16 Best Task Management Software for Small Businesses in 2025

Your morning shift starts in 20 minutes, and you're already juggling a dozen things. Two team members called in sick, inventory needs checking, and new hires are waiting for training. Oh, and somewhere in that stack of papers is today's cleaning checklist. Meanwhile, your phone keeps buzzing with updates from the night crew.

Sound familiar? We get it. When you're running a local business, keeping track of who's doing what can feel impossible.

But the best task management software can turn this daily chaos into smooth operations. How do you find one that actually works for your business? We've looked through the countless options available in 2025 to help you choose the best task management software for your business.

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Key features to look for in the best task management software

Let's cut through the marketing fluff and focus on features that actually matter:

User-friendly interface

Your team doesn't have time for complicated software training. Look for a clean, intuitive interface that makes sense from day one. If it takes more than a few minutes to figure out how to create and manage assigned tasks, keep looking.

Think about your busiest shifts—when you need to quickly assign tasks or check what's done. Your task management tool should be as simple as writing a note, but smarter.

The best interfaces show you exactly what you need: tasks due today, who's responsible, and what's already complete.

Customizable workflows

Every business runs differently. A coffee shop's daily checklist looks nothing like a retail store's inventory process. Your task management software should adapt to how you work, not the other way around. Look for tools that let you:

• Create your own task categories.
• Set up custom statuses.
• Design workflows that match your business.

Collaboration tools

Good project management isn't just about to-do lists—it's about keeping your team connected through a versatile task management app. Built-in messaging and file sharing help everyone stay on the same page without endless email chains or confusing group texts.

Smart integrations

Your project management app should play nice with tools you already use. When everything connects smoothly, you spend less time copying information between apps and more time running your business.

Look for integrations that matter, like::

• Calendar sync for deadlines and important dates.
• Chat apps for quick team updates.
• Scheduling tools to align tasks with shifts.
• Time tracking to connect work done with hours worked.

Scalability

Starting small doesn't mean staying small. Your workflow management tools should grow with your business, handling everything from your first few employees to multiple locations without missing a beat.

The best scalable tools adapt to your changing needs. Maybe you'll expand from one store to three, or add a whole new department.

Your software should handle these changes without forcing you to switch platforms or lose historical data. Think about features that will matter as you grow, like advanced reporting or team hierarchies.

Mobile app availability

Running a business means you're always on the move. From checking inventory in the stockroom to overseeing multiple locations, you need task updates wherever you are.

A strong mobile app turns your phone into a command center, letting you create tasks, track progress, and keep your team aligned—all while juggling everything else on your plate.

Features like push notifications and offline access aren't just nice-to-haves; they're essential for keeping work moving when you can't be in front of a computer.

Reporting and analytics

"Going with your gut" only gets you so far. Good reporting tools show you exactly where your team shines and where they need help, turning hunches into hard facts.

A solid reporting system helps you spot patterns that matter, like:

• Which tasks consistently run behind schedule.
• Where your team spends most of their time.
• How workload varies across shifts or seasons.
• When you might need extra hands on deck.

Price transparency

Nobody likes surprise fees or hidden costs. The best task management software keeps pricing simple and clear.Transparent pricing is especially important when you're managing under a tight budget.

Watch out for pricing that scales with every little feature. Your software should give you room to grow without forcing you to upgrade every time you need basic functionality.

Look for plans that bundle the features you'll actually use, not ones packed with bells and whistles you'll never touch.

The best task management software for small business

Small businesses need task management tools that strike the right balance: robust enough to handle your daily operations but simple enough that your team will actually use them.

We looked for affordable solutions that include essential features like team collaboration, basic reporting, and project tracking without overwhelming you with enterprise-level complexity that you'll never use.

Trello

Remember organizing ideas with sticky notes? Trello turns that simple concept digital. Its card-based system makes project management feel less like work and more like organizing a really smart bulletin board.

Best for: Visual thinkers who want drag-and-drop task organization, custom checklists, and easy file attachments.

