Umberto Eco said, “The list is the origin of culture.” He believed lists appeal to us because they bring order to chaos. But as the world keeps evolving, so does the to-do list. In this article, we compare the best AI-powered to-do list apps in 2024 and help you find one that works for you.
In a kind of Darwinistic way, AI-powered to-do list apps are the next step in task evolution. They’re adaptive, they can learn from your habits, and they take the grunt work out of task management.
What’s not to like? 🤷
But before we get to the main course, let’s answer a few questions.
🤖✅ What Is an AI-Powered To-Do List App?
The short answer is: “It’s a regular to-do list, but smarter.”
A slightly longer answer would be that AI-powered productivity tools use machine learning algorithms and data analytics to understand your work habits and help you make the most of your time.
And they do that in a few cool ways.
First, traditional to-do lists require manual entry of every task. It’s time-consuming and prone to errors. You might forget important tasks or misplace notes. Hardly what you’d call a “productive” activity.
An AI-powered list can generate a set of tasks based on specific criteria. It can create tasks from emails, reminders, and other data sources. It can even sync with your calendar to suggest the best times for meetings, project work, and leisure (just kidding, you don’t need AI to tell you when to take a nap, right?).
Next, let’s talk about prioritization.
“What needs my attention first?”
“Which deadline’s actually pressing?”
“Should I dive into quick wins or big, complex tasks?”
Every time you create a list, you need to rack your brain to figure out which tasks go first; you need to decide what’s urgent and what can wait. And that’s easier said than done.
With proper fine-tuning (we’ll get to that), best AI to-do list apps with AI can analyze the tasks, assess their urgency, figure out the best order based on potential dependencies, and set optimal due dates.
Finally, a traditional to-do list is just that, a list of items.
Modern task scheduling apps, (wink, wink Taskade), go beyond the basics. They integrate tasks, projects, calendars, and notes. They let you connect all your favorite tools and manage them in one place.
It feels like magic, doesn’t it? 🪄
Now, let’s find the apps that actually let you do all that. 👇
✨ The Top 7 AI-Powered To-Do List Apps in 2024
Taskade
Most to-do list apps do one thing, but not the other. They organize tasks but can’t prioritize, they remind you about deadlines but don’t adapt to changes, they show individual tasks, but not the bigger picture. To get that extra oomph, you typically need to pay extra for more apps and services.
Taskade takes a different approach.
Taskade is a holistic, AI-powered task management app designed for individuals and teams. It combines powerful AI with task and project management features for a quintessential productivity experience.
Taskade is a holistic, AI-powered collaboration platform designed to enhance productivity for teams. It combines powerful AI features, task lists, mind maps, video chats, and dynamic workflows.
It’s everything you need to get work done together, and nothing you don’t.
With Taskade, you get more than just a list. Experience seamless integrations with your favorite tools, automate repetitive tasks, and offload the grunt work to specialized, custom AI agents.
By connecting everything you need in one place, Taskade tames the chaos of personal and business obligations so you can focus on what truly matters — delivering quality work anytime, anywhere.
Let’s dig a little deeper. 👇
AI Features in Taskade
🤖 Custom AI Agents: Create a team of AI agents to enhance your task management. Automate and streamline everything from everyday tasks to complex project workflows. Equip agents with specific skills and tools to handle the heavy lifting so you can focus on planning and execution.
🪄 AI Project Studio: Kickstart projects and build smart task lists in seconds. Describe what you’re working on, and Taskade will generate a comprehensive list of tasks, action items, timelines, and more. Upload seed documents, web resources, and spreadsheets for context.
🔄 AI Automation: Elevate your task management with automation flows. Seamlessly connect Taskade to external tools like Slack, Gmail, Google Sheets, and more to streamline routine activities. Automatically generate task lists, schedule meetings, create action items, and send updates to put your work on autopilot.
✏️ AI Assistant: Revolutionize your task management with an intelligent in-project AI assistant. Use /AI commands within the project editor to break down complex tasks, prioritize to-dos, and keep your projects organized. Quickly flesh out ideas, summarize key discussion points, streamline meeting preparations, and more.
Naturally, Taskade includes top-notch project management and collaboration features that you’ll need:
- 🤖 Agentic workflows: Connect agents to your favorite tools and let them do the heavy lifting.
- 👁️ Versatile project views: Visualize your tasks in lists, tables, mind maps, and more.
- 📱 Cross-platform accessibility: Use Taskade AI on all your devices, anytime, anywhere.
- 🎨 Template library: Select from hundreds of pre-designed templates and generators.
- 📅 Unified calendar: Consolidate all your calendars and manage everything in one place.
- 🧠 Knowledge management: Store, connect, and share notes and documents,
Visit Taskade’s pricing page for a full breakdown of AI features and plans.
