15 Best To-do-List Apps of 2025 (Tried & Tested)

Looking for the perfect to-do-list app that actually helps you stay on track? With over 35% of people using task management software to organize their day and nearly 50% relying on to-do-list apps for better time management, digital productivity tools have become a non-negotiable part of modern life.

The global market for to-do-list apps is expected to reach $1.12 billion by the end of 2025, driven by growing demand for AI features, mobile integration, and real-time sync across devices. Yet, with hundreds of options available, choosing the right app can feel more overwhelming than your actual to-do list.

Our team tested dozens of apps across platforms and handpicked the 15 best to-do-list apps of 2025. Whether you’re a student, remote worker, busy parent, or team leader, this guide will help you find an app that suits your workflow and goals.

15 Best To-Do-List Apps of 2025 

Choosing the best to-do-list app in 2025 is all about finding a tool that fits seamlessly into your life and helps you stay focused, organized, and to be more productive. Whether you’re managing work projects, personal errands, or study plans, the following list will help you choose the right one that delivers the performance and flexibility most users need in a daily planner app.

1. Overall Best To-Do-List App: Clockdiary

Clockdiary is the overall best to-do-list app that brings together task timers, project tracking, automated timesheets, reporting, and basic invoicing into one lightweight package. 

Freelancers and small teams can manage work, billing, and accountability without stitching five tools together. It’s especially practical if you need reliable offline tracking, simple activity monitoring, and an affordable upgrade path with AI helpers for smarter insights.

Pros:

What makes Clockdiary stand out as the top among to-do-list apps is the practical balance it offers. A genuinely useful free tier for small teams, a clutter-free timer and timesheet workflow, and built-in productivity features that many time trackers sell as paid add-ons. 

It can be considered the best to-do-list app of 2025 because you get automatic timesheets and billable/non-billable reporting for invoicing, optional screenshots/activity tracking for visibility, and AI-driven reminders and screen insights on paid plans. 

Small businesses can move from tracking to billing without extra exports or manual reconciliation. The Chrome extension and cross-device apps mean starting and stopping timers is always one click away. 

Cons:

Clockdiary is not a full-featured to-do list app with deep Gantt charts, so teams needing enterprise PM features may find it lightweight. 

The free plan has strict caps (users/projects/teams) and short data retention if you keep only the free tier, so growing teams will want to upgrade to keep historical records. 

Price:

Startup / SMEs (Free): Up to 10 users, 10 projects, 10 teams, basic reports, screenshots, and 3 days of data retention.

Professional (Most popular): $3.49 / seat (monthly) or $2.49 / seat (billed yearly). Unlimited users/projects, longer data retention, AI smart assistant & priority support.

Enterprise: Custom pricing and features (contact sales).

Key Features:

• Simple time recorder (start/stop timer + manual entries): Clockdiary makes tracking time almost effortless. You can hit “start” when you begin a task and “stop” when you’re done, with the option to add or adjust entries manually if you forget. This keeps your records accurate without requiring you to hover over the app all day.

• Automated timesheets and billable/non-billable reporting for invoicing: Clockdiary doesn’t just track time, it organizes it into clear timesheets and distinguishes between billable and non-billable hours. This means you can go from logging your work to creating accurate invoices in just a few clicks, without extra spreadsheets or guesswork.

• AI inactivity detection & smart reminders (paid tiers): With AI-powered idle-time detection, Clockdiary can spot when your activity pauses and prompt you to confirm whether you’re still working. This reduces timesheet app errors and ensures clients are billed only for actual work. The smart reminders can also nudge you if you’ve forgotten to start tracking a task.

• Activity tracker & optional screenshots for accountability: For teams that need visibility, Clockdiary offers optional activity monitoring, complete with screenshot captures at set intervals. This isn’t about micromanaging, but about creating a transparent record of work progress, especially for remote or outsourced teams.

• Export and data tools for payroll, billing, or migration: Your data is yours. Clockdiary lets you export detailed time records in various formats, making it simple to process payroll, send invoices, or migrate to another system if needed. No lock-in headaches, just clean, portable records.

2. Best for Time-Blocking & AI Planning: Motion

Motion is one of the good to-do-list apps that uses artificial intelligence to manage your calendar, tasks, and projects, automatically. 

Instead of manually figuring out when to do what, Motion intelligently time-blocks your day based on deadlines, meetings, daily reminders and personal work habits. 

This to-do-list app is especially powerful for professionals, entrepreneurs, and remote workers who juggle multiple responsibilities and want to stay laser-focused.

Pros:

One of Motion’s standout benefits is its AI-powered scheduling. Once you enter your tasks and deadlines, the to-do-list app automatically assigns time blocks on your calendar without you lifting a finger. It constantly adjusts and re-prioritizes based on new tasks, cancellations, or delays. 

This means less time managing your schedule and more time doing actual work. Users also love how Motion helps reduce decision fatigue; it tells you exactly what to do and when. It is one of the top to-do-list apps that have a clean, distraction-free interface that keeps your focus on getting things done.

Cons:

While Motion is powerful, it’s not for everyone. New users often report a learning curve, especially those unfamiliar with time-blocking apps or AI planning. The to-do-list app can feel rigid at first, as the AI doesn’t always align with your preferences. 

Additionally, Motion lacks some of the granular task filtering, list tracking, and tagging features found in traditional to-do-list apps like Todoist or TickTick. Lastly, the to-do-list app is on the pricier side, which might be a barrier for students or solo users on a tight budget.

Price:

Motion offers two plans:

Individual Plan: $19/month (billed annually)

Team Plan: $12/month per user (billed annually)

Both plans include access to all core features, and there’s a 7-day free trial to explore before committing.

Key Features:

• AI Scheduling: Automatically arranges your tasks on your calendar based on urgency, deadlines, and availability.
• Smart Time-Blocking: Dynamically updates your calendar as your day evolves, so your plan stays realistic.
• Unified Calendar & To-Do List: No more switching between task apps and calendar tools, everything’s in one place.
• Meeting Management: Integrates with Google and Outlook calendars to schedule or reschedule meetings automatically.
• Daily Planner: Personalized agenda that adapts in real time, helping you stay focused on what matters most.
• Project & Task Management: Create projects, subtasks, and assign priorities to keep bigger goals organized.