Unique fit: Custom workflows and Power-Ups enhance functionality, while the card-based interface ensures quick adoption. Perfect for businesses managing multiple projects that need Google Drive and Slack integration.

Pricing: Free plan available. Plans for teams start at $5/user/month.

Todoist

Todoist offers a clean, minimalistic design ideal for tracking tasks with due dates, priorities, and collaboration features. 

Best for: Teams that need natural language input for quick task creation, along with simple task prioritization and labeling.

Unique fit: It transforms task management into a straightforward process with progress tracking and recurring tasks. Integrates smoothly with Google Calendar and Slack for businesses that prioritize clarity over complex features.

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

Freedcamp

Freedcamp delivers exceptional value for small businesses with its robust task management features and competitive pricing.

Best for: Budget-conscious teams needing essential task management tools.

Unique fit: Its low entry cost and features like time tracking and file sharing make Freedcamp ideal for cost-sensitive businesses without compromising on functionality.

Pricing: Free plan available. Pro plan starts at $1.49/user/month.

The best task management software for team collaboration

Your team needs more than just a fancy to-do list. These tools stood out for their strong communication features, ability to handle cross-team projects, and support for different work styles. We prioritized solutions that make sharing updates and tracking progress natural, whether your team works side by side or across different shifts.

Asana

Asana excels in managing complex workflows with dependencies and milestones. 

Best for: Teams handling complex projects who need task templates, timeline views, and detailed milestone tracking.

Unique fit: Advanced reporting tools and customizable dashboards help break down projects into manageable steps. Task dependencies and timeline views make it perfect for coordinating multi-step projects.

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

Monday.com

Monday.com combines customizable workflows into vibrant visuals to make task tracking enjoyable.

Best for: Teams needing visual dashboards with timeline views, real-time collaboration, and automated task reminders.

Unique fit: Automations and integrations simplify project management in fast-paced environments. Colorful, customizable workflows and templates help teams adapt quickly to changing needs.

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

Basecamp

Basecamp emphasizes streamlined team collaboration by combining essential tools like task management, messaging, and file sharing.

Best for: Teams needing built-in messaging, real-time group chat, and centralized file storage to cut down on email overload.

Unique fit: Built-in tools for team communication and automatic check-ins for updates make it ideal for small to medium teams. Visual task tracking through Lineup and Mission Control helps keep everyone aligned.

Pricing: Free plan available. Teams choose between Basecamp Plus ($15/user/month) or Basecamp Pro Unlimited ($299/month).

Hive

Hive combines adaptability with robust analytics, supporting diverse team workflows.

Best for: Teams who want multiple view options (Kanban, Gantt, calendar) with time tracking and task prioritization built in.

Unique fit: Detailed reporting tools give managers clear productivity insights without micromanaging. Real-time chat and file sharing keep communication flowing across all project stages.

Pricing: Free plan available. Paid plans start at $5/user/month.

The best task management software for hourly teams

Managing shift workers brings unique challenges. We prioritized tools that sync with scheduling, make shift handovers clear, and ensure tasks get completed across different teams.

Most importantly, these solutions understand that hourly work isn't just about tracking time, it's about coordinating people and tasks across changing schedules.

Homebase

Homebase transforms how small businesses handle day-to-day team operations. While it includes basic task management features, its real strength lies in comprehensive team management capabilities, supported by a dedicated customer support team.

Best for: Retail, restaurants, and service businesses who need scheduling, time tracking, and task management in one place.

Unique fit: Task assignment tied to shifts ensures clear accountability, while built-in HR tools handle compliance. Built-in shift reminders and notes keep everyone on track during their shifts.

Pricing: Free basic plan available. Paid plans start at $20/month per location.

Smartsheet

Smartsheet reimagines spreadsheets with powerful automation, making it ideal for structured task management.

Best for: Teams coming from spreadsheets who need Gantt charts, calendar views, and resource management tools.

Unique fit: Automated workflows and approval processes streamline task completion. Real-time collaboration and commenting features help teams stay coordinated.

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

Teamwork

Designed with client work in mind, Teamwork bridges the gap between internal task management and client collaboration. 

