10 Best AI To-Do List Apps & Task Managers in 2025

If you’ve ever found it hard to stay on top of everything you need to do in a day, AI to-do list apps can help.

Many AI task management apps are available these days to help you manage your action items. These include key features like advanced task tracking, auto-scheduling, task prioritization, and smart suggestions, so you always know what activity to pick up and how much time to allocate.

But finding the perfect to-do list tool is easier said than done, which is why we’ve tried and tested the ten best AI apps designed to help you sail through your daily tasks with greater ease, no matter what your line of work is.

The results won’t disappoint you.

Let’s get started.

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What Should You Look for in AI To-Do List Apps?

Everybody’s needs and patterns differ, so not all AI to-do list apps will work for you. When choosing from among the plethora of options available, here are some factors I’d recommend you consider:

• Optimize task management processes: You want to be able to cut down the onboarding time and get started with actually using the app quickly; any setup processes should be easy and automated with AI as far as possible
• Intuitive app interface: This makes for easy navigation and organization of your tasks; you should be able to browse through the app and use it logically and quickly
• Third-party integrations: The tool should be compatible with other software in your daily workflow, such as Gmail or Slack, and it should integrate easily with just a few clicks, including setting app permissions and syncing data
• Data management capabilities: The AI to-do list apps you’re considering should be able to help you track your processes and gain insights on how you can optimize your workflow; this can take the form of regular weekly updates or charts that you can pull up on demand
• Encryption and regulatory compliance: Your security and privacy need to be safeguarded no matter what; in particular, you should have the necessary information on how the to-do list app will be using your activity data

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10 Best AI To-Do List Apps to Use

1. ClickUp (Best AI task management tool)

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ClickUp is an all-in-one to-do list app with versatile project management, collaboration, and analytics features. I can create multi-functional and detailed lists in any part of my Workspace using the ClickUp Online To-Do List, Tasks, Docs, or Notes.

With ClickUp Tasks, for instance, I can add checklists to any task on the platform, building clear processes for myself and my team. On the other hand, embedding interactive checklists into ClickUp Docs allows me to tick off action items listed within a document.

Of course, there’s also an option to create checklists from the ClickUp Notepad or through the browser extension without switching tabs and disrupting my workflow.

When I have too much on my mind and don’t want to manually create lists, I use ClickUp Brain. It automates the creation of tasks and subtasks, provides quick answers to questions about Tasks and Docs, and summarizes task details efficiently.

To test the capabilities of this AI feature, I created a project titled ‘Launch a New Marketing Campaign’ and added relevant team members to brainstorm ideas and strategies.

We discussed our team plan, objectives, target audience, and the overall approach we wanted to take for the campaign. Within a short period, ClickUp Brain began suggesting customized subtasks based on the context of our discussion.

These included conducting market research to understand customer preferences, developing creative content for social media, coordinating with graphic designers to create promotional materials, and setting a timeline for the campaign’s rollout.

The proactive assistance streamlined our planning process and listed all the critical steps we needed—giving us a pretty good head start. There’s nothing better than ClickUp to learn how to use AI for daily life tasks.

ClickUp Brain MAX – Talk to text & contextual AI for to-do lists

If ClickUp Brain helps automate your to-dos, ClickUp Brain MAX takes it further with a voice-first desktop AI companion that understands your tasks, deadlines, and workspace context.

With Talk to Text, you can speak your to-do items, notes, or task updates, and Brain MAX instantly converts them into polished, structured tasks or checklists—ready to assign, prioritize, or drop into a ClickUp Doc.

Why Brain MAX helps with task management:

• Hands-free capture: Dictate new tasks or updates without breaking focus
• Smart linking: Mention team members or projects by name to connect your notes instantly
• Contextual search: Pull up related tasks, Docs, or meeting notes without leaving your list
• Flexible formatting: Use natural prompts like “bullet point” or “due Friday” to shape your list in real time
• Multilingual output: Add tasks in one language and output them in another for global teams

Example:

“Max, create a subtask to follow up with design on the campaign mockups by Tuesday.”
✅ Subtask created, deadline added, team notified.

