project management tool · head to head
Smartsheet vs Todoist
Smartsheet
SituationalAhead on 3 of 6 scored axes
Read the full Smartsheet review →Comparison Summary
Smartsheet scored 6.0 and Todoist scored 5.5 on our project management tool test script.
Smartsheet: Smartsheet is a spreadsheet that runs projects: pasting or importing our data was the easiest of any app we have tested, dependencies rescheduled tasks properly, and its AI was the only one to get everything right and create subtasks on request. But there is no free plan, recurring tasks are missing, the interface switches between a new and a classic look, and the Windows app we tested is being retired in January 2027.
Todoist: Todoist is the quickest way we found to type a project in: one paste turned 40 lines into dated, prioritised tasks, repeating tasks are effortless, and the Windows app is light and starts in under two seconds. But it is a task list, not a project tool. The free plan stops at 5 projects and 300 tasks per project, our ordinary CSV was rejected, there is no automation, Gantt or dependencies, the calendar layout and AI are paid, and every free-team invitee becomes an admin.
Editor's Verdict
Choose Smartsheet if…
Best for: Teams who already think in spreadsheets and want Gantt charts, dependencies and automation on top, and are happy to pay and use it in the browser.
- Paste a spreadsheet and the project is built: 40 rows with phases, dates and priorities in one go
- CSV import mapped all 7 columns itself; 200 of 200 rows came back identical in the export
- Dependencies reschedule tasks automatically and skip weekends
Choose Todoist if…
Best for: Individuals and very small teams who want a fast, tidy task list with dates and repeats.
- One paste turned 40 lines into tasks with the right dates and priorities
- Natural-language dates and repeats, such as “every monday”
- Light, fast desktop app: window in 1.6 s, under 1 GB of memory
Head to Head
Task by task
The same prompts, pasted word for word into each app on a clean Windows 11 PC. On the 8 tasks both apps were graded on, Smartsheet completed 4 and Todoist completed 1.
| Task | Smartsheet | Todoist |
|---|---|---|
| P1 · Build a project | Pass≈ 5 min | Pass≈ 8 min |
| P2 · Views | Partial≈ 6 min | Partial≈ 3 min |
| P3 · Rules | Partial≈ 12 min | Partial≈ 5 min |
| P4 · 200-row import | Pass≈ 2 min | Fail≈ 5 min |
| P5 · Scale | Pass≈ 2 min | Fail≈ 3 min |
| P6 · Permissions | Partial≈ 3 min | Partial≈ 6 min |
| P7 · AI | Pass≈ 4 min | Fail– |
| P8 · Leave | Partial≈ 4 min | Partial≈ 5 min |
Measured on the same PC
| Measurement | Smartsheet | Todoist |
|---|---|---|
| Installer | 91 MB | 224 MB |
| Admin rights | No | No |
| On disk | 379 MB | 636 MB |
| Starts with Windows | No | No |
| 40-task project | ≈ 5 min | ≈ 8 min |
| 200-row import | 200 / 200 | Rejected |
| 500-row import | 500 / 500 | 0 / 500 |
| Cold start | ≈ 14 s | 1.6 s |
| Memory | 1.1 – 1.6 GB | 0.8 – 0.9 GB |
| Automation rule | ≈ 5–10 s | None |
| Left after uninstall | ≈ 87 MB | ≈ 214 MB |
Pros and cons
Smartsheet
+ What works
- Paste a spreadsheet and the project is built: 40 rows with phases, dates and priorities in one go
- CSV import mapped all 7 columns itself; 200 of 200 rows came back identical in the export
- Dependencies reschedule tasks automatically and skip weekends
- Smart Assist got the summary and overdue answer right, and created subtasks after asking
- Per-user install with no admin rights; uninstall removes almost everything
− What falls short
- The Windows desktop app is being retired on or after January 6, 2027
- No free plan: Pro starts at $9 per member a month, billed yearly
- No recurring tasks; workflows can remind you but not create a task
- Two interfaces: Calendar, Gantt and settings open in the older classic view, which needs saving by hand
- Gantt needs a second date column, and Ctrl+V did not paste in the new table view
- No CSV export; Excel, Google Sheets or PDF, one sheet at a time
Todoist
+ What works
- One paste turned 40 lines into tasks with the right dates and priorities
- Natural-language dates and repeats, such as “every monday”
- Light, fast desktop app: window in 1.6 s, under 1 GB of memory
- Did not add itself to startup or the firewall
- Pro is cheap at $5 a month billed yearly
− What falls short
- The CSV import only accepts Todoist's own template; our spreadsheet was rejected
- Free plan: 5 projects and 300 tasks per project; a 500-row import brought in nothing
- No automation rules, no dependencies and no Gantt or timeline view
- Calendar layout, AI (Task Assist) and backups are paid
- On a free team every invitee becomes an admin; the Member role is paid
- CSV exports use relative dates by default
Privacy and security
What we saw on our own test PC. Each review also lists what the vendor states about data handling, training and certifications.
