Trello Vs. Todoist: Which Task Management App is Better?

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The running of a business can be an immense quantity of work. There are many things to track and more, especially if you manage a group of employees. Software for managing projects simplifies it, but there are many alternatives, and deciding on the best one can be challenging.

This guide on Trello vs Todoist will help simplify the process for you. To do this, we’ll look at both programs and analyze their performance in four areas:

  • Features
  • Interface/ease of access
  • Integrations and add-ons
  • Pricing

In this post, I’ll explain the ideal reason for every program.

Let’s first take an instant look at the fundamental premise behind every tool:

Trello Vs Todoist:  An Introduction


Trello is an application for managing projects visually that uses a pinboard display to manage tasks. Cards, the digital equivalent of sticky notepads, can describe and display each task, which can then be transferred from one location to another with drag-and-drop capabilities.

Trello provides many amazing automation options, including pre-made automations and the capability to build your own automation rules, all of which are available in Trello’s free plans (note that there’s a limit on the number of automated features free users can create).

It is a great benefit that isn’t included in all project management software and, if offered but not included in the free plan.


Todoist is a planner-style tool designed to assist you in everything in your daily life. It lets you create tasks that you can assign to different tasks and establish dates for their completion. You can also assign the priority of tasks, which makes it easier to determine the tasks to be completed before you begin your day.

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Todoist also offers a Goals feature that lets you set productivity goals and let the app monitor your progress. If you achieve these goals, you’ll earn “Karma,” and your Karma levels will increase as time passes. It is an excellent way to keep track of your progress while working on a challenging task.

Trello vs Todoist: Features

After you’ve understood the functions each software can do and what they do, it’s time for you to review the features they provide closely. In particular, we’ll review the options available with the free plans for each tool. If you’d like to learn more about premium plans, visit the section on pricing.

trello vs todoist


Trello has the edge. The free plan of Trello comes with automatization and many exclusive Power Ups, which can help make Trello more efficient. I also appreciate having the ability to change the look and appearance of your workspace, but it’s not a huge feature.

Trello and Todoist:  The interface


To get started with Trello, it is necessary to establish a Workspace. Think of it as an office hub that allows you to view the entirety of your projects. Additionally, you can invite your team members into your workspace here.

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You note that allowing team members to join the free workspace allows all participants to create new members and change existing members’ access rights. If you’d like to let employees access the workspace without this capability, upgrade to one of the paid plans.


You can also edit the options of your workspace, such as whether or not the public can view your workspace, and even connect your workspace to the company’s Slack here.

If you opt for the Premium plan, you’ll also gain access to Workspace tables that let you see tasks from several Boards at once.

Trello Boards

The Trello Workspace is divided into Boards. These are visual displays that have columns for various tasks. You can change the names of your columns to meet your specific needs.

For instance, if making a Trello Board to manage a multi-author blog, you could make a different column for each author you collaborate with. It is also possible to make each column a list of blog posts in a particular phase of the publication process, like “In Drafting,” “Scheduled,” etc.

trello board

After your columns have been created, you can begin adding tasks in the format of cards. Start by adding the title. Click on the title to view the full card view and add additional information, like assigning colleagues and defining a due date.

It is also possible to add an agenda for more complex tasks. If you choose the paid package, you can add specific fields, such as word count targets for your articles.

trello board


The last aspect of Trello I’ve decided to explore in my comparison of Trello against Todoist is the options for automation.

The most effective way to streamline the Trello Workspace is to create “Rules.” These rules determine what happens when users decide to take a particular action. For example, if managing a blog and a page in the “In Editing” area is marked as complete, it could be transferred automatically to the “Ready for schedule” column.

trello rules

If you’re a free user, you can automate upto 250 actions each month. If you’d like to implement more comprehensive automation, you’ll have to pay for some of their paid-for plans.


After looking at the Trello interface, it’s time to look at what’s on the Todoist interface.

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The first thing you see when you log into Todoist is your list of tasks for the day. Add tasks to the list using the “+Add Tasks” link. It will open a text box located at the end of the screen. This section also lets you define a task’s due date and an appropriate priority level. The tasks will be presented in priority order.

todoistOne of the things I love the most about Todoist is the ability to create routine tasks. It can be done by entering a time frame, like “every two days”, or a recurring time, such as “Mondays at 8 AM”, in the task’s name field.

Once the task is complete, it will be due by the reset date, and the task will be automatically placed at the correct time. Be aware that you only view only one repeated task at a time.

Another thing to remember regarding the due date in Todoist is that these are actually “To-do” dates. If you choose an upcoming due date for any task, it will be added to the calendar for that day. It is essential to break projects down into smaller pieces to allow you to work on them regularly.

