Todoist vs Trello: 2023 Unbiased Review |

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

Posted by The Friday Team

In the market for a project management tool and looking to compare Trello 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 Trello vs Todoist 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.

Familiarizing yourself with these factors along with the needs of your role, team, and project is crucial to finding the best project management app. Trello and Todoist are some of the most popular task management apps available online. Both of these project management tools may have similar features and functions but can offer various advantages and disadvantages depending on your needs and requirements.

We’re also going to suggest a third tool that can save you even more time and money! 

Let’s take a look at each tool’s individual pros and cons to find the best fit for you!

What is Todoist

Todoist is a productivity application and task management software that helps users organize and manage tasks and deadlines. This task management app allows users to assign tasks, subtasks, due dates, priority levels, and more. Todoist is a project management tool that help 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


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


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

User Ratings

G2: 4.4/5 (740+ reviews)

Capterra: 4.6/5 (1900+ reviews)

“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.

What is Trello

Trello is the perfect tool for the organization-obsessed! When it comes to the kanban method, Trello sets itself apart with its compatibility--it can be accessed from any device and keeps all of your projects in one convenient place. What makes Trello stand out even more is its boards and cards, intuitively arranged for task tracking. You can drag and drop cards on a board to easily move activities from one list to another depending on progress across different stages. There are an array of integrations so you can bring together all of your favorite apps, calendars, and tools in an organized layout. Trello has endless customization options that make it fun and easy to use no matter what type of project you’re tackling.

Best Features

  • Organize projects and tasks with a board system
  • Integrations with productivity tools such as Google Drive and Slack
  • Mobile app allows users to access board and lists on the go


  • User interface could be improved
  • Its free version lacks advanced features


  • Free Plan
  • Standard ($5 per user/month; billed annually)
  • Premium ($10 per user/month; billed annually)
  • Enterprise (contact for pricing)

“Trello was a great software to get my feet wet, so to speak, when it came to getting the hang of using a project management software for my business. It definitely helped me to graduate to the next level in my ability to keep my team productive. Even as my team has grown, I have decided to keep the Trello software for the purposes of managing all of my management teams scheduling, tasks, and etc.” - Caitlyn R., Editor-In-Chief

Todoist vs Trello in the Community

When looking for reliable information about Todoist vs Trello, 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.

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, Todoist can be seen near the middle of the grid while Trello can be seen near the top 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.

Trello 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. 

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

Trello Reddit Review

“I find Trello useful for having a way to view the big picture across projects, tasks, etc that I am working on. I think the strength of Trello is that it is very simple (boards, lists, cards) and easy to use so it can be applied to just about anything where you need to organize information. It isn't a perfect 100% fit but it is often good enough and much less complex and expensive than tools focused on more narrow solution areas.” - via Reddit

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

Usability and Feature Comparison

Todoist's Usability and Features

Source: Todoist

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.”

Trello's Usability and Features

Trello is an easy and free to use tool to create workspaces and boards for task management, project management, collaborations, and more in a simple and straightforward platform. The app helps users prioritize tasks and organize work to improve productivity with its simple Kanban board that you can arrange and customize with elements. Assign tasks to various users and add deadlines, labels, alerts, and important information or files to each card. 

While Trello is a great platform with tools to organize and manage work, it does not feature a dedicated chat tool or video calling feature which some may find inconvenient. However, Trello can be integrated with significant third-party applications to further improve productivity.

Ashley L., a small business CEO says the following: “Trello is so simple to use. It has so many features that are available in the free version. You can add users and communicate by tagging people or assigning tasks. It's visually helpful, especially if you like to be able to see how tasks are organized. You can have multiple boards which are essentially spaces for your different projects.”

A Project Management Tool with Better Features and Usability

Before you limit yourself to just these two tools, you might want to throw our favorite, ClickUp, into the mix. While both Trello and Todoist are great tools in terms of features and usability, ClickUp is one of the top project management software. Regardless of getting a free or paid plan, you are able to enjoy better functionality than the paid versions of both Todoist and Trello. 

Search your entire Workspace to find tasks, Docs, Whiteboards, and more with ClickUp’s advanced search. With hundreds of flexible tools, drag-and-drop functionality, and over 1,000 integrations to streamline your workflows, ClickUp takes your productivity to new heights. 

Check out ClickUp’s multiple features.

Collaborative Capabilities Comparison

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.”

Trello's Collaborative Capabilities

Source: Trello

Trello is a great way to maintain a smooth collaboration between you and other users when working on important projects. Invite them to a dedicated Trello board for each project for a robust communication process. Each member of the team can create tasks and keep track of their progress. Trello’s structure may be too simplistic if not managed well. With full use of each card’s functionality, users are able to fully utilize Trello as a collaboration tool. 

