Best Todoist alternatives for team project management (2026)

Todoist is a personal task manager that's well-loved precisely because it's a personal task manager. The tension comes when teams try to scale it into shared work. Comments, labels, projects shared across users — they all exist, but Todoist was built for one person managing their own work, and the seams show when it becomes the system of record for a team.

The list below splits cleanly. Personal productivity tools (Things, OmniFocus, TickTick, Microsoft To Do, Any.do, Remember The Milk, WorkFlowy) are direct one-to-one Todoist alternatives if you want to stay solo and just dislike Todoist specifically. Team PM tools (Breeze, Asana, Trello, MeisterTask, Basecamp, nTask) are the right move if your real problem is "Todoist was never meant to be a team tool." The choice is really between those two boxes — almost nothing on this list does both well.

Disclosure: Breeze publishes this comparison. We're a team PM tool — if you're using Todoist solo and like it, we're the wrong direction and you should look at Things, OmniFocus, or TickTick instead. We're useful when team work outgrew Todoist. Calibrate the recommendations against that.

How we chose these tools

We sorted candidates by whether you're staying solo or scaling to a team — the wrong move here costs you the things you actually liked about Todoist. Ranking criteria:

• Solo vs team alignment — we say outright when a candidate fits the wrong category for your situation.
• Cross-platform sync reliability — Todoist set the bar; alternatives that don't match are noticeable in daily use.
• Labels, filters, natural-language input — the small daily-use details that make a personal task manager work.
• Calendar integration depth — two-way sync with Google/Apple/Outlook calendars.

Pricing and feature claims verified against vendor sites on April 30, 2026. Personal-productivity tools update less often than team PM tools, but free tier limits do shift — verify before deciding.

Contents

• How we chose these tools
• Why teams look for Todoist alternatives
• What to look for in a Todoist replacement
• Best Todoist alternatives
• Comparison table
• Which alternative should you choose
• FAQ

Why teams look for Todoist alternatives

The reasons fall into two distinct buckets:

• Solo users who like the idea of Todoist but want a different feel — Things' design, OmniFocus' GTD model, TickTick's habit/Pomodoro features, or simpler/cheaper alternatives.
• Teams who started with Todoist and outgrew it: shared task assignment is awkward, project visibility for managers is poor, and there's no real reporting on team workload.
• Pricing on the team plan jumps when you actually want collaboration features that Apple Reminders, Microsoft To Do, or Google Tasks include free.
• Subtask/project structure is shallow when a "project" actually has phases and dependencies.
• No native time tracking, which most teams stitch in via Toggl.

What to look for in a Todoist replacement

The decision starts with whether you're solo or scaling:

• If you're staying solo, prioritize the small daily-use details — gesture support, calendar integration, natural-language input, sync reliability.
• If you're scaling to a team, accept that you're switching categories: from personal task manager to team PM. Don't fight that.
• For team work: real ownership, statuses, comments, and reporting on workload — things personal task managers deliberately don't have.
• Cross-platform sync that doesn't lag — Todoist set the bar here and it's noticeable when alternatives miss it.
• If you used Todoist's labels and filters heavily, check that the new tool has equivalents before committing.

Best Todoist alternatives

The tools below cover a range of team project management needs, from simple task boards to more structured workflows, reporting, and planning.

• Breeze
• TickTick
• Microsoft To Do
• Any.do
• Remember The Milk
• Things
• MeisterTask
• OmniFocus
• WorkFlowy

Breeze

Best for: teams that want simple project management.

Breeze is a straightforward project management platform built around clear ownership, simple workflows, and fast team collaboration. If Todoist no longer fits the way your team works, Breeze gives you a cleaner way to manage tasks, deadlines, comments, time, and reporting in one place.

Key features

• Visual project boards that keep work easy to scan.
• Task ownership, deadlines, and comments in one view.
• Built-in time tracking and workload visibility.
• Reporting that helps teams stay on top of delivery.
• Simple setup that is easy for non-technical teams to adopt.

Best for: small teams, agencies, marketing teams, and organizations that want simple project management.

Pricing: Simple pricing at $10 per user per month, with all features included. You can save 10% with a yearly plan

Rating: 4.4/5 on Capterra

If you want a closer side-by-side view, compare Breeze with Breeze vs Basecamp, Breeze vs Trello, and Breeze vs Asana.

What users say about Breeze

Overall, it has helped us smoothen our sourcing functions. Multiple projects have been completed on time and were managed well using it.

Source: Capterra

TickTick

Best for: users who want personal productivity with reminders.

TickTick is a task management tool that offers a wider range of productivity features compared to Todoist. While Todoist focuses on streamlined task lists and reminders, TickTick adds features like habit tracking, a built-in Pomodoro timer, and multiple calendar views. This makes TickTick appealing to users who want an all-in-one tool that goes beyond basic task tracking.

