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Project Management & Collaboration

Todoist

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Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: 2 of 4 dimensions proven

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Doist Inc. · www.todoist.com

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Read this page as one judge. Each weighs the same scores by what they care about.

The panel's verdict

Doist Inc.'s Todoist scores highest on getting started and lowest on sovereignty, with persona-weighted totals spanning 4.5 to 6.4. Onboarding effort at 7-8 and integrations at 6-7 lead: a 0€ Beginner tier, "Start for free", 50+ templates with a dedicated onboarding template, 90+ integrations, automation partners reaching thousands of apps, and a documented developer API. Pricing transparency scores 6-7 — Beginner 0€, Pro 5€ per user/month with 60€ billed yearly, Business 8€ plus local tax per user/month with 96€ billed yearly — though no separate monthly-billing figure appears beside the "Save 20%" note and the Pro line states no tax treatment. Sovereignty is the weakness at 2-3: Todoist Inc. is registered in Delaware, processing is stated to happen in the U.S., U.S.-based subprocessors are named, and we found no public information on an EU data-residency option; the captured pages give different figures for hosting, AWS on the security page and Microsoft Azure and Google Cloud named in the privacy policy. Reporting sits at 4 to 4; collaboration depth spans 4 to 6. The flagged splits came back empty.

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Speaks for it

  • Onboarding effort scores 7-8 on a 0€ Beginner tier, 'Start for free' paths and 50+ templates including a dedicated onboarding template
  • Integrations score 6-7 on a 90+ catalogue across a dozen categories, automation partners reaching thousands of apps and a documented developer API with token management
  • Pricing transparency scores 6-7 with every self-serve tier priced publicly — Beginner at 0€, Pro at 5€ per user/month with 60€ billed yearly, Business at 8€ plus local tax per user/month with 96€ billed yearly
  • Team structure scales to 500 team projects, 250 people per team project and 1,000 members and guests, with admin and user roles and admin-controlled external sharing
  • Support and documentation scores 5-7 on a help center updated in August and September 2026, a status dashboard, webinars and four short courses for admins and members

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Held against it

  • Sovereignty scores 2-3: a Delaware-registered entity, processing stated in the U.S., U.S.-based subprocessors named for analytics, support and email, and no EU data-residency option evidenced in the captured pages
  • Reporting scores 4 to 4 — an activity log whose only export is a markdown file of the activity loaded on the page, with Beginner history capped at seven days and no public information on time, budget or utilization reporting
  • Collaboration depth spans 4 to 6, with roles stopping at admin and user and no public information on task dependencies or workload and capacity views
  • The pricing page pairs per-user headlines with yearly totals and a 'Save 20%' note but publishes no month-to-month figure, and the Pro line states no tax treatment while Business says 'plus local tax'
  • Support runs on tickets, the vendor states phone support is not offered, and we found no public information on chat support or published response times

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Best for

  • You want to start at 0€ and self-serve — the Beginner tier is free and Pro and Business both say 'Start for free'
  • Your team coordinates through comments and shared team projects and plans at the task and calendar level rather than around dependencies
  • You already run other tools and want a 90+ integration catalogue plus a documented developer API to connect them
  • You need prices on the page before any vendor conversation — every self-serve tier carries a public number

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Avoid if

  • You must keep data in the EU or limit U.S. subprocessor exposure — the privacy policy states processing in the U.S., the entity is Delaware-registered, and we found no public information on an EU residency option
  • You need time, budget or utilization reporting — the captured pages show an activity log whose markdown export covers only the activity loaded on the page
  • You plan around dependencies, workload or capacity — the pages show task- and project-level comments and a calendar view, and we found no public information on dependency or capacity planning
  • You need phone or chat support with published response times — the vendor states phone support is not offered

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The scores

Collaboration depth

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How this is scored

How much real multi-person project work the tool carries: shared planning, assignments, dependencies, workload, comments, guest access.

0 — A personal task list; a second user has no defined place in it.

