Todoist vs ClickUp: Which Tool is Better for Project Management?

In the market for a project management tool and looking to compare ClickUp vs Todoist? Both of these software apps offer powerful features and capabilities, but they are designed with different users in mind. 

So, which should you choose? Before making any big decisions, let’s thoughtfully compare Todoist vs ClickUp based on features, performance, collaboration capabilities, customization options, scalability, and cost. 

By evaluating each product through identified criteria it will be easier for you to make an informed decision about your next project management solution.

Let's dive in!

What is ClickUp

ClickUp is an all-in-one project management tool and productivity app designed for all users. This software offers over a hundred customizable features to help you manage projects and delegate tasks, making it a great task management software. ClickUp's powerful features allow teams to collaborate and work together all in one place to achieve project completion and success.

Best Features

• Build custom project dashboards  
• Real-time reporting features 
• Integration capabilities; connect ClickUp to over 1,000 work tools
• Access and manage your work from anywhere via ClickUp’s mobile app
• Add task dependencies and relationships to tasks and documents

Limitations

• App interface, views, and features can be too complex for first-time users
• Some features and views are not available for mobile view

Pricing

• Free: Free forever
• Unlimited: $5 per user per month
• Business: $12 per user per month
• Business Plus: $19 per user per month
• Enterprise: Contact sales

User Ratings

G2: 4.7/5 (4800+ reviews)

Capterra: 4.7/5 (3100+ reviews)

“ClickUp is an incredibly flexible platform that truly revolutionized how I worked. The ability to customize the system to fit my workflows was a major selling point when I first looked into it and something that has been invaluable ever since. It offers me the unique opportunity to choose from a range of pre-made tasks, processes and boards or create my own - allowing me unlimited freedom in designing how I want to get things done.

The flexibility of Clickup also allows for collaboration between different members of the team without any hassle. Every user can have their own customized view and share what they’re working on with others so everyone is always on the same page. This makes communication much more efficient, as well as reduces errors through shared knowledge about which tasks are assigned where and by whom.” - Xavier W., Director

Sign up for ClickUp for free, no credit card required

What is Todoist

Todoist is a productivity application that helps users organize and manage tasks and deadlines. It gives users an easy overview of tasks, subtasks, due dates, priority levels, and more. Todoist is a project management app that helps users manage schedules and workflows to help keep them organized while staying productive. It has a great user interface that makes it easy for users to make their way around the tool for collaboration and task management.

Best Features

• Quick add lets users capture and organize tasks quickly
• Build great work ethic with recurring due dates 
• Engage team members to collaborate with task delegation for shared projects

Limitations

• Free version does not offer automatic backups and reminders
• Recurring updates can be disturbing for others

Pricing

• Free to use for starters
• Pro plan starts at $4 per month
• Business plan for teams start at $6 per user / month

“Todoist has simplified my work life - helping to organize all my tasks, projects, and meetings in a simple way that ensures no project is missed. While there is a bit of a learning curve to figure out how to best utilize & organize the platform, the simplicity of it's core features makes it easy for anyone to pick up and use. You are able to hop on their website or app and add a task in an instant; with the ability to schedule the due date, priority, and set it up in a specific project very quickly using their shortcuts. With their team collaboration features, you are also able to assign specific tasks to specific people, allowing for quick and ease collaboration and project management”. - Darien C.

ClickUp vs Todoist in the Community

When looking for reliable information about ClickUp vs Todoist, it is important to include resources from the community. This is because the community perspective offers a unique view on each of these tools, as members are unbiased and have likely used both options themselves. 

Check out this video from a popular influencer:

Using the G2 Grid for project management software comparison is also a great way to quickly evaluate the two tools and make an informed decision. G2Crowd sources from a diverse set of user reviews to create this measurement to help potential customers compare different solutions side-by-side. 

As you can see, ClickUp scores very well and is in the leader category while Todoist can be seen near the middle of the grid.

Depending on your use case, you may want to consider these scores and rankings as they are a very good reflection of current user satisfaction and indication of future potential.

ClickUp vs Todoist on Reddit

What better way to really get a feel for a tool than reading through what users on the internet are candidly sharing? Check out some Reddit posts on both tools.