Pricing: Free for basic use, with premium plans starting at $2.99 per month

Rating: 4.7/5 on Capterra

Where TickTick fits

• Personal task management with built-in habit tracking
• Pomodoro and focus-timer integration for solo productivity
• Cross-platform sync (iOS, Android, web, desktop, browser extension)
• Calendar integration with two-way sync

Where TickTick isn't the right fit: Team work — designed for personal use first, with limited collaboration features.

What users say about TickTick

It was amazing to have the full potential of this tool available, it has great features like the calendar view, integration with Google Calendar, you're able to add attachments, locations, etc. It's a really good product, the best part of it (I Think) is its Pomodoro timer, it's a great way to keep you focused on what's really important, and you will notice how productive you can be if you start using it.

Source: Capterra

Microsoft To Do

Best for: Microsoft users managing simple task lists.

Microsoft To Do is a task management app that provides a way to organize tasks, making it a fitting alternative for those who find Todoist's approach a bit more feature-rich than necessary. While Todoist offers a range of productivity features like reminders on premium tiers and project labels, Microsoft To Do focuses on simplicity and deep integration with Microsoft products. This makes it an appealing choice for users who already work within the Microsoft ecosystem.

Pricing: Free for all users

Rating: 4.6/5 on Capterra

Where Microsoft To Do fits

• Personal and small-team tasks within Microsoft 365
• Integration with Outlook tasks and flagged emails
• Free with Microsoft 365 — zero additional cost

Where Microsoft To Do isn't the right fit: Anything beyond simple personal lists — no project structure, no real reporting.

What users say about Microsoft To Do

Overall, my experience with Microsoft To Do has been positive. The app's simplicity and ease of use make it a great tool for managing daily tasks and staying organized.

Source: Capterra

Any.do

Best for: people and small teams managing everyday tasks.

Any.do combines simple to-do lists, calendar syncing, and reminders, making it a great fit for users who value easy organization in one place. Todoist centers on task management with priority levels and project labels, where Any.do focuses on integrating calendar and task views for a more holistic planning experience.

Pricing: Free for basic use, with premium plans starting at $4 per user per

Rating: 4.4/5 on Capterra

Where Any.do fits

• Mobile-first personal task management
• Daily planner workflows with morning briefing
• Calendar integration with reminder support

Where Any.do isn't the right fit: Team work or complex project tracking — designed for personal use.

What users say about Any.do

Any.do is really helpful in planning and managing my daily task and the notification system will give notification both on my phone and my computer for any task that i had set previously. The add-ons and widget feature is really unique and different that any other To-Do software.

Source: Capterra

Remember The Milk

Best for: individuals who want simple personal task tracking.

Remember The Milk offers a clean, to-do list setup with reliable reminders, making it a fitting alternative to Todoist for users looking for simplicity. While Todoist includes features like priority levels and project labels, Remember The Milk focuses on ease of use, providing a clear solution for task tracking and everyday organization.

Pricing: Free for basic use, with premium plans starting at $39.99 per year

Rating: 4.4/5 on Capterra

Where Remember The Milk fits

• Long-time Remember The Milk users with existing setups
• Smart-list filtering for personal task management
• Mature cross-platform sync since 2005

Where Remember The Milk isn't the right fit: Team collaboration — this is a solo personal task manager.

What users say about Remember The Milk

RTM has made me more organized, plus it's satisfying to set up a complex smart list that ends up working just like you want it to.

Source: Capterra

Things

Best for: Apple users who want polished personal task management.

Things is a dedicated task manager, offering Apple users a clean and intuitive layout. Built specifically for individual task organization, it focuses on helping users with their to-dos without complexity. Todoist, in contrast, is often suited for both personal and team tasks, while Things is good for those who want a straightforward, user-friendly tool designed for personal use.

Pricing: Check vendor for current pricing

Where Things fits

• Apple-ecosystem solo task management with award-winning UI
• Personal GTD-style work with elegant Today / Upcoming / Anytime views
• Solo professionals who want a beautiful, focused tool

Where Things isn't the right fit: Non-Apple users, team collaboration, or any work needing shared task assignment.

What users say about Things

Overall I really enjoy using Things. It has simplified my workflow, and makes it easy and efficient to keep track of everything I have going on, without being cumbersome or overly involved and complicated to use. I have tried so many different todo list and task management systems over the years, with most being too simple and not powerful enough to do what I need them to, or overly complicated and bloated with features that I don't need, or workflows that are cumbersome. Things really hits the sweet spot for me with the features and power to keep me on task, without slowing me down or frustrating me.

Source: Capterra

MeisterTask

Best for: small teams that want clean kanban workflows.

MeisterTask focuses on simplicity and ease of use. Unlike Todoist, which is more list-driven, it provides a clear, visual layout for teams wanting intuitive task organization. This makes it a good choice for those looking for basic project management.

