Monday.com vs Todoist: 2025 Project Management, Business & Time Tracking Comparison
Your team is growing, deadlines are looming, and your current task manager isn’t cutting it. You need something robust but easy to use. Two platforms stand out: Monday.com vs Todoist. One is a visual Work OS with boards and automations; the other is a streamlined task manager perfect for personal and small team productivity. Which one should you trust in 2025? This in-depth comparison breaks down Monday.com and Todoist across project management capabilities, business use cases, time tracking, and features.
We also show how Everhour’s time tracker integrates to add time tracking insights. By the end, you’ll know which tool suits your workflow and how to make the most of it.
What Are Monday.com vs Todoist?
🟡 Monday.com: A Work Operating System (Work OS) designed to manage projects, workflows, and everyday tasks. It uses visual boards with customizable columns, automation rules, dashboards, and an extensive integration marketplace. It’s tailored to teams needing structured project management with collaborative features.
🔴 Todoist: A popular task management app that focuses on simplicity and quick task entry. It organizes tasks into projects with labels, filters, and priority levels. It supports recurring tasks and basic collaboration. Todoist is widely used for personal to-dos, individual productivity, and small team coordination.
Monday.com vs Todoist: Feature & Plan Comparison
| Feature | Monday.com | Todoist | Commentary |
|---|---|---|---|
| 📋 Boards & lists | Boards with groups and items; columns for status, timeline, people, etc. | Projects with sections, tasks, sub-tasks | Monday offers visual boards; Todoist has simple lists and sections |
| 🌟 Views | Main table, Kanban, timeline, Gantt, calendar, workload; dashboards aggregating data | List view by default, optional board view (Pro), calendar view | Monday has more views for project management |
| 📊 Task & project management | Customizable boards; dependencies; time tracking columns; cross-board automations | Tasks with labels and filters; recurring tasks; natural language scheduling | Monday is suited for complex projects; Todoist fits simple task lists |
| 🤝 Collaboration | Comments, mentions, files; assign tasks; guest access; team dashboards | Share projects; assign tasks; comments and files attached to tasks | Monday excels in team collaboration |
| 🤖 Automation | Built-in automation recipes (e.g., assign tasks, change status, notify); conditional logic | Limited automation via natural language scheduling; deeper automation via integrations | Monday has robust automations; Todoist relies on Zapier or other services |
| 🔗 Integrations | Over 200 integrations including Slack, Teams, Outlook, Gmail, Everhour, Jira, Salesforce | Integrates with Gmail, Google Calendar, Slack, Alexa, Outlook; fewer direct integrations | Monday’s marketplace is richer |
| 📈 Reporting | Dashboards, metrics, charts, timeline analytics, workload view | Todoist Karma for personal productivity; limited team reports | Monday provides business-level reporting; Todoist offers personal insights |
| ⌛ Time tracking | Native time tracking column; time spent vs. estimated; Everhour integration for detailed reporting | No native tracking; external integration (Everhour) required | Monday supports time tracking; Todoist does not |
| 💰 Pricing (2025) | Free plan (up to 2 seats, limited items); Basic $8/user/month; Standard $10/user/month; Pro $16/user/month; Enterprise custom | Free plan (5 projects, 5 collaborators); Pro $4/month; Business $6/user/month | Todoist is cheaper; Monday offers more features per seat |
Monday.com vs Todoist: Detailed Feature Breakdown
Boards and views (Project management)
Monday.com
- 📋 Monday boards and columns: Boards for projects, groups for phases (Backlog, In Progress, Done), columns track status, owner, timeline, numbers, etc.
- 👀 Views: Table, Kanban, timeline (Gantt), calendar, workload, chart, map.
- 📊 Dashboards: Aggregate metrics across boards with widgets like charts, calendars, and workload bars.
Todoist
- 🗂️ Projects and sections: Projects contain tasks, sections group tasks.
- 🏷️ Filters & labels: Create personal views with labels (e.g., @Home, @Errands) and custom filters.
- 📌 Board view: Basic Kanban in Pro and Business plans.
