If you are looking for some really great list apps that will help you keep your life organized, then this is the post for you. I have scoured the internet and collected a huge list of awesome apps, categorized into 11 different types. From task managers to recipe organizers, from shopping lists to notes apps, from journals to bookkeeping, there is something for everyone. I also bring an app that lets you create a list from books you are reading and an app that helps you manage multiple lists at once!
Table of Contents
Best Apps For Lists
What makes a great to-do list app?
How we evaluate and test apps
All of our best apps roundups are written by humans who’ve spent much of their careers using, testing, and writing about software. We spend dozens of hours researching and testing apps, using each app as it’s intended to be used and evaluating it against the criteria we set for the category. We’re never paid for placement in our articles from any app or for links to any site—we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog.
When it comes to to-do lists, everyone has different criteria. We kept this in mind as we tested, and we noticed a few features that made certain apps stand out.
The best to-do list apps:
Make it fast to add and organize tasks. Ideally, a task is added and categorized in a couple taps or keystrokes.
Offer multiple ways to organize your tasks. Tags, lists, projects, and due dates are all helpful, and the best apps offer at least a few categories like this.
Remind you about self-imposed deadlines. Notifications, widgets, emails—the best applications make it obvious when something needs to be completed.
Offer clean user interfaces. Well-designed to-do apps fit into your workflow so you can get back to what you’re supposed to be doing.
Sync between every platform you use. Which platforms will depend on what you personally use, but we didn’t consider anything that doesn’t sync between desktop and mobile.
We tried to find the best apps that balance these things in various ways. None of these options will be right for everyone, but hopefully one of them is right for you. Let’s dive in.
Best to-do list app for balancing power and simplicity
Todoist (Windows, macOS, Android, iPhone, iPad, Web)
Todoist screenshot
Todoist isn’t the most powerful to-do list out there. It’s also not the simplest. That’s kind of the point: this app balances power with simplicity, and it does so while running on basically every platform that exists. That’s a strong selling point—which is probably why Todoist is one of the most popular to-do lists right now.
Adding tasks was quick on every platform in our tests, thanks in part to natural language processing (type “buy milk Monday” and the task “buy milk” will be added with the next Monday set as your due date). You can put new tasks in your Inbox and then move them to relevant projects; you can also set due dates. Paid users can create custom filters and labels, and there are also some basic collaboration features.
Todoist is flexible enough to adapt to most workflows but not so complicated as to overwhelm. And it adds new features regularly: you can view projects as a Kanban board, for example, and navigating the app by keyboard is much smoother after recent updates. Overall, this is a great first to-do list app to try out, especially if you don’t know where to start.
Todoist also integrates with Zapier, which means you can automatically create tasks in Todoist whenever something happens in one of your favorite apps. Here are some examples.
Add new Google Calendar events to Todoist as tasks
Try it
Google Calendar, Todoist
Google Calendar + Todoist
More details
Add new starred emails to Todoist as tasks [Business Gmail Accounts Only]
Try it
Gmail, Todoist
Gmail + Todoist
More details
Add new saved Slack messages to Todoist as tasks
Try it
Slack, Todoist
Slack + Todoist
More details
Todoist price: Free version available; paid version from $3/month.
Check out more ideas for automating Todoist with Zapier.
Best to-do list app with embedded calendars and timers
TickTick (Android, Windows, macOS, iPhone and iPad, Web)
TickTick screenshot
TickTick is a fast-growing to-do list app that offers a wide array of features on just about every platform you can imagine. Adding tasks is quick thanks to natural language processing. There’s also a universal keyboard shortcut offered on the desktop versions and pinned notifications and widgets on mobile, which makes it quick to add a task before getting back to what you’re doing. Tasks can be organized using lists, tags, and due dates, and there’s even the ability to add sub-tasks to any task.
TickTick offers all of this with apps that feel native—the macOS version is distinct from the Windows version, for example, in ways that make sense given the differences between those two systems. TickTick also offers a few features that are above and beyond what other apps offer.
First, there’s a built-in Pomodoro timer, allowing you to start a 25-minute work session for any of your tasks (complete with numerous white noise options, if you want). Second, there’s integration with various third-party calendars, allowing you to see your tasks and your appointments in one place, and even do some time blocking. There’s also a built-in habit-tracking tool, allowing you to review how many days you did or didn’t stick to your exercise and diet commitments. A recent update added an Eisenhower Matrix view, allowing you to prioritize your tasks based on what’s urgent and what’s important. It’s a great collection of features, unlike anything else on the market.
With TickTick’s Zapier integration, you can automatically create tasks in TickTick whenever you do things like save a message in Slack or star a new email.