3. Best for Apple Ecosystem Users: Apple Reminders

Apple Reminders is one of the best to-do-list apps for users deeply invested in the Apple ecosystem. Built into every iPhone, iPad, Mac, and Apple Watch, it offers seamless integration across devices without any extra downloads. 

With powerful updates in iOS 17 and macOS Sonoma, Reminders has evolved into a full-featured task manager which is ideal for Apple loyalists.

Pros:

Apple Reminders shines in its tight integration with all native Apple apps and services. You can create tasks using Siri, organize them with natural language input, and see reminders directly in Calendar or through widgets. 

Lists can be shared with family or coworkers via iCloud, and tasks sync instantly across devices. The smart lists, subtasks, tags, and priority filters make organization simple without feeling overwhelming. Another huge plus, it’s completely free with no ads or upsells.

Cons:

Despite recent improvements, Apple Reminders still lacks some advanced project management or automation features seen in other to-do-list apps. There’s no built-in time tracking, kanban views, or deep integrations with non-Apple tools like Notion, Trello, or Slack. 

Its clean and simple interface can also feel a bit limiting for power users looking for granular task breakdowns or productivity analytics.

Price:

This app is 100% free for all Apple users. No subscription, in-app purchases, or paywalls and is included with iOS, iPadOS, macOS, and watchOS devices.

Key Features:

• Cross-Device Syncing: Tasks sync automatically across iPhone, iPad, Mac, and Apple Watch through iCloud.
• Smart Lists & Tags: Create custom smart lists based on filters like priority, tags, or due dates.
• Siri Integration: Add tasks hands-free by saying “Remind me to…” and let Siri handle the rest.
• Natural Language Input: Type “Call Sarah tomorrow at 10 AM” and it auto-fills the details.
• Location-Based Reminders: Get notified when arriving or leaving specific locations.
• Collaboration: Share lists and assign tasks to others via iCloud.
• Widgets & Lock Screen Support: Stay on top of tasks from your home screen or lock screen.

4. Best Free Option: Microsoft To Do

Microsoft To Do is a to-do-list app that is clean, intuitive, and feature-rich. It stands out as one of the best free to-do-list apps available today. Originally developed by the team behind Wunderlist, it combines simplicity with powerful features, all without charging a dime. 

Whether you’re managing personal tasks, planning work projects, want a to do list notepad, or organizing grocery lists, To Do keeps it all in sync across devices.

Pros:

Microsoft To Do shines in its cross-platform compatibility. This to-do-list app works smoothly on Windows, macOS, Android, iOS, and the web, making it ideal for people who switch between devices. 

You can create tasks with due dates, reminders, and recurring schedules, and even break them down into subtasks with this to-do-list app. 

The “My Day” feature helps you focus by letting you plan what matters each day, and shared lists make collaboration easy. It’s tightly integrated with Microsoft 365, which is a huge bonus if you use Outlook or other Office apps.

Cons:

While it’s great for personal and light team use, Microsoft To Do isn’t built for complex project management. There’s no kanban view, time tracking, or advanced automations. 

The to-do-list app also lacks native calendar integration, which might be limiting for those who want to manage tasks and schedules in one place. For users outside the Microsoft ecosystem, some features (like syncing with Outlook Tasks) lose relevance.

Price:

Unlike most to-do-list apps, there’s no paid tier, ads, or locked features; even advanced features are available to all users without a subscription.

Key Features:

• My Day Planning: Start fresh each day with a dedicated space to plan your daily priorities.
• Smart Lists: Automatically-generated lists like “Planned,” “Important,” and “Assigned to Me” organize your tasks effortlessly.
• Subtasks and Notes: Break tasks into steps and add notes for extra detail.
• Recurring Tasks & Reminders: Set up repeating tasks and timely notifications.
• Collaboration: Share lists and assign tasks to friends, family, or colleagues.
• Cross-Platform Syncing: Works seamlessly across Windows, macOS, iOS, Android, and the web.
• Outlook Integration: Syncs with Outlook Tasks if you use Microsoft 365.

5. Best for Integrations & Automations: Todoist

Todoist is a powerful and well-balanced to-do-list app, that is designed to keep everything from daily errands to multi-step projects neatly organized. 

With a sleek interface, it’s especially known for its vast integration capabilities and automation support. Whether you’re an individual, a team, or a power user, this to-do-list app helps you streamline your workflow across apps and platforms.

Pros:

One of Todoist’s biggest strengths is how seamlessly it connects with other tools. It supports native integrations with Google Calendar, Slack, Outlook, Gmail, and more, making it a central hub for all your productivity needs. 

You can turn emails into tasks, automate repetitive actions, and even trigger workflows using tools like Make or IFTTT. Its task hierarchy (projects, sections, subtasks) is intuitive and keeps even complex to-do lists tidy.

Cons:

While the free version is solid, many of Todoist’s best features, like reminders, labels, and filters, are locked behind the Pro plan. 

Some users may also find the interface a bit too minimalistic if they prefer visual planning tools like kanban boards or timelines. There’s a Kanban view available, but it’s not as robust as dedicated project management tools.

Price:

Free Plan: Basic task management with up to 5 active projects and limited collaborators.

Pro Plan: $4/month (billed annually) Includes reminders, labels, filters, and more.

Business Plan: $6/user/month (billed annually) Designed for teams with admin controls, shared team inbox, and activity tracking.

Key Features:

• Powerful Integrations: Syncs with Google Calendar, Outlook, Slack, Gmail, Zapier, IFTTT, and over 100 other tools.
• Natural Language Input: Add tasks like “Call John tomorrow at 3 pm” and Todoist sets the date/time automatically.
• Priority Levels & Labels: Organize tasks by urgency, context, or custom tags.
• Task Filters: Create custom views based on project, priority, or date.
• Productivity Reports: Track daily and weekly task completions with visual data.
• Collaboration Tools: Share projects, assign tasks, and comment within tasks.
• Templates Library: Access pre-built templates for meetings, launches, goals, and more.