You can check out your future to-do lists anytime through the “Upcoming” section. You can also shift assignments to new times.

todoist upcoming


Any task that demands you finish more than one task could be transformed into a Project. They’re folders that you can set up and manage associated tasks. However, they also have some exciting features that aren’t available in normal tasks:

  • Sharing: We are sharing up to five users per project on the free plan (more about paid plans, see the Pricing section in this post).
  • Subtasks: allow you to divide a to-do task into smaller tasks.
  • Comments: so that those engaged in a project can talk about it.

todoist project

These functions are useful for planning more complicated projects and collaborating with other team members.


The winner in this category is based on what you’d like to accomplish. Trello is a little more complex and is more of an organizational tool offering a range of collaboration options and automated tools. Todoist is simpler and more like a personal task management system and has a homepage dedicated to your list of tasks and collaboration options limited to projects.

Trello Vs Todoist: Integrations and Add-ons


Trello provides a myriad of Power-Ups that increase the functionality of your cards and boards. They are a great way to add Pomodoro set tracking, advanced tools for managing files, and many more collaboration tools to existing boards. These can also connect your Trello Boards to popular apps such as Google Drive, HelpScout, and Zapier. You can utilize the number of Power-Ups you like, no matter your plan.

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It is important to note that Power-Ups are all offered to users of all plans. However, some third-party PowerUps may require an additional subscription fee.


Todoist offers a limited number of integrations but can be connected to a range of time-tracking tools and tools for communication. It can also be connected to Zapier for automated options.


Trello stands out as the winner. It connects to a larger array of tools, including sales tools and customer relations management, while the Power Ups feature is extremely easy to add to your boards.

An interesting point to consider in this regard is that you can add Todoist together with Trello. It allows you to use Trello as a business management tool and Todoist for your list of tasks.

Trello vs Todoist: pricing


There are four Trello plans:

Free: The plan I discussed in the section on features within the piece. You’ll be able to invite unlimited users into your workspace, at least ten boards and 250 automations per month, assignees, and due dates: unlimited storage and access to iOS and Android apps.

Standard: The price is $5 per month for each user and billed annually ($6/month when billed monthly). The plan includes everything from the Free plan plus unlimited boards, including advanced checklists, custom fields, 1,000 automated monthly guests with a single board, and saved searches.

Premium: It costs $10 per month per user or annually ($12.50/month when billed monthly). It includes everything from the Standard plan, the dashboard view, timeline view, calendar view, Workspace views for calendars, endless automations templates for workspaces, and various security and administrative options.

Enterprise: This pricing plan is based on a sliding scale, with the cost per user dropping when the user counts up. It begins at $17.50 per user for a month due annually (no monthly plan is available).

The Premium plan includes everything you’d expect from the Premium plan, plus unlimited Workspaces, organizational-wide boards and permissions across the organization, multi-board guests and private board administration, attachment rights Power Ups administration, and free user processing and SSO.

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It is important to note that each of the Workspace members as well as Multi-board guests, contribute to the bill. However, you will not be charged for guests on a single board.


Todoist provides 3 pricing options:

Free: It’s the option I examined in the section on features within this piece. You’ll have access to the basic functionality of Todoist Five projects and five collaborators per one five-megabyte file upload, Three filters, and one week of activity history.

Pro: It costs $3/month annually ($4/month when billed monthly). You’ll receive everything you need in the Free plan plus more than 300 current projects with 25 collaborators per project, 100MB uploads of files, 150 filter reminders and unlimited activity history themes, and automatic backups.

Business: It costs $5 per month for each user and is billed annually ($6/month when you pay monthly). The plan includes everything from the Pro plan plus 500 active projects for each user, 50 people per project, the team’s inbox group billing, administrative and member roles, and priority assistance.

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The full price is available on this page. Todoist price page.


At first sight, Todoist seems like the obvious winner. If you’re only talking about price, Todoist plans are less expensive. When you consider the number of features provided by Trello and the reasons behind the cost increase becomes clear: Trello simply does more and integrates more tools designed for business.

Trello Vs Todoist:  The Conclusion

Trello and Todoist are two fantastic tools with a bit of similarity in their attributes. The most efficient project management tool is dependent on the goals you’re trying to achieve:

  • If you’re looking to manage complex collaborative projects and integrate your management software with other tools for business, Trello is the most suitable solution for you.
  • If you’re searching for a personal task management tool or are creating simple collaboration initiatives, Todoist is the better choice.
    In certain situations, you may consider using both of these tools. For instance, you could need to keep track of groups of initiatives and allocate tasks to team members in Trello and then use Todoist to add those tasks which you’ve given yourself to your to-do lists.

How do you feel about the use of these tools? Which is the best choice for you, Trello or Todoist?

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