Todoist vs. Smartsheet
Todoist is a task management app for organizing personal and team to-dos, setting priorities, and tracking deadlines. Smartsheet is a spreadsheet-style work management platform designed for coordinating projects, workflows, and teams.
Users often compare them because both help manage work, but they serve different needs: Todoist focuses on straightforward task tracking, while Smartsheet offers broader project planning and collaboration tools. This comparison looks at their features, pricing, ease of use, and flexibility to help you choose the right fit.
Todoist VS Smartsheet: Which tool is the most popular?
| Tool | Reviews | Average rating | Popularity assessment |
|---|---|---|---|
| Smartsheet | 29 | 3.21/5 | Most reviewed, with the most positive reviews (17), but the lower average rating. |
| Todoist | 13 | 3.46/5 | Fewer reviews, but the higher average rating. |
Overall: Smartsheet leads in review volume, while Todoist earns the better average rating. By number of reviews, Todoist is the least reviewed; by average rating, Smartsheet ranks lower.
Todoist and Smartsheet: 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 Todoist and Smartsheet
| Product | Overall sentiment | What users value | Common concerns |
|---|---|---|---|
| Todoist | Generally positive, especially for straightforward, flexible task management. | Fast task entry, an intuitive interface, customizable tasks and projects, cross-device syncing, and integrations. Some users also praise responsive customer support. | Reminder bugs and other minor disruptions can frustrate users. Some feel support does not resolve persistent issues, free-plan features are limited, and performance can lag behind alternatives. |
| Smartsheet | Mostly positive for team collaboration and centralized project tracking, though some users find it takes time to master. | File sharing, notes, task assignments, dependencies, and project tracking in one place. Reviewers also value its accessible design and cost-effectiveness. | Free-plan limitations, a learning curve, and a need for more onboarding guidance are common concerns. Some users also struggle to fit it into existing workflows and want smarter integrations. |
Key Features of Todoist vs Smartsheet
Todoist
Todoist is geared toward quickly capturing and organizing individual or shared to-dos.
| Key feature | How it benefits users |
|---|---|
| Quick task entry with natural-language dates | Lets users add tasks and due dates in a short phrase, reducing the effort of capturing work. |
| Projects, sections and subtasks | Breaks larger goals into manageable pieces and keeps related tasks organized. |
| Recurring due dates and reminders | Helps users keep up with routines and deadlines without having to recreate tasks manually. |
| Priorities, labels and filters | Makes it easier to sort tasks by urgency, category or other criteria and focus on what matters next. |
| Shared projects and task collaboration | Lets people share work, assign tasks and coordinate progress with others. |
| Views, templates and integrations | Helps users adapt their workflow, reuse common project setups and connect Todoist with other tools. |
What’s distinctive: Todoist emphasizes fast, low-friction task capture and personal organization. Its natural-language task entry and straightforward to-do-list approach make it especially suited to everyday task management.
Smartsheet
Smartsheet is a broader work-management platform that combines a spreadsheet-style workspace with project, reporting and workflow tools.
| Key feature | How it benefits users |
|---|---|
| Spreadsheet-style workspaces | Gives teams a familiar way to organize tasks, owners, dates and project details, while supporting more structured workflows. |
| Multiple project views | Views such as grid, Gantt, card or calendar help teams examine the same work in ways that suit planning and tracking. |
| Forms | Collects requests or updates in a consistent format, which can simplify intake and reduce manual data entry. |
| Workflow automation | Automates actions such as notifications and update requests, helping teams keep work moving and reducing repetitive follow-up. |
| Dashboards and reports | Summarizes project or operational information so stakeholders can monitor progress and spot issues. |
| Collaboration and integrations | Helps teams share updates and connect work with other business tools. |
| Resource and portfolio management capabilities | Supports planning across people and multiple projects, rather than only tracking a single task list. |
What’s distinctive: Smartsheet combines a spreadsheet-like interface with more extensive project and organizational work-management capabilities. It is a stronger fit for teams that need shared processes, reporting or coordination across multiple projects.
Sources: Todoist features · Smartsheet platform features. Feature availability may vary by product plan.
