Todoist Review 2026: Details, Features, Pricing, Pros & Cons

Is Todoist worth it in 2026? For most individual professionals and small teams who need a reliable, cross-platform to-do list app with a clean interface and strong natural language input, yes. Todoist remains one of the top task managers in 2026, now enhanced with AI-powered features like Ramble voice capture and Task Assist. However, it’s not a full project management tool, and power users may feel constrained by the limited Free plan.

If you’re exploring the broader landscape of SaaS productivity and project management tools, Todoist sits firmly in the “personal task management” category rather than full-scale project management.

Quick Verdict

Todoist is the best task management app for users who prioritize fast task capture, cross-platform sync, and a distraction-free interface. The 2026 release of Ramble (voice-to-tasks) and expanded Todoist Assist AI features make it even more compelling for individual users and small teams.

What Is Todoist?

Todoist is a task management application developed by Doist, a remote-first software company founded in 2007. With over 30 million users, Todoist is one of the most widely used to-do list apps globally.

Todoist’s core value proposition is simple: capture tasks quickly, organize them flexibly, and complete them across any device. Unlike full-scale project management platforms like Asana or ClickUp, Todoist focuses on personal and small-team productivity without the overhead of Gantt charts, resource management, or complex workflows.

Key entities to understand:

• Doist – The parent company (also makes Twist, a team communication tool)
• Todoist Free (Beginner) – Entry-level plan with basic features
• Todoist Pro – Individual plan with advanced features
• Todoist Business – Team-oriented plan with shared workspaces and admin controls
• Todoist Assist – AI feature suite including Task Assist, Filter Assist, Email Assist, and Ramble

Who Is Todoist For (and Who Should Skip It)?

Best For:

• Individual professionals managing personal and work tasks
• Students organizing assignments, deadlines, and study routines
• Households coordinating shared chores and family schedules
• Small teams (under 25 people) who need a lightweight task manager
• GTD (Getting Things Done) practitioners who value inbox capture and flexible organization

Not For:

• Teams needing project management features (timelines, dependencies, Gantt charts)
• Organizations requiring HIPAA compliance
• Power users who need advanced automation without third-party tools like Zapier
• Users who refuse to pay—the Free plan’s 5-project limit is restrictive

What’s New in 2026

Todoist’s 2026 updates focus on AI-powered productivity and improved team features. Here are the most significant changes:

• Ramble (Voice-to-Tasks): Officially launched in January 2026, Ramble lets you add tasks by speaking naturally. According to TechCrunch, Ramble runs on Google’s Gemini 2.5 Flash Live model and can parse unstructured speech into organized tasks with due dates, priorities, and assignees. Available on all plans (limited sessions on Free, unlimited on Pro/Business).
• Todoist Assist Expansion: The AI feature suite now includes:
• Task Assist – Generates subtask suggestions and helps break down complex tasks
• Filter Assist – Creates custom filters from natural language descriptions
• Email Assist – Converts forwarded emails into structured tasks
• Ramble – Voice capture as detailed above
• SOC 2 Type II Certification: As of December 2025, Todoist is SOC 2 Type II compliant, meeting enterprise-grade security requirements for business adoption.
• Calendar Layout for Teams: Business plan users now get calendar layout for team projects, not just personal projects.
• Deadlines Feature: Pro and Business plans now support explicit “deadline” vs. “scheduled date” distinctions, helping users differentiate between when they plan to work on a task and when it’s actually due.

How We Evaluated Todoist

This evaluation uses a structured methodology rather than claims of personal usage over a specific timeframe. We assessed Todoist across seven weighted criteria, scoring each from 0–10.

Overall Weighted Score: 7.9/10

What constitutes a “win”: Fast, reliable task capture across devices; clean interface that doesn’t overwhelm; useful AI features that enhance (not complicate) the experience.

What constitutes a “deal-breaker”: Need for Gantt charts, dependencies, or native time tracking; teams requiring HIPAA compliance; users who won’t pay but need more than 5 projects.