3 — Tasks can be shared and assigned, but planning stays per-person — no shared timeline, workload or dependency view.

5 — Solid shared projects with assignments, comments and at least one team-level planning view; gaps appear in cross-project or capacity planning.

8 — Team-level planning is first-class: cross-project views, workload/capacity, dependencies, guest or client access with sane permissions.

10 — Handles the full span from two freelancers to a structured department in one model — planning, capacity, permissions and client involvement all without workarounds.

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The Data Protection Officer

Shared team workspaces, projects with up to 250 people each, admin and user roles, admin-controlled external sharing with clients and vendors, and audio comments on tasks and projects are all evidenced. We found no public information on task assignments, dependencies, or workload and capacity views, so planning stops well short of first-class team level. 1 2 4 5

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The Bootstrapper

A team workspace separate from personal projects, team projects up to 500 with 250 people each and 1,000 members and guests, admin versus user roles, and an organization-level switch to allow or restrict sharing with clients and vendors — that is real multi-person structure, with comments on tasks and projects on top. I found no public information on task dependencies, workload or capacity views, or a shared timeline, so planning depth stops short of first-class. 1 2 4 5

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The Enterprise Architect

Team workspaces with up to 500 team projects, 250 people per project and 1,000 guests give real multi-person scope, and task- and project-level comments plus an administrator control on external sharing cover the basics. User roles stop at admin and user, and we found no public information on task dependencies or workload/capacity views, so planning depth stays at the calendar level. 1 2 4 5

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The UX Purist

A shared team workspace, team projects holding up to 250 people, guest and client sharing governed by admin-restricted permissions, and comments including audio give real multi-person bones. But we found no public information on dependencies, workload or capacity views, so planning stays task-level and a structured team eventually needs a second tool. 1 2 4 5 7

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The Integrator

Real multi-person work is evidenced: shared team workspaces, comments including audio on tasks and projects, per-task activity trails showing who created, changed or completed what, and guest access for up to 1,000 people with admin-controlled external sharing for clients and vendors. But we found no public information on dependency, workload or capacity planning views, so team-level planning stops short of first-class. 1 2 4 5 7

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The Skeptic

Team projects carrying up to 1,000 members and guests, admin and user roles, an external-sharing toggle for clients and vendors, and comments on tasks and projects are documented, so real shared work exists. But we found no public information on task dependencies, workload or capacity views, cross-project team planning, or task assignment itself, and the calendar view reads as personal scheduling rather than a team-level plan. 1 2 4 5

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Reporting

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How this is scored

Whether the tool can answer questions about the work: progress, time, budgets, utilization — and export the answer.

0 — No reporting beyond looking at the board.

3 — Fixed per-project status views only; nothing aggregates across projects and nothing exports cleanly.

5 — Useful standard reports (progress, tracked time) with basic filters and CSV export, but limited customization and no budget/utilization depth.

8 — Configurable cross-project reporting incl. time, budgets and utilization, with dashboards and reliable exports.

10 — Reporting is a product in itself: custom report builder, scheduled delivery, API access to every metric the UI shows.

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The Data Protection Officer

Reporting gives activity visibility filtered by project, person, event type, workspace and date range, with presets spanning all workspaces, and a markdown export limited to the activity loaded on the page. We found no public information on time, budget or utilization reporting, and the Beginner tier is capped at seven days of history. 7 2

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The Bootstrapper

Reporting is an activity log that aggregates across all workspaces with filters for project, person, event type and date range plus presets like completed tasks — genuinely useful for progress questions. But the only export is a markdown file of whatever activity happens to be loaded on the page, the Beginner plan caps history at seven days, and I found no public information on time, budget or utilization reporting. 2 7

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The Enterprise Architect

Reporting is an activity log — filterable by project, person, event type, workspace and date range, with preset views spanning all workspaces — and it exports, but only to a markdown file of the rows currently loaded, with full history gated to paid plans. We found no public information on budgets, utilization, dashboards or scheduled delivery. 2 7

