Todoist Pricing: Plans, Features, and Limits Explained
Ryan Tanner
Product Marketing Specialist
Aug 5, 2026
Ryan Tanner
Aug 5, 2026
24 min read
Todoist pricing is an essential consideration for anyone looking to manage tasks effectively, whether as an individual, freelancer, or team. Plans ranging from a free tier to Pro and Business subscriptions, offer different features, limits, and collaboration options. Understanding these differences helps users choose the plan that best fits their workflow. Considering those needs, this guide will outline the plans and show you how to choose wisely. Let's dive in.
Todoist Free vs Pro vs Business: Which is right for you?
Information source: todoist.com
Update time: 2025-11-19
Note: Pricing and plan details reflect publicly available data as of the update date and may vary based on region, billing cycle, and number of agents.
Todoist Beginner plan: Features, limits & ideal users
The Todoist Beginner plan, priced at $0, is designed for individuals who want a simple, no-cost task management solution. It provides essential tools for organizing tasks, managing small projects, and staying on top of deadlines, making it ideal for students, casual productivity users, or anyone new to task management apps.
What you get for free
- 5 personal projects: You can create up to 5 separate project lists for personal tasks. This is ideal for keeping school, work, and personal tasks organized, but is limited to more complex needs.
- Smart, quick add: Tasks can be added quickly using natural language input. For example, typing "Submit assignment tomorrow at 5 PM" automatically schedules the task with the correct due date.
- Task reminders: Basic reminders help ensure you do not forget important tasks. These reminders can notify you of deadlines and upcoming assignments, but their customization is limited compared to the Pro plan.
- Flexible list & board layouts: Users can view their tasks on either a traditional list or a Kanban-style board. This allows for visual flexibility, helping users organize their workflow in the style that best suits them.
- 3 filter views: The free plan allows up to three custom filters, which help sort tasks by priority, project, or label. While this provides some flexibility, it is limited for users who need advanced sorting and tracking options across multiple workflows.
- 1-week activity history: Todoist records completed tasks, but only for the last week. This provides a short-term view of progress and accountability but is insufficient for long-term tracking or performance analysis.
- Email & calendar connections: The Beginner plan supports basic integration with email and calendar apps, allowing tasks to be synced or converted from emails. However, integration options are limited and lack advanced automation features available in paid plans.
Who it's best for
- Students: The Beginner plan is perfect for students who need to keep track of homework, projects, and exam preparation.
- Individuals who need simple personal task management: For users managing everyday personal tasks like shopping lists, appointments, or household chores, the Beginner plan provides an easy way to organize functions without unnecessary complexity.
- People new to productivity apps: Beginners or casual users just starting with digital task management will benefit from the straightforward design and limited project scope.
Limitations and when you should upgrade
- A maximum of 5 personal projects: The Beginner plan allows only 5, which can quickly become restrictive if you are managing multiple areas of your life or work. Users with more complex workflows may find themselves constantly merging or deleting projects to stay within the limit.
- Limited filter views: With just three custom filters, the free plan provides only minimal ways to sort and view tasks. This limitation can make it difficult to manage tasks across multiple projects, labels, or priorities effectively.
- Basic integrations only: The Beginner plan supports only fundamental integrations with email and calendar apps, limiting automation and connectivity with other productivity tools. Users cannot connect to advanced apps or create multi-step automations, which can slow down workflow efficiency.
- Limited reminders and customizations: Reminders on the free plan are basic and do not allow recurring, location-based, or particular notifications. Users seeking more control over alerts or task behaviors will find this limiting.
Todoist Pro plan: Full feature breakdown
The Pro plan, priced at $4/user/month billed yearly, is aimed at individuals who need advanced task management tools, higher project limits, and innovative productivity features. It is ideal for freelancers, content creators, and heavy personal workflow users who require detailed tracking and planning.
Everything in Pro plan:
- 300 personal projects: Pro users can manage up to 300 projects, allowing multiple workstreams, client tasks, or personal goals to coexist without hitting limits. This expansion makes Todoist suitable for more complex and layered workflows.
- Calendar layout: Tasks can be viewed in a calendar format, providing a visual overview of deadlines and enabling more precise planning, time blocking, and workload balancing.
- Task duration: Users can assign estimated durations to tasks, which supports time management and ensures realistic scheduling for each day. This helps prevent overcommitment and improves productivity.
- Custom task reminders: Pro users have flexible, recurring reminder options, enabling precise alerts for critical deadlines. These reminders help users stay on top of essential tasks in ways that free reminders cannot.
- 150 filter views: The plan allows users to create up to 150 custom filters, enabling nuanced task organization based on project, priority, label, or due date. This feature is essential for complex workflows and detailed task management.