6. Best for Mindful Planning: Sunsama

Sunsama is a daily planner to-do-list app for people who want to be intentional with their time. Instead of overwhelming you with endless task lists, it encourages mindful planning by helping you set realistic goals, align your work with your calendar, and focus on what truly matters. 

Pros:

One of Sunsama’s standout benefits is its daily planning ritual. Each morning, it prompts you to review your tasks and drag only what’s realistic into your schedule. This slows you down just enough to think through your priorities and avoid overcommitting. 

The calendar-task integration is seamless; your tasks and meetings live side-by-side, which helps reduce context switching. Sunsama also encourages work-life balance by asking you to shut down at the end of the day and reflect. 

Integrations with apps like Notion, Todoist, Trello, Asana, and Gmail make it easy to pull tasks from anywhere.

Cons:

Sunsama isn’t built for managing large teams or complex projects; it’s strictly a personal planner. 

Some users may find the interface too minimal or the daily planning prompts unnecessary if they already have a routine. 

Also, there’s no free plan in this to-do-list app, which can be a dealbreaker for casual users or students.

Price:

It is $20/month (or $16/month billed annually). There is a 14-day free trial available and no free forever version. 

Key Features:

• Daily Planning Workflow: Guides you to set intentions and plan a realistic day each morning.
• Timeboxing Interface: Drag tasks directly into your calendar and estimate how long each will take.
• Task-Centric Calendar: Your events and tasks live together, giving you a complete view of your day.
• Shutdown Ritual: Reflect on your progress and wrap up each day with intention.
• Focus Mode: A distraction-free space to work on one task at a time.
• Cross-App Task Imports: Pull in tasks from Notion, Trello, Asana, ClickUp, Todoist, and Gmail.
• Mobile and Desktop Apps: Plan from anywhere, and everything stays in sync.
• Gentle Reminders: Nudges to not overbook your day or pile on too many tasks.

7. Best for Google Ecosystem: Google Tasks

Google Tasks is a simple to-do-list app that works effortlessly within the Google ecosystem. If you already use Gmail, Google Calendar, or Google Workspace, Tasks fits right in.

It works with Android, Apple, Windows, and Mac and is designed for users who want basic task management without needing another account, another interface, or another learning curve.

Pros:

Google Tasks’ biggest strength is its tight integration with other Google apps. You can add tasks directly from Gmail or Calendar and manage them without ever leaving your inbox or schedule. 

Its minimalist interface keeps things distraction-free and intuitive, great for users who just want to stay organized without overcomplicating things. Plus, syncing across mobile and desktop is seamless, and everything is saved to your Google account automatically.

Cons:

This to-do-list app lacks advanced features like subtasks with multiple levels, collaboration tools, tags, or automation. There’s no built-in time tracking, project boards, or analytics.

If you need more than a basic to-do-list app, you’ll likely outgrow it quickly. There’s also no web app; Tasks is accessed through Gmail, Calendar, or the standalone mobile app.

Price:

It is free for all users with a Google account, and there are no paid plans or premium features.

Key Features:

• Gmail Integration: Turn emails into actionable tasks with a single click.
• Google Calendar Sync: See your tasks alongside your events to better plan your day.
• Cross-Device Syncing: All tasks stay updated across Android, iOS, and desktop.
• Task Nesting: Create subtasks to break down larger items (limited to one level).
• Drag-and-Drop Scheduling: Move tasks around in Calendar to reschedule with ease.
• Reminders and Due Dates: Stay on track by setting deadlines directly within the task.
• Simplicity and Speed: Fast, easy-to-use interface with no distractions.
• Integration with Google Workspace: Ideal for business users already living in the Google ecosystem.

8. Best for Students: TickTick

TickTick is a versatile to-do-list app that’s perfect for students juggling classes, assignments, and extracurriculars. This app works well for students and has a clean design, habit-tracking features, and a built-in Pomodoro timer. 

Pros:

TickTick stands out for its rich features tailored to productivity. Through this to-do-list app, students can create tasks, set recurring reminders, organize lists by subject or project, and prioritize with ease. 

The built-in Pomodoro timer is a game-changer for focused study sessions, and the habit tracker encourages consistency in daily routines like reading, exercising, or revising notes. 

Plus, it syncs across devices, desktop, tablet, and mobile, ensuring your schedule is always accessible.

TickTick also allows voice input, natural language processing (like “math homework due tomorrow”), and integrates with calendars like Google and Outlook, making it easy to stay on top of both school deadlines and personal commitments.

Cons:

The free version comes with some limitations, like fewer lists, tasks per list, and restricted access to calendar views. 

Some features, such as the ability to track more habits or use advanced filters, are locked behind the premium plan. Also, while TickTick is feature-rich, it may feel overwhelming for users who prefer a very minimalist setup.

Price:

Free plan: Includes basic task management, Pomodoro timer, habit tracker, and limited lists/tasks.

Premium: $3.99/month or $35.99/year. It unlocks full features like custom Smart Lists, calendar views, historical statistics, and more habits.

Key Features:

• Task Management: Create tasks, subtasks, and checklists organized by folders or tags.
• Pomodoro Timer: Stay focused with timed study sessions and scheduled breaks.
• Habit Tracker: Build positive habits like daily journaling or exam prep.
• Calendar Integration: Syncs with Google Calendar and others for a full schedule view.
• Natural Language Input: Add tasks like “History quiz Friday 3 PM” easily.
• Cross-Platform Sync: Access tasks across Android, iOS, Windows, macOS, and web.
• Priority Levels & Reminders: Set deadlines and get notified before they’re due.
• Themes and Widgets: Customize the app and use widgets for at-a-glance updates.

9. Best for Time-Boxing: SkedPal

SkedPal is a smart calendar to-do-list app built specifically for time-boxing. It combines your to-do list with your calendar to automatically schedule tasks based on your availability, priorities, and deadlines. 

If you’re someone who thrives on structure and values deep focus time, SkedPal is a great solution for time-boxing your day with minimal manual effort.

Pros:

One of SkedPal’s biggest strengths is its intelligent scheduling engine. You tell it what you need to do, set preferences like time windows or urgency, and it finds the best time slots in your calendar automatically.