- 📆 Todoist integrations: Connect to Google Calendar; tasks appear as events.
Verdict: Monday’s boards and views enable comprehensive project management and team visibility. Todoist provides lists and a simple board view for basic organization.
Collaboration & team management
Monday.com
- 🤝 Invite teammates, assign tasks, collaborate via comments and attachments.
- 🛡️ Team-level permissions; guest access for clients or vendors.
- 📈 Team dashboards show progress; workload view shows overbooked team members.
- ⚡ Monday automations notify or move tasks based on status changes.
Todoist
- 👥 Share projects; free plan allows up to 5 collaborators per project.
- ✅ Assign tasks and comment.
- ⚠️ No direct workload view or advanced admin controls.
Verdict: Monday is designed for collaboration with robust permission and visibility features. Todoist is simpler—ideal for personal or small team coordination.
Automation & workflow
Monday.com
- 🔄 Automation recipes: e.g., “When status changes to Done, notify the team.”
- 📅 Automations triggered by dates, changes, or recurring schedules.
- 📧 Integrate with Slack or email to send alerts (check out other Monday integrations)
Todoist
- 📝 Natural language scheduling: “Send report every Friday.”
- 🔗 Todoist integrations via Zapier or IFTTT to automate tasks (e.g., create tasks from emails).
Verdict: Monday’s automation engine reduces manual work for teams. Todoist automations are limited but useful for simple tasks.
Time tracking
Monday.com
- ⏱️ Monday time tracking column: Start/stop timers or enter time manually.
- 📊 Compare time spent vs. estimates.
- 📁 Export logs; integrate with Everhour (check out its Monday time tracking integration) for detailed analytics.
Todoist
- ❌ No native time tracking.
- ⏳ Integrate with Everhour to add timers and generate reports (check out its Todoist time tracking integration).
Verdict: Monday offers a basic built-in time tracker; Everhour enhances both with more powerful tracking and reporting.
Customization & flexibility
Monday.com
- ⚙️ Custom fields, statuses, column types, and board templates.
- 📝 Build forms to collect data directly into boards.
- 📊 Create dashboards tailored to managers or team leads.
Todoist
- 🏷️ Customize with labels, filters, and themes.
- ⚠️ Limited customization compared to Monday.
Verdict: Monday is more customizable. Todoist is simpler and less flexible.
Use Cases: Personal and Business
Personal use
Monday.com
- ✅ Pros: Visual boards help manage complex personal projects (moving house, trip planning). Dashboards track progress.
- ❌ Cons: May be overkill for simple tasks. Free plan is limited; you might need a paid seat.
Todoist
- ✅ Pros: Quick task entry; natural language scheduling; recurring tasks. Perfect for daily chores, grocery lists, and personal goals.
- ❌ Cons: Less visual; boards are limited; no timeline views.
Verdict: For personal productivity, Todoist’s simplicity wins. Monday suits personal projects requiring visualization and timeline management.
Business use
Monday.com
- ✅ Pros: Team collaboration, advanced dashboards, automations, time tracking, resource management. Ideal for marketing, HR, product development, agencies, and large projects.
- ❌ Cons: Higher cost; more complexity means a learning curve.
Todoist
- ✅ Pros: Great for small teams managing task lists; cheaper Business plan.
- ❌ Cons: Lack of team-level dashboards, time tracking, or dependencies. Best for straightforward tasks and checklists.
Verdict: For business-level project management and scaling, Monday.com is the better choice. Todoist is suitable for small teams with basic needs.
Workflow Integration: Everhour
Everhour integrates seamlessly with both platforms. Here’s why and how:
Why Everhour?
- Tracks time spent on tasks; crucial for billing clients, payroll, or measuring productivity.
- Provides reports and dashboards to analyze time allocation.
- Enables budgets and alerts when tasks approach or exceed time estimates.
Integrating Everhour with Monday.com
- Install Everhour: Add the Everhour app from Monday’s apps marketplace.
- Add time tracking column: In Monday boards, include a “Time Tracking” column.
- Track time: Start/stop timers or log hours manually. Everhour syncs time logs.