- Unlimited activity history: Completed tasks are stored indefinitely, allowing long-term review, trend tracking, and accountability. Users can analyze productivity over months or years.
- AI assistant: The AI tool provides task suggestions, prioritization, and workflow optimizations, helping users manage tasks more efficiently and make better planning decisions.
- Deadlines: Pro users have more flexible and advanced deadline options, including recurring and adjustable due dates, making it easier to manage time-sensitive tasks.
Who Pro is ideal for:
- Freelancers: Pro is ideal for freelancers who manage multiple clients or projects simultaneously.
- Content creators: Content creators benefit from Pro's calendar view, unlimited activity history, and AI assistant, which make planning, scheduling, and tracking content easier.
- Heavy personal workflow users: Individuals who have complex personal or professional workflows gain from features like 150 filters, custom reminders, and task durations.
Comparison with Beginner: What you actually gain
- View tasks in a calendar layout: Unlike the Beginner plan, Pro users can see all tasks in a calendar view, providing a visual overview of daily, weekly, and monthly schedules. This makes it easier to plan, spot conflicts, and manage time effectively, especially for users juggling multiple projects or deadlines.
- Assign task durations: Pro allows you to set estimated durations for each task, helping you allocate realistic time blocks in your day. This feature is handy for time management, preventing overcommitment, and enabling users to plan their work with greater accuracy and efficiency.
- Keep unlimited activity history: While the Beginner plan stores task activity for only 1 week, Pro users have unlimited history. This allows for long-term tracking of completed tasks, reflection on productivity trends, and accountability, providing insights that help improve future workflow planning.
- Add deadlines more flexibly: Pro offers advanced deadline options, enabling users to set precise due dates, recurring tasks, and flexible scheduling. This increased flexibility ensures important tasks are tracked and completed on time, which is critical for managing complex workflows and multiple responsibilities.
Todoist Business plan: For team workflows
The Business plan, priced at $6/user/month billed yearly plus tax, is designed for teams that require collaboration, shared workspaces, and scalable project management. It includes all Pro features plus tools for team organization, accountability, and growth, making it ideal for agencies, cross-functional teams, and project-centric organizations.
Everything in the Business Plan:
- Shared team workspace: Teams can work in a centralized space, giving all members visibility over tasks and projects. This ensures collaboration, transparency, and coordination across teams.
- Up to 500 team projects: Teams can manage hundreds of projects concurrently, supporting large-scale organizational structures, multiple clients, or multiple departments without losing oversight.
- Calendar layout for team projects: Tasks are displayed in a calendar view across the team, allowing everyone to see deadlines, milestones, and workloads in a single visual interface.
- Granular team activity logs: Detailed logs track all actions taken in the workspace, including who completed or modified tasks. This ensures accountability, transparency, and easy performance monitoring.
- Shared templates: Teams can create templates for recurring project types, saving setup time, standardizing workflows, and ensuring consistency across similar projects.
- 1000 members & guests: Business supports up to 1,000 users, allowing organizations to scale their team or include external collaborators such as clients or contractors.
- 1000 project folders: Teams can organize projects into folders for improved structure and navigation, keeping large numbers of projects manageable and logically grouped.
- Team roles & permissions: Admins can assign roles and access levels, controlling who can edit, assign, or view tasks. This ensures sensitive projects remain secure while maintaining clear team boundaries.
Who it's for:
- Agencies: The Business plan is ideal for agencies that handle multiple client projects simultaneously and need structured collaboration across designers, writers, strategists, and account managers.
- Cross-functional teams: Teams that span multiple departments—such as marketing, product, engineering, and operations—benefit from Todoist Business because it centralizes tasks in a single shared environment.
- Project-centric teams: Teams whose daily work revolves around planning, executing, and tracking projects will find the Business plan highly effective. With up to 500 team projects, detailed activity logs, shared templates, and advanced permissions, these teams can maintain structure, accountability, and consistency across all ongoing initiatives.
Value comparison: When is Business worth upgrading to?
- You need a shared team workspace: The Business plan becomes valuable when your team requires a unified environment where everyone can see tasks, deadlines, and responsibilities in one place. A shared workspace removes the friction of scattered tools and ensures that collaboration is organized, transparent, and aligned across the entire team.
- You want centralized billing to manage all users: If your organization needs a streamlined way to manage multiple users under one subscription, Business provides centralized billing. This makes it easier for admins to add or remove users, handle payments, and manage costs without dealing with individual accounts or scattered invoices.