When plans shift, it reschedules everything instantly, no more dragging tasks around manually. This is especially helpful for professionals and creatives who want to protect time for deep work without the burden of micromanaging their schedules.

Another major plus of this to-do-list app is the focus on “focus zones” and “time maps,” which let you define when you prefer to do certain types of work. SkedPal adapts to your natural rhythms instead of forcing a rigid structure. It also supports recurring tasks, deadlines, and integrates with major calendars.

Cons:

SkedPal does come with a learning curve. Its interface is not as intuitive as more mainstream apps, so new users might need time to adjust. The smart scheduling also works best when you commit to using it consistently; otherwise, tasks may pile up or be misprioritized. 

Additionally, it’s not ideal for those looking for a basic to-do list or traditional planner, it’s built for automation-heavy, time-blocking users.

Price:

Free Trial: 14-day trial with full features

Premium Plan: $14.95/month or $112/year

Key Features:

• Smart Auto-Scheduling: Automatically finds the best time blocks for your tasks based on availability, urgency, and preferences.
• Time Maps: Customize time preferences for different categories of work.
• Focus Zones: Block deep work hours with priority scheduling.
• Calendar Integration: Sync with Google Calendar, Outlook, and more.
• Recurring Tasks & Deadlines: Set and forget repetitive work.
• Real-Time Rescheduling: When your plans change, SkedPal updates your schedule instantly.
• Task Prioritization: Helps you focus on high-value work first.

10. Best for Teams: Asana

Asana is a powerful work management to-do-list app built for teams to collaborate, manage tasks, and track progress, all in one place. 

Whether you’re working on marketing campaigns, product launches, or daily operations, Asana helps teams stay organized, accountable, and aligned. It’s flexible enough for small startups and scalable enough for enterprise-level teams.

Pros:

One of the reasons why Asana is a strong competitor among to-do-list apps is its versatility. You can manage projects in various views, like list, board (Kanban), calendar, or timeline, depending on how your team works best. 

Assigning tasks, setting deadlines, and adding comments or attachments make collaboration smooth and centralized. Teams can break down big projects into manageable subtasks while tracking progress through dashboards and milestones.

Asana also excels in transparency and accountability. Everyone knows who’s doing what and by when, eliminating the guesswork in teamwork. It integrates seamlessly with tools like Slack, Google Drive, Zoom, and hundreds more, reducing app-switching.

Cons:

Asana can feel overwhelming at first, especially for teams new to to-do-list apps. The wide range of features means there’s a learning curve, and not all functionalities are intuitive without onboarding or training. 

The free version is quite generous, but some powerful features like Timeline, Goals, and advanced reporting are locked behind paid plans. Also, while it works well for structured project workflows, it’s not the best fit for casual to-do list users or solo freelancers.

Price:

Free Plan: For individuals or small teams (up to 15 users)

Premium: $13.49/user/month (billed monthly) or $10.99/user/month (billed annually)

Business: $30.49/user/month (monthly) or $24.99/user/month (annually)

Enterprise: Custom pricing

Key Features:

• Multiple Project Views: List, Board, Calendar, Timeline
• Task Assignments & Deadlines: Clearly defined ownership and timelines
• Team Collaboration: Commenting, file sharing, and real-time updates
• Workflow Automations: Automate routine work with custom rules
• Advanced Reporting: Track productivity, workloads, and KPIs
• Integrations: 200+ tools including Slack, Zoom, Google Workspace, and Microsoft Teams
• Goals & Milestones: Keep your team aligned with larger objectives

11. Best for Project Collaboration: ClickUp

ClickUp is a feature-packed productivity platform built for teams and individuals who want more than just a to-do-list app. 

It combines to-do lists, project management, time tracking, documents, goals, and chat in a single workspace. Whether you’re running a small team or managing large-scale projects, ClickUp is designed to centralize collaboration and improve transparency.

Pros:

ClickUp stands out for its all-in-one approach. You get task management software, project planning, time tracking, document collaboration, and even chat, all under one roof. 

This eliminates the need to juggle multiple to-do-list apps. The platform supports multiple views like List, Board, Calendar, Gantt, and more, allowing teams to work the way they prefer.

Customization is another major advantage. ClickUp lets you create custom statuses, fields, templates, automations, and even dashboards to match your workflow. 

You can assign tasks, set priorities, and link tasks to goals or timelines. Real-time collaboration, comment threads, and notifications keep everyone on the same page.

It also offers strong integrations with tools like Slack, Google Drive, Zoom, Outlook, and GitHub, making it ideal for cross-functional teams.

Cons:

The same depth that makes ClickUp powerful can also make it overwhelming for beginners. The UI has a lot going on, and setup can take time, especially if you’re customizing everything from scratch. 

Some users report slower load times and performance lags in larger workspaces. Also, mobile functionality is decent but not as seamless as desktop.

Price:

Free Forever Plan: For personal use or small teams (with limited features)

Unlimited Plan: $10/user/month (billed monthly) or $7/user/month (annually)

Business Plan: $19/user/month (monthly) or $12/user/month (annually)

Enterprise Plan: Custom pricing

Key Features:

• Task & Subtask Management: Assign tasks with custom statuses, priorities, and dependencies
• Multiple Project Views: Choose from List, Board, Calendar, Gantt, and more
• Built-in Time Tracking: Track time per task or user directly within ClickUp
• Docs & Wikis: Create, edit, and collaborate on documents inside your workspace
• Automations: Streamline repetitive workflows with rules and triggers
• Goal Tracking: Link tasks to measurable goals and OKRs

Integrations: Connects with over 1,000 tools including Slack, Zoom, Google Drive, and Zapier.

12. Best for ADHD: Structured

Structured is a visual day planner to-do-list app that turns your calendar and tasks into a single timeline, making it easy to see exactly what your day looks like at a glance. 

It is one of the best apps for to-do-lists for ADHD and is built around short, time-boxed tasks and gentle nudges, which many neurodivergent users find easier to follow than long, amorphous lists. The to-do-list app’s simple drag-and-drop timeline and quick task creation are designed to reduce decision fatigue and make routines stick. 

