5 Best To-Do List Apps for Business in 2025 (In-Depth Reviews)

The 5 Best Business To Do List Apps of 2025

1. Connecteam — Best all-in-one to-do list app for business

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   Available on

   • Web
   • iOS
   • Android

   Connecteam offers the best to-do list app for business. Its task and project management features—plus its digital forms and collaboration tools—make it an ideal choice for all industries and for large and small businesses.

   Why I chose Connecteam: Connecteam’s easy-to-use user interface and excellent customer support make it easy for anyone to use. With the mobile app (for both Android and Apple users), you can manage your team’s projects and to-do lists from one simple dashboard wherever you are.

   Let’s dive into Connecteam’s task and project management features.

   Create detailed tasks and subtasks in minutes 

   With the Connecteam task management app, you can easily create to-do lists with tasks and subtasks. You can also categorize tasks and publish multiple tasks at the same time. 

   For each task on your list, you can share a description, due date, and time. I particularly like the ability to attach files, images, and even location requirements to tasks—so workers have everything they need at their fingertips.

   I love that you can create recurring tasks for regular or repeat action items so you don’t have to create them manually every time. You can choose task frequency, too. For instance, assign tasks to be completed daily, weekly, or monthly. Plus, you can assign an end date to stop recurring tasks when they’re no longer needed. 

   

   You can also set up different access levels for managers, team leaders, and team members, ensuring everyone has appropriate visibility and control over certain tasks.

   Assign tasks to the right team members and publish them right away 

   Connecteam’s employee timeline management features show all your workers’ qualifications, training histories, licenses, and certifications. I appreciate how this helps you assign tasks to the most qualified person for the job.

   You can also assign the same task to multiple workers—from groups of workers to your entire workforce. This is beneficial for tasks that must be completed by a team or for a single task that all workers must complete, like submitting timesheets.  

   Once you’ve created to-do lists or assigned tasks, employees are notified immediately. I like how tasks can also be added straight into employee shifts or jobs so they can see what they must work on as soon as they clock in to work.

   Finally, Connecteam sends timely auto-reminders for employees to complete their tasks. And push notifications enable you to remind your team members not to miss deadlines.

   Use digital forms and checklists to streamline task organization

   One feature I really appreciate about Connecteam is how it enhances traditional to-do lists by integrating digital forms and checklists. Rather than just creating a simple list of tasks, you can embed detailed checklists within each task, transforming them into step-by-step guides. These aren’t just basic checkboxes—they can include photos, instructions, and even conditional logic.

   

   For example, if an employee checks “No” to “Mop floor,” an additional required field can automatically pop—for instance, you might ask, “Why didn’t you mop the floor?” I find this particularly useful because it turns basic to-do lists into more actionable, comprehensive tools.

   If you like more basic functionality, though, you can create simple, sequential to-do lists using just the forms and checklists feature.  

   Monitor project progress and productivity with reporting and time tracking

   With Connecteam, you have a clear admin dashboard that provides a list or calendar view of all tasks with statuses so you can easily monitor everyone’s progress on their business to-do lists. You can use filters to view tasks by completion status, worker, or due date. 

   The status tracking system goes beyond basic “complete/incomplete” options. You can create custom statuses that match your workflow stages (like “In Review,” “Waiting for Parts,” or “Client Approval”). 

   Each status update can require photo verification or a digital signature, which I find invaluable for quality assurance. Team members can also add progress notes and real-time updates.

   The system automatically updates you on overdue tasks, and you can adjust the due date if needed. Then, send the relevant employee a reminder or choose to delete, archive, or mark the task as “done” if it no longer requires attention. 

   You can also see how and where employees spend their working hours with Connecteam’s employee employee time clock, real-time GPS tracker, and employee scheduler.

   These tools give you complete visibility of everyone’s progress on their to-do lists and how productive they’ve been during any given shift. These features also help identify and address issues such as time theft and missed deadlines. 

   Built-in chat allows for efficient collaboration 

   The key to effective task management is open communication and team collaboration, and Connecteam’s online team chat makes this possible. 

   

   I like how the Connecteam integrates 1:1 and group chats with tasks. You can create dedicated channels to discuss specific tasks. This lets team members share updates, ask questions, and resolve issues without switching between platforms.

   Integrations

   Connecteam comes with several integrations, including:

   • Quickbooks
   • Gusto
   • Paychex
   • Xero
   • Zapier
   • RUN Powered by ADP®

   Affordable pricing and free plan 

   Connecteam offers more than just to-do lists and task management. You can completely manage your employees right from your phone using team operations, communications, and HR management features. 

   Connecteam offers a completely free plan for small businesses with up to 10 employees and a 2-week free trial for businesses of all sizes.

   Connecteam also offers a free for life plan – Try Connecteam here!