Best for: Service businesses managing client projects who need time tracking, file storage, and detailed project timelines.

Unique fit: Client portal and project management features help maintain professionalism. Visual timelines, milestones, and task tracking keep client work organized.

Pricing: Free plan available. Paid plan begins at $10.99/user/month.

The best task management software for complex projects

When your projects involve multiple steps, dependencies, and deadlines, basic task lists won't cut it.

We focused on tools that offer advanced features like visual task management, resource management, and detailed reporting, while keeping the learning curve manageable. These solutions help you handle complicated workflows without requiring a project management certification.

Wrike

Wrike combines enterprise-grade features with usability for teams managing intricate workflows.

Best for: Teams handling complex projects who need multiple views, detailed timelines, and built-in document collaboration.

Unique fit: Built-in proofing tools speed up approvals while customizable reporting helps track progress. The mobile app ensures teams stay connected on the go.

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

Airtable

Airtable’s database-powered approach turns spreadsheets into versatile project management tools.

Best for: Users who need flexible data organization with customizable dashboards and automated task updates.

Unique fit: Custom workflows with multiple views (grid, calendar, Kanban, gallery) adapt to any project style. Automations handle routine tasks while integrations connect with essential tools.

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

Zoho Projects

Zoho Projects integrates seamlessly with broader business operations, making it a powerhouse for project management.

Best for: Businesses using Zoho's ecosystem who need Gantt charts, time tracking, and billing features.

Unique fit: Task creation with milestones and subtasks keeps projects organized. Document sharing and chat features maintain team communication throughout projects.

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

The best task management software for individuals

For personal task management, we looked for straightforward solutions that excel at individual productivity, offer seamless integration with everyday tools, and come at a reasonable price point. These picks help you stay organized without overwhelming you with team features you don't need.

Microsoft To Do

Microsoft To Do provides a lightweight yet effective solution for individuals managing daily tasks.

Best for: Personal users in the Microsoft ecosystem who need simple task creation with due dates and subtasks.

Unique fit: Outlook synchronization makes it perfect for managing tasks from email. Shared lists enable basic collaboration when needed.

Pricing: Free.

Notion

Notion combines task management with powerful documentation tools, offering a central hub for individual productivity.

Best for: Users wanting task management combined with collaborative docs, notes, and custom templates.

Unique fit: Multiple view options and real-time collaboration make it versatile for personal organization. Templates speed up common workflows like meeting notes and project plans.

Pricing: Free plan available. Team plans start at $10/seat/month.

Todoist

Appearing again here, Todoist’s clean design is perfect for personal productivity. The ability to track recurring tasks and set priorities makes it a favorite among individuals managing dynamic personal schedules. We also took into consideration its lower price point for its premium plans (starting from $4/user/month).

The best free task management software

Free doesn't have to mean bare-bones. We searched for tools that offer genuine value without upfront costs, ones that include essential features like task assignment, basic collaboration, and simple project tracking.

These solutions give small businesses and growing teams a solid foundation before they need to invest in premium features.

ClickUp

ClickUp stands out by offering unmatched flexibility with multiple views and task organization methods. 

Best for: Teams who need multiple project views, time tracking, and custom task statuses without cost barriers.

Unique fit:  Free tier includes docs and wikis for project documentation. Automation features handle routine tasks while keeping everything organized.

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

Trello

Reappearing here, Trello’s free plan offers visually intuitive task management ideal for small teams or individuals. Its simple Kanban-style approach makes it perfect for users who need a free, easy-to-use system for task organization.

Freedcamp

Freedcamp shines in the free category by providing a robust set of tools without charging a dime for the essentials. Comprehensive features in the free plan, such as Kanban boards and task dependencies, make it stand out for budget-conscious teams.

How to transition to a new task management software

Switching tools is never easy, especially when your whole team needs to learn something new. But with the right approach, you can get your team up and running without disrupting their daily work.

Assess your current workflow.

