The Ultimate Guide to the Best Tasking Software for 2025

Picture your most productive day: Every team member knows exactly what to do. Tasks flow smoothly between shifts. Nothing gets forgotten. Your morning starts with confidence instead of chaos.

For most local business owners, that feels like a distant dream. Between managing inventory, coordinating staff, and serving customers, keeping track of who's doing what can feel overwhelming. That’s where tasking software comes in.

And the good news? Tasking software changes everything.

This guide helps you find the perfect tasking software—so you can spend less time managing tasks and more time growing your business.

TL;DR: Find the right task management software for your small business

Task management software helps small businesses organize projects, track progress, and automate repetitive work so teams stay aligned and productive. Picking the right one is key. 

What should you look for in a task management software?

• Task creation and delegation that clearly assigns work so nothing slips through the cracks.
• Collaboration tools to keep all of your chats and files in one place.
• Automation that handles recurring check-ins and routine workflows so you don’t have to.
• Sophisticated reporting and analytics that track task progress and spot issues before they become bigger problems. 

Quick look: The top 10 task management tools

• Asana: Great for collaboration and visual project tracking—it turns big projects into clear, easy-to-follow workflows.
• Trello: Great for small teams that use simple Kanban boards to stay organized.
• ClickUp: All-in-one platform for managing tasks, tracking time, and reports.
• Monday.com: Custom workflows that fit any team size or industry.
• Wrike: For larger teams needing advanced reporting and approvals.
• Todoist: Simple task lists that sync everywhere for individuals or freelancers.
• Smartsheet: Uses a familiar spreadsheet layout to manage tasks, automate workflows, and share reports.
• Airtable: Blends spreadsheets and databases to organize and link tasks your way.
• Teamwork: For client-focused teams that need time tracking and invoicing.
• Zoho Projects: Budget-friendly and works seamlessly with other Zoho tools.

Every team works differently, so the best task management software is the one that best fits yours. Let’s take a closer look at how today’s top tools simplify projects and boost productivity.

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Tasking software: What you need to know

Tasking software (also called task management software, to-do list apps, or task organizers) helps you organize, assign, and track work—so nothing slips through the cracks.

Quick picks to get you started:

• Solo work: Todoist, Things—simple personal task management
• Small teams: Asana, Trello—visual collaboration that just works
• Hourly teams: Homebase Task Manager—works with your scheduling and time clocks so tasks match who's actually working
• Growing companies: Wrike, Monday.com—powerful tools that scale with you

Free vs paid: Start free and see what clicks. Most tasking software runs $4-10 per user monthly.

Here's what matters for hourly teams: When your tasking software connects with your scheduling system, your opening crew automatically sees their opening checklist. Everyone knows what to do without asking.

Task management vs project management: What's the difference?

Tasking software handles your everyday rhythm. Opening checklists. Daily inventory counts. Shift handovers. It's your playbook for making each day run smoothly.

Project management tools are for the big stuff—complete with budget tracking, Gantt charts, and resource planning. Perfect for one-time initiatives like launching a new menu or opening your second location.

For most local businesses, tasking software handles everything you need day-to-day.

Types of tasking software: Finding your perfect match

To-do list apps vs task management software

To-do list apps keep things simple. Personal tracking, lists, reminders—like having a smart digital notepad.

Task management software brings your whole team into the picture with collaboration tools, task assignment, and automation.

Start with a to-do list app when you're working solo. Level up to task management software when your team needs to coordinate.

Personal vs team vs employee task management

Personal tasking software works great for managing your own workload.

Team task management adds shared views, task assignment, and communication so everyone stays aligned.

Employee task management takes it further for shift-based businesses. Tasks automatically align with who's working each shift.

Mobile vs web-based solutions

Task manager apps prioritize mobile design—perfect for teams always on the move. Online task managers offer desktop power for detailed planning.

Most modern tasking software works seamlessly across devices. Pick the tool that meets your team where they work.

Free vs paid: When to upgrade

Free plans are genuinely useful—you get task creation, team collaboration, mobile access, and some integrations.

Consider upgrading when you want: Automation that saves hours every week, unlimited projects and storage, advanced reporting, priority support, or admin controls. The best tasking software grows with your needs.

Features of the best tasking software

Task creation and delegation

Create a task, assign it to the right person, and track it to completion. Clear ownership means nothing gets dropped.

Collaboration tools

Keep conversations right next to the tasks they're about. No more digging through email threads.

Automation for recurring tasks

Your opening procedures happen the same way every morning without you rebuilding them.

Reporting and analytics

See which tasks consistently run behind, spot bottlenecks before they become problems, and understand your team's real capacity.

Integration capabilities

Connect with tools you already use—Slack, Google Workspace, your calendar. The best tasking software integrates seamlessly so everything works together.

Best tasking software for 2025

Find the best tasking software for different team types and budgets. Here's what made the cut.

