Todoist vs Notion: 2025 Task Management & Business Comparison

Maria, September 14, 2025
todoist vs notion: which should you use for planning, notes, and tasks?

Todoist vs Notion β€” two powerful tools with very different takes on productivity. While Todoist is built for pure task management, Notion offers a flexible all-in-one workspace. If you’re torn between the two, this breakdown will help you figure out which one fits your workflow, whether you’re organizing your day, managing a team, or just trying to stay focused.

πŸ” What Is Todoist?

Todoist is a streamlined task management app focused on creating, organizing, and completing tasks efficiently. Loved for its minimal UI and strong cross-platform support, it’s a go-to for to-do list lovers and productivity purists.

Todoist and Notion comparison on task interface and productivity features

Best for

  • Individuals and teams needing simple but powerful task workflows
  • Those who prioritize recurring tasks, reminders, and prioritization
  • Productivity minimalists and GTD fans

πŸ“˜ What Is Notion?

Notion is an all-in-one productivity workspace offering notes, wikis, task boards, databases, and team collaboration tools. It’s known for its flexibility and deep customization, used by students, startups, and content creators. It has lots of widgets and integrations (including Notion time tracking integration) for more flexibility.

notion vs evernote: the ultimate showdown for note-taking and organization

Best for

  • Creators, planners (e.g., Notion weekly planner), and organizers building dashboards and systems
  • Teams that need a workspace for notes, tasks, and docs
  • People who prefer visual planning tools and aesthetic templates


πŸ“Š Todoist vs Notion: Quick Comparison Table

Feature Todoist Notion
Task Management βœ… Strong βœ… Moderate
Notes & Wikis ❌ Basic only βœ… Advanced
Recurring Tasks βœ… Yes ❌ No native option
Templates βœ… Task-oriented βœ… Wide-ranging (notes, CRMs, wikis)
Offline Access βœ… Excellent ⚠️ Limited
Collaboration βœ… Task sharing βœ… Pages, comments, mentions
Integrations Zapier, Calendar, Everhour Slack, GitHub, Zapier, API
Calendar View βœ… Native βœ… Database view only
Focus Mode βœ… Todoist Karma + Labels ❌ No built-in focus tool
Pricing Free + Paid Free + Paid
Mobile UX βœ… Lightweight & efficient ⚠️ Feature-rich but heavier

🧠 Key Differences in Use Cases

Use Case Best Tool
πŸ“ Daily task list Todoist
πŸ“Š Project dashboard Notion
πŸŽ“ Academic planner Notion
πŸ“Œ GTD system Todoist
πŸ§‘β€πŸ€β€πŸ§‘ Collaborative content hub Notion
πŸ” Recurring chores or goals Todoist

πŸ› οΈ Task Management Features

Todoist

  • ⚑ Quick Add with natural language (e.g., β€œWrite report tomorrow at 10am”).
  • 🏷️ Labels and filters for organization.
  • πŸ”Ί Priorities P1–P4.
  • πŸ” Recurring tasks (β€œevery Monday”), sub-tasks, and sections.
  • πŸ“‹ Kanban boards (introduced recently).

Notion

  • πŸ—‚οΈ Tasks are entries in a database.
  • βš™οΈ Fully customizable properties: status, priority, due date, tags, formulas.
  • πŸ‘€ Views: table, board, calendar, gallery, timeline.
  • πŸ“‘ Templates for project management (sprints, SCRUM, marketing campaigns).
  • πŸ€– Automations via Notion’s API and third-party tools.

Verdict: βœ… Todoist is faster for quick entry and basic to-do lists. πŸ”§ Notion offers deeper customizationβ€”ideal if you want to tailor your task manager and combine it with notes or knowledge management.


πŸ—‚οΈ Project & Content Organization


πŸ” Recurring Tasks & Reminders

  • Todoist has industry-leading recurring task features.
  • Notion needs third-party automation like Zapier for recurring tasks and has no built-in reminders.

πŸ“… Calendar Integration & Views

  • Todoist: Syncs with Google Calendar bi-directionally.
  • Notion: Calendar is a view inside databases; no native sync (only through API/3rd-party).

🎯 Productivity Tools & Focus Modes

Todoist

  • Karma gamification
  • Streaks, productivity trends
  • Task prioritization

Notion

  • ❌ No gamification
  • βœ… Visual dashboards for habit tracking or goals (manual setup)

πŸ”„ Automation & Workflows

Todoist

Limited native automations, but integrates with:

  • Everhour for time tracking
  • Zapier
  • Make
  • IFTTT

Notion

No native automation builder, but Notion integrations include:


🧩 Templates & Customization

  • Notion: Full dashboard and template ecosystem β€” from job apps to habit trackers.
  • Todoist: Mostly templates for task lists, goal planning, OKRs, GTD.

πŸ”Œ Integrations & Extensions

Todoist

  • Google Calendar, Outlook, Slack, Everhour (βœ… time tracker), Alexa, and more

Notion

  • Everhour (βœ… time tracker), Slack, GitHub, Google Drive, Zoom, plus 2000+ tools via Zapier

πŸ“± Mobile App Performance

Feature Todoist Notion
Speed βœ… Fast ⚠️ Slower to load
Task Management βœ… Optimized βœ… Fully functional
Editing Docs ❌ Basic notes only βœ… Full blocks editing
Widgets βœ… Android & iOS βœ… iOS widgets available

πŸ” Security & Data Privacy

Notion and Todoist prioritize user data security and privacy, offering several key features:

  • 2FA: Both platforms support 2FA to add an extra layer of account protection. ​
  • Encrypted storage: User data is encrypted during transmission and while at rest, ensuring information remains secure. ​
  • Role-based access:
    • Notion: Offers granular permission settings, allowing detailed control over who can view or edit content. ​
    • Todoist: Provides standard sharing permissions suitable for individual and team use.

