workspace that combines notes, tasks, databases, and calendars, making it easy to manage to-do lists in one place. I particularly appreciate how customizable it is, allowing me to set up my workspace to fit my needs perfectly. The Notion AI integration instantly summarizes tasks, generates action items, and prioritizes my to-do list with smart suggestions. This feature helped me streamline my workflow.
I also found the pre-built and customizable templates excellent for personal and team task management, enhancing organization. Additionally, tagging and filtering options allowed me to refine my to-do lists, and the reminder system ensured I never missed a task. Entrepreneurs rely on Notion’s templates and task tracking features to improve project management, resulting in better organization and more efficient teamwork.
Pros
Cons
Pricing:
- Price: Plans start at $10 per seat/month. 20% discount on yearly payments.
- Free Trial: Lifetime free basic plan
Life Time Free Basic Plan
2) Monday.com
Monday.com stands out as one of the best to-do apps. The clean interface, which includes awesome color-coded features, made it easy for me to manage tasks. This software is perfect for teams of any size. During my research, I could access its user-friendly mobile app and create highly customizable workflows tailored to my needs.
Monday.com, founded in 2014, offers an amazing platform for managing projects with features like AES-256 encryption for security. I could easily visualize my project using various views such as chart, Kanban, and table. It allowed me to export reports in Excel and CSV formats.
Supported Platforms: Windows, Mac, iPhone, Android, and Web
Integration: Microsoft Teams, Dropbox, Slack, Zapier, Google Drive, etc.
Free Trial: Forever Free Plan
Monday.com offers a variety of features that make it an efficient tool for managing tasks. One of its standout features is Smart Workflows, which uses AI-powered triggers to automate repetitive tasks. This helps save time and reduces the need for manual follow-ups on personal or team task boards. I’ve found this feature especially helpful when managing multiple tasks, as it keeps everything on track without constant intervention. I suggest taking full advantage of this automation to streamline your daily to-do list and avoid repetitive manual updates.
Another valuable feature is Task Dependencies, which allows you to link tasks together, ensuring that one task triggers the start of another. This improves planning, especially in more complex projects. During my experience using this tool, I noticed how it made handling multi-step processes more organized. There is also an option that lets you prioritize tasks based on their dependencies, ensuring you stay on top of your workflow without missing critical deadlines.
Pros
Cons
Pricing:
- Price: Plans start at $9 per seat/month. 18% discount on yearly payments.
- Free Trial: Lifetime free basic plan up to 2 seats (No Credit Card Required)
Life Time Free Basic Plan
3) Smartsheet
Smartsheet is often considered one of the best to-do apps as it provides strong business process management that allows you to stay organized. During my research, I found that it helps you align and execute a quicker, more efficient process.
SmartSheet is an amazing project management tool that was founded in 2000. Exporting reports in PDF, HTML, Excel, and CSV was effortless, and it helped me stay on top of tasks with instant notifications via email and desktop. I recommend it for its secure, adaptable workflows and extensive pre-built templates, which I found perfect for various industries like retail and finance.
Supported platforms: Web
Integration: Slack, Tableau, JIRA, etc
Free Trial: 30 Day Free Trial
Smartsheet delivers an impressive mix of power and flexibility, and I found that the Grid View Customization is one of the most intuitive and effective ways to manage to-dos. It offers a spreadsheet-style layout that feels natural and customizable, making it easy for me to prioritize tasks across daily, weekly, and long-term timelines. I particularly liked how it allowed me to personalize views without needing complex configurations. In fact, it is a great option for professionals juggling multiple priorities who want clarity without clutter.
I also evaluated its Task Automation and found it to be a top-rated feature. Automating recurring tasks and reminders helped me avoid manual follow-ups, letting me focus on high-priority items. It is important for teams aiming to improve consistency without sacrificing time. Project managers often rely on this to automate routine updates, ensuring deadlines are never missed and workflows remain efficient.
Pros
Cons
Pricing:
- Price: Plans start at $9 a month per member. 29% discount on yearly payments.
- Free Trial: 30-day free trial (No Credit Card Required).
30-Day Free Trial
4) Wrike
Wrike is great for collaboration and managing to-do lists in a cloud-based environment. As I evaluated this tool, I noticed that it helps teams grow and improve efficiency in any business. Wrike, established in 2006, provides a remarkable project management solution that I’d recommend for both small and large teams. I was able to utilize various views, such as Calendar and Board, to keep track of tasks.