   Key Features

   • Digital forms and checklists

   • Task management

   • Task attachments

   • Progress tracking

   • eSignatures

   • Task-specific communication

   Pros

   • Intuitive and easy to use

   • All-in-one solution

   • Great customer support

   • Budget-friendly

   Cons

   • Needs internet or wifi access to work

   Pricing

   Free-for-life plan availablePremium plans start at $29/month for 30 users

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2. 

   Notion — Good for managing tasks, projects, and notes

   Available on

   • Web
   • iOS
   • Android
   • Windows
   • Mac

   

   Notion is a versatile workspace that combines notes, docs, and project management on one unified platform.

   Why I chose Notion: I liked its flexibility for creating custom daily to-do lists—particularly how it lets you transform simple lists into powerful databases. The ability to view tasks as lists, boards, calendars, or galleries makes it stand out among traditional to-do apps.

   Customizable templates

   Notion has dozens of pre-built to-do list templates you can use—or you can create your own from scratch. I especially appreciate how you can tweak templates to match specific workflows.

   Task management

   I like how Notion lets you create tasks with detailed descriptions, due dates, and tags. You can easily organize tasks into different projects or categories.

   Beyond including basic task details, you can add custom properties like priority levels, statuses, departments, or any other parameter your team needs. These properties can be used to sort, filter, and organize tasks across different views. 

   One feature I found handy is the ability to embed different types of content directly into tasks—from simple checkboxes to full spreadsheets, images, and even websites. That said, I wish the loading time for embedded content was faster.

   Collaboration tools

   You can share tasks and entire workspaces with team members, add comments, and mention people in comment threads. Plus, you can track all changes and updates with an activity log, which I find helpful for understanding a project’s history. The ability to set different permission levels helps protect sensitive data.
   

   Unfortunately, Notion lacks a built-in chat feature—but it integrates with tools like Slack or Microsoft Teams for real-time communication.

   What users say about Notion

   I can easily create different projects and attach links or media files in them. It also allows you to prioritize tasks.

   Sushant S.
   Web Designer

   

   Notion has a very steep learning curve…This includes linking certain tasks to certain classes and many features that need to be manually edited.

   Ian W.
   Cofounder, Education

   

   Key Features

   • Database views
   • Custom properties
   • Task templates
   • Real-time collaboration

   Pros

   • Customizable workspace
   • Excellent documentation capabilities

   Cons

   • Steep learning curve
   • Slow mobile performance with larger databases

   Pricing

   Starts at $4/user/month Trial: No Free Plan: Yes

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3. 

   Microsoft To-Do — Good for daily planning & for teams already using Microsoft

   Available on

   • Web
   • iOS
   • Android
   • Windows

   

   Microsoft To Do is the tech giant’s streamlined task management app, integrated deeply within the Microsoft 365 ecosystem.

   Why I chose Microsoft To Do: Its seamless integration with other Microsoft apps makes it a natural choice for businesses already using Microsoft 365.

   Task and list management

   I appreciate how Microsoft To-Do makes task organization easy for both managers and employees. As a manager, you can create tasks, assign them to team members, and add due dates, reminders, and notes. You can organize tasks into different lists to manage various projects.

   I like the “My Day” feature, which offers a personalized daily planner for employees and suggests daily tasks. This helps them focus on their priorities and organize their work. When you assign tasks, these automatically appear in the assignee’s My Day and Tasks lists.

   Additionally, employees can personalize their lists with different colors and backgrounds. However, I found the customization options to be somewhat limited compared with other apps.

   Integration with Microsoft 365

   Microsoft To Do integrates well with other Microsoft 365 apps like Outlook and Teams—letting you manage tasks across different platforms. For instance, To Do syncs perfectly with Outlook Tasks and Flagged Emails. I especially appreciate how flagged emails automatically appear in your task list.

   Priority levels

   Microsoft To Do offers 3 priority levels for tasks: Important, Medium, and Low. You can mark high-priority tasks as important by clicking the star icon. That said, I noticed that the app doesn’t offer more granular priority levels like some other to-do list tools.

   What users say about Microsoft To-Do

   The app’s simplicity and ease of use make it a great tool for managing daily tasks and staying organized.

   Galateya M.
   Admin Assist.

   

   It lacks more robust project management features, making it less ideal for complex workflows.

   Urgan C.
   Associate

   

   Key Features

   • Daily planner
   • Steps (subtasks)
   • List sharing & smart lists
   • File attachments

   Pros

   • Excellent Microsoft 365 integration
   • Offline functionality

   Cons

   • Limited customization options
   • No timeline or calendar views

   Pricing

   Contact vendor for price Trial: No Free Plan: Yes

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4. 