Todoist Features Deep Dive

Task Capture: Quick Add & Natural Language

Todoist’s Quick Add bar is the fastest way to capture tasks in any to-do app. Type a task like:

Submit quarterly report Friday p1 #Work @boss

Todoist automatically parses:

• Due date: Friday
• Priority: p1 (highest)
• Project: Work
• Label: @boss

With Ramble, you can now speak tasks naturally. According to Todoist, the feature supports 38 languages and can handle edits mid-stream (“Actually, make that Thursday”).

Inbox-based capture follows the GTD principle: dump everything into your inbox, then triage later.

Organization: Projects, Sections, Labels, Filters

• Projects: Up to 5 on Free, 300 on Pro, 500 team projects on Business
• Sections: Subdivide projects into groups (e.g., “In Progress,” “Waiting”)
• Labels: Tag tasks across projects (e.g., @calls, @errands)
• Filters: Create saved views using Todoist’s query language (e.g., today & p1 & #Work)
• Priorities: Four levels (p1–p4) with color coding

Limitation: No custom fields. If you need to track task properties like “estimated time” or “client name” natively, you’ll need a different tool.

Planning & Views: List, Board, Calendar

• List View: Default view; clean, scannable task lists
• Board View: Kanban-style layout (sections become columns)
• Calendar View: Monthly view for planning (Pro/Business only)
• Upcoming View: Overview of scheduled tasks across all projects
• Today View: Focus mode showing only today’s tasks

The Upcoming view with drag-and-drop rescheduling is excellent for weekly planning.

Reminders & Recurring Tasks

Todoist’s recurring date parser is exceptionally good:

• every Monday at 9am
• every 3rd weekday
• every! weekday (strict recurrence—generates next instance immediately on completion)

Reminders can be added via natural language (remind me at 8am) or custom time. Pro/Business users get location-based reminders on mobile.

Collaboration: Shared Projects & Teams

• Shared Projects: Invite collaborators (up to 5 per project on all plans)
• Assignments: Assign tasks to specific team members
• Comments: Add notes, files (up to 100 MB on Pro/Business), and voice notes
• Team Workspace (Business): Separate space for team projects; includes activity logs, roles, and permissions
• Shared Templates (Business): Standardize project setups across the team

Integrations & Automation

Todoist integrates with 90+ apps including:

• Calendars: Google Calendar (two-way sync), Outlook
• Email: Gmail, Outlook (add tasks directly from email)
• Communication: Slack for team messaging (add tasks via /todoist)
• Automation: Zapier for workflow automation, IFTTT, Make

Native automation is limited. There’s no built-in “if this, then that” engine like ClickUp’s Automations. Power users will rely on Zapier or IFTTT for advanced workflows.

AI Features: Todoist Assist

Todoist Assist is the AI feature suite introduced in 2024 and significantly expanded in 2026:

Privacy note: Todoist states that Ramble audio isn’t stored or used for AI training. The AI runs on Google’s Vertex AI infrastructure with no third-party data sharing.

Todoist Pricing & Plans (2026)

Todoist uses a tiered pricing model. The prices below reflect Todoist’s current pricing page.

Which Plan Should You Choose?

Choose Free if: You’re a light user with fewer than 5 active projects and don’t need calendar view or advanced reminders.

Choose Pro if: You’re an individual power user who needs more projects, calendar planning, or AI features like Task Assist.

Choose Business if: You’re managing a team and need shared workspaces, admin controls, and centralized billing.

Value assessment: At $5/month (annual), Pro is reasonably priced for what you get. Business at $6/user/month is competitive with similar tools but lacks the project management depth of Asana or ClickUp at similar price points.

