Switching between Google Calendar, sticky notes, email flags, and a half-finished notebook isn’t working anymore.

This scattered effort to stay organized leaves you missing deadlines, forgetting follow-ups, and spending more time managing your to-do list than getting things done.

That ends now.

As a SaaS content writer, I’m constantly managing research, client deadlines, and content calendars across different projects. My work led me down the rabbit hole of finding to-do list apps that can help me juggle multiple freelance clients and run my daily life.

Some apps lasted a week before I abandoned them. Others stuck around but felt like overkill for my needs. A few became essential parts of my workflow.

What I learned was that there’s no universal or one-size-fits-all to-do list app. The app you eventually choose depends entirely on your workflow, team size, and how your brain works. 

This guide covers the apps worth your time, based on real-world testing with client projects, recurring deadlines, and the chaos of freelance life. I’ll tell you what each app does well, where it falls short, and who should use it.

How I tested these to-do list apps

I tested these apps by using them to manage my work and day-to-day activities.

For the tests, I focused on five key factors: how quickly I could add tasks, whether it synced reliably across devices, how well it handled different organizational styles, pricing for solo users and small teams, and whether I completed the tasks I added.

Robust project management tools such as Asana and Monday.com are not on this list. Those are overkill if you just need a solid to-do list. I also skipped apps that required extensive setup before being useful. If it takes 30 minutes to configure before you can add your first task, it didn’t make the cut.

The apps that survived testing either solved a specific problem really well or offered the best balance of features and simplicity for everyday use.

Best To-Do list apps at a glance

App	Best For	Starting Price	Key Strength	Platform
TickTick	Freelancers who need a calendar + tasks + habits	$35.99/year	Calendar view + Pomodoro + habit tracking included	All platforms
Todoist	Power users who love keyboard shortcuts	$58/year	Clean interface, powerful filters	All platforms
Microsoft To Do	Microsoft 365 users	Free	Deep Outlook integration	All platforms
Things 3	Mac/iOS users who want elegance	$49.99 (Mac)	Beautiful design, intuitive	Mac/iOS only
Google Tasks	Gmail power users	Free	Built into Gmail/Calendar	All platforms
Any.do	People who forget to use to-do apps	$59.88/year	Daily “Plan My Day” prompts	All platforms
Apple Reminders	Casual Apple users	Free	Native Apple integration	Apple only
Notion	Teams who need docs + tasks	Free/$10/user/month	Flexible databases	All platforms
Default phone apps	Minimalists	Free	Already installed	iOS/Android

What makes a great to-do list app?

For a to-do list app to be considered one of the greats, it needs to:

• Allow quick capture. Adding a task should take seconds, not minutes. The app should include features such as smart recognition that automatically sets a task’s date, time, and priority. It should also have keyboard shortcuts or mobile widgets to make adding tasks even faster. If I have to navigate through three menus to add a simple task, I’ll just write it on a sticky note instead.
• Offer flexible organization. Different people think differently. Some need projects and sub-tasks. Others want tags and filters. The best apps offer multiple organization methods without forcing you into one system. You should be able to view your tasks as a simple list, group them by project, or filter by tags—whatever makes sense for your brain.
• Sync across different platforms. Your tasks need to follow you across your phone, a desktop app, and the web. Real-time sync prevents the nightmare of adding tasks on your phone only to find they didn’t sync to your desktop. I’ve abandoned apps that claimed to sync but took 10 minutes to update. When I’m planning my day on the desktop and then head out with my phone, those tasks better be there.
• Have smart reminders. Your to-do list app should show notifications that work. These could be due dates, time-based reminders, and location-based alerts for apps that support it.
• Be reasonably priced. The app’s free tier should be helpful, not just trials in disguise. Paid tiers should justify their cost with meaningful features. A $60/year app better offer more than an app charging $30/year, or it needs to explain why it’s worth double.
• Let users do their thing. The best to-do list app is one that lets you do. It should feel natural, not like a chore. Opening the app shouldn’t make you anxious. If it requires 30 minutes of daily maintenance to keep it organized, it’s creating more work.

Best all-in-one to-do list for freelancers: TickTick

TickTick is what happens when you combine a to-do list, calendar, habit tracker, and Pomodoro timer in one app without the bloat. 

I’ve been using TickTick for almost a year now, and it has become my central system for managing client deadlines, recurring invoicing, and personal goals.

