Project Management

5 Top-Rated and Free Task Management Software Tools

Published by in Project Management

These free task management tools get an overall rating of 4 out of 5 stars from thousands of users.

Small-business project managers often use spreadsheets to track their team’s tasks, a cumbersome and time-consuming process for both managers and team members.

To make processes more efficient, project managers should use task management software to automate task tracking and visualize task status. These solutions come with features such as built-in calendars and Kanban dashboards, which help managers track tasks more effectively than manual spreadsheets.

If you’re worried about affordability, never fear! Many task management solutions on the market offer free versions, which allow businesses to start using the software right away without spending a fortune.

In this article, we will look at five top-rated free task management solutions (presented alphabetically) in Capterra’s directory, each of which has an overall user rating of at least 4 out of 5 (read more about our methodology here).

See all free task management tools

This article looks at five highly-rated free task management software options. See the full list of free task management tools in Capterra’s software directory.


top five free task management software ratings


Asana is a cloud-based task management solution with features including task scheduling, task list and calendar views, Kanban boards, and project briefs. Asana is a robust solution and collaboration tool with capabilities beyond just task management, including workflow and project portfolio management.

Asana’s free version includes the following features:

  • Unlimited tasks
  • Unlimited projects
  • Unlimited messages
  • Unlimited activity logs
  • Unlimited file storage (100MB per file)
  • Support for up to 15 users

Cost to upgrade: The starting price for their Premium version is $10.99/user/month, and their Business version starts at $24.99/user/month. They offer a free trial of their paid version. Discounts are available with annual subscriptions.

Asana made Capterra’s 2020 Top 20 list for four software categories, including task management. You can check out each report here:

Asana task management software

Inbox with new tasks in Asana (Source)

Looking for products with similar features? These Asana alternatives might be what you are looking for.

Evernote is a cloud-based task management tool that allows users to create documents, collaborate on projects, and store information all in one place. Teammates can access, edit, upload, and share notes and files from any device. You can share notes and notebooks with others even if they don’t use Evernote.

Evernote’s free version includes the following features:

  • Sync your account with up to two devices (mobile, desktop, or web)
  • Search notes (tasks) using task tags
  • Scan handwritten notes, whiteboards, and receipts
  • Clip web pages
  • 25MB maximum note size
  • 60MB monthly upload limit

Cost to upgrade: Their Premium version costs $7.99/user/month, and their Business plan is $14.99/user/month.

Evernote mobile and desktop task management

Mobile and desktop notes in Evernote (Source)

If you want to take a look at software solutions with similar features, these Evernote alternatives might be what you need.

Jira, by Atlassian, is designed for agile teams looking to capture and organize tasks (known as “issues” in JIRA), assign work, and track team activity. Jira is widely known for supporting IT development teams but is designed to support any team working on an individual or group project task.

Jira’s free version includes the following features:

  • Scrum and Kanban boards
  • Backlog management
  • Agile reporting
  • Customizable workflows
  • Automation for one project
  • 2 GB file storage
  • Support for up to 10 users (project members)

Cost to upgrade: Starting price for their Standard version is $7.00/user/month for teams between 11-10,000. The next version, Premium, starts at $14.00/user/month. They do offer an Enterprise version, and pricing is available via a custom quote on their website.

Jira made Capterra’s 2020 Top 20 list for six software categories, including task management. You can check out each report here:

Jira kanban board for task management

Kanban task view in Jira (Source)

If you want to take a look at software solutions with similar features, these Jira alternatives might be what you need.

Todoist is a cloud-based task management solution that focuses on simple, intuitive task and project lists. Todoist can be managed across multiple devices, such as your laptop, smartwatch, web browser, and email, so you can create and check off tasks from wherever you are.

Todoist’s free version includes the following features:

  • Up to 80 projects
  • Recurring due dates
  • Task priorities
  • Integration across multiple devices
  • Supports up to five people per project

Cost to upgrade: Their Premium plan starts at $4/user/month, and the Business plan starts at $6/user/month. Discounts are available for annual subscriptions.

