From Chaos to Clarity:Best To-Do List Apps

Gone are the days of sticky notes and paper planners-modern to-do list apps bring convenience, automation, and collaboration to task management. From AI-powered assistants to seamless integrations with other productivity tools, these apps offer much more than just task lists.

In this review, we‘ll explore the best to-do list apps available today, helping you choose one that fits your workflow.

In 2025, several to-do list applications stand out for their unique features and user experiences. Here are some of the top options to consider:

1.Todoist :

Todoist is one of the most popular task management apps available today. With its clean interface, powerful features, and cross-platform accessibility, it‘s a go-to choice for individuals and teams looking to boost productivity.

Features:

• Set due dates, deadlines to stay on the track and can use sub tasks and subsections for breaking down big projects.
• Organize tasks into projects with color-coding for easy identification.
• Create filters for custom views (e.g., “tasks due this week”).
• Share projects with others and assign tasks. push notifications and email alerts.
• Real-time syncing across devices ensures your tasks are always up to date.

Pros ✅ :

• Work seamlessly across multiple devices and operating systems.
• Suitable for simple and complex project managements.

Cons (➖) :

• Advanced features like reminders are available only on the pro plan.
• Lacks advanced project management tools unlike Asana, Clickup etc.,

Pricing 🤑 :

• Free plan - $ 0 - Basic task management features.
• Pro Plan - $4/month( annually billed) - Advanced features like labels.
• Business Plan - $6/user/month - team features like shared projects, roles and admin controls.

Best 🤞🏻for - Individuals, small teams, Professionals and Freelancers

Alternatives - Microsoft To do, TickTick, Asana.

2.TickTick :

TickTick is a to-do list and task management app designed to help you organize tasks, manage projects, set reminders, and plan your day efficiently.

Features -

• Break down tasks into smaller steps and color-coded options for urgency identification.
• Allows one to visually plan day,week and month easily and includes Pomodoro Timer built into the app.
• Includes Habit tracker to help monitoring one's progress.
• Allows you to quickly add notes using Voice input and offer various theme options.
• Supports customizable widgets for both Android and iOS.

Pros ✅ :

• Offers a wide range of task management features such as subtasks, priorities, and due dates.
• One can share lists and assign tasks to specific people, ensuring everyone stays on track.

Cons (➖) :

• Advanced features are available only in the premium plan and some users report of occasional sync delays.
• App’s reminder system isn’t as robust as other apps. There are fewer options for setting custom reminder triggers, such as based on location.

Pricing 🤑 :

• Free version - $ 0 - Basic task management features
• Premium version - $ 2.79/month or $ 27.99/year - Advanced features
• Business version - $ 35.99/ year - Premium features

Best 🤞🏻for - Busy professionals, students, Freelancers etc.,

Alternatives - Todoist, Microsoft to do, Sunsama.

3.Microsoft To Do :

Microsoft To Do is a free task management app designed to help users plan their day, manage tasks, and stay organized. Integrated seamlessly with the Microsoft 365 ecosystem, it’s an excellent choice for professionals, students, and anyone seeking a simple yet effective to-do list solution.

Features :

• Focus on daily priorities with the My Day section and Add tasks from any list using "Suggestions".
• Organize lists into Groups for better organization and Set reminders for important deadlines.
• Add detailed notes to tasks and Use the ⭐ priority marker to highlight crucial tasks.
• Syncs with Outlook Tasks for seamless work management.
• Add hashtags (#work, #shopping) to organize tasks quickly.

Pros ✅ :

• Unlike many productivity apps, Microsoft To Do is 100% free with no premium tiers.
• Built on Microsoft Azure, ensuring high-level security, privacy, and encryption.

Cons (➖) :

• Despite integrating with Outlook, there’s no native calendar or timeline view within the app.
• Lacks features such as: Kanban boards, Gnatt charts, Task Dependencies.

Pricing 🤑 :

It is completely free with no paid tiers and premium versions.