Pricing: Free for basic use, with premium plans starting at $13.50 per user per month

Rating: 4.7/5 on Capterra

Where MeisterTask fits

• Small teams wanting clean kanban with light automation
• Organizations paired with MindMeister for mind-mapping and brainstorming
• Visual task management at a lower configuration cost than ClickUp
• Teams that prefer European data residency (MeisterTask is German-based)

Where MeisterTask isn't the right fit: Teams that need cross-project reporting or hierarchical project breakdown.

For a direct side-by-side view, MeisterTask vs Trello is worth a look.

What users say about MeisterTask

With MeisterTask, we can manage and work on several projects at the same time, even if we are in separate places. Using this software has the added advantage of being simple, affordable, and widely accessible, all thanks to its cross-platform interoperability.

Source: Capterra

OmniFocus

Best for: power users who want deep personal task control.

OmniFocus is a robust task management tool tailored for individual productivity. It provides a structured way to capture, organize, and prioritize tasks. Unlike Todoist, which is often used for both personal and team assignments, OmniFocus is focused on helping individuals manage their personal to-dos efficiently, without extra features that may not be needed for solo use.

Pricing: Starting at $9.99 per month, with a one-time purchase option available

Rating: 4.7/5 on Capterra

Where OmniFocus fits

• Apple-ecosystem GTD practitioners
• Power users wanting deep customization for personal task management
• Solo professionals with complex personal workflows and contexts

Where OmniFocus isn't the right fit: Non-Apple users, or any team work — OmniFocus is a power-user personal tool.

What users say about OmniFocus

Omnifocus has been great for me to stay up to date on all the projects that I am responsible for at our church and has been extremely helpful in allowing me to stay on task every day.

Source: Capterra

WorkFlowy

Best for: users who prefer outline-based planning.

Workflowy is a minimalist tool that uses an outline format for task management, making it a strong alternative for those who find Todoist's list-based approach limiting. Workflowy's simple design focuses on nested lists, allowing users to structure tasks hierarchically without distractions. It's useful for individuals who prefer organizing ideas and tasks in a free-form, outline-based format.

Pricing: Free for basic use, with premium plans starting at $4.99 per month

Rating: 4.7/5 on Capterra

Where WorkFlowy fits

• Outlining personal projects, notes, and ideas
• Bullet-list-style thinking with infinite nesting
• Quick capture without imposed structure

Where WorkFlowy isn't the right fit: Team task management — it's an outliner, not a PM tool.

What users say about WorkFlowy

I use WorkFlowy for everything - task management, project notes, research - notes of all kinds actually. When I had the luxury of keeping a private calendar, that was in WorkFlowy too. I suspect I could do even more with WorkFlowy but I haven't felt the need. Every now and then, I am romanced into trying out one of the other notekeeping platforms but I always come back to WorkFlowy, it's so clean and focused, it can't be topped.

Source: Capterra

Todoist alternatives comparison

Which Todoist alternative should you choose?

• Choose Breeze if you want simple project management.
• Choose TickTick if users who want personal productivity with reminders.
• Choose Microsoft To Do if Microsoft users managing simple task lists.
• Choose Any.do if people and small teams managing everyday tasks.
• Choose Remember The Milk if you want simple personal task tracking.
• Choose Things if Apple users who want polished personal task management.
• Choose nTask if you want affordable task tracking.
• Choose MeisterTask if small teams that want clean kanban workflows.
• Choose OmniFocus if power users who want deep personal task control.
• Choose WorkFlowy if users who prefer outline-based planning.

FAQ

What is the best alternative to Todoist?

The best alternative depends on your team workflow. Tools like Breeze, TickTick, Microsoft To Do, and Basecamp provide similar project management features with different levels of complexity.

Why are teams switching from Todoist?

Teams usually look for alternatives when they want simpler project management, better pricing, clearer project visibility, or tools that fit their workflow better.

What tool is most similar to Todoist?

The closest match depends on what your team values most, but tools like Breeze and TickTick often cover similar task management and collaboration needs.

Conclusion

For solo users, the honest answer is none of the team PM tools on this list. Stay with a personal task manager: Things if you're on Apple, OmniFocus if you want GTD depth, TickTick if you want habit tracking, Microsoft To Do if you live in M365. Don't move to a team tool to get away from Todoist as a solo user — you'll lose the things you actually valued.

For teams that ended up running shared Todoist projects, almost any dedicated PM tool here is a meaningful upgrade in collaboration. Breeze, Asana, Trello, MeisterTask, and Basecamp all give you real ownership, statuses, and reporting that Todoist doesn't try to provide. The tradeoff is a heavier tool than what you started with — that's the cost of treating it as a system of record rather than a personal task list.