Best for hourly teams

1. Homebase Task Manager: Best all-in-one for hourly teams

Here's what makes Homebase different: Your tasks, scheduling, and time clocks all work together automatically.

What you get: Assign tasks by role, department, or individual. Build repeatable templates. Access everything from your phone. Seamless scheduling and time tracking integration. Team communication in one place.

Why teams love it: Zero app fatigue. Your team already uses Homebase to clock in and check schedules, so tasks live where they're already looking. Opening crew sees opening tasks. Closing crew sees closing tasks.

Perfect for restaurants managing opening and closing checklists, retail coordinating daily tasks across shifts, and service businesses keeping hourly workers aligned.

What to know: Built for hourly operations. If you're not managing shift workers or need complex project management features, other tools might fit better.

Price: Free plan available (Basic). Task Manager add-on: $13/month per location, or included with paid plans starting at $24/location/month.

Best general-purpose options

Not managing shift workers? These general-purpose tasking software options work great for various team types.

2. Asana: Best for collaboration and visual project tracking

Asana excels at turning complex projects into workflows everyone can follow.

What you get: Multiple views (lists, timelines, Kanban), subtasks and dependencies, custom workflows, 200+ integrations.

Why teams love it: Rich collaboration features. Flexible views. Powerful work management software for structured teams.

What to know: Can feel overwhelming for simple needs. Best for teams who need comprehensive tasking software.

Price: Free plan available. Premium starts at $10.99/user/month.

3. Trello: Ideal for smaller teams with Kanban-style boards

Trello makes visual organization simple with boards you understand at a glance.

What you get: Drag-and-drop boards, automation with Butler, templates, external collaboration.

Why teams love it: Practically zero learning curve. One of the most intuitive tasking software options available.

What to know: Basic reporting. Large projects can get cluttered.

Price: Free plan available. Plans start at $5/user/month.

4. ClickUp: All-in-one for task management and time tracking

ClickUp combines task management with time tracking.

What you get: Customizable views, built-in time tracking, custom dashboards, automations, document collaboration.

Why teams love it: One subscription replaces several tools. Excellent customization.

What to know: Learning curve. Busy interface can overwhelm new users. Worth the investment if you need powerful tasking software.

Price: Free plan available. Paid plans start at $7/user/month.

5. Monday.com: Customizable workflows for various industries

Monday.com adapts to match how your business operates.

What you get: Drag-and-drop workflows, multiple view formats, automation, real-time dashboards, 40+ integrations.

Why teams love it: Exceptional customization. Visual interface makes complex workflows easy to understand.

What to know: Pricing climbs as you add users and features.

Price: Free plan available. Paid plans start at $9/user/month.

6. Wrike: Advanced features for large teams and enterprises

Wrike handles enterprise-level complexity.

What you get: Custom workflows and approvals, detailed reports, resource allocation, advanced security, time and budget tracking.

Why teams love it: Enterprise-grade features. Excellent security. Scales as you grow.

What to know: Real learning curve. Pricey for smaller teams.

Price: Free plan available. Team plans start at $10/user/month.

Best for individuals

7. Todoist: Simple and effective for individuals or freelancers

Todoist keeps personal task management clean and straightforward.

What you get: Natural language input, recurring tasks, productivity trends, cross-device sync.

Why people love it: Beautifully simple interface. Best task manager for individuals.

What to know: Limited visualization. Basic collaboration features.

Price: Free plan available. Pro plans start at $4/user/month.

Budget-friendly options

8. Smartsheet: Spreadsheet-based task and project management

Smartsheet combines spreadsheets with automation.

What you get: Spreadsheet interface, automated workflows, Gantt charts, version history.

Why teams love it: If you're comfortable with Excel, you'll feel right at home.

What to know: Less intuitive without spreadsheet experience.

Price: Pro plan starts at $9/user/month. Free trial available.

9. Airtable: Flexible database-driven task management

Airtable combines database power with intuitive task tracking software.

What you get: Custom databases, automated workflows, data collection forms, custom reports.

Why teams love it: Unmatched flexibility in organizing information.

What to know: Takes time to set up. Premium features cost more.

Price: Free plan available. Team plans start at $20/user/month.

10. Teamwork: Specifically designed for client-focused businesses

Teamwork balances internal task management with client collaboration.

What you get: Client workspaces, billable hours, invoicing, milestones, workload monitoring.

Why teams love it: Strong client management features. Built-in time tracking and billing.

What to know: Interface can feel cluttered.

Price: Free plan available. Paid plans begin at $10.99/user/month.

11. Zoho Projects: Budget-friendly with solid integration options

Zoho Projects delivers essentials in affordable task management software.

What you get: Gantt charts, issue tracking, task automation, Zoho app integrations.

Why teams love it: Cost-effective pricing. Solid integrations in the Zoho ecosystem.

What to know: Interface looks dated. Advanced features require upgrading.

Price: Free plan available. Premium starts at $5/user/month.

How to choose the best task management software for your small business

Think about your best day last week

Remember that day when everything clicked? Tasks got done, your team knew what to do, nothing got forgotten. That's what the right tasking software helps you create—consistently.