- You need folders for project organization: As your team grows and the number of projects increases, structuring them becomes essential. Business allows you to create project folders, helping teams categorize workstreams, separate client or department projects, and maintain clarity even when managing hundreds of active tasks.
- You want to future-proof your setup: Business is the right upgrade when you expect your team or workload to scale significantly. With higher project limits, advanced permissions, shared templates, and support for up to 1,000 members, the plan ensures your workspace can grow without hitting operational or structural limitations.
Todoist AI capabilities and how they affect pricing
Todoist has recently introduced AI-powered features that enhance task management and personal productivity, which also influence Todoist pricing plans. These AI tools can draft task descriptions, suggest deadlines, and intelligently prioritize tasks, saving time and reducing manual effort. While the Todoist pricing free plan does not include AI, the Todoist Pro pricing and Business plans provide full access to these capabilities. The AI assistant can generate templates for recurring work, predict optimal follow-up times, and help users focus on execution rather than organization. As a result, choosing the right plan now involves weighing both the features and the potential productivity gains. For heavy users, upgrading to Pro or Business can deliver significant value.
What AI features include
Todoist's AI assistant offers several powerful features to enhance productivity, including drafting task descriptions, setting deadlines, suggesting priorities, generating templates for recurring work, and predicting optimal follow-up times. These tools help streamline routine planning and reduce the cognitive load of manually organizing tasks. While the Todoist free plan offers essential task management without AI, upgrading to Pro or Business unlocks these intelligent capabilities. For many users, this means less time spent on administrative task organization and more time focused on execution. Overall, AI features make complex workflows easier to manage and improve efficiency for both individuals and teams.
Which plans include AI, and how pricing reflects that
When looking at Todoist pricing, free vs premium, the AI assistant is included only in the Pro and Business plans, while the Free (Beginner) plan does not offer this feature. This means users who rely on personalized task suggestions, predictive prioritization, or smart task generation will need to upgrade to access AI. The inclusion of AI makes the Pro plan particularly appealing for freelancers and power users who value time efficiency and more innovative task management. For teams, the Business plan adds not only AI but also enhanced collaboration, workspace management, and administrative controls, making it a more comprehensive solution for organized workflows.
How AI affects your cost-benefit analysis
When evaluating whether to invest in a paid plan, it's essential to consider how much time the AI features can save. For users managing simple task lists, the Free plan may be sufficient. However, if you deal with large volumes of recurring tasks, complex workflows, or want a system that reduces cognitive load, upgrading to an AI-enabled plan can provide significant benefits. In team settings, these features boost overall productivity, making the additional cost per user worthwhile. Organizations should weigh the advantages against Todoist Business pricing to determine if collaboration, workspace, and AI tools justify the investment.
What to watch out for
While AI features in Todoist add value, they don't replace the need for strong process discipline or effective team coordination. The system is still primarily task-list-based and doesn't inherently offer advanced project management, document collaboration, or workflow automation. Teams that require multi-step workflows, approvals, or cross-department operations may find limited long-term value in relying solely on AI. In such cases, it's essential to consider whether the extra cost reflected in Todoist team pricing is best invested in a broader workspace solution that supports both automation and collaborative work more comprehensively.
Beneath the surface: Hidden costs and limitations of Todoist
While Todoist is a popular and easy-to-use task management tool, it comes with hidden costs and limitations that can affect both individuals and teams. Understanding these factors helps you evaluate Todoist team pricing and decide whether the Todoist monthly pricing aligns with your budget and workflow needs. For many users, these limitations become apparent as project complexity grows or collaboration needs increase, highlighting where Todoist may fall short compared to more comprehensive workspaces. Careful consideration ensures you choose the plan that truly meets your productivity and team requirements.
- Limited collaboration unless on Business: Collaboration features in Todoist are mostly restricted to the Business plan, meaning Free or Pro users have minimal team-sharing options. Teams that need shared projects, commenting, or visibility into colleagues' work may find this restrictive. Evaluating Todoist team pricing can help determine whether upgrading is worthwhile for improved coordination. For organizations, relying solely on lower-tier plans may require workarounds or external tools for meaningful collaboration, increasing overhead.
- Project & filter caps: The Free plan limits users to 5 personal projects and only three filter views, while the Pro plan expands these limits but may still be insufficient for large teams. Understanding the Todoist pricing free vs paid plans is key when considering project scale and task organization needs. Teams handling multiple projects or complex workflows may quickly hit caps, affecting efficiency. Higher-tier plans or alternative platforms might provide more flexibility without constant workarounds.