Most to-do apps force you to choose between simple (but limited) and powerful (but complicated). TickTick somehow manages both. The free plan is generous enough for serious use. 

For example, TickTick’s free tier lets you create nine lists and 99 tasks per list. You also get 19 subtasks and two reminders per task.

The premium plan adds features I need without charging premium prices.

There’s also the native Pomodoro timer for deep work sessions. 

It tracks how much time I’m spending on each task, which is invaluable for estimating future projects. For instance, I know a 2,500-word article takes me about four to five 30-minute sessions.

No need to juggle TickTick, a separate timer app, and a time tracking tool. Everything lives in one place.

Beyond client work, TickTick has a Habit Tracker that I use to track writing habits, exercise, and reading. Having habits and tasks in one app means I don’t have to check multiple tools to see what I should be doing right now. The streak tracking motivates me to maintain consistency. When I see a 47-day writing streak, I don’t want to break it over one lazy morning.

TickTick also has native apps for Mac, Windows, iOS, Android, plus a web app and browser extensions.

Your tasks sync instantly across devices. I can add a task from my phone while grocery shopping and find it on my desktop two minutes later.

Key features

• Calendar View: See tasks alongside Google Calendar appointments in unified daily, weekly, or monthly views. Drag tasks directly onto your calendar to block time.
• Smart Lists: Create dynamic task lists that filter by tags, dates, priorities, or custom criteria.
• Habit Tracker: Build consistent routines with streak tracking, flexible schedules (daily, weekdays, custom intervals), and progress charts. Unlike tasks, these are focused on building long-term habits.
• Pomodoro Timer: Built-in focus timer with customizable work/break intervals, automatic break reminders, and time tracking per task. Includes white-noise options such as rain, ocean, and coffee-shop ambiance. I use the 30/5 minute timer, but you can customize it.
• Multiple Views: Switch between List, Calendar, Kanban (column), Timeline, and Eisenhower Matrix views to see your work however you prefer.
• Collaboration Features: Share lists with team members or family, assign tasks, add comments, and track who did what. Good for lightweight collaboration without heavy project management overhead.
• Cross-Platform Apps: Native apps for iOS, Android, Mac, Windows, web, Apple Watch, plus browser extensions for Chrome, Firefox, Edge, Safari.

Pros

• Built-in Pomodoro timer and habit tracker
• Generous free plan
• Natural language input
• Works on every platform with native apps
• All-in-one solution eliminates app switching

Cons

• Limited third-party integrations
• Not designed for complex team project management
• Some features feel less polished than specialized tools

How I use TickTick as a freelancer

I organize client work into separate projects for each client. One project for ongoing retainer work, another for one-off projects. Each project has recurring tasks for invoicing (first of the month), check-ins (weekly), and deliverable deadlines. This keeps client work compartmentalized so I’m not mixing research for Client A with deliverables for Client B.

For research-heavy articles, I use TickTick’s note feature to store reference links and key points directly in the task. When it’s time to write, everything I need is right there. This is especially helpful for expert interview articles where I’m tracking interview notes, quotes, and follow-up questions all in one place. I can copy those notes directly into my writing doc and start drafting.

The calendar view has become essential for realistic planning. If I have three client calls scheduled on Thursday, I can see at a glance that I only have about 4 hours of deep work time.

That means moving Friday’s deadline to Monday before I commit to an unrealistic timeline. It’s saved me from over-promising and under-delivering more times than I can count. (If you struggle with this, I wrote about time management strategies for freelancers that work alongside TickTick.)

TickTick pricing

There’s a free version. The paid plan costs $35.99/year. There’s also location-based pricing, as my current plan costs only $7/year. 

Who is TickTick best for?

TickTick is ideal for freelancers, solopreneurs, remote workers, and small teams (2-10 people) who want a complete productivity system without juggling multiple apps. It’s perfect if you:

• Manage multiple clients or projects with varying deadlines
• Want calendar integration without paying for premium features
• Need habit tracking alongside task management
• Prefer time blocking and Pomodoro techniques for focus
• Value having everything in one place over best-in-class specialized tools
• Work across multiple devices and platforms

Skip TickTick if you need complex project management with dependencies, extensive third-party integrations, or if you’re already locked into another ecosystem (deep Microsoft or Apple integration).

Also, skip it if you prefer manual daily planning rituals.

