Best To Do Apps for Small Businesses in 2025

Smaller teams and businesses might not want significant project management software.

That's perfectly fine. The great news is that there are plenty of to-do list apps that can replace traditional project management abilities and help you better manage your schedule and your workload as a team. These are some of the best to-do list apps for smaller teams and businesses.

What makes these good for small teams?

• They need to be portable (on mobile)

• It has to have good features for managing workloads

• It has to be reasonably priced compared to project management software.

1. Nozbe

Best for Projects

Nozbe is a more in-depth and advanced task management and to-do list app for teams.

However, it still presents a minimal and easy-to-navigate interface, so it doesn't feel too overwhelming when starting. Nozbe is an excellent place to begin if you want a more all-in-one space. You can manage your projects, tasks, comments, clients, campaigns, and more in one space. You can break down tasks, assign team members to work on them, and add due dates and information. By adding comments, you can also discuss the task and provide feedback.

It also presents handy features everyone needs when using to-do lists, such as priority settings, the incoming tasks section to stay updated with what's new, and an activity section to see how the team members are doing.

2. MeisterTask

Best for Kanban

MeisterTask also provides small teams with a more organized dashboard space to manage projects, tasks, and daily agendas. This helps teams become more aligned and stay up to date with what's going on. Inside the dashboard, you and your team can see an overview of everything, this includes notifications, and upcoming tasks and helps you prepare for the day. You can also customize your dashboard to work for you.

The task section of MeisterTask is a hub where all communication and tasks can be managed. From here, you can add links and files and create email chains to secure all information. You can also assign tasks and work together to complete the project.

3. Todoist

Best for All Round

Todoist is one of the best apps on the to-do list for small teams, thanks to its simplicity and collaborative features. Todoist presents a straightforward way to create workspaces and organize task lists to manage projects, deadlines, etc.

You can save all of your team's lists, files, and chats in one place to easily track progress, assign responsibility to tasks, and ensure that you work together to deliver on time. You can also sync your lists to any device to work on the go and always be up to date.

Todoist is great for small teams to manage their to-do lists thanks to the ease of assigning tasks, collaborating on lists, creating projects, and using an organized space to track projects and stay up to date with due dates and conversations.

4. Any.Do

Best for List Management

Any.DO is an excellent tool for small businesses to manage tasks and projects in an organized, streamlined workspace. You can use a Kanban view, similar to what you can use inside Trello, to create an easy-to-use workflow for teams.

Inside tasks, you can break them down into subtasks and assign them to different team members. You can then see everything going on inside the calendar view and manage your team's progress inside the table view. There are also hundreds of custom-made templates to help you create a space for you and your team that suits your needs and is more aesthetic with different background colors or images. You can then create custom views and automation to enhance the experience further.

5. Taskade

Best for AI Projects

Taskade is a compelling app for managing and working on your tasks. Now, it isn't as simple as using other to-do list apps in this list; however, if you want to harness the power of AI, use mind maps, and create a complex space for tasks and projects, Taskade is pretty good.

First of all, you can use AI to create a task or project list for you based on what you input. For example, you can ask it to do a project for a marketing team, and it will give you all the first steps you need to take. You can edit tasks, add notes, work on mind maps, and video chat with your team. With the power of AI, you can automate tasks, generate workflows, and use AI to help spark creativity for tasks and projects. When managing tasks, you can use multiple views, such as a board or a calendar, and create mind maps.

Thanks to AI, Taskade provides an easy method for managing tasks and to-dos, although you may need to learn how the app works before diving in.

6. Notion

Best for Customization

Notion can make it onto any productivity app list because it's so flexible. With its many different building blocks and features, you can create any kind of workspace you want and need for your small business inside Notion.

To manage to-do lists and tasks inside Notion with your small team, you can create linked databases with information. This means that wherever you add this database to different pages, the information will all be linked. This helps you manage projects across the board and track progress.

You can also create different workspaces and assign team members to tasks. Inside tasks, you can leave comments and add links, images, and other attachments to assist with the task or project. You can also set up functions with different views such as calendar, board, and table.

7. Bonsai

Best for Client Focused Work

Bonsai is another tool like Honeybook. It's not just a task and to-do list app; however, its abilities to manage tasks are pretty good, and it's a great tool if you are looking for just one app to manage everything. It can help you do everything from scheduling to writing contracts to invoicing. But in between all this, you can also manage your team and tasks with time-tracking abilities, collaboration, and file sharing.

Tasks inside Bonsai are super simple. You can use templates to maintain consistency and speed up the process of adding new tasks. You can also integrate timers to bill hours efficiently and collaborate on projects and tasks.

8. Superlist

Best for Small Teams

Superlist is one of the most recent to-do list applications on the market.

For small teams and businesses, you want a lightweight task management system and nothing too complex to get your team onboarded and share tasks. One element that Superlist has, amongst the others on this list, is a combination of notes and tasks. This makes it perfect for planning a project and bringing tasks into the mix.

Superlist works in real-time, too, meaning you can see others while they edit. This makes it perfect for smaller teams that won't get overwhelmed by cursor overflow and want to see what people are editing in real time. It is especially beneficial for remote small teams.