Smartsheet vs. Todoist
Smartsheet is a work management platform built for coordinating projects, workflows, and teams, while Todoist focuses on organizing everyday tasks and to-do lists. Users often compare them when choosing between a structured, collaborative project tool and a simpler task manager.
This comparison looks at their features, pricing, ease of use, collaboration options, and integrations to help you decide which tool best fits your needs.
Smartsheet VS Todoist: Which tool is the most popular?
| Tool | Reviews | Average rating | Popularity summary |
|---|---|---|---|
| Smartsheet | 29 | 3.21/5 | Most reviewed, but has the lower average rating. |
| Todoist | 13 | 3.46/5 | Least reviewed, but has the higher average rating. |
Smartsheet is the most popular by review volume, with more than twice as many reviews as Todoist. Todoist is rated more favorably on average, while Smartsheet has the lower average rating.
Smartsheet and Todoist: Quick Comparison Overview
| Category | Ahrefs | Semrush |
|---|---|---|
| Primary features | SEO research tools for backlink analysis, keyword research, site audits, rank tracking, and content research. | Broader digital-marketing suite covering SEO, competitor research, site audits, rank tracking, content marketing, local SEO, PPC, and social media. |
| Target audience | SEO specialists, content teams, and agencies focused on organic search and link building. | In-house marketing teams, agencies, and businesses managing several digital-marketing channels. |
| Main advantages | Strong backlink and competitor research, with a focused toolkit for finding SEO and content opportunities. | Wider range of marketing tools in one platform, especially useful for combining SEO with paid, local, and social campaigns. |
| Core value proposition | Make organic-search research and link-building workflows more effective. | Manage and measure a broader digital-marketing program from one platform. |
| Ideal use cases | Analyzing competitors’ backlinks, researching keywords and content gaps, auditing a site, and tracking organic rankings. | Coordinating SEO with PPC, local visibility, content, and social efforts; conducting cross-channel competitor research. |
Sources: Ahrefs features · Semrush features
Feature availability varies by plan and may change.
Most liked vs most disliked features of Smartsheet and Todoist
| Product | Overall sentiment | What users value | Main criticisms |
|---|---|---|---|
| Smartsheet | Generally positive, especially for team and project coordination. Users consider it accessible and good value, though onboarding and workflow fit can be challenging. | Collaboration tools for sharing files, notes, and assigning tasks; an approachable interface; task dependencies and project tracking from a central location; competitive value. | Limits on the free plan; a learning curve and need for more guidance; difficulty fitting Smartsheet into existing workflows; calls for more helpful integrations and recommendations. |
| Todoist | Mostly positive for quick, flexible task management, but recurring bugs and paid-feature limits detract from the experience. | Fast task entry; an easy-to-use interface; customizable tasks, subtasks, and projects; syncing across devices and integrations with tools such as Google Calendar and Slack; responsive support for some users. | Reminder bugs and other interruptions; concerns that support does not resolve persistent issues; key features reserved for paid users; some performance drawbacks compared with alternatives. |
Key Features of Smartsheet vs Todoist
Smartsheet
Smartsheet combines a spreadsheet-style workspace with tools for coordinating projects and business processes. Its official platform features page highlights capabilities including:
| Feature | How it benefits users |
|---|---|
| Project and task management | Organize work, assign owners, track dates and progress, and coordinate projects in a familiar grid-based workspace. |
| Workflow automation | Automate routine actions—such as notifications, approvals, and update requests—to reduce manual follow-ups. |
| Forms | Collect requests or information in a consistent format and send submissions into a work process. |
| Dashboards and reporting | Bring project information and key metrics together so teams can monitor progress and share status. |
| Resource management | Help teams review workloads and resource availability when planning work. |
| Integrations and collaboration | Connect Smartsheet with other tools and keep work coordinated across teams. |
| Administration and security | Give organizations tools to manage access and oversee work across teams. |
What’s distinctive: Smartsheet’s spreadsheet-like interface is paired with workflow automation, reporting, and broader project and resource management capabilities—making it suited to coordinating structured work across teams.
Todoist
Todoist focuses on capturing, organizing, and following through on tasks. Its official features page describes capabilities such as:
| Feature | How it benefits users |
|---|---|
| Quick Add with natural-language entry | Add tasks quickly, including dates and other details, without filling out a long form. |
| Projects, sections, and subtasks | Break larger goals into manageable pieces and keep related tasks organized. |
| Priorities, labels, and filters | Sort and narrow tasks to make it easier to focus on what matters next. |
| Due dates and recurring tasks | Plan deadlines and set repeating tasks for routines or regular responsibilities. |
| List and board views | Choose a way to view work that fits the task or project. |
| Task sharing and assignment | Coordinate shared work by collaborating on projects and assigning tasks. |
| Integrations | Connect Todoist with other apps and services used in a workflow. |
| Productivity tracking | Use Todoist’s Karma system to view activity and encourage consistent task completion. |
What’s distinctive: Todoist stands out for fast task capture—especially its natural-language entry—and a lightweight approach to personal and shared task organization. Karma adds a productivity-tracking element.
