If you’re considering ClickUp, we get it – it looks powerful. Packed with features, dashboards, automations, and integrations, it promises to be the one tool to rule them all.
The promise is appealing: one tool to rule them all. But when “everything” becomes “too much,” clarity suffers.
For growing teams, more isn’t always more. It’s like using Photoshop to write a grocery list – technically possible, but painfully overengineered.
Todoist offers something different: a simple, powerful task manager your whole team will actually use – and love using.
Let’s break it down.
| Category | Todoist | ClickUp |
|---|---|---|
Setup & Onboarding | Simple enough for any team to adopt in an afternoon | Requires training to navigate feature complexity |
UX & Navigation | Clean, clutter-free interface | Dense UI with steep learning curve |
Collaboration | Built for anytime teamwork & shared clarity | Robust real-time tools, but cluttered UX and scattered features often dilute true team alignment. |
Feature Philosophy | Simple, then powerful – never bloated | "All-in-one" means all the complexity too |
Price & Value | Affordable, scalable, predictable | Complex pricing tiers, where added feature depth often means paying for tools your team will never use |
AI | Easy-to-use automation that supports human intention | Sporadic AI tools with limited context and hit-or-miss results |
Brand Experience | Trusted by millions, fiercely user-first | VC-fueled and startup style – often prioritizing growth over polish and consistency |
Why Small Teams Choose Todoist Over ClickUp
✅ Easy Adoption Across the Team
With Todoist, no one needs a walkthrough just to create a task. It’s simple enough that people actually use it, and powerful enough that they keep discovering new ways to get more done – without ever feeling lost.
🌐 Built to Flex Across Work and Life
Todoist isn’t just for work tasks. It handles your work projects and personal checklists in one calm, structured place. Because let’s face it: sometimes your life doesn’t stop when work starts – like when your proposal is due, the cat’s missing, and your kid needs cupcakes for school. Today.
🧠 AI That Stays in the Background
Rather than burying users in complex automations or AI dashboards, Todoist uses intelligence to reduce friction where you actually need it. Think: smart date recognition, breaking big tasks down into smaller steps, and global Quick Add so you can get tasks out of your mind and into your system anywhere, anytime.
💡 Project Management That Doesn’t Become the Project
Todoist is especially loved by teams that don’t have time to manage their task manager. You won’t find yourself hiring a ClickUp specialist to help make your projects manageable.
Note
We moved from ClickUp to Todoist and never looked back. Our whole team adopted it in days – no training, no friction.
Where ClickUp Might Be the Better Fit
We’ll be the first to say: ClickUp might be a great fit if your team loves building intricate systems as much as doing the work itself. If you're the kind of company with a full-time tool ops person and a passion for customizing every workflow nuance, ClickUp could be your playground.
It just depends on what kind of complexity your team is ready – or willing – to manage.
Todoist: The Sweet Spot for Growing Teams
Todoist hits the balance SMBs are looking for:
Simple enough for the whole team to start using today
Powerful enough to handle multi-stage projects, clients, and shared workflows
Thoughtful enough not to drown you in features you don’t need
We built Todoist for people who want clarity, not chaos – for teams who want to spend less time managing their tool and more time making progress. Because your team deserves more than just another tool. It deserves a calm, confident partner. ClickUp is a bit like renting a stadium just to run a team meeting. With Todoist, you get the clarity, speed, and focus your team needs to actually get their work done. ✅
Frequently Asked Questions
Q: Can Todoist really replace ClickUp for team project management?
A: Yes — especially for growing teams who value simplicity and adoption over deep customization. Todoist gives you structured projects, shared views, and real-time sync without overwhelming setup or training.
Q: What kind of teams use Todoist instead of ClickUp?
A: Teams at design studios, consultancies, startups, and SMBs often prefer Todoist for its balance of clarity and power. If your team needs structure without overhead, it’s a better cultural fit than ClickUp.
Q: Does Todoist have team templates like ClickUp?
A: Absolutely. Todoist offers a range of ready-made templates for marketing, operations, product launches, and more — designed to help teams start fast and adapt easily.
Q: Is Todoist’s AI as powerful as ClickUp Brain?
A: Todoist’s AI focuses on utility, not flash. Think smart date recognition, natural language task input, and Quick Add — simple tools that help you move, not manage complexity.
Q: How easy is it to onboard my team to Todoist?
A: Very easy. Most teams start using Todoist the same day — no training manuals, no admins required. Invite your team, share a project, and you’re up and running.
