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Monday vs Todoist: the duel between project management tools that will have product teams shaking in 2025

By Ainhoa Carpio-Talleux

Published: 31 July 2025

Have you ever found yourself at 11.30 p.m. with a never-ending to-do list, wondering whether your tool is helping you with your project management... or slowing you down? You're not alone.

👉That's why Appvizer has concocted a " Monday vs Todoist " comparison designed to eradicate indecision. We've dusted off every nook and cranny of these two behemoths, tested the integrations to the bone, and given you real-life cases so that you leave with the solution that will get you delivered, not "later", but "now".

What is Todoist?

Todoist overview

Todoist is the 'Swiss army knife' of personal productivity and small teams. Launched in 2007 by Amir Salihefendic, it has established itself as the minimalist reference for transforming any scattered thought into concrete action.

Todoist lets you :

  • manage to-do lists
  • organise light projects
  • track OKR goals,
  • remember to buy milk.

🎯 Who is it for? Freelancers, consultants, startup teams of up to 50 people, or executives looking for a second memory.

Todoist's main features

  • Universal Quick-Add: global shortcut (⌥ + Space on Mac, Ctrl + Alt + A on Windows) + natural date recognition ("repeat every 3rd Friday").
  • Views: List, Kanban, Calendar.
  • Labels and filters: create complex queries like "@Urgent & #ClientA & next 7 days".
  • Reminders: native, geolocalised, recurring.
  • Attachments: 25-100 MB depending on plan.
  • Gamification: Karma system + streaks.
  • Offline first: 100% functional offline.

Advantages and disadvantages of Todoist

✅ Advantages

  • Record speed of onboarding: 80% of new users create their first task in less than 40 seconds.
  • Ultra-light applications (51 MB iOS, 23 MB Android).
  • Aggressive pricing: just €4/month and free version.
  • Security: AES-256 + SOC 2 Type II + EU servers (RGPD).
  • Smooth integrations: 60+ native + Zapier & IFTTT.

❌ Drawbacks

  • No native Gantt.
  • No resource management.
  • Limitations of the free plan: 5 active projects, 5 collaborators max.
  • No BI dashboards.

What is monday.com?

Overview of monday.com

Born in 2012 under the name "daPulse", monday.com has become the Work OS reference after a rebranding in 2017 and an IPO in 2021 (NASDAQ: MNDY).

This tool enables you to:

  • Orchestrate complex projects,
  • manage budgets
  • automate processes
  • manage product portfolios or ITSM incidents.

🎯 Who is it for? SMEs, ETIs and major accounts (Universal Music, Canva, Adobe, Coca-Cola) looking for an alternative to Jira, Asana or Smartsheet.

Key features of monday.com - the complete toolbox

  • Multiple views: Tableau, Kanban, Gantt, Calendar, Timeline, Workload, Map, Form.
  • No-code automation: 200+ templates, AND/OR conditions, webhooks.
  • Dashboards & BI: native widgets, real-time KPIs, GA connection, HubSpot, Salesforce.
  • Resource management: workload, capacity, overload alerts.
  • Docs & Whiteboards: real-time collaborative documents, infinite whiteboards.
  • Security: AES-256, ISO 27001, SOC 2, HIPAA, FedRAMP in progress.

Advantages and disadvantages of monday.com

✅ Advantages

  • Scalability: 1 or 10,000 users without slowing down.
  • Intuitive visual interface (drag & drop): 92% of new users create their first board in < 6 minutes.
  • Powerful automation that saves 5-10 hours/week.
  • Marketplace of apps (200+ widgets).
  • 24/7 support + Customer Success Manager from 20 licences.

❌ Disadvantages

  • Longer learning curve (1-2 days).
  • High prices: €11 minimum per user.
  • Paid features from the Standard plan onwards (Gantt, time-tracking).

Todoist vs Monday: compare features

Key features Todoist Monday.com
Type of tool Task/to-do manager Full Work OS
Views available List, Kanban, Calendar List, Kanban, Gantt, Calendar, Timeline, Workload
Gantt & dependencies No native Yes, native and interactive
Resource management No Yes (capacity, workload)
Budget & cost tracking Via personalised notes Native widgets, formulas
Automation Reminders & recurrence Advanced no-code automation
Comments & files Yes, limited (25-100 MB) Unlimited (250-500 MB)
BI dashboards No Real-time dashboards
Offline mode Full Partial
Templates 60+ 200+ per sector
API & webhooks Full RESTful RESTful + GraphQL

Todoist vs Monday : price comparison

Plan Todoist (€/user/month) monday.com (€/user/month)
Free Starter: €0
  • 5 personal projects
  • Smart quick add
  • Task reminders
  • Flexible list and table presentations
  • 3 filtered views
  • 1 week activity history
  • Integrations: email, calendar and more
 Free: €0
  • Up to 2 users
  • Up to 3 tables
  • Unlimited docs
  • Over 200 templates
  • 8 column types
  • iOS and Android applications
Beginner / Basic - Basic: €9
  • Unlimited free visitors
  • Unlimited items
  • 5 GB of file storage
  • 500 AI credits
  • Priority customer support
  • Create a dashboard based on 1 table
Pro / Standard Pro: €4
  • 300 personal projects
  • Calendar presentation
  • Task duration
  • Customised task reminders
  • 150 filtered views
  • Unlimited activity history
  • AI Assistant
  • Deadlines
 Standard: €12
  • Calendar and Gantt views
  • Calendar view
  • Guest access
  • 500 AI credits
  • Automations (250 actions per month)
  • Integrations (250 actions per month)
  • Create a dashboard combining 5 tables
Business / Pro Business: €6
  • A shared team space
  • 500 team projects
  • Calendar presentation for projects
  • Granular team activity logs
  • Shared templates
  • 1000 team members and guests
  • 1000 project folders
  • Team roles and permissions
  • Centralised team billing
 Pro: €19
  • Private tables
  • Charts
  • Deadline tracking
  • Formula column
  • 500 AI credits
  • Automations (25,000 actions per month)
  • Integrations (25,000 actions per month)
  • Create a dashboard combining 20 tables
Company - Enterprise: on quotation
  • High-level automation and integration
  • Multi-level authorisations
  • High-level security and governance
  • Advanced reporting and analysis
  • 500 AI credits
  • Enterprise support
  • Create a dashboard combining 50 tables

