Todoist vs. Apple Notes: Which App is Better?

Here’s my honest Todoist vs. Apple Notes comparison guide.

We’ll delve into the key features of these powerful productivity tools.

In a world where task management and note-taking are integral, finding the right fit is crucial.

This guide walks you through the limitations of Todoist and Apple Notes, helping you make an informed choice tailored to your unique needs.

Here’s how they’re different:

The main difference is that Todoist is primarily a robust task management tool, excelling in project coordination and collaboration, while Apple Notes is a versatile note-taking app, offering a simple interface for capturing thoughts, sketches, and checklists.

Todoist vs. Apple Notes: Comparison of Key Features

This table provides a summary of the key features and how they compare.

Key FeaturesTodoistApple Notes
User-Friendly Interface✔️✔️
Task Management✔️✔️
Cross-Platform Accessibility✔️✔️
Integration with Other Apps✔️Limited
Note-Taking FlexibilityLimited✔️
Reminders and Due Dates✔️✔️

What is Todoist and How Does it Work?

Todoist is a robust task management tool designed to streamline to-do lists and project organization. Users can create projects, set priorities, and collaborate with team members. Its intuitive interface facilitates efficient task management for individuals and teams alike.

Pros of Todoist:

  • Robust Task Management: Todoist excels in comprehensive task management, allowing users to create projects, set priorities, and collaborate seamlessly.
  • User-Friendly Interface: The interface is intuitive, catering to both beginners and seasoned users, ensuring a smooth experience.
  • Cross-Platform Accessibility: Todoist syncs seamlessly across devices, providing users with flexibility in accessing their tasks from various platforms.
  • Extensive Integration: The app offers a wide range of integrations with third-party apps, enhancing overall productivity.
  • Collaboration Features: Robust collaboration tools, including task sharing and comments, make Todoist ideal for team projects.
  • Reminders and Due Dates: Todoist’s reminders and due date features ensure timely completion of tasks, promoting efficient time management.


  • Limited Note-Taking: Todoist’s note-taking capabilities are limited compared to dedicated note-taking apps.
  • Complexity for Simple Tasks: The richness of features may be overwhelming for users seeking a simpler task management solution.
  • Advanced Features in Premium: Some advanced features, like productivity metrics, are exclusive to the premium version.
  • Learning Curve for New Users: While user-friendly, new users may experience a slight learning curve, especially with advanced features.

What is Apple Notes and How Does it Work?

Apple Notes is an integrated note-taking app for iOS and macOS devices. It offers a versatile platform for creating notes, checklists, sketches, and more. Its seamless integration with Apple’s ecosystem ensures data synchronization across devices.

Apple Notes Pros:

  • Versatile Note-Taking: Apple Notes provides diverse note-taking options, including text, images, sketches, and checklists.
  • Seamless Integration: Integrated into the Apple ecosystem, it syncs effortlessly across Apple devices, ensuring a unified note-taking experience.
  • User-Friendly Interface: The clean and simple interface makes it easy for users to create and organize notes quickly.
  • Checklist Functionality: Users can create checklists within notes, offering basic task management capabilities.
  • Collaboration for Individual Notes: While limited, the app allows collaboration on individual notes, fostering simple sharing and editing.
  • Rich Text Formatting: Apple Notes supports rich text formatting, enabling users to create visually appealing and organized notes.


  • Limited Collaboration Features: Collaboration capabilities are more suited for individual note-sharing rather than comprehensive project collaboration.
  • Task Management Limitations: While it has basic task management features, Apple Notes may not match the depth of dedicated task management tools.
  • Platform Restriction: The seamless synchronization is limited to the Apple ecosystem, limiting cross-platform accessibility.
  • Integration Constraints: Apple Notes has more limited integration options compared to some third-party note-taking apps.

Todoist vs. Apple Notes: Side-by-Side Comparison

Let’s explore the differences between the main features of both Todoist and Apple Notes.