Match your team's reality

Solo workers & freelancers: Start with Todoist. Clean, simple personal task management.

Small teams (5-15 people): Try Trello or Asana. Visual boards keep everyone aligned.

Hourly & shift-based teams: Look for tools that integrate with your scheduling system. When tasks and schedules work together, your team automatically knows what to do each shift.

Growing organizations: Consider Wrike or Monday.com for complex workflows across departments. These enterprise-grade tasking software options scale as you grow.

Mobile-first teams: Prioritize tasking software with robust mobile features.

Budget-conscious teams: Start with best free task management software like Asana, Trello, and Todoist.

Picture six months from now

Choose tasking software that can grow alongside your business. You want tools that work great today and still fit when you've added more team members.

Try before you commit

Most tools offer free trials. Get your team involved early—they're the ones who'll use it every day.

Best practices for using tasking software

Keep training practical and simple

Show your team exactly what they need to know for their role—nothing more.

Create clear guidelines together

Work with your team to decide how you'll assign tasks, update progress, communicate about questions, and handle shift handovers.

"Homebase makes it simple to quickly create schedules with multiple employees on rotating shifts. If any updates are made that create a conflict in the schedule, Homebase identifies and warns of those conflicts." — Stephanie Hannink, Stanislaus Towing Services

Let automation handle the repetitive work

Set up automation for regular check-ins, reports, reminders, and status updates. Good tasking software automates repetitive work so you can focus on what matters.

Use insights to make things better

Look at your reports to spot patterns. Which tasks consistently run behind? Which team members might need support?

Connect everything that makes sense

Sync task deadlines with your calendar. Share updates through team chat. Connect tasks to your time tracking.

For shift-based operations, connecting your tasks with scheduling creates magic—your opening checklist appears automatically when the opening shift clocks in.

Build your team management foundation with Homebase

Tasking software solves one piece of the puzzle. But running a great business takes more than knowing what tasks need to get done.

You also need scheduling that works. Time tracking you can trust. Payroll that doesn't give you headaches. Team communication that keeps everyone connected.

That's why we built Homebase Task Manager to work seamlessly with your scheduling, time tracking, and team communication:

 ✓ Assign tasks by individual, role, or department
✓ Build repeatable templates for recurring checklists
✓ Access everything from your phone
✓ Tasks automatically align with your schedule
✓ One app for everything—no app fatigue

Daily cleaning checklists. Opening and closing procedures. Inventory counts. We keep everything organized without adding complexity.

"Before Homebase I was manually tallying up my team's work hours and entering them into payroll, crossing my fingers I hadn't made any mistakes. Now our entire team logs in and out quickly and easily with the Homebase app, and all I have to do is send their hours to my payroll program with the click of a button." — Kathleen Smith, Smiling Tree Toys

From tasking software to scheduling to payroll—we handle your operations so you can focus on growing your business and taking care of your customers.

Get started free | See how it works

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FAQs about tasking software

What is tasking software?

Tasking software helps you organize and track your team's work. You can create to-do lists, set deadlines, assign tasks to specific people, and make sure nothing gets forgotten.

How does tasking software differ from project management tools?

Tasking software focuses on your daily rhythm—who's doing what and when. Project management tools add complexity like resource planning, budget tracking, and detailed timelines. For most local businesses, task management software covers everything you need.

Can I use tasking software for personal tasks?

Absolutely! Many people use tasking software to organize personal goals, manage household chores, or coordinate family activities. Simple task management apps like Todoist work beautifully for personal use.

What is the best tasking software for small teams?

It depends on how your team works. Most small teams find success with Trello or Asana for general collaboration, or Homebase Task Manager if they're managing hourly workers across shifts. The best tasking software matches your team's workflow.

Are there free tasking software options available?

Yes! Many tools offer useful free plans—enough to create tasks, set deadlines, and coordinate with your team. The best free task management software includes Asana, Trello, Todoist, and ClickUp.

What's the difference between a to-do list app and task management software?

To-do list apps keep things simple—personal tracking with lists and reminders. Task management software brings in team features like collaboration, automation, and reporting. Start with a to-do list app when working solo. Level up to task management software when you need team coordination.

What are the best free task management apps?

The best free task management apps include Asana, Trello, Todoist, and ClickUp. Their free plans offer task creation, team collaboration, mobile access, and some integrations. Upgrade to paid plans when you need automation or advanced features.

Can task management software help with employee task management?

Yes, especially for businesses with shift workers. Employee task management software helps you assign specific tasks to roles or individuals and track completion. For hourly teams, tools that integrate with scheduling automatically show the right tasks to whoever's working each shift. Look for tasking software that integrates with your existing systems.

How do I get my team to actually use task management software?

Keep it simple and make it easier than whatever they're doing now. Show them only what they need for their role. For hourly teams, tools like Homebase work well because your team's already using them to clock in and check schedules.