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The UX Purist

Reporting is a filtered activity log — project, person, event type, workspace, date range — with cross-workspace presets and a markdown export, and free-plan history capped at seven days until you pay. There is no time, budget or utilization dimension anywhere in the captured pages, and the export only captures what you have already scrolled onto the page, a self-inflicted paper cut. 7 2

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The Integrator

Reporting gives visibility into activity across workspaces, projects, people and event types with preset views, though history is plan-gated to seven days on the free tier. The export path is a markdown file that only covers the activity already loaded on the page — as someone who lives in exit paths, that is a weak pipe — and we found no public information on time, budget or utilization reporting. 2 7

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The Skeptic

Reporting is an activity log: date-organized, filterable by project, person, event type, workspace and date range, exportable as markdown — though only the activity currently loaded on the page exports. We found no public information on time, budget or utilization reporting, and the Beginner plan sees seven days of history with the full history reserved for paid plans. 2 7

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Integrations

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How this is scored

How well the tool connects to the rest of the stack: native integrations, calendar/comms hooks, API and webhooks, import/export paths.

0 — A closed box — no API, no integrations, CSV out if anything.

3 — A handful of marquee integrations, no public API or an API that covers a fraction of the product.

5 — The common set (calendar, Slack/Teams, file storage) plus a documented public API; automation platforms partially covered.

8 — Broad native catalogue, well-documented API and webhooks, first-class automation-platform support and real import paths from competitors.

10 — Ecosystem-grade: everything in 8 plus the tool is itself extensible (apps/plugins, AI/MCP surfaces) and exit via API export is complete.

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The Data Protection Officer

The pages show 90+ integrations across categories including AI agents, calendars, messaging and automation partners reaching thousands of apps, plus a documented developer API with token management and a community integration submission path; the privacy policy also promises full access to your information via API. We found no public information on webhooks or import paths from competing tools, which the top of this criterion calls for. 2 9 10 3

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The Bootstrapper

90+ integrations spanning calendars, messaging, time tracking and even AI agents, thousands more via automation partners, and a documented developer API with token management and a review path for community-built integrations. I found no public information on webhooks or a guided import path from competing tools, which is what keeps this short of the top band. 2 9 10

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The Enterprise Architect

A 90+ integration catalogue spanning calendars, messaging and time tracking, thousands more via automation partners, a documented developer API with token management and community submission, and a privacy policy promising full access to your information via the API. We found no public information on webhooks or import paths from competing tools, which leaves the exit story incomplete for my purposes. 2 3 9 10

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The UX Purist

A directory of 90-plus integrations across a dozen categories, automation partners claimed to reach thousands more apps, and a documented developer API with token management and a community submission path for new integrations. We found no public information on webhooks or import paths from competing tools, which is what keeps this short of the top rung. 2 9 10 3

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The Integrator

My home turf, and it mostly holds up: 90+ native integrations across a dozen categories including an AI Agents group, a documented developer API with a developer hub, token management and regeneration in settings, community integration submission, automation partners described as covering thousands of apps, and a privacy policy asserting full access to your information via the API. What holds it back from the top band: we found no public information on webhooks or dedicated import paths from competing tools. 2 3 9 10 13

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The Skeptic

A documented developer API with token tooling and community submission sits on top of a stated 90-plus directory spanning calendars, messaging, automation and AI agents, plus automation partners claiming thousands of apps. We found no public information on webhooks or import paths from competing tools, which is what separates the strong from the complete. 2 9 10 13

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Onboarding effort

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How this is scored

Time and friction from signup to first real value for a small team, without paid services.

0 — No self-serve path — onboarding starts with a sales call and an implementation project.

3 — Self-serve exists but the first project requires configuration a newcomer cannot judge yet (workflows, custom fields, permissions) before anything works.

5 — A team gets a first project running within a day; trial requires payment details or key steps live behind docs.

8 — Signup to working project inside an hour: guided setup, sensible defaults, templates, trial without payment details.

10 — Minutes to value even for non-tool-people, importers pull existing work in, and the tool teaches its own advanced features as the team grows into them.