Todoist Pros & Cons

Pros

✅ Industry-leading Quick Add – Natural language parsing is among the best; Ramble voice input is a genuine time-saver

✅ Cross-platform excellence – Native apps for every major platform with reliable sync

✅ Clean, focused interface – Avoids feature bloat; easy to learn

✅ Strong recurring task support – Flexible natural language syntax for habits and routines

✅ Thoughtful AI features – Ramble and Task Assist are genuinely useful, not gimmicky

✅ SOC 2 Type II certified – Enterprise-ready security for Business plan

✅ Good GTD support – Inbox, filters, and labels map well to GTD workflows

✅ Excellent Google Calendar integration – Two-way sync works reliably

Cons

❌ Restrictive Free plan – 5 projects and 3 filters will frustrate anyone beyond casual use

Who feels this most: Students, freelancers, and anyone testing the app before committing

❌ No native time tracking – You’ll need a third-party integration (Toggl, Clockify)

Who feels this most: Freelancers billing by the hour, agencies tracking project time

❌ No Gantt charts or dependencies – Todoist is a task manager, not a project management tool

Who feels this most: Teams managing complex projects with sequential tasks

❌ Limited native automation – No built-in workflow engine; requires Zapier/IFTTT for automation

Who feels this most: Power users who want rule-based task creation or updates

❌ No custom fields – Can’t add properties like budget, client, or estimated time to tasks

Who feels this most: Freelancers, consultants, and teams with structured data needs

❌ Business plan lacks advanced PM features – At $6/user/month, Asana and ClickUp offer more comprehensive features for teams

Real-World Fit: 5 Scenarios

Scenario 1: Solo Professional (Consultant)

Situation: Manages client work, business admin, and personal tasks. Needs quick capture between meetings.

Recommendation: Todoist Pro ✓

Why it works: Quick Add from mobile captures tasks instantly. Projects separate client work. Filters like due: today & #ClientA surface what matters. Google Calendar integration shows tasks alongside meetings.

Watch out: No native time tracking. Pair with Toggl Track for billable hours.

Scenario 2: Graduate Student

Situation: Juggles classes, research, teaching duties, and personal life. Budget-conscious.

Recommendation: Todoist Pro (or Free with constraints) ✓

Why it works: Recurring tasks for assignments. Projects for each course. Labels for contexts (@reading, @campus, @home). Calendar view helps visualize the semester.

Why not Free: 5 projects won’t cover multiple courses + research + life.

Scenario 3: Busy Household

Situation: Two parents coordinating kids’ activities, household chores, and shared shopping lists.

Recommendation: Todoist Free or Pro ✓

Why it works: Shared projects for groceries, kids’ schedules, and home maintenance. Both parents can add and complete tasks. Comments keep everyone informed.

Limitation: Location-based reminders (“remind me when I’m at the grocery store”) require Pro.

Scenario 4: Manager with a Small Team (5–10 people)

Situation: Coordinates team tasks, needs visibility into who’s doing what, wants lightweight tooling.

Recommendation: Todoist Business ✓ (with caveats)

Why it works: Team workspace keeps work tasks separate from personal. Activity logs show progress. Assigning tasks is straightforward.

Caveat: If you need workload views, dependencies, or timelines, you’ve outgrown Todoist. Consider Monday.com for visual work management with Gantt charts and automations instead.

Scenario 5: ADHD User Seeking Focus Support

Situation: Needs a tool that reduces overwhelm, supports quick capture, and doesn’t add cognitive load.

Recommendation: Todoist Pro ✓ (strong fit, but not specialized)

Why it fits: Today View limits scope to just today’s tasks. Quick Add captures fleeting thoughts before they’re lost. Clean interface avoids visual overload.

Note: Todoist isn’t specifically designed for ADHD, but its simplicity and capture speed make it popular in ADHD productivity communities. Some users prefer TickTick’s habit tracking or Focusmate integration for accountability.

Best Todoist Alternatives

For teams with more complex project management needs, Smartsheet provides spreadsheet-based project tracking for operations-heavy teams, while Basecamp offers simple project communication for agencies and remote teams.

If your workflow involves Kanban boards primarily, Trello’s card-based visual system offers a simpler approach than Todoist’s board view.

For software development teams needing issue tracking and sprint management, Jira remains the industry standard but is overkill for general task management.

If You’re Choosing Between Todoist and TickTick…

This is the most common comparison. Here’s the breakdown:

Bottom line: Choose Todoist for the cleanest capture experience and interface. Choose TickTick if you want habit tracking and timers without extra apps.