Pros:

Structured’s biggest strength is clarity. Instead of scrolling a long list, you place short tasks into visible blocks of time in the to-do-list app, which helps with momentum and task initiation, two common ADHD pain points. 

Its timeline makes context obvious (when you’ll do something and how long it should take), and the app offers a calming, colorful UI that reduces overwhelm. 

It also syncs with your calendars and imports tasks from other apps, so you can centralize everything without rebuilding workflows. 

Many users and reviewers note that Structured encourages realistic planning (you only drag in what fits) and supports habit-building through simple repeat options and checkbacks. 

Cons:

Structured isn’t meant to be a heavyweight project manager. If you need deep task hierarchies, advanced automations, or complex team workflows, you’ll find them limited. Some power users miss multi-level subtasks, custom fields, or native integrations with niche tools. 

A few users also report that the app can feel restrictive if you prefer free-form lists. Structured nudges you toward planning a realistic day, which can feel rigid when life gets chaotic. 

Price:

Structured offers a functional free tier so you can try its core timeline planner without paying. Pro upgrades add advanced options and premium features; current US pricing lists monthly and annual plans (and occasional lifetime offers). 

For example, Structured Pro yearly has been shown to cost around $19.99/year with monthly tiers available. Exact prices vary by region and store, so check the App Store/Play Store or the app’s help pages for your country. 

Key Features:

• Visual timeline/day view that combines calendar events and timed tasks. 
• Quick drag-and-drop task scheduling and replan tools. 
• Calendar sync (Google, Apple, Outlook) and cross-device sync. 
• Habit tracker and simple recurring tasks for routine building. 
• Gentle UX with color coding, minimal visual clutter, and designed to reduce overwhelm.

13. Best for Entrepreneurs: Notion

Notion is a flexible to-do-list app that combines notes, databases, docs, and lightweight project management into a single platform so founders can run product roadmaps, meeting notes, OKRs, and pitch materials without stitching tools together. 

Pros:

Among other to-do-list apps, Notion is the best for entrepreneurs. You can build a product roadmap, CRM, investor tracker, content calendar, and knowledge base from the same set of building blocks with this to-do-list app. 

The to-do-list app lets founders copy battle-tested setups (business plans, fundraising trackers, sprint boards) and get running fast. Notion AI speeds up drafting, research, and meeting summaries, which saves founders hours on routine writing and prep. 

Cons:

That same flexibility brings a learning curve: setting up efficient relational databases and automation takes time and planning, and many teams spend weeks iterating their workspace structure.  

Performance can slow with very large databases or deeply nested pages, and mobile experiences sometimes feel cramped compared with desktop.  

Offline support has historically been limited (though Notion has been rolling out improved offline capabilities), so founders who need full offline first-class support may find gaps.  

Price:

Notion offers a free tier useful for solo founders and small projects, plus paid plans that add collaboration, admin controls, and AI access.  

Business/Team tiers (which include broader Notion AI access for workspaces) and Enterprise options are available; AI pricing and plan bundles have evolved in 2025, so check Notion’s official pricing page for the latest plan matrix and AI terms.  

Key Features:

• All-in-one pages & blocks (notes, lists, embeds)
• Relational databases and linked views for CRMs, roadmaps, and trackers
• Template library and startup templates (pitch decks, OKRs, investor trackers)
• Notion AI: content generation, meeting notes, summarization, and research tools
• Integrations & API (Zapier, synced databases from Jira/GitHub/Slack)
• Permissions, workspace admin, and enterprise search for scaling teams 

14. Best for Remote Work: Trello

Trello is a visual, board-based to-do-list app that uses lists and cards to map workflows at a glance. This is one of the best productivity tools for remote work that needs clear, asynchronous coordination. 

The to-do-list app has a template library and remote-work toolkits that help teams standardize standups, handoffs, and planning without constant meetings. 

Pros:

One of the biggest strengths of Trello is its clarity. With Trello, you can easily know who’s doing what and where work stands, which cuts down on status-check meetings and email threads. 

The platform offers robust, no-code automation to handle repetitive tasks, like moving cards, setting due dates, or auto-assigning work, saving managers time and reducing manual admin. 

Recent updates add an Inbox/Planner concept and AI-assisted features for capturing action items from Slack/email, which makes Trello better at collecting work from scattered inputs.

Cons:

Trello’s simplicity is a double-edged sword. For large, complex projects, you may miss advanced portfolio reporting, deep resource management, or the customizable relational fields offered by more heavyweight platforms. 

Some teams also hit limits on free plan features (board and automation caps) as they scale, which forces upgrades to paid tiers. And while Trello’s interface is intuitive, heavy customization can lead to very busy boards that lose the original simplicity.

Price:

This to-do-list app provides a free tier suitable for small teams or personal use, with paid tiers that unlock unlimited boards, advanced views (Calendar, Timeline, Table, Dashboard, Map), higher automation quotas, and admin controls.

Key Features:

• Visual Kanban boards, lists, and cards for instant status visibility.
• Butler no-code automation to reduce repetitive work. 
• Integrations support connecting Slack, Google Drive, Outlook, Zoom, and hundreds more. 
• Multiple views: Calendar, Timeline, Table, Dashboard, and Map for different planning needs. 
• Remote-team templates (standups, onboarding, async meetings) to standardize routines. 
• New Inbox/Planner and AI capture features that aggregate action items from email and chat. 

15. Best for Habit Tracking: Habitica

Habitica is a to-do-list app that turns your to-dos into a retro RPG (Role-Playing Game). It completes tasks to level up your avatar, earn rewards, and avoid penalties. 

This habit tracking app blends habit tracking, to-do lists, and social accountability into a single, playful experience, great if you respond well to game mechanics and small, visible wins. 

Pros:

Habitica’s biggest strength is motivation-by-design. Instead of staring at an endless list, you get immediate feedback and unlockable rewards, so even boring chores feel satisfying. 

The to-do-list app supports three task types, recurring tasks, and in-game rewards you set yourself, which helps with consistency and habit formation. 