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The Data Protection Officer

The path is self-serve and payment-free: the Beginner tier is 0€, Pro and Business both say "Start for free", and 50+ templates plus a dedicated Todoist onboarding template and setup templates exist on every plan and platform. A newcomer gets a working project without paying anything or configuring permissions first, as far as the captured pages show. 1 2 11 12

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The Bootstrapper

Signup is self-serve with no card in sight: Beginner is 0€ and Business says "Create a team for free", and first value needs no premature configuration — natural-language capture, 50+ templates, a dedicated onboarding template, and setup templates available on every plan and platform. I found no public information on importers that would pull existing work in on day one. 1 2 11 12

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The Enterprise Architect

A genuinely free tier with "Start for free", 50+ templates, and a dedicated onboarding template for newcomers including Business team members, with setup templates available on every plan and platform. We found no public information on guided first-run flows or importers pulling existing work in, so I stop short of the top of the range. 1 2 11 12

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The UX Purist

Free start with no payment details, 50-plus templates, setup templates sorted by productivity method, natural-language capture, and a purpose-built onboarding template meant to teach new Business teammates the basics — the tool largely teaches itself. We found no public information on importers that pull existing work in, the one visible gap between this and minutes-to-value perfection. 1 2 11 12

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The Integrator

Signup to working project looks fast and free: a Beginner tier at 0€ with no payment details, a team can be created for free, 50+ templates, setup templates available on every plan and platform, plus a dedicated Todoist Onboarding template that teaches new users and Business teammates the basics. We found no public information on importers that pull existing work in from another tool, which is the piece that would push this higher. 1 2 11 12

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The Skeptic

Signup is free with a 0€ Beginner plan and a "Start for free" path, 50-plus templates including a dedicated onboarding template, and four short courses for admins and members. We found no public information on guided in-app setup, payment details for trials, or importers that pull existing work in from other tools, so I stop short of the top. 1 2 11 12 13

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European sovereignty panel opinion

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How this is scored

Where the company and the data actually sit: legal entity, ownership control, data residency, and subprocessor exposure to non-EU jurisdictions.

0 — Non-European vendor, data on US infrastructure under US law, no DPA worth the name.

3 — DPA and GDPR language present, but hosting defaults to the US or ownership sits outside Europe — compliance paperwork over substance.

5 — EU data residency is available and contractually fixed, but the vendor or its controlling owner is non-European, or core subprocessors put data within CLOUD Act reach.

8 — European company under European control with EU-resident data and a public DPA; remaining exposure is limited to identifiable subprocessors (e.g. a US hyperscaler's EU region) and is documented.

10 — European company, European control, EU-only data residency on European infrastructure, subprocessor list free of extraterritorial reach — verifiable, not asserted.

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The Data Protection Officer

The privacy policy puts the vendor in Delaware, states all information is processed in the U.S. with no EU region option, and names U.S.-based subprocessors including Zendesk, Google, SendGrid, Mailgun and MailChimp, with the security page confirming all user data sits on AWS — Standard Contractual Clauses and an EU representative are the only counterweights, which reads as compliance paperwork over substance. The one concrete deletion guarantee is the stated 90-day encrypted-backup retention after erasure; where the data lives, this answers plainly: in the United States. 3 4

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The Bootstrapper

The entity is a Delaware company, the privacy policy states information "will be processed by our employees and service providers in the U.S." with no EU region option, and named U.S. subprocessors (Zendesk, SendGrid, Mailgun, MailChimp) sit alongside AWS hosting of all user data. The GDPR paperwork is real — Standard Contractual Clauses, an EU representative, listed data-subject rights — but the data itself stays in the U.S., which is compliance over residency. 3 4

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The Enterprise Architect

The privacy policy names Todoist Inc., a Delaware company, states that information is processed by employees and service providers in the U.S., and we found no public information on an EU residency option. Standard Contractual Clauses and an EU representative exist, but they sit as paperwork over US-hosted data with US-based subprocessors named for hosting, support and email — this would not survive a European procurement review. 3 4