User-Friendly Interface:

  • Todoist boasts a user-friendly interface designed for seamless task management. The intuitive layout allows users to create projects, add tasks, and set priorities effortlessly. The clean design ensures a clutter-free experience, promoting quick navigation and accessibility. Whether you’re a seasoned project manager or a beginner, Todoist’s interface is designed to cater to a diverse user base.
  • Apple Notes also embraces a user-friendly design, focusing on simplicity and versatility in note-taking. The app’s clean interface provides an uncluttered space for creating and organizing notes. With features like rich text formatting and the ability to insert images and sketches, Apple Notes caters to users who appreciate an uncomplicated yet feature-rich interface for capturing thoughts and ideas.

Task Management:

  • Task management is at the core of Todoist’s functionality. Users can create tasks, organize them into projects, and set due dates and priorities. Todoist’s task management features are robust, providing individuals and teams with a structured approach to handling projects and daily responsibilities. The collaborative nature of task sharing and comments enhances its effectiveness for teamwork.
  • While Apple Notes is primarily a note-taking app, it offers basic task management capabilities. Users can create checklists within notes, allowing for simple task tracking. However, Apple Notes may not match Todoist’s depth in task management for users with more extensive project coordination needs.


  • Collaboration is a standout feature in Todoist. Users can share entire projects, assign tasks to team members, and engage in real-time communication through comments. This makes Todoist an excellent choice for teams working on projects where collaboration and communication are integral.
  • Apple Notes, while providing a collaborative space, has more limited collaboration features compared to Todoist. Users can share notes, allowing others to view and edit, but the interaction is more suited for individual note collaboration rather than comprehensive project management.

Cross-Platform Accessibility:

  • One of Todoist’s strengths is its cross-platform accessibility. The app seamlessly syncs tasks and projects across various devices, including smartphones, tablets, and computers. This ensures that users can access their to-do lists wherever they go, promoting a continuous and synchronized workflow.
  • While Apple Notes is integrated into the Apple ecosystem and offers synchronization across Apple devices, its accessibility is more limited for users outside this ecosystem. Todoist, with its platform-agnostic approach, provides broader access across different operating systems.

Integration with Other Apps:

  • Todoist excels in integration capabilities, offering a wide range of third-party app integrations. This enhances its functionality by allowing users to connect Todoist with other productivity tools, calendars, and communication apps, creating a more integrated and streamlined workflow.
  • Apple Notes has more limited integration options compared to Todoist. While it integrates seamlessly with other Apple apps and services, its compatibility with third-party apps is more restricted. For users seeking extensive cross-app integration, Todoist provides a more versatile solution.

Note-Taking Flexibility:

  • Todoist, being primarily a task management tool, has limited note-taking flexibility. While users can add comments to tasks, the depth of note-taking features is not as extensive as in dedicated note-taking apps.
  • Apple Notes shines in note-taking flexibility. Users can create diverse notes, combining text, images, sketches, and checklists within a single note. This versatility makes Apple Notes a comprehensive platform for capturing and organizing various types of information.

Reminders and Due Dates:

  • Reminders and due dates are integral features in Todoist. Users can set deadlines for tasks, receive reminders, and track their progress. This ensures that tasks are completed in a timely manner, making Todoist effective for time-sensitive projects and assignments.
  • While Apple Notes allows users to add basic reminders to individual notes, its functionality in this regard is more straightforward compared to Todoist. Users seeking advanced task management with robust reminders may find Todoist better suited for their needs.

Use Cases for Todoist:

Project Management for Marketing Campaign:

In a marketing agency setting, Todoist serves as a pivotal tool for orchestrating complex marketing campaigns. The team creates a project for each campaign, outlining tasks such as content creation, social media scheduling, and analytics tracking.

Collaborators share the project, allowing seamless communication through task comments.

Due dates and priority settings ensure the team stays on track, meeting campaign milestones. Todoist’s intuitive interface and collaboration features streamline the intricate process of planning and executing multifaceted marketing initiatives.