The free plan, with 2 GB storage and unlimited users, is one of the best options for startups. In my opinion, integration with tools like Microsoft Teams and Tableau enhances collaboration, while real-time reports and automation make it an ideal choice for professionals who aim to optimize their workflow.
Wrike is an excellent tool for managing tasks and projects efficiently. I particularly like its task creation and subtask feature, which helps break down complex projects into smaller, manageable components. This is especially helpful for keeping everything on track. The customizable dashboards are a standout as well, allowing me to sort tasks by due date and priority, ensuring I never miss a deadline.
Additionally, the dynamic request forms feature makes it easy to capture task details and auto-assign work, streamlining team collaboration. Wrike also offers Gantt charts to visually plan and schedule tasks, helping me stay on top of project timelines. Overall, it’s a powerful tool for boosting productivity and organization.
Pros
Cons
Pricing:
- Price: Plans start at $10 per user/month.
- Free Trial: Lifetime free basic plan (No Credit Card Required).
Life Time Free Basic Plan (No Credit Card Required)
5) Todoist
Todoist is one of the best to-do apps, it is a user-friendly tool that helps you organize tasks efficiently and effortlessly. I noticed that it offers a clear view of all your tasks, which helped me view my workload effortlessly. This tool also notifies you when others comment or complete a task, which I found particularly helpful in collaborative projects.
Todoist, established in 2007, allowed me to visualize my projects using board and list views, which was impressive for organizing tasks. I was able to integrate Todoist with Airmail, Zapier, and Zendesk, which proved essential for seamless project management. In my opinion, the free plan, offering 100 MB storage and 1 user, is a great option for individuals starting with task management.
Todoist is an impressive task management tool that truly enhances productivity. I particularly appreciate the recurring due dates, which help me build habits and stay on top of deadlines. The task highlighting feature allows me to prioritize important tasks, ensuring nothing crucial is overlooked.
I was able to track my progress through a color-coded graph, making it easy to visualize my performance each month. In terms of team collaboration, Todoist allows comments on tasks, improving communication. The integration with voice commands via Siri, Google Assistant, and Alexa also makes task creation a breeze. Offline access is another plus, enabling me to manage tasks without an internet connection.
Pros
Cons
Pricing:
- Price: Plans start at $2.50 per month. 20% Discount on Yearly payments.
- Free Trial: Lifetime free basic plan (No Credit Card Required).
Life Time Free Basic Plan
6) ClickUp
ClickUp stands out as one of the most popular and best to-do apps for Windows. Over the course of my evaluation, I found that its time and task management tools are impressive, particularly for team collaboration. It helps you assign tasks and resolve comments effectively. It is important to note that setting work priorities is made simple, making ClickUp an ideal option.
ClickUp, founded in 2017, offered me an excellent platform for project management, with AES-256 and 2FA encryption ensuring top-notch security. I could visualize projects through lists, boards, calendars, and more, making it one of the easiest ways to stay organized. The drag-and-drop feature, centralized workspace, and custom reports provided me with great flexibility.
ClickUp offers a range of features that make task management more efficient and productive. I particularly appreciate the ability to set and track goals and milestones, which ensures consistent progress. The natural language processing feature is a huge time-saver, allowing me to add tasks using plain language like “Call John tomorrow at 3PM.” Recurring tasks help me automate repetitive tasks, saving time and effort.
With smart reminders and notifications across desktop, mobile, and email, I stay on top of my deadlines. ClickUp’s templates are perfect for maintaining consistency in task lists and projects. The AI-powered search allows me to quickly find files or tasks, while the mind maps integration lets me visually brainstorm and organize tasks, making ClickUp a top choice for productivity.
Pros
Cons
Pricing:
- Price: Plans start at $7 a month. 30% discount on yearly payments.
- Free Trial: Lifetime free basic plan (No Credit Card Required).
Life Time Free Basic Plan
7) Microsoft To-Do
Microsoft To-Do is the best to-do app for managing tasks online. I suggest using it to manage and prioritize your daily work. Its instant notifications and the ability to export reports in various formats like Excel and PDF are also great features.
Microsoft To-Do, founded in 2017, has become one of my go-to tools for project management. It provides AES-256, AES-192, AES-128, and 3DES encryption, ensuring my data remains secure. The free plan offers 5 GB of storage, which is quite adequate for individual use. I was able to integrate it seamlessly with Outlook and Microsoft Teams, enhancing productivity.