Todoist made Capterra’s 2020 Top 20 list for three software categories, including task management. You can check out each report here:

task list in Todoist task management software

Task lists in Todoist (Source)

Interested in products with similar features? These Todoist alternatives could be what you are looking for.

Trello, by Atlassian, is a cloud-based task management system that offers flexible features that are intuitively simple and encourage personalization. Tasks are created as “cards” and managed on a Kanban board.

Trello’s free version includes the following features:

  • Unlimited task cards
  • Up to 10 Kanban boards
  • 1 Power-Up per board
  • Unlimited storage (10MB/file)
  • 50 automated command runs per month
  • Unlimited activity log
  • Assignee and due dates
  • Unlimited users

Cost to upgrade: Their Business Class version is $12.50/user/month. They also offer an Enterprise version with pricing quotes available by request on their website. Discounts are available for annual subscriptions.

Task list in Trello

Kanban board in Trello (Source)

If you need to compare other options with similar features, these Trello alternatives are a great place to start.

Check out our task management software buyers guide if you want answers to basic questions about this software category.

How to choose the right free task management tool for your business

These considerations can make picking a task management tool a little easier:

  • Consider the size and future growth of your business. Task management software that offers basic features are best for small businesses or small teams that don’t run complex projects.
  • Check the cost to upgrade. Ask the vendor for a breakdown or comparison of the features offered in the paid pricing models of each task management tool you consider, as well as any upfront costs. While many solutions are cloud-based nowadays, there may still be unexpected costs such as training or regular system updates that you could be charged for. Be sure to have the vendor provide all of this information before purchasing.
  • Ask about integration options, if needed. Many businesses, regardless of size, might already be using one or more collaboration tools to manage tasks, and this will need to be reconciled prior to implementation. You’ll need to either get all employees to switch to the new system or integrate the new software with the one(s) already in use. Be sure to ask the software vendor whether or not their solution integrates with your existing tools before purchasing.

Common questions to ask while selecting a free task management tool

You’ll likely have many questions when selecting free task management software, but there are a few critical ones you want to be sure not to overlook. It’s important to get clear and documented answers from software vendors. Here are a few key questions to consider asking:

  • Can I easily create customized reports? You should always be able to get to your own data. If you’ll need the vendor or a software developer to build new reports, that will cut into your return on investment (ROI).
  • What percentage of your current customers are paying for an annual support contract? This will give you a fair idea of customer satisfaction. If the vendor doesn’t provide this information, it could be a warning sign of poor customer satisfaction and/or service.
  • Can I chat with a customer who has deployed your tool recently? If the vendor avoids answering or is uncomfortable with you talking with a recent customer, that could be a red flag. It’s possible they are concerned that you will uncover some product or service issues, and this could be enough to encourage you to pass on that particular product.

How we evaluated products

We updated this article on March 12, 2021 with new software options and removed software that no longer meets our market definition, was outdated, or no longer free.

We evaluated the products in Capterra’s task management software directory (as of March 5, 2021) to determine if there was a free version and if it met our inclusion criteria.

Free products: For the purposes of this article, we classified a product as free if:

  • It offers a free, stand-alone version of the software.
  • It is not a trial version of the software where you must purchase a product version after a limited amount of time.

Criteria: Once a tool was classified as free, we analyzed that tool according to the following criteria:

  • It has at least 10 reviews published on Capterra’s site in the past six months (since September 1, 2020).
  • It has an overall user rating of at least 4 out of 5.
  • It meets our task management software definition.

Is it task management software? We evaluated verified free products with at least 10 reviews against our task management software definition:

Task management software helps individuals and teams organize, manage, and complete tasks. These tools allow users to create tasks, track task progress, and collaborate in groups.

This check verified basic task management capabilities and appropriateness for the category.

Products were classified as task management software if they contained all of the following core features:

  • Task scheduling: Create a task; assign to a user; schedule a due date. Add a description of the task and designate the task as part of a project.
  • Task progress tracking: Show task progression as “percent complete,” using a percentage, a fraction, or with shading. View task history and setup alerts/notifications.
  • Task editing: Move single or multiple tasks using drag-and-drop or copying a task list. Select multiple or individual tasks and “bulk edit” or assign new designations such as task labels, task priority, etc.