Personal Productivity and Goal Setting:

For an individual focused on personal development and productivity, Todoist becomes a trusted companion.

The user creates projects for personal goals, breaking them down into manageable tasks.

The priority feature helps in identifying key actions, while due dates provide a structured timeline.

Todoist’s cross-platform accessibility ensures tasks are always at hand, promoting consistent progress. This use case illustrates how Todoist adapts seamlessly to both professional collaboration scenarios and personal productivity journeys.

Use Cases for Apple Notes:

Creative Brainstorming and Sketching:

In a creative agency, Apple Notes becomes an artistic canvas for brainstorming sessions. The team uses the app to jot down ideas, create mind maps, and even sketch initial concepts.

The versatility of Apple Notes allows team members to combine text, images, and hand-drawn sketches in a single note.

The ability to access these notes across Apple devices ensures that creative sparks can be captured anytime, anywhere. This use case showcases Apple Notes as a dynamic platform for collaborative idea generation and visual expression.

Educational Note-Taking for Students:

In an educational setting, Apple Notes proves invaluable for students organizing class notes and study materials. Each course is represented by a dedicated folder, containing detailed notes, images, and attachments.

The flexibility of note formats accommodates different learning styles, from typed text to hand-drawn diagrams.

The synchronization across devices ensures that students can seamlessly transition from taking notes on an iPad during class to reviewing them on a MacBook at home.

Apple Notes, with its simplicity and integration, becomes an essential tool for academic success.

Todoist Pricing:

  • Free Version: Basic features available at no cost.
  • Todoist Premium: Paid subscription offering advanced features.
    • Monthly: $4.00 per user/month.
    • Annual: $3.00 per user/month (billed annually).

Apple Notes Pricing:

  • Free: Apple Notes is free for all Apple device users.
  • Integrated into Apple Ecosystem: Seamlessly integrated into Apple devices and services.
  • No Additional Cost: No separate subscription fee for using Apple Notes.

What to Consider When Choosing Between Todoist and Apple Notes

  1. Task Management vs. Note-Taking Priority: Consider whether your primary focus is on robust task management or versatile note-taking. Todoist is ideal for those prioritizing task organization, while Apple Notes caters to individuals emphasizing note-taking flexibility.
  2. Collaboration Needs: Assess your collaboration requirements. If collaboration is a key aspect of your workflow, Todoist’s robust features may be more suitable. For individual users, Apple Notes offers a simpler, solo note-taking experience.
  3. Integration with Other Apps: If seamless integration with a variety of third-party apps is crucial, Todoist provides broader compatibility. Apple Notes, while integrated within the Apple ecosystem, has more limited cross-app integration.
  4. Device Ecosystem: Consider your device ecosystem. If you primarily use Apple devices and value seamless synchronization, Apple Notes aligns well with the iOS and macOS ecosystem. Todoist offers cross-platform accessibility for users with diverse device preferences.

FAQs: Todoist vs. Apple Notes

Here are answers to some of the common questions.

  1. Can I use Todoist on Android devices?
    • Yes, Todoist is accessible on Android devices, providing cross-platform compatibility.
  2. Does Apple Notes sync across devices?
    • Yes, Apple Notes seamlessly syncs across all Apple devices through iCloud, ensuring a unified note-taking experience.
  3. Can I collaborate on notes using Apple Notes?
    • Apple Notes has limited collaboration features, making it more suitable for individual note-taking rather than collaborative projects.
  4. Is Todoist suitable for personal use?
    • Absolutely, Todoist is versatile and can be effectively utilized for personal task management and organization.
  5. Can I access Apple Notes on a Windows PC?
    • Currently, Apple Notes is primarily designed for use within the Apple ecosystem and may not have native support on Windows PCs.

Todoist vs. Apple Notes: Takeaway

If robust task management, collaboration, and integration with third-party apps are paramount, Todoist emerges as a compelling choice.

On the other hand, if versatile note-taking within the Apple ecosystem is your priority, Apple Notes provides a seamless and integrated solution.