It also has social features (parties, guilds, and challenges) that create accountability and make progress communal rather than solitary. People often find that doing tasks with others keeps them on track. 

Cons:

Habitica’s game-first approach isn’t for everyone. If you prefer minimalist lists, the RPG overlay can feel gimmicky or distracting. 

Some reviewers and users note that the gamified rewards can lose their pull over time, and gamification may add pressure for people already struggling with burnout. 

The interface and UX aren’t as polished as modern native apps, and power users may miss advanced analytics or deep integrations found in dedicated habit trackers or productivity suites. 

Price:

Habitica is free to use with optional in-app purchases and subscriptions. Mobile stores list small gem packs and subscription tiers (for example, a monthly subscription around US$4.99 or annual options with discounts). 

These add perks like cosmetic items and small convenience features, but the core habit and task system remains free. Pricing can vary by platform and region, so check the App Store/Google Play’s simple listing for the current local rate. 

Key Features:

• Habits, Dailies, and To-Dos so you can track one-off items and recurring routines.
• Gamified rewards (XP, gold, equipment) to reinforce good behavior.
• Social play: parties, guilds, and boss fights for group accountability.
• Custom rewards and habit penalties to tailor motivation.
• Cross-platform apps (web, iOS, Android) and cloud sync.
• Optional premium subscription and in-app gem purchases.

Visual Comparison Chart of the Top To-Do-List Apps

Choosing the right to-do-list app can feel overwhelming when so many options promise to “change your life.” That’s why we’ve created this visual comparison chart, to help you see, at a glance, which app matches your needs. 

Whether you’re managing remote teams, tracking personal habits, or keeping daily tasks in check, this chart highlights the strengths, pricing, and unique features of each platform. 

And if you’re looking for the best all-in-one productivity solution, Clockdiary stands out as our to-do-list app for its balance of functionality, user experience, and value for money.

App Name	Best For	Standout Feature	Key Strength
Clockdiary	All-in-one task, time, and productivity tracking	Combines task management, time tracking & team collaboration in one tool	Combines scheduling, time tracking & analytics in one tool
Trello	Remote teams needing visual task boards	Drag-and-drop Kanban boards	Kanban-style boards for collaboration
Habitica	Habit tracking with gamification	Gamifies goal setting with rewards	Turns tasks into a fun RPG game
Todoist	Individuals & small teams managing complex projects	Natural language task creation	Powerful filtering & recurring task automation
TickTick	Quick task entry & cross-platform sync	Built-in Pomodoro timer	Fast, intuitive interface with built-in Pomodoro timer

How to Choose the Right To-Do-List App

Picking the right to-do-list app is about matching a tool to how you actually work. Below you’ll find practical, outcome-driven steps and a simple scoring method to help you pick the right one among the to-do-list apps.

1. Start with Outcomes, not Features

Before you compare to-do-list apps, be crystal clear about what success looks like. Do you want fewer missed deadlines, better team handoffs, or a calmer morning routine? 

Pick 2 to 3 outcomes (e.g., “reduce meeting prep time by 30%” or “complete 80% of daily tasks”) and score candidates against those outcomes, not against every feature on the market.

2. Ask the Decision Questions

• Who will use it? (solo, small team, enterprise, students, neurodivergent users)
• What’s the primary workflow? (quick capture, calendar-first, kanban boards, deep project planning)
• Which ecosystem matters most? (Apple, Google, Microsoft, cross-platform)
• Do you need integrations or automations? (Slack, Calendar, Zapier, email → task)
• What budget & support model is acceptable? (free, freemium, per-user, enterprise SLAs)

3. Check the Feature Checklist

• Capture speed: Fast task creation (keyboard shortcuts, widgets, quick-add).
• Scheduling & reminders: Due dates, recurring tasks, snooze, and natural-language input.
• Views & visuals: List, calendar, board, and timeline. Choose the view that matches your brain.
• Integrations: Native calendar/email sync and automation hooks (Zapier/IFTTT/API).
• Offline support & sync: Can it work without the internet and resolve sync conflicts?
• Collaboration: Shared lists, assignment, comments, and permissions for teams.
• Search & filters: Save custom filters for “due today + high priority + assigned to me.”
• Privacy & data export: Can you export your data? How is it protected?
• AI & smart features: Auto-scheduling, priority suggestions, and smart summaries (if you value automation).
• Mobile experience: Full parity with desktop or limited mobile features?

4. Practical Evaluation Method

Create a simple 0-3 scoring grid for the to-do-list apps across these weighted criteria: Capture, Scheduling, Integrations, Collaboration, Mobile/Offline, Price/Value, Ease of Onboarding. Multiply scores by weights and compare totals. This turns subjective impressions into an objective shortlist.

5. Consider the Learning Curve & Adoption Plan

A complex app with powerful features is useless if no one uses it. Plan onboarding: templates, 1-2 training videos, and a short trial period (two weeks to one month). Prefer apps with templates or starter workspaces that match your workflow.

6. Pricing & ROI Thinking

Don’t pick strictly on the cheapest price. Calculate ROI of your to-do-list app: time saved on administrative work, fewer missed deadlines, or reduced tool-switching. For teams, factor in admin overhead, integration costs, and any required SSO or compliance features.

7. Migration & Exit Strategy

Verify data export (CSV/JSON) and import options. Test migrating a sample project before committing. Know how easy it is to leave: lock-in causes long-term friction.

Expert Tips: How to Get the Most from To-Do-List Apps

A great to-do-list app only works if your habits match it. Below are five practical, testable strategies that turn a task manager into your daily operating system.

1. Combine Tasks with Time-Blocking

Don’t just list tasks, give each one a realistic time slot. Start by estimating how long each task will take (5, 15, 30, 60 minutes). Next, open your calendar view and drag tasks into concrete blocks. 

Build your day around 1-2 deep-work blocks (90-120 minutes) and fill smaller tasks into the gaps. Always add a 10-15 minute buffer between blocks for overruns and context switching. Color-code blocks by type (deep work / admin / meetings / personal) so you can scan your day at a glance. 

Tip: treat your calendar as your single source of truth, if it’s on the calendar, it gets done.