Compliance certifications

Notion
  • SOC 2 Type 2: Demonstrates adherence to high standards for data security and privacy. ​
  • ISO 27001, ISO 27701, ISO 27017, ISO 27018: International standards for information security and privacy management.
  • HIPAA: Compliant with U.S. health information regulations, suitable for handling protected health information. ​
Todoist
  • While specific certifications aren’t publicly listed, Todoist employs industry-standard security measures, including data encryption and regular security assessments.​

For the most current information on compliance, refer to the official security pages of both platforms.


Workflow Integration: Everhour

Everhour is a powerful time tracking tool that integrates with both Todoist and Notion. It helps you understand how long tasks take, plan better, and bill accurately.

How it works with Todoist

  • Install Everhour’s browser extension.
  • A timer icon appears next to each task in Todoist.
  • Start/stop timers or log time manually.
  • Everhour pulls task name and project info to generate reports.
15 best asana alternatives:  breakdown

How it works with Notion

  • Use Everhour’s extension in combination with Notion databases.
  • Add a timer or log time on any row (task).
  • Reports show time spent on tasks, grouped by tag or project.
notion integrations:

Benefits

  • Budget tracking: Set budgets for tasks/projects; get alerts when exceeding them.
  • Invoicing: Generate invoices from time logged; integrate with accounting tools.
  • Team utilization: See who is overbooked or underutilized; adjust assignments accordingly.

Why integrate

  • Both Todoist and Notion lack native time tracking, so Everhour fills this gap.
  • Helps you gauge effort, plan future tasks, and justify costs.

πŸ’° Pricing Comparison

Plan Todoist Notion
Beginner / Free βœ… 5 Projects βœ… Unlimited Pages
Pro / Plus $4/month $10/month
Business $6/user/month $15/user/month
Enterprise ❌ Custom

πŸ‘¨β€πŸ‘©β€πŸ‘§β€πŸ‘¦ Best for Teams vs Individuals

User Type Best Tool
πŸ‘€ Solo users Todoist
🎨 Creative teams Notion
🌍 Remote collaboration Notion
πŸ“± Personal productivity Todoist
πŸ“Š Project tracking Notion

🌟 Real User Feedback

Todoist reviews

β€œI use Todoist every single day to plan out all of my tasks for my business and my personal life. I put every task into Todoist then use it as a way of tracking what I have to do each day.” [Capterra review]

Todoist and Notion comparison on task interface and productivity features

β€œExtremely easy to use for all levels of technological understanding. I use Todoist several times a day and we have integrated this across our whole team. We’ve experienced far less chance of tasks being lost or forgotten and people stay accountable because of the notifications received upon completion. Our communication within the team has improved significantly and everyone seems to be managing their time better.” [G2 review]

Notion reviews

β€œI can confidently say Notion has been a great tool! There’s a bit of a learning curve process to go through at first since there are so many options available for customizing your dashboard, but after you get there, you’ll be able to plan efficiently! I love that I can have shared dashboards with other team members as well as my own. Another plus is the fact that I can link external documents so that everything is in one place and has easy access.” [Capterra review]

β€œI LOVE how my entire life is integrated into one place. I’m a small business owner so I started using this to better project manage between my teammates and I and WOW! It’s been lifechanging. We can easily share files, links, etc and have everything in one place. It’s the best app I’ve used.” [G2 review]

todoist vs notion: which should you use for planning, notes, and tasks?

πŸ†š Todoist vs Notion: Pros & Cons

βœ… Todoist pros

  • Lightning-fast task input
  • Best recurring task support
  • Gamified productivity (Karma)
  • Excellent mobile experience

❌ Todoist cons

  • No notes/wikis
  • Limited collaboration
  • Not ideal for managing complex projects

βœ… Notion pros

  • All-in-one solution
  • Best for notes, databases, wikis
  • Customizable dashboards
  • Strong collaboration tools

❌ Notion cons

  • No native recurring tasks or reminders
  • Slower mobile UI
  • More complex onboarding

❓ FAQs: Todoist vs Notion

Does Notion have recurring tasks?

No, you’ll need Zapier or templates to simulate recurrence.

Which tool is better for teams?

Notion is more versatile for collaboration and team wikis.

Can Todoist replace Notion?

Not really. Todoist lacks document and note features.

Is Todoist free?

βœ… Yes, with project limits. Paid plans unlock full functionality.


🏁 Final Verdict: Best Tool in 2025

Choose Todoist if you need fast, structured task lists, recurring reminders, and clear prioritization.

Choose Notion if you want to build a custom productivity system that combines tasks, notes, projects, and collaboration.



🌟 Pro Tip: Use Notion for planning + context, and Todoist for daily execution. They pair beautifully with tools like Everhourβ€˜s time tracker for time tracking and billing.

πŸ”Ž Discover what real users have to say about Everhour:

β€œWe solved not knowing how much time we were spending on each project, and which clients were profitable or unprofitable. I’ve used it to determine our cost to provide services and further optimize pricing for our digital agency’s services.” [David, Capterra]

β€œWe’re pretty new to the platform, but so far we like it! Like any software, there are a few missing functionalities, but overall it’s great. Way better than Clockify and Hubstaff πŸ™‚β€ [Robin, Capterra]

β€œI like the great visualization tools including Gantt charts which make it easy to represent information and invoicing.” [Njeru, Capterra]

Check out our Craft vs Notion, Asana vs Todoist, Trello vs Todoist, Monday vs Todoist, ClickUp vs Todoist, and Notion AI vs ChatGPT articles for more insights!

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.