Taskade Plans and Pricing
Motion
Motion is a time-management app with a twist. It leverages AI to automatically schedule and adjust tasks and meetings based on your availability. The app integrates seamlessly with calendars to create a unified view of both work and personal commitments. Motion also includes features like Pomodoro timers, timeboxing, and comprehensive task tracking for a complete AI-powered to-do experience.
Key Motion Features
- AI-powered calendar for scheduling
- Automatic task prioritization based on user inputs
- Dynamic scheduling to fit tasks around fixed events
- Seamless calendar integration
- Automated rescheduling when conflicts arise
- Intelligent task management and planning
Motion Pricing
Pricing starts at $34 per month for the Individual plan (1 user).
Best For
Users who need AI to handle automatic task prioritization.
Notion
While Notion is not a dedicated to-do app, it integrates AI to enhance task management. Notion AI can create action items from meeting notes and summarize lengthy content into manageable tasks. It suggests optimizations within your workspace for better task flow. The AI-driven insights support both personal and team productivity, and you can easily collaborate on your to-dos in real time.
Notion Key Features
- AI-assisted content creation and task management
- Seamless integration with external tools
- Customizable templates for varied workflows
- Real-time collaboration and sharing
- Automated task summaries and AI suggestions
Notion Pricing
Notion offers a Free plan for personal use starting t at $10 per month per user.
Best For
Individuals and teams looking for AI-enhanced organization in a flexible workspace.
ClickUp
ClickUp is a versatile project and task management platform that has recently been upgraded with “ClickUp Brain,” ClickUp’s own take on AI task automation. ClickUp Brain includes the AI Knowledge Manager™, which answers questions from your tasks, docs, and team interactions. It also features an AI Project Manager™ that automates and manages work, enhancing productivity and organization.
Key Features
- AI task automation
- Integration with multiple tools and platforms
- Custom automation templates
- Dynamic task prioritization and management
- Role-based AI insights
- Automated project summaries and updates
ClickUp Pricing
ClickUp offers a Free Forever plan with basic features. Paid plans start at $7 per user per month.
Best For
Teams of any size that need a customizable task management tool.
Trello with Atlassian Intelligence
Trello is a veteran Kanban-style project management platform that has been around since 2011. It provides a visual way to manage tasks using boards, lists, and cards. Like other products under the Atlassian brand, Trello integrates a set of smart features called Atlassian Intelligence that let you generate content, summarize text, and identify action items, among other things.
Key Features
- Customizable Rules: Automate repetitive tasks with specific triggers or actions.
- Scheduled Commands: Automatically run commands at set times for board updates.
- Card and Board Buttons: Execute multiple actions with one click.
- Natural Language Commands: Set up automations easily without coding.
- Integration with Other Tools: Seamlessly work with Slack, Jira, and emails.
- Unlimited Automation Types: Adapt task management to your needs.
Trello Pricing
Trello offers a Free plan with basic features. The cheapest paid plan starts at $5 per user per month.
Best For
Teams and individuals looking for visual task organization and integration with Atlassian services.
Trevor AI
Trevor AI is another (after Motion) app designed to optimize personal productivity by integrating task management with your calendar. It organizes your tasks and dynamically schedules them into your calendar as you go through your days. The app helps you manage your to-do list and appointments in real time, which makes it a great “adaptive scheduling assistant to keep daily tasks on track.
Key Features
- Time Blocking: Helps users allocate specific time slots for tasks, enhancing focus and productivity.
- Intelligent Automation: Analyzes schedules to provide relevant tasks and adjustments.
- Real-Time Scheduling: Integrates tasks from to-do lists directly into calendars.
- Actionable Suggestions: Offers personalized advice to improve task management.
- User-Friendly Interface: Simplifies scheduling with an intuitive design.
- Customizable Plans: Adapts to various user preferences with flexible options.
Trevor AI Pricing
Trevor AI offers a free trial to get started. The subscription plan starts at $5 per month.
Best For
Anyone who wants their schedule to adapt automatically, without constant manual tweaks.
TimeHero
TimeHero is an intelligent task and work management app that plans your tasks around your schedule. Similar to Motion and Trevor AI, it automatically prioritizes and schedules tasks, adjusting your calendar to fit in last-minute changes. Using AI, it creates an action plan based on your availability and adapts as things evolve. It manages repetitive tasks efficiently without overloading your schedule.
Key Features
- Automated task scheduling based on real-time availability.
- AI-powered rescheduling to accommodate changes in meetings and appointments.
- Project management tools including collaboration features, task assignment, and project tracking.
- Templates and workflows for automating recurring projects.
- Real-time collaboration, communication, and file-sharing features.
- Color-code calendar for visual planning aids.
TimeHero Pricing
TimeHero offers a free trial to explore its features. The monthly pricing starts at $12 per user.
Best For
Those who want automated scheduling and task prioritization without the hassle of micromanagement.
Alright, let’s take a short break here.
🤔 How to Choose the Right AI To-Do List App
You now know the best smart to-do list apps out there.