Want to see exactly how I use TickTick in my daily workflow? I wrote a detailed TickTick review, breaking down features, pricing, and real freelance use cases.

2. Best to-do list app for power users: Todoist

Todoist is the power user’s to-do app. It comes with a clean interface, powerful filters, and robust integrations. 

If you love keyboard shortcuts and want extreme flexibility in organizing tasks, Todoist delivers. It’s been around since 2007 and feels polished in ways newer apps don’t.

The minimalist design is polarizing. Some people find it calming and focused. Others find it sterile. I’m in the former camp, but I understand why someone might prefer warmer interfaces. Todoist doesn’t try to be everything. It’s a task manager that does task management really, really well.

On par with TickTick, you can use natural language to set up tasks. Type “call John next Monday at 2pm p1,” and Todoist sets the task, date, time, and priority automatically. The parser is smart enough to understand “every other Friday” or “the last day of the month.” For recurring tasks with complex schedules, Todoist handles it better than most competitors.

A standout feature of Todoist is its filters and labels. With them, you can create saved views with complex criteria. For instance, you could create labels that show all overdue work tasks waiting on someone else. 

Todoist also connects with Zapier, Slack, Alexa, Gmail, Calendar, and 60+ other tools. If you’re building automated workflows where completing a task triggers actions in different apps, Todoist probably supports it.

The karma system and productivity trends can be motivating if you like gamification. You earn points for completing tasks and maintaining streaks. Weekly and monthly graphs show your completion rates. Some people find this helpful for spotting procrastination patterns.

Pros

• Powerful filters and labels for advanced organization
• Extensive integration ecosystem
• Clean, minimalist interface
• Excellent natural language processing
• Mature product with years of refinement

Cons

• The free plan might be limiting
• No habit tracking or Pomodoro timer
• More expensive than most competitors

Key features

• Projects and sub-projects: Unlimited nesting for complex organization. You can have projects within projects, which is powerful for those who need it.
• Filters and labels: Create saved views with multiple criteria. Combine labels, priorities, dates, and projects into custom perspectives. This is Todoist’s killer feature for power users.
• Karma points: Gamification for task completion. You level up by completing tasks and maintaining streaks. Motivating for some, annoying for others.
• Integrations: Connects with Zapier, Slack, Alexa, Gmail, Calendar, and dozens of other tools. Build automated workflows that trigger when you complete tasks.
• Templates: Save recurring project structures. If you run the same type of project repeatedly, templates save setup time.
• Productivity trends: Weekly and monthly analytics on completion rates, productive days, and karma earned. Shows patterns over time.
• Ramble. Instead of typing, you can dictate tasks with Ramble.

Todoist pricing

Todoist has a free plan that’s limited to 5 personal projects. The Pro plan costs $60/year, while the Business plan costs $96/year.

Who is Todoist best for?

Todoist is excellent for teams and users who need advanced filtering, extensive integrations, and don’t mind paying for features that competitors include for free. 

It’s great for developers and productivity nerds who optimize their systems and for people who prefer focused simplicity and find other to-do list apps a bit overwhelming.

3. Best to-do list app for Microsoft 365 users: Microsoft To Do

Microsoft To Do is the sleeper hit of to-do list apps. It’s completely free and deeply integrated with Outlook. If you live in the Microsoft ecosystem, it’s the obvious choice. Even if you don’t, it’s worth considering as a solid free productivity app.

Microsoft acquired Wunderlist in 2015 and rebuilt it as Microsoft To Do. The design influence shows. It’s one of the prettiest free productivity apps available, with custom backgrounds for each list and a clean, modern interface.

It sounds superficial, but the custom background images make the app feel personal and help you visually distinguish lists at a glance. Microsoft’s design team did excellent work here.

The standout feature is seamless Outlook integration. Flagged emails in Outlook automatically appear as tasks in Microsoft To Do. This is huge if you get tasks via email. You can drag emails into To Do, and they sync back to Outlook with all context preserved. For corporate users stuck in Outlook all day, this integration alone makes To Do worth using.

Every morning, To Do prompts you to plan your day by pulling tasks from your lists into a “My Day” view. It’s a lightweight version of what similar apps like Sunsama and Akiflow do with daily planning. It helps you focus on today’s essential tasks instead of staring at your entire backlog.