2. Use Reminders & Recurring Tasks Effectively

Use reminders for momentary nudges (e.g., take a call at 11:00) and recurring tasks for habits (e.g., “Weekly report every Friday”). Prefer start-dates for things you want to appear on your radar before the due date; use due dates for deadlines only. 

Limit reminders to 1-2 per task, too many creates noise and “reminder fatigue.” For recurring items, pick sensible cadences (daily, M/W/F, monthly on the first Monday) and avoid overly granular rules that become impossible to maintain. 

If your app supports location reminders, use them for context-sensitive actions (e.g., “Buy groceries” when near the store).

3. Integrate with Calendar & Email

Stop treating email and tasks as separate worlds. Convert action emails into tasks immediately (flag + “create task”) or forward them to your app’s inbox. Enable two-way calendar sync so changes in your schedule reflect in your task planner. 

Use simple automations: new starred email → task in Inbox; completed task → mark in CRM. Keep a one-tap capture habit: whenever something requires action, put it in your app’s inbox first, then process it during a 10-15 minute triage session.

4. Review Weekly to Avoid Overload

A weekly review is the discipline to keep to-do-list apps useful. Block 30-60 minutes on Friday or Sunday to: clear the inbox, reprioritize tasks, estimate time for the coming week, and archive finished projects. 

Pick 3 big outcomes for the next week, these are your non-negotiables. During the review, move tasks into specific days (time-block them) rather than leaving them in a vague backlog. This habit prevents cognitive overload and keeps your plan realistic.

5. Use AI Features

AI can speed up planning: auto-scheduling, summarizing emails into tasks, or suggesting priorities. Use it to draft a plan (e.g., “Create tomorrow’s schedule from my calendar and 5 pending tasks”) but always review and tweak the output. 

Don’t fully auto-accept suggested priorities, and avoid giving AI access to sensitive data unless you trust the app’s privacy terms. Use AI for drafts, then make the final human call.

How We Tested & Ranked These To-Do-List Apps

We didn’t pick the top to-do-list apps by popularity. Instead, we ran a reproducible, hands-on evaluation designed to reflect how people actually use to-do-list apps: from one-person task capture to team handoffs, time-blocking, and cross-device syncing. Our goal was to measure usefulness in real workflows, then translate that into an objective score that’s easy to compare.

Evaluation Criteria

We scored to-do-list apps against the same weighted rubric, so comparisons are apples-to-apples.

• Ease of Use: How fast can a new user create and schedule a task? We measure discoverability, UI clarity, and onboarding friction.
• Core Features: Capture speed, subtasks, recurring rules, reminders, views (list/calendar/board/timeline), and habit tools, the functional foundation.
• Cross-Platform & Sync: Native apps across iOS, Android, macOS, Windows, and the web; plus offline support and conflict resolution. If your tasks don’t sync reliably, the tool fails in day-to-day use.
• Integrations & Automation: Native calendar/email ties, API access, Zapier/Make connectors, and built-in automations. These determine whether the app fits into your existing stack.
• Performance & Reliability: App responsiveness, sync latency, and bug frequency under normal and stressed conditions.
• Pricing & Value: Does the paid plan actually replace other tools? Is the cost proportional to time saved?
• Privacy, Security & Accessibility: Basic encryption, export options, SSO for teams, and accessibility (font scaling, voiceover support) are non-negotiable for many users.

Hands-On Testing Process

We designed a testing protocol that mirrors real-world ways people work.

• Test environments: iPhone (latest iOS), Android phone, macOS laptop, Windows PC, and browsers. Each app was tested on Wi-Fi and on cellular to check sync behavior.
• Scenario scripts: We used repeatable scenarios (personal day plan, student week, team sprint, ADHD-friendly short tasks) so every app handled identical tasks. Scenarios covered quick capture, recurring tasks, adding attachments, sharing/assigning, time-blocking, and exporting data.
• Quantitative checks: Metrics included time-to-capture (seconds), clicks-to-schedule, sync latency (average seconds to reflect in another device), and task completion rate during a two-week pilot.
• Qualitative checks: Usability notes, confusing flows, and delight moments were captured. We ran short moderated sessions with 12 testers across personas (students, remote workers, founders, neurodivergent users) and logged NPS-style feedback and pain points.
• AI & automation testing: We evaluated AI features by asking the app to auto-schedule a day, summarize tasks from an email, and prioritize a backlog. We scored outputs for relevance and required human correction.
• Stability & export: We tested offline behavior, data export (CSV/JSON), and migration path (import/export) to ensure you can leave if needed.

Why Our Rankings Are Different

Many roundups rank by feature count or brand. We rank by fit. That means:

• Real-world adoption beats specs. An app with 200 features that’s too clunky to use loses to a simpler tool that people actually open every morning.
• Persona-driven outcomes matter. We weigh an app’s performance for specific needs (students, ADHD, teams) so a niche winner can outrank a generic top-10 list.

Choosing Between Free vs. Paid To-Do-List Apps

Picking between a free plan and a paid subscription comes down to two things: what you actually need and how much time (or money) the app will save you. 

Many popular apps offer surprisingly capable free tiers that handle everyday task-tracking, but paid plans unlock features that matter once your workflows get more complex or team-based. Below is a practical breakdown to help you decide.

What You Get for Free

Most free to-do-list apps cover the essentials: create tasks, set due dates, get basic reminders, and sync across devices. 

Free tiers often include a simple “daily planner” or “My Day” view, basic subtasks, and shared lists so you can coordinate with one or two people. 

However, expect limits: some to-do-list apps restrict the number of active projects, collaborators, or storage for attachments. 

If your needs are simple (shopping lists, day-to-day errands, a personal study schedule), a free plan will often do the job.