ClickUp best features

• AI Notetaker to automatically document meetings on third-party apps, like Zoom, Teams, and Google Meet
• Prioritize tasks based on factors like importance, urgency, or effort
• Personalize Task types by integrating your naming conventions into ClickUp Custom Fields
• Access your ClickUp To-Do List seamlessly from your desktop, mobile device, or web browser
• Boost productivity by summarizing your Tasks at the end of the day using ClickUp’s AI-powered Standups
• Organize projects with lists, subtasks, and deadlines, and track your progress with tools like Gantt charts or Kanban boards
• Pre-built to-do list templates equipped with AI to manage Tasks in a living document. Get started with ClickUp’s To-Do List Template

Download This Template

ClickUp limitations

• Not all ClickUp features are currently available on the mobile app

ClickUp pricing

ClickUp ratings and reviews

• G2: 4.7/5 (9,700+ reviews)
• Capterra: 4.6/5 (4,100+ reviews)

2. TimeHero (Best for managing and automating team tasks with insights into productivity patterns)

TimeHero is a smart task-planning and management tool. It allows scheduling, managing, and automating daily work items, projects, and calendar events—all in one place. It automatically scheduled tasks into my calendar based on my deadlines, priorities, and availability.

TimeHero also provided insights into my team’s productivity patterns. I could view my team members’ capacity, assign ad-hoc tasks easily, and @mention others in task chats—no check-ins or update meetings required. It makes automating tasks with AI pretty easy.

TimeHero best features

• Start a timer from anywhere and multi-task throughout the day; access detailed and helpful timesheets
• Use workflow templates to launch your usual to-do lists quickly; link start and due dates with other activity logs or events
• Receive smart notifications that alert you of upcoming deadlines, changes in daily schedule, and task completions

TimeHero limitations

• The tool cannot send programmed or automatic updates or reminders through email since it has no coordinated contact list
• Users have reported trouble locating tasks and subtasks at times

TimeHero pricing

• Basic: $5 per user per month
• Professional: $12 per month per user 
• Premium: $27 per month per user 

TimeHero ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

3. Trello (Best for customizable to-do lists and task management using a Kanban board system)

Having spent time testing Trello, I can see why it’s an instant favorite to manage tasks. Its user-friendly, visually appealing interface is based on the Kanban system, where to-dos are represented as cards on a board.

I could record specific tasks on individual cards and customize them with due dates, attachments, and labels, maintaining a clear picture of what I was supposed to do and when.

Trello’s Power-Ups also enabled me to tailor my boards to fit specific needs, such as adding a calendar view, automating repetitive tasks, or integrating third-party apps such as Whereby and OneDrive.

However, it feels rather simple, and I don’t think it would work for more complex projects.

Trello best features

• Keep track of all cards with the Timeline view; run commands and set automated rules for almost any action on the platform
• Control content management permissions for your board with just a few clicks and easily manage team members in real-time
• Break down complex tasks within the same card using the checklist feature for efficient AI task breakdown

Trello limitations

• Its recent policy update restricts collaboration to only ten members per board, limiting its usefulness for larger teams
• For very complex projects, the card system can become difficult to manage and understand

Trello pricing

• Free: $0
• Standard: $6 per month per user 
• Premium: $12.50 per month per user 
• Enterprise: $17.50 per user per month (billed annually)

Trello ratings and reviews

• G2: 4.4/5 (13,800+ reviews)
• Capterra: 4.5/5 (23,100+ reviews)

4. Asana (Best for streamlining task and project workflows in a visually intuitive interface)

Asana is one project management software that’s hard to ignore. It’s recognized for its clean and dynamic interface and robust AI features that help organize, track, and manage work efficiently.

You can assign tasks to team members with due dates, add comments or instructions, and attach files for additional context, keeping all related communication organized in one place.

The project management tool also lets you switch between layouts to view to-do lists in several ways, including a Kanban board, Gantt chart, list, calendar, or timeline.

Asana best features

• Add labels to your to-do lists so you can sort, filter, and automatically report on work
• Create templates for common task or list types, from work requests to meeting action items
• Get a summary of what’s happened in a portfolio, project, or task to stay up-to-date with Asana AI

Asana limitations

• Notifications could be more customizable—for instance, users can’t choose to receive notifications for tasks shared with them but not for all tasks in their Workspace
• It lacks an option to prioritize items on the to-do list manually

Asana pricing

• Personal: $0
• Starter: $13.49 per month per user 
• Advanced: $30.49 per month per user 
• Enterprise: Custom pricing
• Enterprise+: Custom pricing

Asana ratings and reviews

• G2: 4.4/5 (10,200+ reviews)
• Capterra: 4.5/5 (12,700+ reviews)

5. Monday.com (Best for workflow automation with a strong focus on usability and visual customization)

Monday.com offers a highly visual and flexible platform that adapts to various workflows and project types.