The content in this piece that provides opinions and points of view expressed by users does not represent the views of Capterra.

Looking for Project Management software? Check out Capterra's list of the best Project Management software solutions.

About the Author

Olivia Montgomery, PMP

Olivia Montgomery, PMP

Senior Content Analyst at Capterra sharing insights about project management and small business digital transformation. Studied English at the University of Nevada. Published in TechRepublic, CIO Dive, and TrustRadius. I pull from my experience as an IT PMO leader and my humanities studies to deliver data-driven insights for small business leaders. When not researching tech trends, you can find me horseback riding or watching horror films.


Comment by Vera Malson on

I’d suggest another Weeek to your list. The team and I gave him the offer. Flexible boards, convenient tariff. Recently, we got our own pomodoro inside, it’s a rescue in favor of effective work.


Comment by Tirena Dingeldein on

Unfortunately Taagly doesn’t have enough reviews to be included in our methodology yet. If you love Taagly, leave a review and help them make it one step closer to being on our list!


Comment by Karol Zimmer on

You forgot about one of the best project management
Very easy to use and amazing design. Advanced tag module, and live raport are very useful.


Comment by Victor S on

A great free task management app is KanbanFlow. It’s very intuitive and easy to use. The free version has a lot of features — even some limited time tracking. For my needs it’s largely sufficient. Check it out!

Comment by Sasha Williams on

From the programs listed above I’ve only tried Trello and I’m not a big fan of it. I found it quite confusing to understand which tasks were assigned to me. Sometimes I got such a huge amount of notifications that I even gave up reading all of them. Some time ago I discovered and it’s so much easier to use, in my opinion. I actually knew what to do with the board right after looking at it for the first time. It allows me to track the time I spend on working and in general, it’s so helpful. You can have a free account (2 users and 2 boards max – if that’s not enough, you can have a free trial version and see if you like it or not).


Comment by Patrick Black on

This is a super old article, but I HIGHLY HIGHLY recommend ClickUp. Freemium (with little need to upgrade), packed full of features but still easy to use. Simply the best in my opinion.

Comment by Harry Stark on

You should try Dooster! Just started a new job as the general manager of an online retailer and warehouse and it’s made learning everything and setting projects and tasks such a doddle.

Comment by Krishna Jani on

Nice content we are also working on CA Virtual Manager – CA Office Management Software

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Comment by Lenna Reichmann on

Hey, Rachel, nice list.

My team is a heavy Trello user when it comes to sorting and organizing our tasks and projects and keeping track who’s doing what and when it is due. Honestly, without Trello I don’t know what our productivity would look like. We also pair this app with an API called Process Street:

This is our main tool when it comes to actual execution of daily tasks and routine processes as well as housing our several forms and documentation.

Comment by Alex on

We are using, it’s free and easy to use. Maybe not best Task Tracking software, but it’s really easy.

Comment by Akshay on

Nice list. I have been using Pi Reminder app from a while and it’s quite good. It helps me set reminders and add tasks for my family members as well. They had there app in Android as well as Chrome Extension and web. Hope they will release the iOS version soon as my sister is an iPhone user.


Comment by Cloyd Hane on

This post really helped me to find out the Task Management Software very quickly. I would like to add up one more task management Software to this list

Comment by Mike on

Seems an easy feature in a project management software, but I’ve not seen a tool yet that has the following (perhaps my nomenclature is incorrect): I have an annual schedule of tasks that need to be performed throughout the year every year, and performed by various persons in the organization. I would like to automatically send reminders to the specific team members responsible for the task – and just those listed, usually just the PM.

In conjunction, or even instead, the tasks would show up on a calendar, but the calendar would JUST show the tasks for which a person is listed (as the PM, for example). With notifications sent out so that staff cannot say that they didn’t see the calendar item. We use Google calendar.

Any ideas?

Comment by Megan Wale on

Smart-sheet is one good website for task management.
As a project manager i used to communicate with my off-shore team using smart-sheet backlogs.
More smart-sheet review read here-

Comment by Suresh on

Useful list of task management tool. You also like simple task management tool to make line up your team to task, provided by Find out the full feature list to

This is free to start with, and you can run task under project and individual task for any team member.