ClickUp Reddit Review

“What I like about ClickUp is its flexibility. Certainly it is not going to tick all the boxes. But it brings a solid suite of features. For me, it is fantastic that lists are flexible and support custom fields. There's various ways to display your tasks - Gantt chart, Kanban, tabular etc. You can reference ClickUp Docs as well - think of it like a simplified MS Word but being able to reference your tasks. I use it for my personal projects, for a list of books I want to read, for tracking gift ideas, for managing more complex personal side projects etc.” - via Reddit

Todoist Reddit Review

“Todoist is probably the one I used the longest and it was really the natural language input that kept me using the app. Also, I thought cross-platform was a necessity because I work on a PC during the day (but always have my iPhone and iPad with me).” - via Reddit

Now, onto our honest opinions on different categories of comparison between Todoist and ClickUp.

Usability and Feature Comparison

ClickUp's Usability and Features

ClickUp is known for its intuitive and user-friendly interface. Its drag-and-drop capabilities allows users to easily use the tool and the Home feature displays all your tasks in one place. There are over 15+ custom views available for anyone, from individual contributors to executives, to see work from their point of view. 

Besides the standard project management tools such as Gantt charts, Kanban boards, and Sprints, ClickUp also offers a variety of unique features such as the screen recording Clip feature. Record your screen and attach it directly to ClickUp tasks, saving you from having to use other screen recording apps such as Loom. 

Its whiteboards are an incredibly useful and versatile tool that allows users to visualize concepts, brainstorm ideas, and plan out entire projects. You can create an unlimited number of boards that can be viewed by anyone with access. The boards are also customizable, allowing users and guests to add text, images, notes, and more.

The sheer multitude of ClickUp features does make it a bit difficult and overwhelming for beginners. This can be compensated by being able to turn on and off different ClickApps so you can choose which features you want enabled for your team to eliminate overwhelm.

Sandra D., a digital marketing specialist says: “As a Scrum Master, I feel that ClickUp is a marvelous tool for any Agile marketing teams out there. We have biweekly sprint planning sessions, and using ClickUp makes getting through them a breeze. Custom views can be created at all levels -- for an individual list (we use these to separate business lines within our team), for an entire folder (which we use for a view of all the areas of our team). At the folder level, during grooming, I filter by all items due in the coming two weeks and then we can go through them and groom them. ClickUp allows for custom fields so that any details that are relevant across the board on a task can be filled in. This allows us to keep tasks organized by their values in the custom fields.”

Todoist's Usability and Features

Todoist is a great task management solution with basic features that can be accessed across various platforms. It quickly synchronizes data which is great for users working on the go. It has an intuitive interface that gives you a quick look at managing task lists. Prioritize your tasks, add notes, and keep relevant information all in one place. 

This app makes task organization easy with built-in functions to organize tasks according to priority levels to improve productivity and delivery. Users can also set colorful themes, take a look at a task list from various angles or by assignees, and choose from a board or list view.

Dr. Kamlesh N. Pathak S. says the following: “The best part about Todoist is the near real-time sync across devices since I often need to switch between devices very fast and get mad if what I typed on my computer does not reflect on my phone. It's straightforward to create projects, labels, and tasks across the board and list views, allowing me to structure my professional tasks and chores under various sections/headings separately, much more easily compared to other apps. The keyboard shortcuts to create tasks and assign them to projects are very simple to remember. The natural language time-date sensing is top class and saves a lot of irritation to manually set time for each task. Two-way sync with Google Calendar and other apps like JIRA is also very handy.”

Collaborative Capabilities Comparison

ClickUp's Collaborative Capabilities

ClickUp's collaboration features make it an ideal choice for distributed teams and remote workers to help manage all their projects. Its wide range of features allows users to communicate quickly and effectively, no matter where they are located. For example, you can assign tasks to team members, comment on tasks and projects, @mention teammates and assign comments to them, and create task lists that can be shared with contractors and clients outside of your team. 

ClickUp's Chat View is also an incredibly useful feature that allows users to communicate and brainstorm easily in a specific List or Folder without having to switch between different applications. There's also an in-built Calendar feature that syncs with Google and Outlook calendars to help team members decide on important dates and team meetings. 

Its broad range of features makes it a great choice for any team looking to get organized and collaborate more effectively.

Reema D., an associate director says: “The best parts about ClickUp are the potential for collaboration and the visual ability to watch tasks go through stages of completion. My team uses ClickUp primarily for candidate tracking and hiring. Through ClickUp, my team can share candidates, track contact logs, view resumes through their attachment upload feature, make notes, and move the candidate through the hiring process.”