Todoist vs Monday: which interface is more intuitive?

UX criterion Todoist Monday.com
Time to learn < 5 min 15-30 minutes
Navigation Minimalist side menu Sidebar + contextual tabs
Visual customisation 10 coloured themes + dark mode 100+ templates + totally free colours
Keyboard shortcuts 60+ shortcuts, very fluid 50+ customisable shortcuts
Mobile 100% offline partial offline
Accessibility WCAG 2.1 AA WCAG 2.1 AA

Todoist vs Monday: compare integrations - the match in 6 rounds

📍Round 1 - Individual productivity

  • Todoist: Siri, Alexa, Google Assistant, iOS Shortcuts.
  • monday.com: Google Assistant via Zapier, no native Alexa.

📍 Round 2 - Communication & collaboration

  • Todoist: two-way Slack (create task from message, comment from task), Microsoft Teams basic.
  • monday.com: native Slack, Teams, Gmail, Outlook, real-time comments, filterable notifications.

📍 Round 3 - Development & DevOps

  • Todoist: GitHub, GitLab via Zapier (new issue → task).
  • monday.com: GitHub, GitLab, native Bitbucket, commits → status update, branches → board items.

📍 Round 4 - CRM & sales

  • Todoist: HubSpot, Pipedrive via Zapier.
  • monday.com: HubSpot, Salesforce, native Pipedrive, field mapping, automatic upsert.

📍 Round 5 - Marketing & analytics

  • Todoist: Google Analytics, Facebook Ads via Zapier.
  • monday.com: GA, Facebook Ads, native LinkedIn Ads, ROI widgets.

📍 Round 6 - Third-party automation

  • Todoist: Zapier (3,000+ zaps), IFTTT, Make.
  • monday.com: Zapier, Make, Workato, Tray.io + outbound webhooks + GraphQL.

💡Verdict: Todoist is a lightweight but solid ecosystem, monday.com is a seamless enterprise hub.

When should you choose Todoist or Monday?

Examples of Todoist use cases

  • Independent SEO consultant: manages 15 clients via 15 Todoist projects; @Audit, @Backlink, @RelanceFacture labels; weekly reminders for position reviews.
  • 8-person web agency: two-week sprints driven by a Kanban "Sprint planning" template; GitHub integration to transform each PR into a "Review" task.
  • Lifestyle blogger: editorial calendar with "publish Monday and Thursday" recurrence and photo/SEO reminders.
  • Voluntary association: organisation of a charity event: shared todo-list with "Sponsors", "Logistics", "Com" sections and reminders d-7/d-1.

Examples of monday.com use cases

  • E-commerce DTC: complete product pipeline from idea to launch; Gantt for milestones, workload for photo team, ROI dashboard connected to Shopify.
  • 40-person marketing agency: 1 board per client, automated "status = 'To be approved' → client notification + creation of design task".
  • IT department of a medium-sized company: "P1 Incidents" board with public form, 30-minute SLA, automatic escalation, SOC 2 audit logs.
  • Events: management of a trade show: supplier planning, budget per item, "Validation of stand model" milestone.
  • HR department: new employee induction process: 30-60-90 day checklist, automation of IT equipment requests.

Conclusion

Todoist is the ideal ally if you're looking for absolute simplicity :

  • instant learning,
  • low cost
  • perfect synchronisation on all your devices.

monday.com becomes indispensable as your workflows become more complex:

  • budgets,
  • resources,
  • automation,
  • real-time dashboards are your best assets.

👉 How many people are in your team?
≤ 50 → Todoist.
> 50 → monday.com.

👉 Do you need a Gantt, budget, resources?
No → Todoist.
Yes → monday.com.

👉What is your max budget per user?
≤ 6 € → Todoist.
≥ €11 → monday.com.

FAQ - Todoist vs Monday

Is it easy to migrate from Todoist to Monday.com?

Yes. monday.com offers a CSV and JSON import wizard in three clicks. Labels become tags, sections become groups and comments are retained. Average time for 1,000 tasks: 12 minutes. Bonus: monday.com keeps the original creation dates for the history.

Does monday.com offer a desktop application?

Yes. Native Windows (MSI and Microsoft Store) and macOS (DMG and Mac App Store) applications + PWA on Linux and ChromeOS. The PWA supports system notifications and partial offline mode. Automatic updates every 2 weeks.

Is Todoist RGPD compliant?

Absolutely. The servers are hosted in Frankfurt (Germany), AES-256 encryption at rest, TLS 1.3 in transit, up-to-date DPA, the option of signing a SCC (Standard Contractual Clauses) and activating automatic deletion of data when the account is closed.