Comment by Michelle Jones on

Thanks for the great list! I used several task management tools before and recently I’m using PlanCentral which is one of the most affordable and useful apps available that i’ve come across. It combines tasks, chat and file combined in one app.


Comment by Rachel Burger on

Thanks for the recommendations!

Comment by Nick on

Great list! If you like visual tools, I’d suggest to check out and Both are awesome task management apps with lots of features.

Comment by Bryan Jamison on

Found this app that works perfect.

It has Tasks, Chat and Files together and its ultra simple….and its free which is great for freelancers and small teams.

Comment by Divya on

Thanks for the list. I’d like to recommend ProofHub here. It’s a very efficient and features rich team & task management app to keep scattered teams together. Task management, proofing, calendar, files, notes, time tracking, it has it all. You can download it on your mobile phones too. Check out:

Comment by Mark Brownlee on

Task Manager 20|20 team task management software from now has a free single-user version.

Comment by Mark Brownlee on

Task Manager 20|20 award-winning team task management software now has a free single-user version available at

Comment by Remington Duffy on

We use Hitask for our task management solution. We even found the software from your website. I’m surprised it hasn’t been added to the list.

Comment by Justin McDonald on

I’m currently setting up a task list to coordinate with outlook for a flooring store and as a manager I’m looking for the best way to accomplish a smooth transition from customer to accounting to scheduling jobs. I’m currently using Wunderlist and outlook calander and have to show to my team this week. I think I have most of it figured out but not sure on how to add customer contact info into my list and then to my calendar without sending an email to them when I order,receive, but mabye send them a reminder (pre template) if possible, and then not send as I need to cost job. Also I need it to be easy for my secretary who isn’t that knowledgeable but can catch on. I’m need it to be easy and fluent so I can show my team from customer entry to job installed. How this will help. I think I’m going crazy.


Comment by Roman Roan on

Please include, it has Free Team account option.

Comment by James on

@Canny Weems did you get what you are looking for? we can make you a custom task management according to your requirement. please get back to us if you are intersted.

Comment by Mary Dorreen on

Another tool for this purpose is Zillable. It is a reliable virtual collaboration platform and a project management web application that can help you manage your VAs. It’s the best among all other group task management software that I’ve tried and yes it’s also free!

Comment by Patricia on

If ToDo Cloud has a free version I couldn’t find it.

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[…] “The Top 9 Free Task Management Software – Capterra Blog”. Retrieved […]

Comment by Matic on

Those are some good ones. I only use 2: DayPipe at for personal time management and team time tracking, and Trello for team time management.

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[…] Start with a plan everyday. Whatever task organizer you choose should be your home base; your place to think, gather your thoughts and launch forth ideas. Add the element of collaboration in there, and you’ve got yourself a support team. We like ToDoist, Asana, and Trello. You can find others here courtesy of Capterra. […]


Comment by Rachel Burger on

Thanks for the recommendation for this other free task tool, Haritha. It looks like Leanzy is still in beta from the site.

Comment by Haritha on

Great information about free task management. I will suggest Ileanzy tool. Please have a look that.

Comment by Laura on

My team uses the Slack App, Workstreams. It combines Slack’s communication and collaboration functions with task management. It collects tasks from your Slack channels and organizes them onto a Kanban board web interface. It’s a great project management tool because it allows you to notify team members, track progress, and prioritize and comment on tasks. It’s also free 🙂


Comment by Kirill Maximov on


If you have a large complex scary project and want to split it into small doable chunks – you need an outliner-like tool. Preferably, with a great keyboard support for fast work. Consider Checkvist, Dynalist, Workflowy – they all belong to this different class of task management applications combined with outliners.

Hope this is helpful to someone 🙂


Comment by Petr Nagy on

Great list! If you are looking for some sort of all-in-one task management app, I would suggest to try Tomatoid (

It combines time tracking, to-do lists and Pomodoro technique.

If you are a freelancer, you may also like the clients/projects management, history and reports or integration with other platforms.