Todoist's Collaborative Capabilities

Todoist features a set of built-in collaboration tools to help individuals and teams manage and collaborate on shared projects. Work with up to 5 people per project and assign specific tasks to specific users for better productivity. The application offers templates to help set up a project with ease.

While Todoist is capable of team collaboration, it does have limitations with real-time communication which can be an issue when working on urgent or time sensitive projects. Advanced features from a premium plan include reminders and more collaborators.

Nadeem Ul Haq M. a software programmer says this about Todoist’s collaboration features: “Although it contains a capability for team collaboration, it does not allow for real-time communication when working on time-sensitive projects. Furthermore, the free edition does not offer reminders; nonetheless, there is very little else about this platform about which I can express dissatisfaction.”

Customization and Scalability Comparison

ClickUp's Customization and Scalability

ClickUp is highly customizable and can be tailored to fit the specific needs of any organization or individual. It is designed to accommodate a diverse range of users, including neurodiverse users. For example, users can customize their view with different filters and sorting options, such as due date, assignee, priority and tags. 

Its scalability is enabled by the multi-dimensional structure - for instance, ClickUp’s organizational hierarchy allows users to structure their workspace in whatever way works best for them. ClickUp also offers extensive reporting capabilities which can be adjusted depending on the size of an organization. For example, businesses can customize reports to track specific metrics, such as project progress, total time tracked or employee workload. 

This makes it a great solution for organizations of all different sizes and types that are looking for an intuitive yet powerful project management solution.

Dimitrije C., Head of Audio agrees: “I think ClickUp is very good at making large-scale processes visible to a large number of teams and people, and for me, it's been a massive improvement compared to a few project management solutions we've used previously in that aspect, especially since we started remote work. I don't know how I'd be able to keep up with the work of other departments in my company if I didn't have the flexible options of ClickUp, for following only the tasks which are relevant for my team and me.”

Todoist's Customization and Scalability

Todoist is a simple yet flexible platform that offers a variety of views and options to track your task progress. Due to the number of systems and features, some users may need some time to get used to the tool. However, Todoist offers simple templates to set up specific types of tasks. Choose from different views to help organize and manage your task list.

Rahul S., a marketing specialist comments: “Todoist is just great! It lets you create subtasks inside of tasks and then you can also share the tasks with other people so they can take care of them. The reminders and notifications are great too. If I am running late on any due dates, Todoist reminds me about it and I can then prioritize it to get it done. It also lets me set priorities for my tasks and so I know which tasks to complete first. It also has a lot of themes and customizing the UI according to your liking helps. It also connects with Google Calendars which is a plus!”

Cost Comparison

ClickUp's Pricing

By offering several plans, ranging from the free Forever Free plan to the Enterprise Plan, ClickUp has something for everyone. The Forever Free plan is perfect for small teams who need basic project management capabilities and don’t require all the features of a premium plan. For those looking for an even more advanced project management solution with multiple user groups,  the Unlimited Plan and Business Plan provide access to powerful features such as Gantt charts, timelines and workload management.

ClickUp's Enterprise Plan is the ideal choice for more complex organizations. It is designed to meet even the most demanding needs, from HIPAA compliance and whitelabeling to custom integrations and dedicated support.

Here's what Allan G., a project manager says about the cost: “[ClickUp] allows me to treat my business like software. I can adapt procedures so that orders flow through our company naturally. It can work like a manual ERP if you set it up correctly. I love that you can really do whatever you want, all for a very low price.”

Todoist's Pricing

Todoist is a fairly priced application that offers a free version with limited features that will work great for starters or individual users. An upgraded Pro plan which can handle up to 300 projects and 25 collaborators starts at $4 per month.

Businesses or bigger teams can get all Pro benefits plus added advanced features with a Business plan starting at $6 per user per month. This plan allows 500 active projects per member, 50 people per project, team billing, team inbox features, and assigned roles.

Jacob B., a director mentions this about Todoist’s pricing: “It is unfortunate that many of the features I would consider essential are reserved for paid plans. However, the paid plans are very reasonable. Additionally, I would like to see options for time tracking and due dates vs want to have done by dates added in the future.”

Todoist vs ClickUp: Bottom Line

Choose ClickUp if:

• You are looking for a project management tool with custom dashboards and whiteboards
• You are in need of multiple views for goals and projects
• You need to add task relationships and dependencies

Choose Todoist if:

• You are looking for a to-do app where you can create tasks, attach files, comment, and mention users
• You need a tool with an easy to use user interface
• You want to personalize your task views according to your work style and flow