Although Microsoft To Do is free, some integrations (e.g., syncing with Outlook Calendar or Microsoft Teams) require a Microsoft 365 subscription, which starts at:
💼 Microsoft 365 Personal: $6.99/month
🏢 Microsoft 365 Family: $9.99/month
🏢 Microsoft 365 Business Basic: $6.00/user/month

🎁 What You Get for Free:

• Unlimited Tasks and Lists , File Attachments ( upto 25 MB per task )
• Recurring Tasks and Reminders, Themes and List customization
• Collaboration and List Sharing
• Outlook Integration (sync with Outlook Tasks)
• Cross-Platform Sync (Web, iOS, Android, Windows, macOS)
• My Day (Daily Planner), secure cloud sync with Microsoft Account.

Best 🤞🏻for - Professionals, students, families using shared shopping lists.

Alternatives - Google Tasks, Notion.

4.Sunsama :

Sunsama is a daily planning and task management app designed to help users organize their workday with time-blocking and a calendar-centric approach. Unlike traditional to-do list apps, Sunsama focuses on daily routines, deep work, and work-life balance.

Features -

• Allocate specific time blocks for each task to promote deep work and time management.
• Encourages users to limit their daily workload to avoid burnout.
• Two-way sync with Google Calendar and Outlook for scheduling.
• Manage tasks and calendar in a single view, eliminating the need to switch between apps.
• Sunsama warns you if you are planning more than 8 hours of work per day.

Pros ✅ :

• Log time spent on each task directly from the app and Weekly reviews provide insights into your productivity patterns.
• Simple, elegant, and distraction-free design and Easy to navigate with a focus on tasks and calendar.

Cons (➖) :

• No free version, which is unusual for a productivity app and No shared workspaces or team project.
• Does not support long-term goals or habit tracking (like TickTick).

Pricing 🤑 :

• Free version - $ 0 - 14 days free trial with access to all features.
• Paid version - $ 20/month ( billed monthly) , $ 16 (billed annually)

Best 🤞🏻for - Deep workers, Users who love daily reviews and shutdowns.

Alternatives - Akiflow, motion, Amie.

5.Reclaim.ai :

Reclaim.ai is an AI-powered scheduling tool that helps you automatically plan tasks, habits, meetings, and breaks within your calendar. Unlike traditional to-do list apps, it focuses on time optimization by dynamically adjusting your schedule based on priorities and availability.

Features -

• Set deadlines, priority levels, and estimated time needed for completion.
• The AI auto-adjusts your task schedule when meetings or urgent tasks come up.
• Auto-schedules meetings at the best available time and Smart buffer time between meetings to prevent burnout.
• Prioritizes habits based on available free time and Adjusts schedules dynamically if conflicts arise.
• Reprioritizes tasks dynamically if your schedule changes.

Pros ✅ :

• Auto-schedules personal habits (e.g., workouts, reading, deep work) into free time slots.
• Encourages breaks, buffer time, and personal time to avoid burnout.

Cons (➖) :

• The free version only allows 3 habits, 3 smart meetings, and 1-week task scheduling, which may not be enough for power users.
• The mobile experience is not as feature-rich as the desktop version.

Pricing 🤑 :

• Lite Plan - $ 0 - Basic functionality
• Starter Plan - $ 8/User/Month ( Billed Annually)
• Business Plan - $ 12/User/Month( Billed Annually)
• Enterprise Plan - Custom Plan
• Reclaim.ai offers a 14-day free trial for new accounts to explore premium features. help.reclaim.ai. After the trial, accounts revert to the Lite Plan unless upgraded.

Best 🤞🏻for - Busy Professionals, Knowledge workers and teams

Alternatives - Motion, Sunsama, Akiflow

Summing Up : Which App Should You Choose?

💡 Pick Reclaim.ai if: You want a hands-off, AI-powered scheduling tool for Google Calendar. 💡 Pick Routine if: You want Notes+Task+Calendar in one app. 💡 Pick Akiflow if: You need fast task+ calendar workflow.
💡 Pick Motion if: You need a powerful AI alternative with task management.
💡 Pick Sunsama if: You prefer manual planning over AI-driven scheduling.