Pros

• Completely free with no premium tier
• Seamless Outlook integration (flagged emails become tasks)
• Beautiful UI with custom backgrounds
• “My Day” feature for daily planning
• Unlimited tasks and lists at no cost

Cons

• Limited integrations outside the Microsoft ecosystem
• Basic collaborative features compared to project management tools
• No habit tracking, Pomodoro timer, or advanced task management features
• Mobile app lacks some desktop functionality

Key features

• My Day: Daily task planning view that carries over incomplete tasks. Helps you focus on today instead of getting overwhelmed by your entire task list.
• Smart lists: Automatic views for Important, Planned, Assigned to Me, and Tasks with attachments. These updates are automatically based on task attributes.
• Steps (subtasks): Break down complex tasks into smaller steps. It helps manage multiple tasks within larger projects or detailed checklists.
• Custom backgrounds: Personalize each list with images from Microsoft’s library or upload your own.
• Outlook sync: Flagged emails appear as tasks. Drag emails into To Do to convert them into actionable tasks while preserving full context.
• File attachments: Attach files directly to tasks. It comes in handy for keeping reference materials with related tasks.
• Task reminders: Set reminders to ensure you never miss any crucial task deadlines.

Microsoft To Do pricing

Completely free

Who is Microsoft To Do best for?

Microsoft To Do is ideal for Windows users, Outlook power users, and teams already using Microsoft 365.

It’s perfect if email-to-task workflow is important and you don’t need advanced task management features like habit tracking or extensive integrations. 

Also great as a free option if you’re not ready to pay for other to-do list apps like TickTick or Todoist.

4. Best to-do list app for Mac/iOS users who want elegance: Things 3

Things 3 is the Lexus of to-do list apps.

Mac and iOS users who value aesthetics and intuitive design will fall in love with it. Everyone else will bounce off the $49.99 price (for the macOS) and Apple-only limitation.

Opening the app feels calming instead of stressful. The animations are smooth, the typography is perfect, and everything just works.

There’s no lag, waiting for sync, or janky web-wrapper nonsense. It just responds immediately to every tap and click. The mobile app is particularly impressive—fast task creation and smooth interactions make capturing tasks effortless. When software is this fast, you use it more often.

The organization system is thoughtfully designed with Areas vs Projects. Areas are ongoing responsibilities (Work, Personal, Health). Projects are finite efforts with an end date (E.g., launch a website, plan a vacation). This mental model clicks in a way that other task management apps’ organization schemes don’t.

Things 3 uses a one-time purchase model, which feels refreshing in a world of endless subscriptions. You pay once and own it forever. No annual fees, no feature paywalls, no surprise price increases.

Pros

• Most beautiful UI/UX in the category
• Fast, responsive native Mac/iOS apps
• Thoughtful organization (Areas vs Projects)
• One-time purchase (no subscription)
• Intuitive interface with minimal learning curve

Cons

• Apple-only (no Windows, Android, or web)
• Zero collaborative features for team use
• No integrations or API
• No habit tracking or time management features

Key features

• Today/Upcoming/Anytime views: Three core perspectives on your work. Today shows what’s due today. Upcoming shows next week. Anytime is your backlog.
• Quick entry: System-wide keyboard shortcut for adding tasks from anywhere on your Mac. You can quickly create tasks without leaving your current app.
• Areas vs Projects: Thoughtful distinction for organizing ongoing responsibilities vs finite projects. Makes more sense than generic “projects” or “folders.”
• Evening review: Built-in reflection prompt to review what you accomplished today and plan tomorrow. Encourages daily planning habits.
• Repeating tasks: Flexible recurring task options. Daily, weekly, monthly, yearly, or custom intervals for handling multiple tasks.
• Deadlines vs. “When” dates: Differentiate between hard deadlines and preferred start dates. This is useful for planning when you’ll work on something vs when it must be done.
• Task reminders: Set reminders for important tasks to ensure nothing falls through the cracks.

Things 3 pricing

• macOS: $49.99 (one-time)
• iPhone: $9.99 (one-time)
• iPad: $19.99 (one-time)
• Total for all three: $79.97

Who is Things 3 best for?

Things 3 is ideal for Apple users who value design, want a premium experience, and work solo. 

It’s worth the investment if you use Mac and iOS exclusively and find joy in beautiful software. The one-time purchase model means you’re not paying forever, which helps justify the upfront cost. 