Create TickTick tasks for labeled Gmail emails [Business Gmail Accounts Only]
Try it
Gmail, TickTick
Gmail + TickTick
More details
Create TickTick tasks from new Google Calendar events
Try it
Google Calendar, TickTick
Google Calendar + TickTick
More details
Create TickTick tasks from new saved Slack messages
Try it
Slack, TickTick
Slack + TickTick
More details
TickTick price: Free version available; paid version from $2.40/month.
Check out other ways you can automate TickTick with Zapier.
Best to-do list app for Microsoft power users (and Wunderlist refugees)
Microsoft To Do (Android, Windows, Web, iPhone and iPad)
Microsoft To Do screenshot
In 2015, Microsoft bought Wunderlist and put that team to work on a new to-do list app. Microsoft To Do is the result of that, and you can find Wunderlist’s DNA throughout the project. The main interface is clean and friendly, adding tasks is quick, but there’s a lot of flexibility below the surface.
But the real standout feature here is the deep integration with Microsoft’s ecosystem. Outlook users can sync their tasks from that application over to Microsoft To Do, meaning there’s finally a way to sync Outlook tasks to mobile. Windows users can add tasks using Cortana or by typing in the Start menu. For example, you can type “add rice to my shopping list,” and rice will be added to a list called “shopping.”
This is also the prettiest to-do list app on the market, in my opinion. You can set custom background images for every one of your lists, allowing you to tell at a glance which list you’re looking at. You’re going to be looking at your task list all day—it might as well look good.
Microsoft To Do integrates with Zapier, which means you can do things like create a task in To Do whenever important tasks pop up in your other apps. Here are some examples to get started.
Create tasks in Microsoft To-Do from new tasks in Google Tasks
Try it
Google Tasks, Microsoft To Do
Google Tasks + Microsoft To Do
More details
Create Microsoft To-Do tasks from new starred emails in Gmail
Try it
Gmail, Microsoft To Do
Gmail + Microsoft To Do
More details
Create tasks on Microsoft To-Do from new Google Calendar events
Try it
Google Calendar, Microsoft To Do
Google Calendar + Microsoft To Do
More details
Microsoft To Do price: Free
Learn how you can make Microsoft To Do a productivity powerhouse with Zapier.
The best to-do list app with elegant design
Things (macOS, iPhone, iPad)
Things screenshot
To-do list apps tend to fall into two categories: the complex and the minimalist. Things is somehow both.
That’s about the highest praise I can give a to-do list app. This is an app with no shortage of features, and yet it always feels simple to use. Adding tasks is quick and so is organizing them, but there’s seemingly no end of variation in ways to organize them. Areas can contain tasks or projects; projects can contain tasks or headers that can also contain tasks; and tasks can contain sub-tasks if you want. It sounds confusing, but it isn’t, which really speaks to how well Things is designed.
Other applications offer these features, but Things does it in a way that never feels cluttered, meaning you can quickly be done with looking at your to-do list and get back to whatever it is you’re doing. Combine this blend of functionality and beauty with features like a system-wide tool for quickly adding tasks, integration with your calendar so you can see your appointments while planning your day, intuitive keyboard shortcuts, reminders with native notifications, and syncing to an iPhone and iPad app.
The only downside here is the complete lack of versions for Windows and Android, though this decision is probably part of what allows the team to focus on making such a clean product. If you’re an Apple user, you owe it to yourself to try out Things.
You can automatically add to-dos to Things from your other apps with Things’ integrations on Zapier. Here’s some inspiration.
Add saved Slack messages to Things as to-dos
Try it
Slack, Things
Slack + Things
More details
Add new Trello cards to Things as to-dos
Try it
Things, Trello
Things + Trello
More details
Create Things to-dos from starred emails in Gmail [Business Gmail Accounts Only]
Try it
Gmail, Things
Gmail + Things
More details
Things price: $49.99 for macOS (15-day free trial), $19.99 for iPad, $9.99 for iPhone.
Best to-do list app for users with a very specific organizational system
OmniFocus (macOS, iPhone, iPad)
OmniFocus screenshot
OmniFocus is nothing if not flexible. This Apple-exclusive application is built around the Getting Things Done (GTD) philosophy trademarked by David Allen, but an array of features means it can be used for just about any organizational system you can imagine. There are three different kinds of projects you can set up, for example, depending on whether you need to do tasks in a specific order or not. There are six main views by default, allowing you to organize your tasks by things like due date, projects, and tags. You can even add more views, assuming you have the Pro version.