Features Worth Paying For

When your to-do-list app needs to be more than a personal checklist, paid plans add serious value. The features that most frequently justify the upgrade are:

• Advanced organization: Unlimited projects, labels/tags, saved filters and custom views that let you slice tasks the way you actually work (common in Pro tiers). 
• Calendar & timeline views: Multiple calendar integrations, timeline (Gantt) or board views that help visualize deadlines and dependencies (TickTick’s premium and tools like Asana add these views). 
• Team & admin features: Shared workspaces, permissions, activity logs, and admin controls, essential for teams that need governance and reporting.
• Automations & integrations: Native automations, Zapier/Make integrations, or API access that removes repetitive work. Paid plans often raise automation quotas and unlock advanced integrations.
• Attachments, storage & security: Larger file uploads, SSO, and enterprise security options are usually gated behind paid plans.
• Priority support & enterprise SLAs: Faster help, onboarding assistance, and compliance features for larger organizations.

When to Upgrade

Upgrade when the free plan starts to frictionally slow you down. Here are practical triggers:

• You hit hard limits (e.g., project or collaborator caps) that force workarounds. 
• You spend too much time juggling apps because the free tool lacks integrations or calendar sync, paid tiers often fix that. 
• You need advanced views (timeline, workload) to hit project deadlines reliably.
• You want AI or automation features that materially cut planning time, these are increasingly offered in paid tiers.

Practical approach: pick the free plan, run real work through it for 2-4 weeks, and measure friction points. 

If you’re repeatedly creating manual workarounds, note the single feature that would erase that friction and evaluate plans based on that one ROI.

Security & Privacy: Protecting Your Data in To-Do-List Apps

Apps that hold your tasks can also hold sensitive info: passwords, project details, health notes, and meeting locations. In 2024 to 25, several high-profile app breaches reminded us that data leakage is real, so picking a secure to-do-list app matters.

Understanding App Permissions

Permissions control what an app can access on your phone or account. Mobile platforms require runtime permissions (camera, location, contacts, storage), and modern apps should only ask for what they genuinely need.

If a to-do-list app requests access to your microphone or location but doesn’t offer features that use them, that’s a red flag. On Android and iOS, you can (and should) review and revoke app permissions in Settings; developers also document which permissions are essential and why.

For apps that connect to your Google or Microsoft account, pay attention to OAuth scopes, those scopes determine what the app can read, write, or manage.

How to Choose Apps with Strong Encryption

Encryption protects data while it’s stored (at rest) and while it’s moving between your device and the app’s servers (in transit). Look for services that state they use TLS (modern versions like TLS 1.2/1.3) for transit and AES-256 (or similar) for data at rest. 

End-to-end encryption (E2EE) or zero-knowledge designs are even better: with E2EE, only you hold the keys and the provider can’t read your data. “Zero-knowledge” means the vendor cannot decrypt your content even if compelled to. 

Independent security audits, published whitepapers, and adherence to established guidance (NIST, OWASP) are strong signals that an app is serious about cryptography.

Avoiding Data Sharing Pitfalls

Integrations are useful, but each connection is a potential data path. When you connect to-do-list apps to Gmail, Slack, or Google Drive, OAuth tokens grant permissions that persist until revoked. Regularly review and revoke old integrations from your account settings. 

Read the privacy policy to see how the company shares data with analytics, advertising partners, or third parties; if you’re in the EU or UK, remember you have rights (like data portability) under GDPR, which requires apps to provide your personal data in a usable format.

Productivity Methods You Can Use With To-Do-List Apps

Picking a method is less about dogma and more about fit: some systems help you capture everything (GTD), others force better prioritization (Eisenhower), and some keep you focused in short bursts (Pomodoro). 

Below are five practical productivity methods and explanations on how to apply each method with modern to-do-list apps so you stop tinkering and start doing.

Getting Things Done (GTD)

GTD is a capture-first workflow: collect, clarify, organize, reflect, and engage. In your app, use an Inbox for quick captures (email, ideas, voice notes). During a daily or weekly clarify session, move items from Inbox to Projects, Next Actions, or Waiting For. 

Use tags/labels for context (e.g., @home, @phone, @office) and filters to surface “Next Actions” for any project. Weekly review = gold: run through Projects, update statuses, and clear the Inbox.

Eisenhower Matrix

This method separates tasks by urgency and importance: Do, Decide (schedule), Delegate, or Delete. In your app, create four sections or use two custom fields (Urgency + Importance) and saved filters. 

Tag items as Urgent/Important and build a smart filter for “Urgent + Important” (Do now). Use recurring review to move tasks between quadrants, as urgency changes fast.

Time-Blocking Method

Time-blocking turns tasks into calendar appointments. Estimate each task (15, 30, 60 minutes), then drag it into your calendar. Treat the calendar as the commitment: if it’s not on the calendar, it’s not scheduled. 

Use buffer blocks (10-15 minutes) and reserve 1-2 deep-work blocks of 90-120 minutes daily. Sync your to-do-list app to your calendar (two-way) so completed tasks automatically clear from daily blocks.

Eat the Frog Technique

“Eat the frog” means do your hardest, highest-impact task first. Use priority flags or a “Top 3” list in your app. Each evening, tag tomorrow’s frog as Priority 1 and schedule it in your first time-block. 

The psychological trick: once the frog is done, momentum carries you forward.

Practice: Set one frog per day and guard that block with no meetings or notifications.

Pomodoro Technique Integration

Work in focused 25-minute sprints with 5-minute breaks, and a longer break after four cycles. Use Pomodoro apps (if it has one) or pair with a simple timer. 

Assign a single Pomodoro per discrete task for estimation: 1 Pomodoro = 25 minutes; mark task progress by completing Pomodoro units. Combine Pomodoro with time-blocking: block a 2-hour “focus” window and pack it with 4 Pomodoros.

Tip: Record how many Pomodoros a recurring task takes to improve future estimates.

Enhance Productivity with the Overall Best To-Do-List App

If you’re ready to take your productivity to the next level, Clockdiary is the all-in-one solution you’ve been looking for. 

Designed for professionals, teams, and individuals alike, Clockdiary combines powerful task management, time tracking, and scheduling features into one easy-to-use platform. 

From creating organized to-do lists to tracking deadlines and monitoring progress, every tool you need to stay focused and achieve more is right at your fingertips.

With real-time syncing across devices, intuitive design, and smart reminders, Clockdiary ensures you never miss a task, no matter where you are. 

Whether you’re managing complex projects or simply planning your day, Clockdiary helps you prioritize efficiently and work smarter, not harder.