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The UX Purist

GDPR language, Standard Contractual Clauses and an EU representative exist, but the captured policy states information is processed in the U.S., the entity is registered in Delaware, no EU region option is offered, and named U.S. subprocessors — Zendesk, Google, SendGrid, Mailgun, MailChimp — run support and email. Compliance paperwork over substance. 3 4

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The Integrator

A Delaware-registered entity, processing located in the U.S. with no EU region option evidenced, all user data hosted on AWS, and U.S.-based subprocessors named in the privacy policy — Zendesk for support, SendGrid, Mailgun and MailChimp for email, Google for analytics — squarely within CLOUD Act reach. GDPR language, Standard Contractual Clauses, an EU representative and a trust center exist, but this reads as compliance paperwork over European substance. 3 4

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The Skeptic

The vendor is a Delaware company whose privacy policy states information "will be processed by our employees and service providers in the U.S.", and the captured pages give different figures on hosting — the security page says AWS hosts all user data while the privacy policy also names Microsoft Azure and Google Cloud, with Google, Zendesk, SendGrid, Mailgun and MailChimp all called out as U.S.-based. GDPR rights, Standard Contractual Clauses and an EU representative are present, but we found no public information on any EU data-residency option — compliance paperwork over substance. 3 4

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Support & documentation

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How this is scored

Whether a stuck user gets unstuck: docs quality, support channels and their availability per plan, and the health of the learning surface.

0 — No docs beyond marketing pages; support is a contact form that may answer.

3 — Docs exist but are thin or stale; support on entry plans is effectively email-only with slow turnaround.

5 — Searchable help center covering the core product; chat or email support on all plans with reasonable response times.

8 — Deep, current docs incl. onboarding guides and templates; fast chat support not gated to top tiers; visible changelog.

10 — Docs, academy, community and support so good they are a reason to buy; SLAs published, support quality independent of plan.

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The Data Protection Officer

The help center is current (articles updated in August and September 2026) and covers onboarding courses, webinars, a status dashboard, two-factor setup and password resets, with support running through tickets and no phone option. We found no public information on chat support, published response-time commitments or a changelog; the customer-service award nomination is a soft signal only. 8 13 14

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The Bootstrapper

The help center is current, with articles updated within weeks of capture, a status dashboard, four short courses for teams, webinars, a ticket channel and a customer-service award nomination. Support is ticket-only with no phone, and I found no public information on chat support, response-time commitments, or how support differs between free and paid plans. 8 13 14

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The Enterprise Architect

The help centre carries recently updated articles, a public status dashboard, a four-course team toolkit and live webinars — a healthy learning surface — plus an awards finalist mention for customer service. Support runs on tickets with no phone channel, and we found no public information on chat availability, response-time commitments or a changelog. 8 13 14

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The UX Purist

The help center is alive — articles stamped updated within weeks of capture, a status page, webinars, a feedback form, and a Toolkit of four short courses for admins and members; support runs on submitted tickets with no phone channel. We found no public information on chat support, response times or SLAs, so I cannot confirm a stuck user gets unstuck fast. 8 13 14

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The Integrator

A help center with articles visibly updated in August and September 2026, a public status dashboard, ticket support, webinars, and a toolkit of four short courses for admins and members — plus a customer-service award finalist mention. We found no public information on chat support, response-time SLAs or a changelog, and the vendor states phone support is not offered, pointing to tickets instead. 8 13 14

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The Skeptic

The help center is demonstrably alive, with pages stamped last-updated in August and September 2026, plus a status dashboard, webinars and team courses; support is by ticket with phone explicitly not offered. We found no public information on chat support, published response times or a changelog, and an awards-finalist badge for customer service is marketing, not a service level. 8 13 14

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Pricing transparency

Show reasoning
How this is scored

Can a buyer determine the real, payable cost of the tool for their team before talking to anyone?

0 — No public pricing at all — every number sits behind "contact sales".