You get the idea. OmniFocus is a power user’s dream, with more features than anyone can hope to incorporate into a workflow, which is kind of the point: if there’s a feature you want, OmniFocus has it, so you can organize your tasks basically any way you can imagine.
Syncing is offered only between Apple devices. There’s a web version that’s intended for occasional usage away from your Apple machines, but non-Apple users should look elsewhere.
You can connect OmniFocus to your other favorite apps with OmniFocus’s Zapier integration. Whenever something happens in another app that you want to keep track of in OmniFocus, Zapier will automatically send it there.
Create OmniFocus tasks from new saved Slack messages
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OmniFocus, Slack
OmniFocus + Slack
More details
Create OmniFocus tasks for new starred emails on Gmail
Try it
Gmail, OmniFocus
Gmail + OmniFocus
More details
Create OmniFocus tasks from new or moved Trello cards
Try it
OmniFocus, Trello
OmniFocus + Trello
More details
OmniFocus price: From $99.99 per year for recurring plan. Also available as a one-time purchase from $49.99 (14-day free trial).
Best to-do list app for making doing things fun
Habitica (Android, iPhone and iPad, Web)
Habitica screenshot
Games are fantastic at motivating mundane activity—how else can you explain all that time you’ve spent on mindless fetch quests? Habitica, formerly known as HabitRPG, tries to use principles from game design to motivate you to get things done, and it’s remarkably effective. You can add tasks, daily activities, and habits to a list. You also have a character, who levels up when you get things done and takes damage when you put things off. You can also earn in-game currency for buying offline rewards, such as a snack, or in-game items like weapons or even silly hats.
This is even better when you join a few friends and start a party. You can all fight bosses together, but be careful: fail to finish some tasks on time and your friends will take damage. If that doesn’t motivate you, nothing will.
What’s the downside? Habitica isn’t a great to-do list for managing long-term projects, so you might need something else for that. But if motivation is your problem, Habitica is well worth a spin.
Habitica Price: Free version available; paid version from $5/month.
Best to-do list app for Google power users
Google Tasks (Web, Android, iPhone and iPad)
Google Tasks screenshot
If you live in Gmail and Google Calendar, Google Tasks is an obvious to-do list to try out. That’s because it lives right in the sidebar of those two applications, and offers more than a few integrations. Plus, there’s a dedicated mobile app.
The app itself is spartan. Adding tasks is quick, particularly if you spend a lot of time in Gmail anyway, but there’s not a lot of organizational offerings. There are due dates, lists, subtasks, and not much else. On the desktop, though, the integration with Gmail is a key selling point. You can drag an email to Google Tasks to turn it into a task, for example. You also can see your tasks on your Google Calendar, if you want.
The best to-do app is one that’s always handy. If you’re the kind of person who always has Gmail open on your computer, it’s hard for any app to be handier than Google Tasks. The mobile versions make those tasks accessible on the go.
You can automatically move information between Google Tasks and your other apps with Google Tasks’ integration on Zapier. Here are a few examples of workflows you can automate, so you can stop manually moving your tasks.
Create Trello cards from new Google Tasks tasks
Try it
Google Tasks, Trello
Google Tasks + Trello
More details
Create Google Tasks items from new saved Slack messages
Try it
Google Tasks, Slack
Google Tasks + Slack
More details
Add new Google tasks to Any.do
Try it
Any.do, Google Tasks
Any.do + Google Tasks
More details
Google Tasks price: Free
Best to-do list app for people who forget to use to-do apps
Any.do (Android, iPhone and iPad, Web)
Any.do Screenshot
Any.do offers a really slick mobile app that makes it quick to add tasks, organize them into lists, and add due dates. But where it really shines is with its daily “Plan my Day” feature, which forces you to schedule when you’ll accomplish your various tasks, so that you remember to actually do things. Any.do also integrates nicely with Google and Outlook calendars, allowing you to see your appointments and your tasks in one place. This is exactly what you need if you’re the kind of person who adds things to a list and forgets about them.
The desktop version isn’t quite as slick as the mobile version—it feels cluttered and is more than a little confusing. Still, Any.do’s mobile version alone makes a compelling reason to give it a shot, especially if that’s where you do most of your task management.
Best free task management app
- ClickUp
clickup devices 2021
ClickUp is the world’s highest-rated project management tool and is used by companies like Google, Webflow, and Airbnb.
It’s got all the features you need to skyrocket your productivity and manage any task super-smoothly.
Got multiple projects?
ClickUp can handle that too.
Using ClickUp is like being James Bond and fighting 10 guys without getting a single tear on your tuxedo!
james bond jumping on subway
However, that isn’t all.