- Light automation compared to modern workspaces: Todoist offers basic automation, such as recurring tasks, but lacks advanced workflow automations found in other platforms. Users should review Todoist's monthly pricing alongside potential productivity gains from automation to assess value. Teams that require multi-step workflows, automated approval, or integration triggers may find Todoist limiting. Investing in higher plans may help, but broader workspace tools often provide deeper automation capabilities.
- No built-in dashboards for project tracking: Todoist does not provide native dashboards for monitoring project progress or visualizing team performance. This limitation can make it harder to manage larger initiatives. Comparing Todoist team pricing and the differences between the free and paid plans highlights that dashboards are not included in Pro, but are only partially included in Business. Teams may need external reporting tools to gain insights, which can add complexity and cost.
- Dependence on external tools for deep workflows: To achieve advanced collaboration, documentation, or reporting, users often rely on third-party tools alongside Todoist. Understanding Todoist's monthly pricing across plans is essential when considering these hidden costs. Free or Pro users may need multiple subscriptions to cover gaps in workflow automation and project visibility. For teams, this dependence can reduce efficiency and increase total operational costs compared to integrated workspace solutions.
How Todoist compares to other task management tools
While tools like Todoist and TickTick are great for personal task management, and Asana and ClickUp excel in team workflows and customization, many still fall short in providing seamless sync, communication, and collaboration. For teams that want to combine tasks, messaging, documents, and calendar in one unified workspace, Lark offers a more comprehensive solution. It enables teams to work efficiently by keeping all essential tools—tasks, approvals, docs, and communication—in one place, making it ideal for both collaboration and productivity.
New alternative: A unified workspace with innovative workflows
Unlike standalone task managers, Lark allows teams to collaborate in real time, keeping context connected across projects and conversations. Its collaborative tools reduce the need for multiple apps and simplify workflow management. Teams can assign tasks, track progress, and organize complex project data without losing visibility. Shared documents, wikis, and calendar unification further streamlines planning and knowledge management. Overall, Lark provides a more comprehensive solution for structured team execution and efficient collaboration.
A flexible system for organizing complex project data
For teams managing clients, deliverables, milestones, or operational workflows, Lark Base provides structured tables with linked records to capture richer context. You can build custom tables for projects, onboarding, or internal processes, making it far more adaptable than Todoist's simple task lists. This helps teams scale beyond linear, checklist-driven work.
A workspace that supports structured team execution
Teams that need more coordination than a simple to-do list can rely on Lark Tasks to assign ownership, create subtasks, set deadlines, and track work across departments. With list, board, and calendar views, teams can plan in the format that suits their workflow. Everything stays connected, providing clearer visibility than Todoist's primarily individual-task model.
Real-time communication tied directly to work
Fast-moving teams benefit from communication that stays attached to the tasks and documents they're discussing. Lark Messenger allows real-time conversations linked to tasks, Base records, or documents, keeping context intact and reducing app switching. Todoist lacks a native communication layer, making collaboration less seamless.
A unified hub for shared writing, planning, and knowledge
Teams often need to draft briefs, document processes, or maintain knowledge hubs alongside their tasks. Lark Docs and Lark Wiki provide real-time co-editing, comments, embedded tables, and a central space for SOPs, guides, and project documentation. Todoist doesn't offer native documentation tools, so users must rely on external apps.
A complete view of schedules and timelines for teams
Coordinating deadlines, meetings, and project schedules becomes easier with Lark Calendar, which brings personal and team events into one shared view. Tasks, meetings, and key milestones sit together, allowing teams to avoid conflicts and plan more effectively. Todoist's calendar view is helpful but mainly personal and not optimized for multi-team alignment.
- Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also includes 100GB of storage, 1,000 automation runs, AI translations, and more.
- Basic plan: $6/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 5TB of storage, 1000 automation runs, and more. Some users may need to contact sales to purchase.
- Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Basic, plus group calling for up to 500 attendees, 15 TB of storage, 50,000 automation runs, and more.
- Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Starter
Pro
Enterprise
Starter
For small teams with simple communication needs
$0
/ user / month
20 users max
18 months message history
1-on-1 video meetings
100 GB storage
Lark Docs & Mail
1000 Base automation runs/month
2000 rows per table in Base
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
Enterprise
For large companies with advanced security and organizational management needs
Get a personalized demo and pricing
Unlimited users
Unlimited message history
500-participant video meetings
15 TB storage + 30 GB storage/user
Lark Docs & Mail
500k Base automation runs/month
50k Base automation runs/month
Single sign-on (SSO)
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
Final Verdict: Lark vs. Todoist
Todoist is a strong choice for individuals or small teams that need a simple, lightweight task manager with a clean design and easy daily planning. Its pricing is affordable, and the Pro and Business plans add helpful capabilities for users who primarily work through checklists and personal task flows. For straightforward productivity needs, Todoist delivers exactly what many users expect.