Creating task lists was straightforward. I could use customizable templates or build a running list from scratch on a Monday work doc, adding columns for statuses, deadlines, priority levels, and more.

I could also decide how I wanted to track project progress, whether through a calendar, timeline, Gantt chart, or Kanban view. If my team members had a shared task list, they could each add their views.

Monday.com best features

• Customize your dashboards with a variety of widgets, including the To-Do List widget, where you can add tasks and check them off as you go until everything’s complete
• Receive automated notifications when deadlines are approaching so you can be sure you’ll have everything done on time every time
• Prioritize your work based on upcoming due dates, current statuses, or however you’d like

Monday.com limitations

• Users have remarked on the inability to automatically add several dashboards to a particular folder, impacting their experience of analytics
• It lacks granular control over permissions and access levels for guest users, which isn’t ideal for managing lists and projects comprising sensitive information

Monday.com pricing

• Free: $0
• Basic: $12 per month per seat 
• Standard: $14 per month per seat 
• Pro: $24 per month per seat 
• Enterprise: Custom pricing

Monday.com ratings and reviews

• G2: 4.7/5 (12,000+ reviews)
• Capterra: 4.6/5 (4,800+ reviews)

6. Tara AI (Best for AI-driven task management and agile project planning for software development teams)

Tara AI is specifically designed for software teams, offering a unique blend of agile project planning and task management apps.

One of the critical highlights of Tara AI is its ability to predict and plan sprints based on historical data. I found this incredibly useful because it allowed me to allocate resources more effectively, anticipate potential bottlenecks, and ensure that my to-dos stayed on track and met deadlines.

Team collaboration within Tara AI is also straightforward and efficient. Using its rich text editor, you can easily assign tasks, leave comments, and attach relevant documents, ensuring your team is always on the same page.

Tara AI best features

• Use the convenient Kanban view to assign tasks and monitor project progress 
• Run weekly and daily stand-ups to see how your team is progressing against the action plan
• Benefit from 2-way sync with GitHub, Trello, and Asana task import; updates to tasks in any platform will reflect across all synced tools

Tara AI limitations

• There is no free plan or even a free trial
• During auto sprint management, when tasks are completed and moved across sprints, the overloaded points don’t update accordingly

Tara AI pricing

• Insights Core: $25 per month per contributor (billed annually)
• Insights Plus: $35 per month per contributor (billed annually)
• Enterprise: Custom pricing

Tara AI ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

7. Notion AI (Best for a versatile all-in-one workspace with AI-enhanced writing and task organization)

Diving into Notion AI has been an exciting experience, as it combines the versatility of Notion’s all-in-one Workspace with the power of AI. 

The AI assistant can help create to-do lists automatically from meeting notes, sales call recordings, etc. Of course, you can also create a checkbox list the usual way by adding a list block in Notion. There’s also a slash command to do this quickly.

It lets you add deadlines to entire lists or items in the list, assign tasks to people, and track progress with a status field. You can also get the AI writer to brainstorm list ideas and elements or auto-populate to-do lists for specific tasks.

Additionally, you will find various to-do list examples and templates in Notion to organize and prioritize tasks effectively.

Notion AI best features

• Write and translate lists in Japanese, Spanish, German, and more
• Allow others to comment or suggest edits on your list; just type the @ key to notify them
• Let autofill run through hundreds of docs in minutes and develop lists, insights, summaries, and more

Notion AI limitations

• There is no built-in tool for reporting, which limits your ability to track your projects
• The AI feature comes at an additional cost of $10 per month per user, which can make it expensive for teams

Notion AI pricing

• Free
• Plus: $12 per month per seat 
• Business: $18 per month per seat 
• Enterprise: Custom pricing

Notion AI ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

8. Trevor AI (Best for collaborative task management with integration capabilities)

Last on our list of AI task manager apps is Trevor AI, a smart daily planning assistant. Using it, I could organize tasks in a list, add colorful labels and notes, and integrate third-party software like Google Calendar to synchronize my appointments, meetings, and activities.