Microsoft To-Do offers a powerful set of features that help me stay organized and productive. The Intelligent Daily Planning with “My Day” offers personalized task suggestions that help me prioritize daily activities. I particularly appreciate the Cross-Platform Synchronization, which lets me manage tasks seamlessly across my phone, tablet, and computer. I can also attach files up to 25 MB to tasks, providing all the necessary context.
The Task Steps feature breaks down large tasks into manageable actions, ensuring steady progress. Additionally, List Sharing allows me to collaborate with others, while Smart Suggestions recommend tasks based on my previous entries. Voice Input Support adds tasks hands-free, and the Secure Cloud Storage ensures my data remains safe.
Pros
Cons
Pricing:
- Free: Free to use
Link: https://to-do.office.com/tasks/
8) Airtable
I reviewed Airtable as part of my search for the best to-do app and liked how it offers collaboration features for organizations. During my analysis, I found that it includes a spreadsheet that helps you organize tasks efficiently. It also allows you to manage projects, content, and ideas in one place, which is a great option for staying organized.
Airtable, founded in 2012, provided me with a seamless experience with its AES-256 encryption, ensuring top-notch data security. I was able to export reports in PDF, Excel, and CSV formats, making data management simple.
Airtable is a powerful tool for managing to-do lists with its impressive range of features. I particularly like the customizable task fields, which allow me to define attributes like priority, due date, and status to fit my workflow. The multiple views—grid, calendar, and Kanban—make it easy to visualize tasks from different angles. During my review, I found the collaborative editing feature essential for team environments, as it enables real-time updates and keeps everyone aligned.
Automations help reduce manual effort by triggering actions for repetitive tasks. Task linking lets me track dependencies, while user permissions ensure secure and organized access. The interface designer is perfect for creating user-friendly, customized task views. Airtable truly enhances task management.
Pros
Cons
Pricing:
- Price: Plans start at $20 per seat/month billed annually
- Free Trial: Lifetime free basic plan
Link: https://airtable.com/
Other Best Todo List Apps (2025)
- TickTick: TickTick is a task management tool that provides seamless cloud synchronization across all your devices. It is one of the best to-do apps for Windows that helps you schedule a plan, collaborate with a team, etc
Link: https://ticktick.com/home - Any.do: Any.do is a top-rated app for managing daily tasks that has the ability to allow you to handle tasks, lists, and reminders with ease.
Link: https://www.any.do/ - Remember The Milk: Remember The Milk is one of the best to-do apps since it is perfect for managing tasks with others. The app helped me sync my tasks across all devices, allowing me to stay organized in the simplest manner.
Link: https://www.rememberthemilk.com/
How Did We Choose Best To-do List Apps?
At Guru99, we are committed to providing accurate, relevant, and objective information. Our editorial process ensures high-quality content that answers your questions reliably. This review of the best To-do list apps is the result of over 121 hours spent evaluating more than 38 tools, emphasizing usability, clarity, and real-world benefits. We selected both free and paid options with a detailed analysis of features, pros, cons, and pricing. Choosing the right app can greatly impact your productivity and organization. We focus on the following factors while reviewing a tool based on usability, efficiency, and flexibility.
- User-Friendly Interface: We chose apps that have a clean and intuitive interface, making task management easier for everyone.
- Task Customization: Our team selected apps that allow you to customize tasks based on your specific needs and preferences.
- Syncing Across Devices: We made sure to shortlist apps that sync tasks across devices so you can stay organized wherever you are.
- Collaboration Features: The experts in our team selected tools based on their ability to support collaborative task management with ease.
- Notification & Reminders: We focused on apps that send timely reminders and notifications, helping you stay on track throughout the day.
- Integrations with Other Apps: We chose apps that integrate smoothly with other tools you already use to ensure a more efficient workflow.
- Security and Privacy: We prioritized apps that provide a secure environment for your tasks and personal data.
Verdict:
In this review, you got were introduced to some of the best productivity apps. All of them have their advantages and disadvantages, thus to help you take the final call, I have created this verdict.
- Notion is a unique blend of task management and note-taking app. I found it beginner-friendly as it doesn’t require any extra effort to create tasks and assign them.
- Monday.com offers a remarkable combination of ease of use and powerful features such as easy team collaboration and smart task management, making it an awesome tool for boosting team productivity.
- Smartsheet provides a reliable and secure platform with several automation features and a budget planning tool.