But which one is the best for you?
It may seem simple — “just pick the one that’s cheapest, duh.” But…
You need to consider various factors that align with your specific needs and workflow. Some apps might offer advanced features that you don’t need, while others fit perfectly with your daily habits. You should think about integration with other tools, ease of use, and how well it adapts to your scheduling changes.
So, let’s break it down.
Ease of Use
You want an app that doesn’t feel like a chore to use. It should be intuitive and make task management simpler, not more complicated. The interface should be clean, with features that enhance, not distract.
- Is the app easy to navigate?
- Does it require a steep learning curve?
- Can you quickly add and modify tasks?
- Are there unnecessary distractions in the interface?
- Does it support keyboard shortcuts for quick actions?
Integration with Other Tools
Your productivity tools should work together seamlessly. Your calendar, email, or project management software should work together to ensure that data flows without manual input.
- Does it connect with calendars, emails, or other apps?
- Can AI automate simple tasks across tools?
- Is data exchange seamless and efficient?
- Does AI integration save time?
- Are there smart suggestions based on integrated data?
Adaptability and Flexibility
Life is unpredictable, and your app should be flexible. It should adjust to schedule changes without fuss. An adaptable app will handle unexpected changes and keep your schedule manageable.
- Can it reschedule tasks easily?
- Does it adapt to changes in your calendar?
- Are notifications customizable to fit your needs?
- Can you set task priorities that the app acknowledges?
- Does it allow for different views (daily, weekly, monthly)?
Security and Privacy
Keeping your data secure is non-negotiable. Intelligent to-do list software shouldn’t train AI models on your data. Look for compliance with privacy regulations and transparency about how your data is used.
- Does the app offer data encryption?
- Are there options for two-factor authentication?
- How does it handle data storage and access?
- Is the privacy policy transparent and reassuring?
- Does it allow you to easily export and delete your data?
✏️ Best Non-AI To-Do List Apps
Sometimes, the traditional approach is all you need. If you’re looking for simplicity without the extra oomph of smart features, you may want to consider these non-AI to-do list apps.
Things 3
Things 3 is a task management app designed exclusively for Apple devices. Things 3 provides all the features you need to manage your tasks and projects. It also integrates with your calendar to give you a clear view of your day. The app has received multiple awards for its clean design and intuitive interface.
Things 3 Key Features
- Time-based reminders for task scheduling
- Comprehensive project management software features
- Quick entry feature
- Cloud sync across devices
- Apple Calendar integration feature
- Options for tagging and filtering tasks
Best For
Apple users who appreciate a minimalist and efficient task management solution.
Pricing
Depending on the device: $49.99 for Mac, $9.99 for iPhone and Apple Watch, and $19.99 for iPad.
Todoist
Todoist is a task management app designed for both individuals and teams. With a focus on versatility, it works for simple to-do lists and detailed project plans, which makes it adaptable to different needs. The app has a clean, no-nonsense interface that can help you focus on getting things done.
Todoist Key Features
- Organization with subprojects and sections under each main project
- Creation and usage of project templates for efficient task duplication
- Advanced labeling and categorization across various tasks and projects
- Setup of custom filters to streamline task viewing based on criteria
- Integration capabilities with emails and web browsers for seamless task management
- Location-based reminders to trigger tasks at specific geographic points
Best For
Users who need cross-platform accessibility wrapped in a simple and intuitive interface.
Pricing
The Free plan provides basic functionality, with more advanced features starting at $4 per month.
Any.do
Any.do is a task management app designed to keep track of personal and professional tasks. It offers a straightforward platform to manage daily tasks, deadlines, and projects, which makes it ideal for both personal use and team collaboration. The app supports features like calendar views, reminders, and task lists, which can be personalized and color-coded.
Any.do Key Features
- Voice input for hands-free task addition
- Recurring reminders and location-based alerts
- Collaborative features for team projects and task delegation
- Smart Grocery feature to auto-sort items by category
- Integration with services like Slack, Zapier, and Gmail
- Shared calendars for coordinating family or team schedules
Google Keep
Google Keep is a note-taking service developed by Google and launched in 2013. The app allows you to create, edit, and organize various types of notes and lists. Keep doesn’t pack the punch of bigger competitors, but it does offer a straightforward way to keep track of text, images, and voice memos.
Google Keep Key Features
- Notes and checklists for organizing thoughts and tasks
- Labels and color-coding for easy categorization
- Reminders based on time or location
- Voice notes that automatically transcribe to text
- Integration with Google Workspace for seamless use
- Collaborative features to share and edit with others
🔭 Discovering the Right To-Do List App for Enhanced Productivity
Alright, time to wrap this up.
Choosing the best AI-powered to-do list today will set you up for success in 2025 and beyond. So, consider how each app aligns with your workflow and needs, adapts to changes, and protects your data.
And if you’re still on the fence, try Taskade and embrace the future of work today! 👇
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