Todoist vs Smartsheet Pricing Comparison
Todoist pricing
| Tier | Monthly billing | Annual billing | Main offerings |
|---|---|---|---|
| Beginner | Free | Free | Core task management, with limits on personal projects, collaborators, filters, and activity history. |
| Pro | $5 per month | $4 per month ($48 billed annually) | Adds features such as reminders, calendar layouts, task duration, more projects and filters, and longer activity history. |
| Business | $8 per user per month | $6 per user per month ($72 per user billed annually) | Includes Pro features plus team workspaces and team projects, shared templates, team administration, and centralized billing. |
Smartsheet pricing
| Tier | Monthly billing | Annual billing | Main offerings |
|---|---|---|---|
| Free | Free | Free | Basic access for individual use, with limits on sheets, collaborators, and other workspace resources. |
| Pro | $12 per member per month | $9 per member per month ($108 per member billed annually) | Core project and work management, including sheets, reports, forms, dashboards, and automation, subject to plan limits. |
| Business | $24 per member per month | $19 per member per month ($228 per member billed annually) | Adds broader team capabilities, including workload tracking, proofing, stronger administration features, and higher usage limits. |
| Enterprise | Custom quote | Custom quote | Tailored security, governance, administration, and enterprise-scale capabilities. |
| Advanced Work Management | Custom quote | Custom quote | Advanced portfolio and resource management capabilities, with pricing based on the organization’s needs. |
Discounts and trials
| Brand | Discount or trial |
|---|---|
| Todoist | Annual billing lowers the monthly equivalent by 20% for Pro and 25% for Business compared with monthly billing. Free trials may be available for paid plans; duration and eligibility can depend on the plan and account. |
| Smartsheet | Annual billing lowers the monthly equivalent by 25% for Pro and about 21% for Business. Smartsheet also offers a 30-day free trial of paid features. |
Prices are in USD and exclude any applicable taxes. Per-member plans are billed based on the number of paid members; Enterprise and Advanced Work Management pricing requires a quote. Rates, trial terms, and plan limits can change. Sources: Todoist pricing · Smartsheet pricing
Support Options Comparison: Todoist vs Smartsheet
| Support option | Todoist | Smartsheet |
|---|---|---|
| Live chat | Live chat isn’t listed on the Help Center. Users can look for answers in the Help Center or contact support. | Chat may be available through Smartsheet support, but access can depend on the user’s plan or support entitlement. |
| Phone support | Phone support isn’t listed on the Help Center. | Phone support may depend on the plan or support entitlement; it isn’t presented as a universal option on the support page. |
| Documentation | Help articles cover getting started, features, troubleshooting, billing, and integrations. | Support resources include product help and troubleshooting information, alongside routes to contact support. |
| Additional resources | The Help Center provides practical how-to guidance. | The support ecosystem also points users to learning resources, such as tutorials and training, as well as the Smartsheet community and webinars. |
In summary: Todoist’s linked page emphasizes self-service help articles and support contact, without listing live chat or phone support. Smartsheet offers a broader mix of support and learning resources, though access to direct support channels may vary by plan.
Unique Features of Todoist Vs Smartsheet
| Brand | Less-common feature | Added value and why it may be a deciding factor |
|---|---|---|
| Todoist | Natural-language task entry — type a task with a date or recurrence, and Todoist can interpret the schedule as you add it. | Makes capturing tasks faster and reduces the effort of setting up dates and repeat schedules. Useful for people who want to get tasks out of their head without filling in multiple fields. |
| Todoist | Karma productivity tracking — Todoist tracks activity and presents it as progress over time. | Adds a lightweight motivation layer that is uncommon in task tools focused mainly on lists and deadlines. It may appeal to individuals who like visible feedback on their consistency. |
| Todoist | Custom filters — users can build tailored views using criteria such as dates, projects, labels, and priority. | Helps people with many projects create a single view of the work that matters to them, rather than relying only on standard “today” or “upcoming” lists. |
| Smartsheet | Spreadsheet-style work management with multiple views — teams can manage work in a familiar grid and switch to views such as Gantt, card, or calendar. | Combines spreadsheet-style flexibility with project-planning views. This can be a deciding factor for teams that already organize work in spreadsheets but need shared, structured project tracking. |
| Smartsheet | Forms connected to work tracking — information submitted through forms can feed into sheets and workflows. | Turns requests, updates, or intake processes into trackable work without manually transferring submissions. Particularly useful for teams handling recurring requests from people outside the project team. |
| Smartsheet | No-code workflow automation — rules can automate actions and notifications based on changes or dates. | Reduces follow-up work and helps standardize handoffs. It may matter to teams managing repeatable processes that would otherwise depend on reminders or manual updates. |
| Smartsheet | Dashboards and portfolio-level visibility — data from work can be summarized for broader reporting and oversight. | Lets managers see status across projects rather than only individual task lists. This is valuable when leaders need to compare progress, spot risks, or report on several initiatives at once. |
| Smartsheet | Resource management and content proofing | Resource management supports planning around team capacity; proofing supports review and approval of content. These features extend Smartsheet beyond task tracking, making it a stronger fit for teams coordinating workloads or formal review cycles. |
Most frequently asked questions about Todoist vs Smartsheet
What is the main difference between Smartsheet and Todoist?