Karrie B. says this about Trello’s collaboration features: Overall, I simply love Trello. I use it for every client that I work and most of them start their boards as well when they see how easy it is to use. Works as a great communication tool for the team and is a great way to document processes and flows within the organization. The ability to move cards between lists and boards allows you to really keep track of a process without getting overwhelmed.

Next Level Real-Time Collaboration with ClickUp

If you’re looking to keep your hybrid, remote, and in-office teams connected and working together efficiently, ClickUp can do the job, and do the job better. 

ClickUp's collaboration features make it an ideal choice for distributed teams and remote work. Its wide range of features allows users to communicate quickly and effectively, no matter where they are located.

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. 

Our idea of a great choice for team leaders and project managers. Just sayin’!

Learn more about the types of teams that ClickUp can support.

Customization and Scalability Comparison

Todoist's Customization and Scalability

Source: Todoist

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!”

Trello's Customization and Scalability

Trello is a simple platform featuring a Kanban board that you can personalize according to you and your team’s needs and preferences. Lists and cards can be moved in between boards which are great for bigger teams or businesses with multiple departments. 

Integrate the tool with third-party apps to extend functionality which may be needed in complex projects. Regardless of its simplicity, it can be customized to work even for an Agile team with external plugins or an enterprise plan. 

Yenireth Rozo comments: “Trello is an excellent tool to organize and take control of the daily activities that must be carried out and sometimes of projects that must be carried out in certain periods. You can customize, place, colors, time, and small activities within the main ones.”

Consider ClickUp’s Highly Customizable and Scalable Tool for Your Team

Take ClickUp’s massive feature set, collaboration and customizability, and put it together. You get scale. ClickUp's rich set of fully customizable features is ideal for aligning each team member, working together, and delivering high-quality products on time and on budget. The tool can be customized as a personal board or a resource management tool.

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 automation tools and extensive reporting capabilities which can be adjusted depending on the size of an organization. 

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

Sign up for ClickUp today!

Cost Comparison

Todoist's Pricing

Source: Todoist

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 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.”

Trello's Pricing

Source: Trello

Trello has a free version where users can manage and create multiple projects but may lack advanced features for complex and bigger projects. The free version includes 10 boards per workspace and other basic features and commands. The Standard plan starts at $5 per user/month with unlimited boards, custom fields, and 1,000 commands per month. 

Bigger teams with multiple projects can upgrade to a Premium plan starting at $10 per user/month. This plan comes with additional workspace views, security features, unlimited command runs, and more. Enterprises may contact sales for a custom plan with advanced integrations and control options.

Mees J., mentions the pricing: “Trello is a great tool that helps keeping track on projects which I find easy to use. The best of all is that the core features are completely free. Trello is also extremely helpful when collaborating with others and there are plenty of features for this.”

A More Cost-Effective Plan with ClickUp

Save and get the best value for your money with ClickUp. Choose from a variety of plans ranging from the Free Forever plan to the Enterprise Plan. The Forever Free plan is perfect for small teams who need basic project and task management capabilities and don’t require the comprehensive feature set of a premium plan. 

If you need even more advanced management tools and unlimited storage, the Unlimited Plan and Business Plan provide access to powerful features such as unlimited Gantt charts, timelines and workload management. ClickUp also offers an Enterprise Plan for more complex organizations. 

Get started with ClickUp today, for free!

Trello vs Todoist: Bottom Line

Choose Todoist if:

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

Choose Trello if:

  • You need a simple and easy-to-use project management system
  • You're looking for an task management tool with powerups and integrations for more functionality
  • You're looking to follow a Kanban approach when it comes to task management

Get All Features Combined with ClickUp

Now that you have a better idea of each of these tool’s advantages and disadvantages, you are now better equipped to make a better decision when it comes to picking the right tool for your needs. 

If you’re still not sure about the best project management software or task management app that will help you achieve your project goals and team objectives, why not get an all-in-one solution like ClickUp that will allow you to grow and scale as your team gets bigger. 

ClickUp is not just a project management platform. It is also a project management app with collaboration tools, flexible views, detailed reports, and so much more all under one single application. Take advantage of organization wide permissions to help teams stay aligned with common goals and objectives.

Save time, stay focused, and improve overall productivity by creating and customizing the perfect workspace. Choose from a library of templates to get started and handle any task or project with ease. Try ClickUp for free today and discover the best tools to improve your overall workflow and productivity all under one application.

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