How we tested
We ran Todoist as the primary task management tool for 60 days, involving 5 users across 3 distinct workflows: personal project tracking, team collaboration, and client task management. We tested features like recurring tasks, integrations with Slack, and the mobile app's offline capabilities. Performance was assessed through daily usage patterns, user feedback during weekly check-ins, and trial-and-error scenarios to push the app to its limits.The verdict, in 60 seconds
Where the 86 comes from
Eight weighted dimensions, scored against the SaaS rubric we apply to every productivity platform on GAX Online. Weights below.| Dimension | Weight | Todoist | What it measures |
|---|---|---|---|
| Feature depth | 20% | 88 | Todoist's core feature stack — depth, edge-case handling, and how much you'd need to wire on top. |
| UX & onboarding | 18% | 89 | Onboarding friction, day-2 ergonomics, and how quickly a new teammate becomes productive in Todoist. |
| Pricing value | 14% | 78 | What you actually get per dollar — base plans, seat math, hidden gates, and how the bill scales. |
| Integrations | 12% | 87 | Breadth + depth of native integrations, REST API hygiene, webhook reliability, and Zapier/Make coverage. |
| Security & compliance | 10% | 84 | Compliance posture (SOC 2, ISO, GDPR, HIPAA where relevant), SSO/SCIM availability, and incident track record. |
| Support | 10% | 83 | Response time across tiers, in-product help, public docs quality, and how often you need to bother an account exec. |
| Trust & uptime | 8% | 86 | Public status-page history, transparency around incidents, and how the product behaves under load. |
| Ecosystem | 8% | 88 | Marketplace breadth, third-party templates and consultants, and the community that ships on top of Todoist. |
What it gets right
Intuitive Task Management Interface
Todoist's layout is clean and straightforward, making it easy to prioritize tasks. The drag-and-drop feature allows for quick reordering, essential for dynamic workflows. After 60 days, I found myself effortlessly organizing projects without needing a tutorial — a rare feat in task management software.Powerful Recurring Tasks Feature
The ability to set complex recurring tasks is a standout. Whether it's 'every third Tuesday' or 'last weekday of the month', Todoist handles it flawlessly. This feature saved me from manual entries and scheduling conflicts, streamlining my workflow significantly over the past two months.Seamless Integration with Other Tools
Todoist integrates well with platforms like Google Calendar and Slack, enhancing productivity. I could link my tasks with calendar events and receive notifications in Slack without hassle. This connectivity has become essential for my day-to-day operations, eliminating the need for constant app-switching.Where it falls short
Mobile App Lacks Full Functionality
The mobile version of Todoist feels like a stripped-down edition. Features like custom filters are missing, limiting usability on the go. After several frustrating attempts to manage my tasks from my phone, I often switched back to the desktop version.Limited Subtask Organization Options
While Todoist supports subtasks, the organization is basic. You can't create nested subtasks or tag them individually, which can lead to clutter. I encountered this limitation when managing a project with multiple layers of tasks, making it difficult to track progress efficiently.Export Formats Are Inconsistent
The export feature fails to maintain formatting when transferring to CSV or other formats. Inline comments and labels often disappear, which is frustrating when compiling reports. After several exports, I had to manually reformat my data, negating the time-saving aspect I expected from Todoist.Pricing reality
Benchmark matrix
Cost-to-performance ratio
Hardware & software stack
Scenario simulation: what Todoist costs for your work
Three scenarios where teams actually pick Todoist, with real numbers attached.5-person agency
Workload: Managing client projects and internal tasks across a small team.
Monthly cost: $50/mo on the Team plan (5 seats).
For a small agency, Todoist offers a straightforward way to track tasks without the bloat of larger tools. The collaborative features work well, but the lack of advanced reporting limits visibility into team performance. The keyboard shortcuts can be finicky, which may frustrate users looking for efficiency. Still, it's a solid choice for teams that prioritize simplicity over complexity.
Series B startup with 30 employees
Workload: Coordinating cross-functional projects and individual contributions across teams.
Monthly cost: $120/mo on the Business plan (10 seats with potential for growth).
A Series B startup can benefit from Todoist's flexibility and integrations, particularly with tools like Slack. The tagging system helps prioritize tasks, but scaling it across 30 employees can lead to chaos if not managed carefully. The export feature often strips formatting, which can be frustrating for preparing reports. Overall, it can serve the team well if structure is enforced.
200-person enterprise pilot
Workload: Testing task management capabilities for potential company-wide rollout.
Monthly cost: $600/mo on the Business plan (50 seats).
At this scale, Todoist struggles to meet enterprise-level needs. While it’s user-friendly, the lack of admin controls and custom workflows can hinder adoption. The three-day wait for support responses during the pilot phase raised red flags about scalability. It works well for small teams but falls short for a 200-person organization looking for advanced features.
Use-case match matrix
| Workload | Todoist fit | Better alternative |
|---|
Stability & uptime history
Longitudinal pricing data
Community sentiment
Who should avoid this
Skip this if you fall into any of these buckets. Naming it up-front beats a support ticket later.
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Testing evidence
ROI calculator
Plug your team's workload to see what Todoist costs you. Numbers update live.
The verdict
Todoist scores an 86/100 for its intuitive design and practical features. It excels in personal productivity and small team settings, offering a balance of flexibility and structure. However, it falls short in areas like advanced reporting and large-scale project management, which may frustrate teams with more complex needs. If you value a sleek, accessible tool that gets the job done without fuss, Todoist is worth considering. Take it for a test drive.If Todoist doesn't fit, consider
Asana
Asana shines for teams that require extensive collaboration tools. Its task assignments and project timelines make it easy to track progress and communicate, unlike Todoist's more individual-focused design.
Read Asana review →Things 3
Things 3 offers a clean, minimal interface that prioritizes simplicity. If you prefer a distraction-free environment for managing tasks without the clutter of additional features, it's a solid pick over Todoist.
Read Things 3 review →Google Tasks
Google Tasks integrates seamlessly with Google Workspace apps, making it ideal for users who rely heavily on Gmail and Google Calendar. If your workflow centers around these tools, Todoist may feel unnecessary.
Read Google Tasks review →