Unlike other free task manager software, it’s also incredibly easy to use!
Whether you’re a business owner, project manager, team member, or even a freelancer, ClickUp is for everyone.
Here’s a closer look at some of the features and functionalities of this free task tool:
A) Templates and Recurring Tasks
Why waste time creating project plans and new tasks or task lists every time you start a new project? With ClickUp, you can save any task list as a Template to instantly add it to future projects.
You can even set up Recurring Tasks for your projects. You can also edit the time interval between each Recurring Task to customize how often they appear.
B) Priorities
Priorities help you prioritize tasks when completing projects. With a simple color-coded system, your team will have no difficulty identifying which tasks to prioritize and which to de-emphasize.
C) Reminders
Our project management software comes with powerful Reminders to help you always keep track of your deliverables. You can customize where and when you receive these reminders for added ease. Whether it’s your email inbox, your desktop, or mobile, ClickUp will inform you of everything at the right time.
D) Notifications
ClickUp has tons of notifications to keep you updated on your task developments. You can also customize how often you receive them and on what platforms they appear.
E) Views
Instead of adapting to a tool’s interface, let the management tool adapt to you!
ClickUp gives you Multiple views for managing tasks the way you’d like to:
Board view: view your tasks in a handy Kanban board
List view: view your tasks in a GTD-style list app
Box view: check what everyone’s working on and delegate tasks
Calendar view: quickly manage your task schedules
Table view: create flexible spreadsheets
Timeline view: visualize and organize your work over time
Me Mode: only focus on your assigned tasks
F) Assigned Comments
Sure, your typical project management software allows you to add comments to tasks.
But ClickUp does way more!
ClickUp lets you instantly convert comments into individual tasks for quick task management. All it takes is a couple of clicks to assign a comment to someone and have it pop up in their Task Tray. Once they finish the task, they can even mark it as resolved!
G) Targets and Goals
A task manager can use ClickUp to set Goals to track what they’re working towards. You can even break down your goals into smaller Targets to make them more achievable.
H) Dashboards
Manage your business, resources, and develop Sprints, all from Dashboards. You can also choose what Widgets to include in your Dashboards, such as a Burn Up, Burndown Velocity chart, etc.
I) Notepad
Note down important tasks and ideas, create checklists, and even convert your notes into tasks with our Notepad.
J) Integrations
ClickUp supports tons of integrations with your favorite apps and collaboration tools, including Slack, Gmail, Zoom, Outlook, Google Drive, and more.
And that’s just the tip of the iceberg. ClickUp also offers you a built-in Gantt Chart, Task Dependencies, Permissions, Native Time Tracking, Mind Maps, and much more!
Need a full picture of our project management tool?
Take a look at the ClickUp Features page.
Pricing: Free to $5/month per user and up!
- Todoist
creating tasks in todoist
Todoist, as a task management solution, is a breeze for many.
Like the Swift to-do list app, it has a simple, no-frills interface built around a classic design. This task-tracking software is great for individuals, though they’ve recently expanded into teams and adapted to small business needs.
However, they still fall short when it comes to team management, as you can’t assign multiple people to a single task.
Guess they want you to-do things all on your own!
Check out the best Todoist alternatives.
In Todoist, users get:
Recurring due dates
Subtasks
Priorities
Mobile apps available for iPhone, iPad, and Android devices
Premium
Task labels and reminders
Email notifications
Automatic backups
Collaborate on tasks via email
Pricing: Free to $5/month per user.
Visit Todoist
- Any.do
creating tasks in anydo
This is an interesting to-do list app and task management app. Any.do labels items as today, tomorrow, and upcoming, giving you a quick overview of the tasks that you need to complete.
Unlike other task or project management software, Any.do also has an intuitive calendar to help you see how your events and tasks fit together. This task management solution can also organize tasks and filter your workflow by due date or category.
There is one drawback, though:
Looking for a powerful free version?
We’re sorry, but Any.do’s going to have to respond with a: no-can-do!
In Any.do, you get:
Calendar
Time tracking add-ons
To-do list reminders
Daily planner to organize and prioritize to-dos
Android and iOS mobile apps
Premium:
Unlimited attachments
Location-based reminders
Task color-coding to organize your work
Customized recurring tasks
Price: Free to $2.99/month per user.
Visit Any.do
- Things
managing tasks in things
The Things app is another great task management software.
The key differentiator for this task-tracking software is that you can select a core focus for each day. Things lay on a small layer of project management that has sections on comments, tasks, and subtasks.
Do remember, every web-based task management feature is premium because there’s no free task plan for your desktop, iPhone, and iPad.