In short: Smartsheet is geared toward managing structured projects and workflows across teams; Todoist is geared toward quickly capturing, organizing, and completing tasks. Feature availability may vary by plan.
Smartsheet vs Todoist Pricing Comparison
| Brand and tier | Monthly billing | Annual billing | Main offerings |
|---|---|---|---|
| Smartsheet Pro | $12/member/month | $9/member/month, billed annually | Core project and work management: sheets, forms, reports, dashboards, multiple views, and automation. Supports up to 10 members; unlimited viewers. |
| Smartsheet Business | $24/member/month | $19/member/month, billed annually | Adds capabilities for larger teams, including unlimited members, stronger administration and collaboration controls, workload tracking, proofing, and expanded storage. Minimum purchase applies. |
| Smartsheet Enterprise | Custom | Custom | Enterprise-level security, governance, administration, and integrations. Pricing is provided by Smartsheet. |
| Smartsheet Advanced Work Management | Custom | Custom | Advanced capabilities for managing portfolios, resources, and work across an organization. Pricing is provided by Smartsheet. |
| Todoist Beginner | Free | Free | Core task management, with limits on personal projects, collaborators, filters, and activity history. |
| Todoist Pro | $5/month | $4/month—$48 per year | Higher limits for personal projects, collaborators, and filters, plus features such as reminders, additional views, and longer activity history. |
| Todoist Business | $8/user/month | $6/user/month—$72 per user per year | Includes Pro features for team members, plus a shared team workspace, team project management, and centralized team administration and billing. |
Discounts and trial offers
| Brand | Trial or special pricing |
|---|---|
| Smartsheet | Offers a 30-day free trial. Annual billing lowers the listed per-member rate by about 21–25%, depending on the plan. |
| Todoist | Offers free trials for paid plans; the trial period can depend on the plan. Annual billing saves 20% on Pro and 25% on Business compared with monthly billing. |
Prices are in USD and exclude any applicable taxes. Smartsheet’s paid plans are priced per member; Todoist Business is priced per user. See the Smartsheet pricing page and Todoist pricing page for current terms and plan limits.
Support Options Comparison: Smartsheet vs Todoist
| Support option | Smartsheet | Todoist |
|---|---|---|
| Live chat | Not clearly listed as a standard option on the support page. Contact methods may depend on the account or support plan. | No live chat is listed on the Help Center; support is directed through its contact option. |
| Phone support | Availability can depend on the customer’s plan or support arrangement; the page does not present phone support as a universal option. | No phone support is listed on the Help Center. |
| Documentation | The support page links to product help and support resources for finding answers and troubleshooting. | The Help Center provides searchable articles covering setup, features, integrations, and troubleshooting. |
| Additional resources | Offers broader learning and community resources, including training and educational materials; webinars and tutorials may be available through these channels. | The Help Center’s how-to articles serve as the main self-guided resource. The page does not prominently list webinars or a separate tutorial program. |
| Overall | A broader support and learning ecosystem, with direct-support options potentially varying by plan. | A documentation-first approach, with fewer direct-support channels advertised on the Help Center. |
Unique Features of Smartsheet Vs Todoist
| Brand | Less-common feature | Added value | Why it may be a deciding factor |
|---|---|---|---|
| Smartsheet | Dynamic View — lets teams share selected information from a Smartsheet workflow without giving everyone access to the full underlying sheet. | Supports collaboration while keeping unrelated or sensitive data restricted. | Useful when a workflow involves clients, vendors, or multiple departments that need different levels of visibility. |
| Smartsheet | WorkApps — lets organizations assemble role-based apps from Smartsheet assets, such as sheets, reports, and dashboards. | Gives different users a tailored way to access the information and actions relevant to their role. | A strong fit when teams want a guided, app-like experience for people who would find a complex project sheet difficult to navigate. |
| Smartsheet | Portfolio-scale project control — capabilities such as Control Center help standardize and provision repeatable projects, then report across them. | Makes it easier to apply consistent templates, processes, and oversight across many projects. | Matters to organizations managing recurring projects or large portfolios, where consistency and consolidated reporting are more important than managing a single task list. |
| Todoist | Natural-language task entry — users can type a task with a date or recurrence in ordinary language, rather than filling in separate fields. | Reduces the effort of capturing tasks and setting deadlines. | A deciding factor for people who want to record tasks quickly, especially on mobile or while switching between other work. |
| Todoist | Flexible recurring due dates — recurring tasks can be expressed in natural language, making routines easier to set up and maintain. | Helps keep regular chores, reviews, and habits on a schedule without recreating each task. | Particularly useful for personal or small-team workflows built around recurring responsibilities. |
| Todoist | Todoist Karma — tracks task-completion activity and presents progress through points, goals, and trends. | Adds a lightweight motivational layer and makes consistency visible over time. | May appeal to users who benefit from progress feedback and want motivation built into their task manager. |
These capabilities are differentiators, not necessarily exclusive to either product. Smartsheet’s standouts are geared toward controlled collaboration and managing work at organizational scale; Todoist’s are geared toward fast personal task capture and maintaining routines.