Trevor AI also provided personalized scheduling suggestions, helping me stay on top of my responsibilities. It shared detailed analytics on how I spent my time and what I could do to check off my to-do list as optimally as possible.

Trevor AI best features

• Use its predictive AI capabilities to accurately estimate task duration based on your availability and past behavior
• Get actionable suggestions for improving your daily plan, tailored to you, via email
• Concentrate on your current task by using a timer and a note field in Focus Mode

Trevor AI limitations

• It relies on cloud synchronization, which limits its functionality without an internet connection
• For anything beyond basic scheduling, you’ll need the paid plan

Trevor AI pricing

• Free: $0
• Pro Plan: $3.99 per month

Trevor AI ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

9. Taskade (Best for real-time Workspace for tasks, notes, and video collaboration)

Taskade is an AI-powered note-taking app for creating content calendars, flow charts, project sprints, and even SOPs, all within a single, intuitive interface. It allows up to 1 TB of file storage space.

It’s pretty cool how Taskade’s AI agents constantly evaluate task priorities and create dynamic connections and hierarchies between tasks in real time. With this feature, you’ll always know which tasks need your immediate attention and how they relate to the project.

Taskade best features

• Visualize your lists in multiple dimensions—tables, boards, lists, mind maps, calendars, and more
• Brainstorm, outline, and lay down anything for your tasks and notes with an AI writing and task assistant
• Easily share your work with teams, clients, and guests; chat and collaborate seamlessly across web, mobile, and desktop

Taskade limitations

• It lacks advanced options like adding images and videos or creating complex tables
• Formatting can be challenging if you’re not familiar with Markdown-compatible editors

Taskade pricing

• Free: $0
• Taskade Pro: $10 per month per user 
• Taskade for Teams: $20 per month per user 

Taskade ratings and reviews

• G2: Not enough reviews
• Capterra: Not enough reviews

10. Motion (Best for creating adaptive workflows and automated task scheduling)

Motion is an AI assistant with a dynamic scheduling feature. Whenever I input my tasks, deadlines, and meetings on the platform, its AI for time management automatically arranges my schedule to ensure that I work optimal hours.

Unlike some AI task managers, Motion adapts to changes in real time. For example, if a meeting gets rescheduled or a new task comes up, it recalibrates my day to fit everything in without me manually making any adjustments.

Additionally, it kept a small banner on my screen to remind me to eliminate distractions for me—a feature worth mentioning in this Motion review.

Motion best features

• Create daily or weekly tasks and block time on your calendar accordingly to get them done
• Keep detailed notes and store information about your to-do lists for easy access
• Reschedule your tasks in one click if a last-minute meeting or work fire pops up

Motion limitations

• You can’t duplicate tasks instead of creating them from scratch 
• There’s no option to organize workspaces alphabetically or by manual reordering
• There’s no free plan, only a free trial

Motion pricing

• Individual: $34 per month
• Team: $20 per month per user

Motion ratings and reviews

• G2: 4.1/5 (80+ reviews)
• Capterra: 4.3/5 (40+ reviews)

Summarize this article with AI ClickUp Brain not only saves you precious time by instantly summarizing articles, it also leverages AI to connect your tasks, docs, people, and more, streamlining your workflow like never before. Summarize article

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Elevate Your List-Making and Task Management With An AI Assistant

A well-chosen AI-powered app can help you take charge of your to-do list and achieve maximum productivity once and for all. The best ones balance usability, intuitiveness, flexibility, security, and third-party integration so that you can make the tool work for you rather than the other way around.

Undoubtedly, artificial intelligence is a game-changer for productivity. Regardless of your workday, it can help you save time and devote your energy to the tasks that matter most. AI to-do list apps can optimize your workflow by prioritizing tasks and give you hours of your time back every week.

With ClickUp, you can stay productive by building AI-driven to-do lists in a few simple steps. What’s more, it also brings with it several collaboration, communication, and productivity features that can simplify your day-to-day.

Whether you want to manage your work or handle a team’s tasks, our platform can scale as and when required.

See the benefits for yourself. Sign up for ClickUp for free today.

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