Smartsheet is designed for managing structured projects and workflows, often across teams; Todoist focuses on straightforward task and to-do list management. Reviewers commonly describe Smartsheet as a flexible work-management platform with spreadsheet-style views, while Todoist is praised for making it quick to capture, organize, and complete personal or shared tasks.
Which tool is easier to use?
Todoist is generally the simpler starting point. Its uncluttered task lists and natural-language task entry are often praised by reviewers for making everyday task capture feel quick. Smartsheet offers more ways to structure work, but reviewers also note that its range of views, fields, and workflow options can take more time to learn and set up.
Which is better for project management?
Smartsheet is usually the stronger choice for projects that need owners, schedules, dependencies, status tracking, and multiple views of the same work. Reviewers value its ability to organize complex projects in a familiar grid and switch to views such as Gantt charts or dashboards. Todoist can handle projects and shared task lists, but reviews tend to frame it as a task manager rather than a full project-planning system.
Which tool is better for personal task management?
Todoist is typically better suited to personal to-dos, routines, and lightweight planning. Reviewers often praise its fast task entry, recurring tasks, labels, and cross-device access. Smartsheet can be used for personal planning, but its broader project-management features may feel like more structure than an individual needs.
How do Smartsheet and Todoist compare for team collaboration?
Smartsheet is better suited to teams coordinating multi-step work, tracking project status, and sharing structured information. Reviewers frequently value the visibility it provides across tasks and project plans, though some note that setup and permissions can add overhead. Todoist supports shared projects and task assignments, and reviewers appreciate its simplicity, but it may not provide enough project-wide visibility for larger or more complex teams.
Which offers better reporting and project visibility?
Smartsheet has the advantage when teams need dashboards, status summaries, or a consolidated view across projects. Reviewers often point to its reporting and visualization options as useful for keeping stakeholders informed. Todoist is effective for seeing what tasks are due or assigned, but its reporting is generally more task-focused and less suited to formal project or portfolio tracking.
Which has stronger automation and workflow capabilities?
Smartsheet is the more capable option for structured workflows, such as automating updates, notifications, or steps in a project process. Reviewers value this flexibility, while also noting that more advanced workflows require thoughtful configuration. Todoist offers useful task-level features such as recurring tasks and reminders, but reviewers generally see it as less suited to building elaborate business workflows.
Which tool has better integrations?
Both connect with other productivity tools, but the best fit depends on the workflow. Smartsheet is commonly chosen when a team needs its work-management platform to connect with business systems and project processes. Todoist is often valued for fitting into everyday personal productivity setups. Reviewers should check the specific integrations they rely on, since availability and access can vary by plan and change over time.
Which is better on mobile?
Todoist is often a strong fit for mobile-first task capture: reviewers appreciate being able to add tasks, check lists, and manage reminders while away from a desk. Smartsheet also supports mobile work, but its broader project features can be more involved to use on a small screen. For detailed project editing, reviewers may find Smartsheet more comfortable on desktop.
How should I choose between Smartsheet and Todoist?
Choose Smartsheet if you need to coordinate projects across a team, manage schedules and dependencies, or report on work in structured views. Choose Todoist if your priority is a simple, fast system for personal tasks or lightweight shared lists. A recurring theme in user feedback is the trade-off: Smartsheet offers more control and visibility but needs more setup, while Todoist is easier to adopt but less comprehensive for complex project management. Pricing and feature access change by plan, so compare current plan details against the features you need.
