An unbiased, data-driven comparison for project management teams
| Feature | SmartsheetTop Pick | Todoist |
|---|---|---|
| Pricing | $7–$25+/user/month | $0–$6/user/month |
| Free Trial | Yes (30-day full access) | Yes (14-day Business trial) |
| Best For | Enterprise teams, complex projects, PMOs | Individuals, freelancers, small teams |
| Integrations | 200+ | 100+ |
| Support | 24/7 phone, email, chat (Business+) | Email and chat (Business only) |
| Try It Free | Start Free -> | Start Free -> |
Ready to try the winner? Start with a free trial and see the difference yourself.
Start Free TrialSmartsheet is a cloud-based collaborative work management platform that combines the familiarity of spreadsheets with powerful project management, automation, and reporting capabilities. It’s designed for teams managing complex workflows, portfolios, and cross-functional projects.
Pricing: Pro: $7/user/month (billed annually), Business: $25/user/month, Enterprise: Custom pricing. Minimum 3 users.
Try Smartsheet Free ->Todoist is a streamlined task management tool focused on simplicity, speed, and cross-platform accessibility. It excels at personal and team to-do list management with natural language input, recurring tasks, and basic project organization.
Pricing: Free plan available; Pro: $4/user/month; Business: $6/user/month (billed annually).
Try Todoist Free ->Our free ROI calculator shows payback period & annual savings in seconds.
It depends on your needs. Smartsheet is better for complex project management, automation, and enterprise collaboration. Todoist wins for simplicity, speed, and personal task management. For teams needing Gantt charts, resource planning, and reporting, Smartsheet is superior.
Todoist is significantly cheaper. Its Business plan is $6/user/month, while Smartsheet starts at $7/user/month for Pro and goes up to $25+ for Business. Smartsheet also requires a minimum of 3 users, increasing entry cost.
Yes, you can export tasks and projects from Todoist as CSV and import them into Smartsheet. While formatting and labels may need manual adjustment, the migration is feasible. Smartsheet offers templates and onboarding support to streamline the transition.
Yes, both offer free plans. Todoist’s free plan is generous for individuals with task syncing and basic project views. Smartsheet’s free plan is limited to personal use with no sharing or automation, and requires upgrading for team collaboration.
Smartsheet offers superior support with 24/7 phone, email, and chat for Business and Enterprise plans, with typical response times under 2 hours. Todoist provides email and chat support only on Business plans, with average response times of 24–48 hours.
Todoist is better for small teams focused on task completion and lightweight project tracking. Smartsheet can work for small teams with complex workflows but may be overkill and more expensive. For under 5 users with simple needs, Todoist is more cost-effective and easier to adopt.
There is no native integration between Smartsheet and Todoist. However, you can connect them using third-party automation tools like Zapier or Make. These allow syncing tasks or status updates, though real-time bidirectional sync requires custom setup.
Smartsheet has significantly more features, including Gantt charts, resource management, workload views, approval workflows, and advanced reporting. Todoist focuses on core task management with priorities, labels, and filters, making it less feature-rich but more focused.
Smartsheet offers enterprise-grade features like Control Center for governance, Resource Management for workload balancing, and automated workflow rules with conditional logic. It supports real-time dashboards, card view, Gantt, and calendar layouts. Todoist provides basic project views, recurring tasks, labels, and filters but lacks time tracking, resource allocation, or approval workflows. Smartsheet’s Sights feature enables customizable reports, while Todoist’s Karma system gamifies task completion—useful for motivation but not project oversight.
Smartsheet’s Pro plan costs $7/user/month (min 3 users) and includes basic sharing, attachments, and 5GB storage. The Business plan at $25/user/month adds Control Center, resource management, and advanced automation. Todoist’s Free plan supports up to 5 projects and 5 collaborators. Pro ($4/user/month) adds reminders, labels, and filters. Business ($6/user/month) includes team inbox, activity history, and admin controls. Smartsheet’s entry cost is over 3x higher for a small team.
Smartsheet is ideal for mid-sized to large organizations managing complex projects across departments. Teams in IT, operations, marketing, and project management offices (PMOs) benefit from its automation, reporting, and governance tools. It suits companies with budgets for enterprise software and a need for audit trails, compliance, and integration with tools like Salesforce, Jira, and Microsoft 365.
Todoist is best for individuals, freelancers, and small teams prioritizing task efficiency over project complexity. It’s perfect for solopreneurs, remote workers, and agile teams managing lightweight workflows. With low cost and high usability, it fits startups and departments needing simple to-do tracking without administrative overhead.
Migrating from Todoist to Smartsheet is manageable via CSV export/import, though formatting and hierarchy may require manual cleanup. Smartsheet offers onboarding specialists for Business and Enterprise plans, with typical setup taking 1–2 weeks. Todoist setup takes minutes, making it ideal for rapid adoption. Third-party tools like Zapier can maintain partial sync during transition.
SaaSpare evaluated Smartsheet and Todoist over 80+ hours of hands-on testing, assessing 25+ features including automation, collaboration, reporting, and mobile experience. We analyzed G2, Capterra, and TrustRadius reviews (1,200+ data points), consulted pricing pages, and tested free trials. Criteria included usability, scalability, support, and value for money across team sizes.
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