Before jumping into new software, take a good look at how your team actually works. Where are tasks falling through the cracks? Which processes take too long? Understanding these pain points helps you pick features that will make a real difference for your team.

Migrate data seamlessly.

Don't just dump everything into your new system. Use this chance to clean house:

• Move over active projects and upcoming tasks.
• Archive completed work you might need to reference.
• Update outdated processes.
• Set up templates for recurring tasks.

Train your team.

Skip the lengthy training manuals. Instead, show your team exactly what they need to know for their role. Start with one daily task, let them try it, and build from there. Create a simple reference guide for common tasks, and keep your chat open for questions.

When someone masters a feature, let them teach others. It builds confidence and spreads knowledge naturally across your team.

Test and refine.

Start small with a test group or single department. Watch how they use the software in real situations. Do they skip certain features? Are they finding faster ways to work? Their daily experience shows you what needs fixing before rolling it out to everyone. 

More importantly—make sure you get specific feedback: not just "it's good" or "it's confusing," but exactly what helps or slows them down. Use this input to adjust your setup, create better shortcuts, and identify where people need extra help.

How Homebase enhances your task management software

Task management software can make life easier for you and your team, but it’s just one piece of the puzzle. While these platforms help streamline project tracking and task delegation, to truly optimize your operations, consider combining your task management system with tools that handle essential business functions.

Let Homebase handle the essentials, like:

• Time tracking
• Payroll
• Scheduling
• Hiring and onboarding
• Compliance

With the best task management software alongside Homebase, your business can stay organized while having all its bases covered, so you can focus on growth.

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FAQs

What is the best task management system?

The best task management system depends on your specific needs. Asana excels at complex projects where you need to track multiple steps. Trello works better for teams who like to see everything laid out visually. ClickUp offers flexibility to switch between different views and tracking methods. The best system is one your team will actually use every day.

Does Google offer a task management tool?

Yes, Google offers Google Tasks, which connects directly with Gmail and Google Calendar. It's perfect for personal task management or small teams already using Google Workspace. You'll get basic features like due dates and simple lists, but might need something more robust as your team grows.

Can you use Jira for task management?

Absolutely. While Jira grew up in the software development world, it handles all kinds of task tracking well. It works best for technical teams who need detailed workflows and precise tracking. But be ready for a steeper learning curve—Jira packs power but takes time to master.

What’s the best task management software for small businesses?

Look for tools that keep it simple and affordable. Todoist, Freedcamp, and Trello let you start fast and add features as you grow. They won't overwhelm your team with complex features you don't need, and their free plans give you room to test what works for your business.

How much does task management software cost?

Free plans cover basic needs like task lists and team assignments. Paid plans typically run $5-20 per person each month, depending on features like time tracking, custom workflows, or detailed reporting. Most tools let you start free and upgrade when you need more capabilities.

What’s the difference between task management software and project management tools?

Task management handles your daily operations—assigning work, setting due dates, and checking what's done. Project management goes bigger, helping you plan resources, track multiple projects, and manage complex workflows. Think of task management as running today's shift, while project management plans next month's store renovation.

Can I use task management software for free?

Yes. Tools like Asana, Trello, ClickUp, and Todoist offer solid free plans. You'll get core features like basic task lists, team assignments, and due dates. While paid plans add more features, free plans often provide everything a small team needs to get organized.

What are some task management software for freelancers?

Todoist, Notion, and Trello keep it simple without sacrificing functionality. They help track client deadlines, organize projects, and store important notes all in one place. Plus, they're affordable for solo workers who need to watch costs while staying organized.

How do I integrate task management software with other tools?

Most task management tools work directly with popular apps like Slack, Google Workspace, and Microsoft Teams. Need something specific? Zapier helps connect almost any tools together, automating routine work like creating tasks from emails or updating your calendar when deadlines change.

What’s the easiest task management software to use for beginners?

Start with Trello, Microsoft To Do, or Todoist. They focus on the basics like creating tasks, setting due dates, and checking things off. Their simple designs mean your team spends less time learning software and more time getting work done. Plus, you can always switch to something more complex when you're ready.