Any other concerns about this task management system?
Things is only available on Mac and iOS.
Windows and Android users right now…
In Things, you get:
Calendar events
Morning, afternoon, evening slots
Section headings
Checklists
Mac OS shortcuts
Price: One-time charge of $49.99
Visit Things
- HubSpot Task Management
HubSpot task management software helps teams
HubSpot took task management and decided to up the game for everyone. The software is included in its customer relationship management (CRM) suite, and it’s aimed at helping you move along the sales funnel.
You can create workflows to automatically schedule new tasks after you complete ongoing tasks. Set up reminders, compare your performance to past data, and keep track of everything in one place.
HubSpot has a strong focus on integrations, so if there’s an app you love, chances are HubSpot works with it.
Check out ClickUp’s integration with HubSpot.
HubSpot is a comprehensive tool, and even at the free level, it can be a lot. While they offer different ways to learn the software, it has more of a learning curve than some other options on this list.
In HubSpot Task Management, you get:
Automatically synced data
Integrations with hundreds of apps
Easy task creation
Progress tracking
Task queues
Price: HubSpot starts free, with premium CRM plans starting from $45/month.
Visit HubSpot
- Taskque
managing tasks in taskqueue
Taskque is one of the best task managers that’s a step up over a regular to-do list app. It’s a great tool for resource management and can assign tasks to the next available team member.
It works well for teams that are working on the same functions, with similar skills. Instead of being a broad management tool with no focus, Taskque can quickly assign tasks to zero down on your work.
So it’s perfect?
Unfortunately, it’s going to be a tough tasque working with its limited integrations and no time tracking.
In Taskque, you get:
Automatic task assignment
Discussions
Calendar
A powerful to-do list app
Workflow management
Premium
Groups
Exclusive permissions
Expanded workspaces
Price: Free to $5/user per month.
Visit Taskque
- Flow
flow app
If you’re a project manager who likes using a Gantt chart, Flow could be the best task tracking software for you. Most of the projects are color-coded to help you quickly navigate between individual tasks and projects in your workflow.
Additionally, templates and repeat projects help users when they need to do a project repeatedly or stage another event.
The one drawback of this management app?
Don’t use it if you’re looking for a free task management tool. There’s no free plan!
In the Flow task tracking software, you get:
A list of tasks with card views
Drag and drop timeline
Workflow management
Workgroups
Public and private projects
Price: $4.79/user/month and up
Visit Flow
Take a look at our ClickUp and Flow comparison.
- Hitask
hitask pm app
Tasks and projects are front and center in this management solution. The central dashboard features all of your tasks and can be arranged by the due date, project, or team.
Your teammates are listed on the right side, and you can automatically drag tasks from the central task area to your team members. Once this is done, each teammate is assigned the task, and it becomes part of their workflow.
Speaking of your workflow, any good task management software should be able to offer you easy task planning and scheduling features to streamlines your workflow.
Does Hitask offer them?
They have no Gantt chart.
No Kanban board.
So no workflows. Ugh.
In Hitask, you get:
Task management
File storage
Time tracking
Email task creation
Mobile apps for iOS and Android
Reports
Premium:
Selective permissions on tasks
Calendar sync
Unlimited storage
Pricing: Free to $20/user per month
Visit Hitask
- Trello
board view in trello app
Trello is one of the largest Kanban task management tools. It’s no surprise that their Kanban boards are their main calling card. This customizable Kanban interface allows users to set up cards for different projects like they were post-it notes.
To make Trello efficient for complex projects, you’ll have to upgrade for features like Gantt charts or priorities.
Why do that when there are tools that offer that in their free plans?
Take a look at the best Trello alternatives, and don’t forget to compare Trello with ClickUp!
In Trello task management, you get:
Boards
Lists
Cards
Checklists
Attachments
Android and iOS mobile apps
Premium:
Unlimited integrations
Collections for teams
Public/private boards
More onboarding support
Price: Free to $17.50/user per month
Visit Trello
- ProProfs Project
Proprofs project task management software
ProProfs Project is a feature-rich task management solution. It’s built to handle multiple projects across cross-functional teams on a single platform.
Create a project schedule and streamline your processes to deliver your projects on time and within budget. Also, you can prioritize tasks and track them using multiple project views such as Gantt charts, Kanban board, and more.
One of the best things about ProProfs Project is its customizable dashboard. It lets you schedule tasks with a simple drag and drop and provides all your project information at a glance.
What’s missing? A user-friendly mobile application that allows seamless team collaboration anywhere, anytime.
Conclusion
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