Skip it if you need Windows/Android support, collaborative features, or if you’re looking for a project management tool rather than a personal task management app.

5. Best to-do list app for Android users: Google Tasks

Google Tasks lives right inside Gmail, Google Calendar, and the Google Workspace. It sounds basic, but it’s better than you think, especially for simple task management without learning new software. 

Unlike managing tasks in a Google Sheet, Google Tasks offers a dedicated interface for task management that integrates seamlessly with your existing Google workflow.

Google Tasks works fine for basic task tracking, and for anyone who just needs to convert emails into tasks and see them on a calendar, it’s perfect.

The email-to-task workflow is seamless. Drag emails directly into the Tasks sidebar in Gmail. The task keeps a link back to the original email, so you have full context. When a client sends project details via email, converting them into a task takes just a couple of seconds. This streamlined task creation process is one of the app’s biggest strengths.

How to turn a Gmail email into a task in Google Tasks

Tasks with due dates automatically appear on Google Calendar. This helps you see tasks alongside meetings and appointments for better planning. The convenience of having tasks in the apps you already use is huge—no need to switch between apps to set reminders or check your schedule.

Pros

• Completely free with unlimited tasks
• Already built into Gmail and Google Calendar
• Dead simple to use
• Email-to-task by dragging emails
• Syncs across all devices instantly

Cons

• Very basic task management features
• No habit tracking, Pomodoro timer, or time blocking
• No natural language input for task creation
• Limited organization capabilities compared to other to-do list apps

Key features

• Gmail integration: Drag emails into tasks, see tasks in Gmail sidebar.
• Calendar sync: Tasks with due dates appear on Google Calendar. This helps you see tasks alongside meetings and appointments.
• Mobile app: iOS and Android apps for on-the-go access. The app is basic but functional. Syncing across devices is instant, making it easy to capture multiple tasks from your phone.
• Subtasks: Simple task breakdown. One level of nesting only—no multi-level subtasks.
• Star important tasks: You get basic prioritization. Starred tasks appear at the top of your list so that you can focus on your most important task.
• Multiple lists: Create separate lists for different areas of life or work. There’s no limit on the number of lists you can create.
• Task reminders: Set reminders to stay on top of deadlines, though the reminder system is more basic than similar apps.

Google Tasks pricing

Completely free (included with a Google account).

Who is Google Tasks best for?

Google Tasks is perfect for Gmail users who want simple task management without learning new software. 

It is also suitable for anyone who wants a free, no-frills productivity app without feature bloat. If you live in Gmail and your needs are straightforward, the convenience is hard to beat. 

However, if you need advanced task management features or collaborative capabilities, consider other to-do list apps on this list.

6. Best for people who forget to use to-do apps: Any.do

Any.do’s standout feature is its “Plan My Day” ritual, which prompts you to actually review your tasks each morning. If you’ve abandoned previous to-do list apps because you forget to check them, Any.do’s daily nudges might keep you engaged.

The app is slick, especially on mobile. The daily planning prompt is genuinely helpful if you need accountability. But the premium pricing is steep for features that competitors include free.

Every morning at your chosen time, Any.do prompts you to review your tasks and plan your day. You decide what’s important for today, what can wait, and what to reschedule. It’s a lightweight version of what similar apps like Sunsama do with intentional daily planning. 

For people who tend to ignore task lists, this behavioral nudge makes a real difference in staying on top of multiple tasks.

The calendar integration is included even on the free plan, which is a big deal since some productivity apps charge extra for this feature. You can see tasks and appointments together for realistic daily planning.

The iOS and Android mobile apps are polished and fast. Gesture-based interactions feel natural. Swiping to complete tasks is satisfying in a way that tapping checkboxes isn’t. Voice entry through Siri, Alexa, and Google Assistant works reliably for quick task creation.

Pros

• “Plan My Day” daily planning prompts keep you accountable
• Calendar integration is included on the free plan
• Clean mobile app experience with gesture controls
• Voice entry works well (Siri, Alexa, Google Assistant)
• Location-based reminders for task reminders when you arrive at specific places

Cons

• Free plan severely limited
• Expensive premium
• Desktop apps feel like web wrappers
• No habit tracking or Pomodoro timer
• Missing advanced organization features found in similar apps

Key features

• Plan My Day: Daily ritual to schedule tasks for the day. Get a notification at your chosen time prompting you to review and plan your important tasks.
• Calendar view: See tasks and appointments together in one view. This feature helps with time blocking and realistic planning.
• Location-based reminders: Get notified when you arrive at or leave specific places.
• Recurring tasks: Flexible repeat options for daily, weekly, monthly, or custom schedules to manage multiple tasks efficiently.
• Attachment support: Add files, images, and voice notes to tasks. Useful for keeping reference materials with tasks.
• Shared lists: Basic collaborative features for grocery lists, vacation planning, or household tasks.
• Quick task creation: Multiple ways to add tasks, including voice, typing, and email forwarding.