But for teams that handle projects, documents, communication, approvals, and multi-step workflows, Todoist's simplicity becomes a limitation. It works well for tasks, but requires several external tools for collaboration, scheduling, documentation, and cross-team coordination.
Lark serves teams that want everything needed to work in one environment. Tasks, shared documents, calendars, messaging, approval processes, and Base tables all work together, helping teams keep context connected and projects moving without juggling multiple apps. As organizations grow, this unified structure becomes more valuable than standalone task lists.
Choose Todoist if your primary goal is fast personal planning, simple task tracking, or managing basic to-do lists. It's ideal for individuals, freelancers, or small teams who need a clean, intuitive interface without extra complexity. However, for teams handling larger projects, cross-functional workflows, or collaborative work, a more unified solution may be necessary. Lark offers a connected workspace that combines task management, messaging, documents, calendars, and approvals, keeping all work in one place. This unified approach helps teams stay aligned, maintain structured data, share content seamlessly, and execute projects efficiently without switching between multiple tools.
Conclusion
Todoist is a strong choice for individuals or small teams looking for a simple, intuitive task management solution. Its free plan offers essential features for basic personal productivity, while the Pro and Business plans add AI assistance, more projects, enhanced filters, and collaboration tools. Understanding Todoist's free vs. paid pricing, Todoist Pro pricing, and Todoist Team pricing helps users evaluate which plan best fits their workflow. However, for Todoist's complex projects, multi-step workflows, or situations that require unified communication and document collaboration, Todoist's task-focused structure may fall short.
Lark provides a unified workspace that combines tasks, shared documents, real-time messaging, calendars, and approvals in a single platform. This collaboration helps teams stay aligned, reduces app switching, and improves overall efficiency. Get started with Lark today to explore a connected workspace that supports collaboration, task management, and knowledge sharing—all in one place.
FAQs
Does Todoist offer discounts for students or educators?
Yes, Todoist provides discounted pricing for students and educators, usually on Pro plans. This allows eligible users to access enhanced task management features at a lower cost. While the Free plan offers essential tools, upgrading can provide AI assistance, unlimited projects, and better filters. Teams evaluating educational workflows may also consider Lark, which offers a full workspace including tasks, documents, and real-time collaboration suitable for classrooms or study groups. Choosing between tools depends on whether you need just task management or a broader collaborative environment.
Can you switch from monthly to yearly billing at any time?
Yes, Todoist users can switch between monthly and yearly billing, often receiving a discount when opting for annual subscriptions. This flexibility allows teams or individuals to manage budgets as needed. When comparing Todoist's monthly pricing and yearly options, it's worth evaluating the total cost over time. For those who want scheduling, communication, and task tracking in one place, Lark provides yearly and flexible billing for teams of all sizes. Switching billing cycles can help optimize cost without losing access to essential features.
What happens to your projects if you downgrade to the FAS needed beginner?
Downgrading to the Free plan limits the number of projects and filters, and removes access to AI features. Your existing tasks remain, but some functionality may be lost, such as unlimited activity history or advanced reminders. Teams need to consider how this affects collaboration and workflow management. For team management, Lark allows users to maintain tasks, documents, and project tracking even when adjusting plan levels, helping prevent workflow disruptions. Careful planning ensures downgrades don't impact critical work.
Is Todoist Business priced differently for guests vs full team members?
Yes, Todoist differentiates between full team members, who are billed at the standard Business rate, and guests, who often have limited access without extra charges. This ensures that teams pay only for active contributors while still allowing collaborators to participate. When comparing Todoist team plans, downgrades don't impact critical work; consider the impact of guest users on workflow and costs. Lark provides flexible user roles and permissions for both full members and guests, often simplifying team management and billing considerations.
Does Todoist charge extra for AI features on Pro or Business plans?
No, AI features are included with the Pro and Business subscriptions, so there is no additional fee. Accessing AI helps with task prioritization, predictive scheduling, and template generation, which enhances productivity. Users on the Free plan do not receive AI assistance, which may affect workflow efficiency for heavy users. Teams looking for built-in collaboration, document editing, and AI assistance may also explore Lark, which brings features within its workspace without requiring multiple tools. Choosing the right plan depends on the level of automation and on whether it supports your team's needs.
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Table of contents
Start using Lark today
Manage all your work in one place
Boost team efficiency by 10x
Save up to 70% on software costs
Table of contents
Start using Lark today
Manage all your work in one place
Boost team efficiency by 10x
Save up to 70% on software costs
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