3 — Some tiers are public, but a deciding factor (seat minimums, mandatory add-ons, billing-period surcharge, tax treatment) only surfaces at checkout or in fine print.

5 — Self-serve tiers are publicly priced and the billing-period difference is stated, but the headline number still needs qualifying — e.g. annual-only headline, taxes excluded without saying so, or an opaque enterprise tier doing real work.

8 — Every self-serve tier is fully priced with billing periods and tax treatment plain on the page; only genuinely custom enterprise work lacks a number.

10 — Every tier including enterprise has a public price or published price formula, and the headline number is the number on the invoice.

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The Data Protection Officer

All three tiers are publicly priced — Beginner 0€, Pro "5€ per user/month 60€ billed yearly", Business "8€ plus local tax per user/month, 96€ billed yearly" — with a stated 20% annual saving and no seat minimums anywhere in the captures. The tax note appears on the Business line only and we found no public information on a monthly-billing price, so the headline number still needs a moment of qualifying. 2

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The Bootstrapper

This page answers before it qualifies: Beginner at 0€, Pro at "5€ per user/month, 60€ billed yearly", Business at "8€ plus local tax per user/month, 96€ billed yearly", with plan limits like 5 personal projects and 500 team projects spelled out, per-user pricing, and no enterprise tier on the page. Two small deductions: no monthly-billing price appears next to the "Save 20%" yearly note, and the Pro line states no tax treatment while Business does. 2

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The Enterprise Architect

All three tiers carry public prices — Beginner at 0€, Pro at 5€ per user/month with 60€ billed yearly, Business at 8€ plus local tax per user/month with 96€ billed yearly — and we found no public information on a custom enterprise tier. The monthly-billed figure and the tax note for Pro do not appear on the captured pricing page, so the headline still needs one qualifying question before I put it in front of finance. 2

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The UX Purist

Every tier carries a public number — free Beginner, "5€ per user/month" for Pro, "8€ plus local tax per user/month, 96€ billed yearly" for Business — with yearly totals and a stated 20% saving on the page. The Pro line leaves tax treatment unstated and the buyer must squint at how the monthly headline relates to the yearly total, which is why this is not a clean sweep. 2

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The Integrator

All self-serve tiers are priced on the page — Beginner at 0€, Pro at 5€ per user/month with 60€ billed yearly, Business at 8€ plus local tax per user/month with 96€ billed yearly — so a buyer sees the number before talking to anyone. A 20% yearly saving is advertised, but the captures give no separate monthly-billing figure, and we found no public information on tax treatment for the Pro and Beginner tiers. 2

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The Skeptic

Every self-serve tier carries a public number — 0€ Beginner, 5€ per user/month with 60€ billed yearly for Pro, 8€ plus local tax per user/month with 96€ billed yearly for Business — and the Business row honestly says "plus local tax". But the per-user headline pairs with a yearly total and a "Save 20%" note with no month-to-month price published, and the Pro row is silent on tax, so the headline still needs qualifying. 2

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European sovereignty — proven facts

2 of 4 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Ownership Not determined — uncited Report an error
Data residency Not determined ⚠ unverified — uncited Report an error
Subprocessors US CLOUD Act reach ⚠ unverified 0/2 pts 3 Report an error

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

Sources (14)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage www.todoist.com Checked 16 Sep 2026 Details →
  2. 2 Vendor pricing page www.todoist.com Checked 16 Sep 2026 Details →
  3. 3 Privacy policy www.todoist.com Checked 16 Sep 2026 Details →
  4. 4 Security page www.todoist.com Checked 16 Sep 2026 Details →
  5. 5 Collaboration depth — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  6. 6 Collaboration depth — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  7. 7 Reporting — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  8. 8 Reporting — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  9. 9 Integrations — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  10. 10 Integrations — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  11. 11 Onboarding effort — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  12. 12 Onboarding effort — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  13. 13 Support & documentation — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →
  14. 14 Support & documentation — found from sitemap www.todoist.com Checked 1 Oct 2026 Details →