- Reporting & budgeting: Use Everhour to create reports, compare actual vs. estimated time, and budget hours.
Integrating Everhour with Todoist
- Install browser extension: Use Everhour’s extension (Chrome or Firefox).
- Connect account: Everhour adds timer buttons next to tasks in Todoist.
- Track time: Start and stop timers as you work. Everhour captures logs.
- Analyze: Generate time reports; monitor productivity.
Benefits
- 👀 Visibility: Understand how long tasks and projects take.
- 🗓️ Resource planning: See who is spending too much time on certain tasks.
- 💰 Billing: Create accurate invoices based on time logged.
- 📊 Performance insights: Identify tasks that always exceed estimates and adjust planning.
Tips & Best Practices
- 📝 Assess needs: Determine if your tasks require complex boards, timelines, or simple lists. Choose a tool accordingly.
- 🌱 Start simple: In Monday, create a single board before adding complex automations. In Todoist, organize tasks into a few key projects.
- 📂 Use templates: Monday offers templates for marketing, software development, HR, and CRM. Todoist has templates for personal, work, and education.
- ⚙️ Implement automations: Let Monday’s automations handle repetitive tasks. For Todoist, use Zapier to automatically create tasks from emails or forms.
- 🔗 Integrate early: Sync calendars, emails, Slack, and Everhour from the start to streamline work.
- 🔒 Set permissions: In Monday, assign roles and access levels to keep data secure. Todoist’s team plan allows admin vs member roles.
- 🔄 Regular reviews: Weekly meetings to review boards or projects ensure tasks stay up to date. Archive completed tasks to keep boards clean.
- 📊 Monitor workload: Use Monday’s workload view to balance tasks. In Todoist, watch the number of tasks assigned to team members.
- ⏱️ Track time: Use Everhour to log hours. Compare to estimates and adjust planning.
- 🎓 Train your team: Provide onboarding sessions, create guides on naming conventions, and set up a Q&A channel.
FAQ: Monday.com vs Todoist
Which is better for project management?
Monday.com. It offers boards, timelines, automations, and reporting designed for projects and teams.
Which is easier to use?
Todoist is simpler and quicker to learn. Monday’s power comes with a learning curve.
Does Todoist have time tracking?
No. You need an integration like Everhour.
Is Monday.com expensive?
It depends on team size. It’s affordable per user, but may be more costly than Todoist if you have many users.
Can I use Monday.com for personal tasks?
Yes, but it may be overkill. Free plan offers limited items. Use it if you need visual organization or timelines.
What integrations do they support?
Monday connects with 200+ services like Slack, Teams, Gmail, Everhour, Zapier. Todoist integrates with Gmail, Slack, Google Calendar, Alexa, Everhour.
Which supports offline mode?
Todoist’s mobile apps support offline usage. Monday’s offline mode is limited.
Do both have mobile apps?
Yes. Monday has a robust app for iOS and Android. Todoist’s apps are lightweight and ideal for quick task entry.
Can I switch from Todoist to Monday or vice versa?
Yes. Export tasks from Todoist as CSV and import into Monday. For switching to Todoist, you’d need a third-party tool or manual entry.
Which is better for time tracking?
Monday offers a basic built-in tracker. For detailed tracking and reports, integrate Everhour with either tool.
Monday.com vs Todoist: Final Thoughts
Choosing between Monday.com and Todoist depends on your team size and workflow. Monday.com is best for complex projects, team collaboration, dashboards, and automations. Todoist works well for individuals or small teams who want simple, list-based task management and recurring tasks.
Adding Everhour improves time tracking and planning. It provides detailed reports and helps track time, making both Monday and Todoist more effective for managing projects and estimating workloads.
Try the free versions, list your must-have features, and integrate Everhour. Pick the tool that fits your workflow and boost your productivity in 2025.
Maria
A dedicated content enthusiast with extensive experience in international teams and projects of all sizes. Maria thrives on creativity and attention to detail, fueled by a love for fantasy novels, music, classic black-and-white films, and always finding ways to make things better.