Any.do pricing

• Free: 10 reminders total, basic features, calendar view
• Premium: $59.88/year or $4.99/month 

Who is Any.do best for?

Any.do is ideal for people who need accountability to stick to their tasks in their management app. The daily planning ritual is helpful if you tend to ignore task lists. 

It’s also good if you primarily use mobile and want a slick smartphone experience. However, at $60/year for features like unlimited reminders, which TickTick includes for free, it’s a tough sell unless the behavioral prompts are specifically what you need.

7. Best to-do list app for casual Apple users: Apple Reminders

Apple Reminders has improved dramatically over the past few years. It’s free, built into every Apple device, and now includes features that were premium-only in third-party apps. 

If you’re casually managing tasks and fully invested in the Apple ecosystem, Reminders might be all you need. With Apple Intelligence integration in recent iOS updates, the app is even smarter about understanding natural language and organizing your tasks.

I used Apple Reminders briefly when it first got its major redesign. While it’s not as feature-rich as TickTick or Todoist, it is perfectly capable for everyday task management. 

For the average Apple user, it offers solid task-management features without the complexity of dedicated project-management tools.

The Siri integration is seamless in ways third-party apps can’t match. “Hey Siri, remind me to call John tomorrow at 2 pm” works perfectly. Siri automatically sets the task, date, and time. Voice entry is faster and more reliable because it’s native to the operating system. This makes task creation effortless, especially when your hands are full.

Location-based reminders work reliably because Apple controls both the software and hardware. Get notified when you arrive at or leave specific places.“Remind me about this when I get home” actually triggers when you pull into your driveway. The geofencing is accurate in ways that drain less battery power than third-party apps that try to achieve similar functionality.

You can now organize tasks with tags and smart lists. Create smart lists that automatically filter by tag, priority, or due date. This is a big improvement over the old Reminders, which was basically a glorified notes app. You can now manage multiple tasks across different lists with better organization than before.

Pros

• Completely free on all Apple devices
• Seamless Siri integration for hands-free task creation
• Location-based reminders work reliably
• Tags and smart lists for organization
• Share lists easily with other Apple users
• Apple Intelligence makes natural language understanding better

Cons

• Apple ecosystem only (no Windows, Android, or web)
• Basic collaborative features compared to dedicated task management apps
• No advanced features (habits, timers, calendar view in app)
• Limited subtask nesting
• Can’t assign important tasks to specific people

Key features

• Natural language Siri entry: Just speak your tasks. Siri understands dates, times, and locations automatically for quick task creation.
• Location reminders: Get notified when you arrive at or leave specific places. Uses Apple’s location services for accurate triggering, which is excellent for setting task reminders based on your location.
• Tags: Organize tasks with multiple tags. Create smart lists that automatically filter by tags to manage multiple tasks efficiently.
• Smart lists: Automatic filtering by tags, flags, dates, or priorities. Lists update automatically as tasks change, helping you focus on important tasks.
• Shared lists: Basic collaborative features for working with other Apple users. Everyone sees updates in real-time.
• Scheduled notifications: Set reminders for time-based and date-based alerts. Recurring reminders for repeating tasks.
• Apple Intelligence integration: Enhanced natural language understanding for more intuitive task creation and organization.

Apple Reminders pricing

Free on all Apple devices.

Who is Apple Reminders best for?

Apple Reminders is perfect for Apple users who want simple, reliable task management without installing another productivity app. 

It’s great for personal use and household task coordination. The location-based reminders and Siri integration are genuinely better than most third-party apps because Apple controls the whole ecosystem. 

Power users will want more advanced task management features, but casual users will be satisfied with what Reminders offers for free.

8. Best to-do list app for teams who need docs + tasks: Notion

Notion is overkill for most people, but teams who need collaborative documents alongside task management might find value in its flexibility. It’s a blank slate that you can customize into almost anything—though that flexibility comes at the cost of being more complex than dedicated to-do list apps.