Smartsheet
Signed installer
The installer is signed by Smartsheet Inc with a valid certificate.
No background services
The app added no startup entry, services or listening ports.
Clear sharing roles
Admin, two kinds of Editor, Commenter and Viewer, per sheet or per workspace.
EU data region
Sign-up offered a European Union data region (app.smartsheet.eu), which our account used.
Todoist
Signed installer
Signed by Doist Inc. with a DigiCert certificate.
No startup entry or firewall rules
“Launch at startup” is off by default, and no firewall prompt appeared.
Admins by default
On a free team every invitee is an admin, and a team join link is on by default.
Extension permissions
Task Assist asked for access to read and update all tasks, projects, labels and filters.
Features & Pricing
| Smartsheet | Todoist | |
|---|---|---|
| Web | ✓ | ✓ |
| Windows | ✓ | ✓ |
| macOS | ✓ | ✓ |
| Linux | — | ✓ |
| iOS | ✓ | ✓ |
| Android | ✓ | ✓ |
| Free plan | — | ✓ |
| Paid from | $9/mo | $5/mo |
Smartsheet plans
- Pro$9/member/mo
- Business$19/member/mo
- EnterpriseContact sales
- Advanced Work ManagementContact sales
From Smartsheet's pricing page, checked Oct 30, 2026.
Todoist plans
- Beginner$0
- Pro$5/mo
- Business$8/user/mo
From Todoist's pricing page, checked Oct 31, 2026.
Cost for your team
- Todoist$300per year
- Smartsheet$540per year
Cheapest paid plan × seats × 12, at list price. Annual discounts and volume deals not included. Todoist also has a free plan.
Who makes them
- Company
- Smartsheet:Smartsheet Inc.
- Todoist:Doist Inc. (Todoist)
- Headquarters
- Smartsheet:Bellevue, Washington, USA
- Todoist:Remote-first company, incorporated in Delaware, USA
- Founded
- Smartsheet:2005
- Todoist:2007
- Funding
- Smartsheet:Listed on the NYSE in 2018; taken private by Blackstone and Vista Equity Partners in 2025.
- Todoist:Developed without formal venture funding.
Timelines, official links and sources are in each review: Smartsheet · Todoist.
Read the full reviews
This page compares the two side by side. Each full review has the complete test log, every screenshot, the scoring notes, pricing, security and company details.
Smartsheet reviewSituational 6.0 Smartsheet is a spreadsheet that runs projects: pasting or importing our data was the easiest of any app we have tested, dependencies rescheduled tasks properly, and its AI was the only one to get everything right and create subtasks on request. But there is no free plan, recurring tasks are missing, the interface switches between a new and a classic look, and the Windows app we tested is being retired in January 2027. Read the full review → Todoist reviewSituational 5.5 Todoist is the quickest way we found to type a project in: one paste turned 40 lines into dated, prioritised tasks, repeating tasks are effortless, and the Windows app is light and starts in under two seconds. But it is a task list, not a project tool. The free plan stops at 5 projects and 300 tasks per project, our ordinary CSV was rejected, there is no automation, Gantt or dependencies, the calendar layout and AI are paid, and every free-team invitee becomes an admin. Read the full review → Project Management Alternatives
ClickUp Recommended Small teams that want lists, boards, Gantt charts, automations and AI in one free workspace and do not mind a busy, heavy app 7.4 Read reviewReview 
Notion Situational Individuals and small teams who want tasks living next to their docs and wiki, and who are happy to build their own setup 6.9 Read reviewReview 
Airtable Situational Teams who want a flexible database behind their projects, with automations and reliable CSV in and out 6.8 Read reviewReview 