   Todoist — Good for team collaboration

   Available on

   • Web
   • iOS
   • Android

   

   Todoist is one of the best to-do list apps for small businesses because of its natural language input and intelligent scheduling capabilities.

   Why I chose Todoist: Its natural language processing makes it one of the fastest to-do apps to use.

   Task management with natural language input

   I appreciate how Todoist lets you create tasks using natural language input. This feature benefits both managers and employees by making task creation quick and easy.

   For instance, type “Meeting with John every Tuesday at 3pm starting next week P1,” and Todoist automatically sets the recurring schedule, priority level, and due date. The feature recognizes dates, times, project assignments, and more in over 14 languages. Your employees can use this feature, too.

   For collaboration, you can create teams and projects—there, you can assign to-do tasks to team members. You can also add notes, file attachments, and comments to tasks. Plus, you and your employees can mention team members using @ notifications.

   Unfortunately, the team and project management features aren’t as comprehensive as they are with other to-do list apps—for instance, you can’t move projects between teams. 

   Sections & nested tasks

   I appreciated that you can organize tasks within projects using sections and create up to 5 levels of subtasks. Each project can have custom sections like “In Progress,” “Waiting,” and “Completed” to match your workflow. Tasks can be dragged and dropped between sections and projects.

   Priority levels

   Todoist offers 4 priority levels (P1 to P4) with color-coded flags (red, orange, blue, and white). You can use these levels independently to organize tasks based on urgency and importance. For example, P1 is for high-priority tasks, while P4 is for low-priority ones.

   These priority levels align with the Eisenhower Matrix, where P1 corresponds to Urgent & Important, P2 to Important but Not Urgent, P3 to Urgent but Not Important, and P4 to Neither Urgent nor Important. You can use labels and filters to apply these levels and matrix categories.

   Smart schedule 

   I really like Todoist’s “Smart Schedule.” This AI-powered feature suggests the best times to complete tasks based on your habits, workload, and the nature of the tasks. It analyzes your existing schedule and suggests optimal due dates to help you avoid overload.

   One drawback? This is a personal feature—while your employees can use it to create schedules for themselves, you can’t use it to create schedules for them. 

   What users say about Todoist

   I like that it’s quite minimal, and offers a simple way to track tasks.

   Tyler M.
   Head of Marketing

   

   I wish there were more options for customization regarding notifications and reminders. Also, more levels of priority could be helpful.

   Deanna W.
   Higher Ed. Teacher

   

   Key Features

   • Natural language input
   • Priority levels
   • Board view
   • Custom filters

   Pros

   • Exceptional natural language processing
   • Handy keyboard shortcuts

   Cons

   • Basic collaboration and management features
   • No native calendar view

   Pricing

   Starts at $150/month, for 50 users Trial: Yes Free Plan: Yes

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5. 

   TickTick — Good for productivity tracking with Pomodoro timer

   Available on

   • Web
   • iOS
   • Android
   • Windows
   • Mac

   

   TickTick is a digital to-do list and productivity app that combines traditional to-do features with time management tools.

   Why I chose TickTick: I found its blend of task management with the built-in Pomodoro timer unique.

   Task management

   TickTick lets you create tasks with due dates, priorities, and tags. I like how you and your employees can break down big tasks into subtasks and include checklists within tasks. Plus, projects can be nested under different folders, and tasks can be dragged and dropped between projects.

   The natural language input is a standout feature, enabling you and your staff to add tasks quickly by typing phrases like “Meeting with John tomorrow at 10am.”

   TickTick excels in collaboration, allowing you to share task lists and assign tasks to team members. You can leave comments on tasks and receive notifications of updates. 

   Pomodoro timer

   TickTick includes a built-in Pomodoro timer for tracking time spent on tasks and breaking work into intervals. I found it helpful for maintaining focus and productivity. 

   However, TickTick’s time-tracking capabilities are more basic than those of dedicated time-tracking tools and are mainly designed for personal use. 

   Priority levels

   TickTick offers 4 task priority levels: High Priority, Medium Priority, Low Priority, and No Priority. 

   It also supports the Eisenhower Matrix. You can enable this feature in the settings, and it’ll automatically place tasks in the corresponding quadrant based on the priority you set.

   What users say about TickTick

   Copying task lists from email is super easy. It separates all lines into separate tasks automatically.

   Ankhbilege T.
   Solution Architect

   

   Subscription required for calendar features which is a bit frustrating.

   Munetaka K.
   Materials Engineer

   

   Key Features

   • Task management with natural language input
   • Collaboration tools
   • Pomodoro timer
   • Custom smart lists

   Pros

   • Built-in productivity tools
   • Flexible view options

   Cons

   • No calendar view in the basic plan
   • Some features feel overwhelming

   Pricing

   Starts at $116.50/month Trial: Yes Free Plan: No

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