When to Consider Full Project Management Tools

If you’re finding Todoist’s lack of dependencies and Gantt charts limiting, explore our guides on best CRM software for sales teams or check out dedicated work management platforms.

For teams needing knowledge base software to document processes, Notion combines docs with task management in a flexible workspace.

For agencies outgrowing Todoist, Teamwork adds client portals, billable time tracking, and project profitability.

Todoist Review – FAQ

Is Todoist worth it in 2026?

Yes, for most users. Todoist’s combination of fast capture, cross-platform reliability, and new AI features (especially Ramble) make it a strong choice for individual task management. The main question is whether the Free plan’s limits work for you.

Is Todoist Free good enough?

For casual use, maybe. But with only 5 projects and 3 filters, most regular users will hit limits quickly. If you’re serious about task management, expect to upgrade to Pro ($5/month annual).

What does Todoist Pro include?

Pro includes 300 projects, 150 filters, calendar layout, custom reminders, Task Assist (AI), unlimited Ramble voice sessions, and unlimited activity history.

How much does Todoist cost per month?

Free plan: $0. Pro: $6/month (or $5/month billed annually). Business: $8/user/month (or $6/user/month billed annually).

Does Todoist integrate with Google Calendar?

Yes, with two-way sync. Tasks with due dates appear in your Google Calendar as events, and you can optionally create tasks from calendar events.

Can Todoist replace a project management tool?

For simple projects, yes. For complex projects with dependencies, Gantt charts, or resource management, no. Todoist is a task manager, not a project management platform. Teams with these needs should explore dedicated PM tools.

Is Todoist good for teams?

For small teams (under 25) with straightforward task coordination, yes. The Business plan provides a shared workspace, assignments, and activity logs. For larger teams or complex projects, consider dedicated project management platforms.

Does Todoist work offline?

Yes. Tasks sync when you regain connectivity. All platforms support offline mode, though some features (like Ramble) require an internet connection.

How does Todoist compare to Microsoft To Do?

Todoist has superior natural language input, more flexible filters, and cross-platform apps. Microsoft To Do integrates better with Outlook and is free. Choose Microsoft To Do if you’re fully committed to Microsoft 365; otherwise, Todoist is more capable.

Is Todoist secure?

Yes. Todoist uses AES-256 encryption at rest and TLS 1.2+ in transit. The Business plan is SOC 2 Type II certified. Todoist is GDPR compliant but not HIPAA certified.

What are the best Todoist alternatives?

TickTick (best free alternative with timers/habits), Microsoft To Do (best for Microsoft users), Things 3 (best for Apple-only users), Notion (best for combining tasks with notes).

Is Todoist good for GTD?

Yes. Todoist’s inbox, filters, labels, and projects map well to GTD principles. Many GTD practitioners use it successfully for capture, clarify, organize, and review.

Final Verdict

Todoist remains one of the best to-do list apps in 2026. Its natural language Quick Add is unmatched, cross-platform sync is flawless, and the addition of Ramble voice capture makes task entry even faster. The AI features feel useful rather than gimmicky, and the interface maintains the clean simplicity that made Todoist popular in the first place.

The Free plan’s 5-project limit means most regular users will need to upgrade, but at $5/month (annual) for Pro, it’s reasonably priced. The Business plan is solid for small teams, though teams with complex project management needs should look at full-featured PM platforms instead.

Choose Todoist if: You want fast, reliable task capture across all devices with a clean interface.

Choose TickTick instead if: You want built-in timers, habit tracking, and a more generous free plan.

Choose a dedicated PM tool instead if: You need project management features like Gantt charts, dependencies, or workload management.

About the Author

Macedona

I’m Macedona, an independent reviewer covering SaaS platforms, CRM systems, and AI tools. My work focuses on hands-on testing, structured feature analysis, pricing evaluation, and real-world business use cases.

All reviews are created using transparent comparison criteria and are updated regularly to reflect changes in features, pricing, and performance.

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