Comment by Rachel Burger on

Thanks for commenting, Nate. After skimming through the website, it seems as though Geo Op is neither free nor a true task management software. This tool would be a better fit for folks looking for field service management software or construction management software.

Comment by Geo Op on

Hey Rachel,
I like you post very much, let me introduce to you a job tracking, workforce management, job management and job scheduling software which is very low in prices. And that one is Geo Op, this software can be used anywhere and anytime.


Comment by Rachel Burger on

Sure thing! I’d look through Capterra’s project management software and task management software directories. There are a ton of options depending on your budget, and a lot of free tools charge for that kind of integration.

I’d start with:

  • DropTask
  • Todoist
  • Project in a Box
  • You could also reach out to the folks at Software Advice who give free tailored product recommendations (they make their money off lead recommendations so you don’t need to pay anything).

    Comment by Renata Colla on

    hi, thanks for the insightful article. I am after a collaborative tool to manage team’s tasks and projects which integrates with outlook. Any suggestions?


    Comment by Richard Davies on


    Thanks for a great article. I am specifically looking for a tool that will help me manage mine and my teams recurring duties – so more administrative focused than one-off projects. We find that we are often forgetting to do some pretty basic (but important!) duties so it would be good to be able to get some help



    Comment by Grant on

    Thanks for detailed write up Rachel! I’m very late in on this, hope you or someone else can still help?

    I need to create weekly role based reoccurring tasks/miniprojects for staff. I.e. Marketing guy has standard tasks each week, newsletter, update social etc. can you suggest which of your selected free programs I can use to create reoccurring tasks with a bit of collaboration?

    It will basically help me to enforce “standard operating procedures” needed to complete each reoccurring project automatically each week without me reminding staff and going crazy! :))


    Comment by Brad Regan on

    Hi, I have a kitchen maker who really wants the most simple online job calendar scheduling tool for him and his key manager. They really don’t want much more than a shared Outlook calendar, that they can drag projects from one day to the another, extend the days required for a project, etc. It just needs to be a good visual calendar for showing which projects are being managed & installed in the coming months. I’m leaning towards Resource Guru- any other suggestions?
    Many thanks,

    Comment by Brendan Sheppard on

    Hi everybody, does anybody know a task management tool that allows one a single task to multiple people, and be able to see who has marked as complete?

    I understand this goes against the way projects are generally run, however when it comes to office admin this is something I require. For example, I have a single report I want to send to a group, and have then mark as complete when they have actioned their sections. Setting up a task per person is a lot more work.

    Any suggestions?

    Comment by Jorg Geerlings on

    After trying (almost) all of them over 20 years, I use now happily Remember The Milk.
    If you’d like to know why :


    Comment by Rachel Burger on

    I glanced at it; the pricing structure and features aren’t really appropriate for the article.

    Comment by Ana Alexandrova on

    Hi Rachel, thanks for the cool list. I’d also like to suggest – another tool for task management. It works inside Gmail and allows to collaborate in small teams. I really recommend to check it out and would like to know what do you think of it.

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    Comment by Hitesh Aasnani on

    I have been in the software industry from 2 years and till now to manage tasks you need a function which allows you to create and assign tasks, with subtasks or lists and with the context to share the status and files, records activities & reminds you of deadlines. is the tool that does the trick. Sleek tool with natural language processing, works the way you do. Has detailed task management where you can assign tasks in a group, to individuals, share files know statuses and get deadline reminders with a personal assistant bot. Also on top of all the features it has chats & integrations to help in hassle free task management.

    Comment by Navneet Kumar on

    Wonderful article with wonderful readers !
    We are developing a Team and Project Management Software.
    Your article gives us a deep insight into what is being offered and the comments give a better insight into the facts that could not be included in the review.
    Very nice, very useful

    Comment by M. Wilsqn on

    Great List!

    Though for those that may still reference this article, I’d highly recommend:


    Each is packed with nearly all features listed by those in the article, comment section, and product websites. And for those that are forced to use micros0ft, IQTELL has email support for microsft (EAS) exchange active sync – which is highly beneficial

    Comment by Kane on

    Thanks for the great list. I really like to plan daily to-do list. A simple day-to-day free task planner.

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