Most frequently asked questions about Smartsheet vs Todoist
Which is easier to learn and use: Todoist or Smartsheet?
Todoist is generally the easier starting point. In reviews, users often praise its clean interface and quick task entry, making it suitable for individuals and teams who want to get organized without much setup. Smartsheet reviewers appreciate its flexibility, but commonly note that its many features and configuration options take more time to learn. These are recurring themes in user reviews on [G2](https://www.g2.com/compare/todoist-vs-smartsheet) and [Capterra](https://www.capterra.com/compare/127801-79104/Todoist-vs-Smartsheet/).
Which tool is better for personal task management?
Todoist is usually the better fit for personal to-do lists, recurring tasks, reminders, and lightweight planning. Reviewers often value being able to capture tasks quickly and organize them with projects, labels, priorities, and due dates. Smartsheet can manage personal work too, but reviewers tend to describe it as more useful when tasks need to sit within a larger project or team workflow.
Which is better for managing complex projects and team workflows?
Smartsheet is generally stronger for complex, multi-person projects. Review feedback highlights its configurable grids, dependencies, Gantt views, dashboards, and automation as useful for tracking work across teams. Todoist supports shared projects and team task lists, but reviewers typically see it as a lighter-weight option rather than a full project-control system.
Which tool has better collaboration features?
Smartsheet is often favored when collaboration involves detailed project plans, status tracking, approvals, and shared reporting. Todoist is praised for making it easy to assign tasks, share projects, and keep everyday team work visible. The difference in review feedback is largely about scale: Todoist suits straightforward coordination, while Smartsheet offers more ways to structure and monitor collaborative work.
Which has the better interface for organizing work?
Todoist reviewers commonly like its uncluttered, task-focused design, especially for quickly checking what needs to be done. Smartsheet’s spreadsheet-like layout feels familiar to people who already plan work in rows and columns, and reviewers value how configurable it is. Some users, however, find that its dense interface is less approachable until they have set up their sheets and workflows.
How do Todoist and Smartsheet compare for reporting and project visibility?
Smartsheet is the more capable choice for project-level visibility. Reviews often point to dashboards, reports, and multiple project views as strengths for tracking progress and sharing updates with stakeholders. Todoist offers useful personal and team overviews, but reviewers generally consider its reporting less suited to portfolio-level analysis or formal project status reporting.
Which tool offers more automation and customization?
Smartsheet typically offers more advanced workflow customization, including rules and automations that can support structured business processes. Reviewers value this flexibility, while also noting that setup can require planning and familiarity with the platform. Todoist provides useful task automation features—such as recurring tasks and integrations—but is usually chosen for simpler productivity workflows rather than highly customized processes.
Which has better mobile and on-the-go task management?
Todoist is often a strong choice for capturing and checking off tasks on the go; reviewers frequently appreciate its straightforward mobile task workflow and synchronization across devices. Smartsheet also provides mobile access, which is useful for reviewing or updating project work away from a desk, but its more detailed project structures can be less convenient on a small screen.
Which tool offers better value for money?
Value depends on what you need. Todoist can be a better-value option for individuals or small teams seeking focused task management without extensive project controls. Smartsheet may justify its cost for organizations that use its advanced collaboration, reporting, and workflow capabilities. Reviewers’ value judgments tend to reflect whether they actually need those broader features, so compare current plan limits and pricing before deciding.
How should I choose between Todoist and Smartsheet?
Choose Todoist if your priority is an easy-to-use task list for personal productivity, recurring work, or simple team coordination. Choose Smartsheet if you need configurable project plans, dependencies, dashboards, reporting, or structured cross-team workflows. This distinction reflects common review themes: Todoist is often praised for simplicity and quick adoption, while Smartsheet is valued for breadth and flexibility—with a steeper learning curve. Review summaries can be explored on [G2](https://www.g2.com/compare/todoist-vs-smartsheet) and [Capterra](https://www.capterra.com/compare/127801-79104/Todoist-vs-Smartsheet/).