Notion is powerful but requires significant setup time. Unless you absolutely need the flexibility of a database-driven workspace, dedicated task management apps work better for straightforward task tracking.

The infinite flexibility is both Notion’s strength and weakness. You can customize it for any workflow. Create databases, link records, and build filtered views. You can make Notion work for task management, knowledge bases, project planning, or all three.

But this blank slate approach means you have to build everything from scratch or adapt templates. Unlike using a Google Sheet for tasks, Notion offers relational databases and more sophisticated tracking features.

Docs and tasks live in one place, removing context switching between documentation and task tracking.

You can write project specs, create task databases, and link everything together. This is useful if your team documents processes alongside tracking work, essentially functioning as both a productivity app and a knowledge base.

The database features are surprisingly powerful, including filtered views, cross-database relations, formulas, and rollups. You can build more sophisticated systems than most dedicated task management apps allow, though this means it functions more as a project management tool than a simple to-do list app.

Pros

• Infinitely flexible and customizable
• Docs and tasks in one place 
• Powerful databases with relations and formulas
• Free for small teams 
• Rich content embedding (images, files, code, Figma)
• Strong collaborative features for team projects

Cons

• Steep learning curve 
• No built-in push notifications to set reminders for tasks
• Slow performance on the mobile app
• Easy to over-complicate your setup
• Overkill for simple task management compared to other to-do list apps

Key features

• Databases: Create custom task views with filters, sorts, and grouping. More flexible than rigid project management tools for handling multiple tasks.
• Templates: Save and share project structures. This comes in handy for repeating workflows or standardizing team processes.
• Linked databases: Reference tasks across different pages and workspaces. That way, you can build relational systems that connect projects.
• Collaborative features: Real-time editing, comments, mentions, and permissions. You get strong team coordination and feedback tools for managing important tasks together.
• Rich content: Embed images, files, code blocks, Figma designs, and Google Docs. Everything lives in one place, rather than being tracked across multiple tools and Google Sheets.
• API and integrations: Connect with Zapier, Slack, and hundreds of other tools.
• Custom views: Create different perspectives on the same data—Kanban boards, calendars, tables, galleries—to suit different working styles.

Notion pricing

There is a free plan. The paid plan starts from $10/month for Plus, $20/month for Business, and the Enterprise pricing.

Who is Notion best for?

Notion works for teams who want knowledge base and task management in one tool and are willing to invest time in setup. Go for it if you’re a startup or business owner who wants flexible systems that grow with you. 

Notion isn’t the best fit for individuals who want a simple task management app. The lack of native push notifications to for recurring reminders is a dealbreaker for serious task tracking, making it better as a project management tool than a daily to-do list app.

9. Best for minimalists: Default phone apps

Sometimes the simplest solution is the best. If you need to jot down quick tasks without learning new software, your phone’s default notes app might be enough. iOS Notes and Google Keep are already installed, sync to the cloud, and work immediately. While they lack the sophisticated task management features of dedicated to-do list apps, they work fine for basic task tracking.

I still use iOS Notes for quick capture when I don’t want to open TickTick. It’s fast, reliable, and requires zero mental overhead. For simple lists that don’t require advanced tracking features, it’s perfect.

Already installed means no setup or steep learning curve. Open the app, type your task, and you’re done. You can start managing tasks in the next five seconds without downloading another productivity app.

Your lists sync to the cloud automatically. iCloud for iOS Notes, Google Drive for Keep. Your lists are accessible across devices, even if the apps are basic. You can share notes with family or friends for collaborative grocery lists or vacation planning.

Pro

• Already installed on your phone (zero setup)
• Dead simple to use (no learning curve)
• Free with cloud sync
• Shareable for basic collaboration
• Works immediately with no configuration
• Fast task creation with minimal friction

Cons

• No task-specific management features (dates, priorities, tags)
• Can’t set reminders for important tasks
• Zero organization capabilities for multiple tasks
• Requires manual effort to manage everything
• No automation or tracking feature
• Can’t scale beyond basic lists

Key features

• Instant availability: Already on your phone as a mobile app. You don’t have to download another app or set up a new account.
• Cloud sync: iCloud (iOS Notes) or Google Drive (Keep), keep your lists accessible across devices.
• Shared notes: Basic collaborative features for working with others on shared lists. Everyone can add and check off items in real-time.
• Basic formatting: Add checkboxes (iOS Notes) or checkable items (Keep). Simple but functional for basic task management.
• Search: Find tasks by searching your notes. Basic but works for small task counts.
• Quick capture: Fast task creation without opening a dedicated task management app.

