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

By Ainhoa Carpio-Talleux

Published: July 31, 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 dust off every nook and cranny of these two behemoths, test integrations to the bone, and deliver real-world cases so you can walk away with the solution that will have you delivering, 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,
  • organize light projects,
  • track OKR goals,
  • remember to buy milk.

🎯 Who's 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, geolocalized, recurring.
  • Attachments: 25-100 MB depending on plan.
  • Gamification: Karma system + streaks.
  • Offline first: 100% offline functionality.

Advantages and disadvantages of Todoist

✅ Advantages

  • Record onboarding speed: 80% of new users create their first task in under 40 seconds.
  • Ultra-light applications (51 MB iOS, 23 MB Android).
  • Aggressive pricing: only €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.
  • Free plan limitations: 5 active projects, 5 collaborators max.
  • No BI dashboards.

What is monday.com?

monday.com overview

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 automations: 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 slowdown.
  • Intuitive visual interface (drag & drop): 92% of new users create their first board in < 6 minutes.
  • Powerful automation saves 5-10 h/week.
  • Marketplace of apps (200+ widgets).
  • 24/7 support + Customer Success Manager from 20 licenses.

❌ Disadvantages

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

Todoist vs Monday: compare features

Key features Todoist Monday.com
Tool type Task/to-do manager Full Work OS
Available views 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 custom notes Native widgets, formulas
Automation Reminders & recurrence Advanced no-code automations
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
  • Intelligent quick add
  • Task reminders
  • Flexible list and table presentations
  • 3 filtered views
  • 1 week of 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 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
  • Personalized 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 charts
Business / Pro Business : €6
  • 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
  • Centralized team invoicing
 Pro: €19
  • Private tables
  • Graphics
  • 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 request
  • High-level automation and integration
  • Multi-level authorization
  • High-level security and governance
  • Advanced reporting and analysis
  • 500 AI credits
  • Enterprise support
  • Create a dashboard combining 50 charts

Todoist vs Monday: which interface is more intuitive?

UX criterion Todoist Monday.com
Time to learn < 5 min 15-30 min
Navigation Minimalist side menu Sidebar + contextual tabs
Visual customization 10 colorful themes + dark mode 100+ templates + totally free colors
Keyboard shortcuts 60+ shortcuts, very fluid 50+ modular 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: Slack, Teams, Gmail, Outlook natives, 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 automations

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

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

When to choose Todoist or Monday?

Examples of Todoist use cases

  • Freelance 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 turn each PR into a "Review" task.
  • Lifestyle blogger: editorial calendar with "publish Monday and Thursday" recurrence and photo/SEO reminders.
  • Voluntary association: organization of a charity event: shared todo-list with "Sponsors", "Logistics", "Com" sections and d-7/d-1 reminders.

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 customer, "status = 'To be approved' → customer notification + design task creation" automations.
  • CIO of ETI: "P1 Incidents" board with public form, 30 min SLA, auto 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 integration 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 synchronization 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 on your team?
≤ 50 → Todoist.
> 50 → monday.com.

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

👉What's 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, comments are preserved. Average time for 1,000 tasks: 12 minutes. Bonus: monday.com retains 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. PWA supports system notifications and partial offline mode. Automatic updates every 2 weeks.

Is Todoist RGPD compliant?

Absolutely. Servers are hosted in Frankfurt (Germany), AES-256 encryption at rest, TLS 1.3 in transit, up-to-date DPA, ability to sign a SCC (Standard Contractual Clauses) and activate automatic data deletion on account closure.