Default phone apps pricing

Free

Who are default phone apps best for?

Default phone apps work for people who hate complex productivity apps and just want to brain dump tasks. 

They’re also good as quick-capture tools that feed into a proper task-management app later. If you’ve tried every to-do list app and abandoned them all, maybe you don’t need a dedicated task management app. Use what works. 

Notes and Keep are perfectly fine for simple task tracking if that’s all you need—they’re more convenient than maintaining tasks in a Google Sheet and simpler than full-featured to-do list apps.

How to choose the right to-do list app

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Start with your problems

Before comparing features, identify what’s broken in your current system. Be specific about the pain points:

• Do you forget tasks because nothing reminds you?
• Are you overwhelmed by 50+ incomplete tasks with no clear priorities?
• Do you need to collaborate with team members or family?
• Is context switching between apps killing your productivity?
• Are you managing complex projects with dependencies or just daily errands?
• Do you need to see tasks alongside calendar appointments for realistic planning?
• Are you building long-term habits or just tracking one-off tasks?

Write down your top three frustrations. These will help you determine which app features actually matter to you.

Match problems to solutions

Based on your answers, here’s where to start. If you:

Forget tasks and miss deadlines → Need strong reminders and calendar integration. Try TickTick or Any.do.

Are drowning in tasks → Need better organization and filtering. Try Todoist or TickTick.

Need team collaboration → Try Microsoft To Do (free for Microsoft Teams) or TickTick (good collaboration features for small teams under 10 people). Skip solo-focused apps like Things 3 or Apple Reminders.

Switch between 5+ tools all day → Need consolidation. Try TickTick (calendar, tasks, habits, timer in one app) or Todoist (extensive integrations bring other tools into one view).

Manage complex projects with dependencies → You probably need project management software like Motion or Asana, not just a to-do app. To-do apps are for task lists, not for Gantt charts or resource allocation.

Want simple and free → Try Google Tasks (if you use Gmail) or Apple Reminders (if you’re on Apple devices). Both are capable and reliable, and both cost nothing.

Need built-in habit tracking → TickTick is the only app on this list with robust habit tracking included. Everything else requires separate apps.

Love beautiful software → Things 3 wins on design. TickTick and Any.do are also polished. Microsoft To Do is surprisingly pretty for a free app.

Try before committing

Most apps offer free trials or generous free tiers. Test with your actual workflow, not hypothetical tasks:

Add your real tasks. Don’t clean up your task list first or create the “perfect” system. Import it as it is and see if the app helps.

Can you add tasks in under 10 seconds? If task capture feels slow or complicated, you won’t do it consistently.

Does it sync reliably across your devices? Add a task on your phone, check if it appears on the desktop within 30 seconds.

Consider the total cost

Look beyond monthly subscription fees:

Time cost: How long does daily planning take? If you spend 30 minutes organizing your to-do app every morning, that’s 15 hours a month. A paid app that saves you 10 minutes daily pays for itself in saved time.

Switching cost: How hard is it to migrate if you change apps later? TickTick, Todoist, and others support import/export. Notion and Things 3 make migration harder. Don’t get trapped in an app that makes it difficult to leave.

Learning cost: How much time to master the features you need? TickTick works in 10 minutes but rewards deeper learning. Notion requires hours of setup before being useful. Factor setup time into your decision.

Opportunity cost: What are you giving up? Free apps with limited features might cost you more in frustration than paying $3/month for something that actually works.

Sometimes a $3/month app saves hours compared to a free but clunky alternative. Sometimes a free app is perfectly adequate. Do the math based on your actual time and needs.

Finding your perfect to-do list app

The “best” to-do app is the one that helps you do what you said you would, when you said you would.

Personally, TickTick is a favorite as it hits the sweet spot of features, price, and ease of use. The free plan is generous enough to check how well it’d work for you.

Pick one app from this list, set it up this week, and commit to using it for 14 days. You should know if it fits your workflow. The interface will either feel natural or frustrating. If it reduces stress and you’re getting more done, then you’ve found the one.