The Task Flow Insider’s Guide
Everything we know about Task Flow in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
Task Flow
The Insider’s Guide
Task manager with list and board projects for Apple devices
Every plan, grade, refund rule and rival among to-do list apps, read from Task Flow’s own pages.
Made by Vladimir Butko · checked Oct 9, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from Task Flow’s own pages, its app-store listings and our grades. Every fact in it is on Task Flow’s page too, where it is kept up to date. Checked Oct 9, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.4
GPA, above 27 of the 123 other to-do list apps we grade
Task Flow is a task manager for iPhone, iPad, Mac and Apple Vision. Tasks live in projects shown as sectioned lists or kanban boards, a single task can belong to several projects, and a My Task Flow view gathers the tasks to do next from all of them. The app is free with up to five projects, syncs through the user's own iCloud account, and sells Task Flow+ as a subscription or a lifetime purchase.
To get you started, here are 9 things to know about Task Flow, taken from its own pages and our grades.
There's no account to make, mind, because it syncs through the iCloud you already have.
- 1
Best for tasks that belong to more than one project
Task Flow lets one task sit in two projects at once, and ticking it off in one ticks it off everywhere, with projects as lists or kanban boards.
- 2
Paid plans start at $1.67 a month when paid by the year
As its pricing page puts it: $2.99 per month, or $19.99 per year.
- 3
There is a free plan
Up to five projects, unlimited tasks, one attachment upload per day and iCloud sync, with My Task Flow, list and board layouts, widgets, subtasks and the focus timer.
- 4
It runs on 2 platforms
iOS and macOS.
- 5
My Task Flow view
A view that collects the tasks to do next from any project into sections such as Recent, Today and Upcoming, plus custom sections the user adds.
- 6
Tasks in several projects
One task can be added to more than one project and ordered separately in each. Completing it in one project marks it done in all of them.
- 7
List and board layouts
Each project is shown as a sectioned list or as a kanban board, and can be given its own icon and color.
- 8
A 2.4 GPA, above 27 of 123
That is against the other to-do list apps we grade, on value, the free plan, features, ease of use and platforms.
- 9
Your call
A to-do list at its plainest is tasks with dates, repeats and a box to tick.
Task Flow at a glance
- Pricing
- Free plan, from $2.99 per month, or $19.99 per year
- Free plan
- Yes
- Free trial
- 2-week free trial with the annual Task Flow+ subscription
- Runs on
- macOS, iOS
- Made by
- Vladimir Butko
- Category
- To-Do List Apps
- Our grade
- 2.4 GPA, fair
- Store rating
- 4.6 on the App Store, 329 ratings
The report card
Best for tasks that belong to more than one project
Task Flow lets one task sit in two projects at once, and ticking it off in one ticks it off everywhere, with projects as lists or kanban boards. But the free version stops at five projects and one attachment a day, priorities and multiple reminders are paid, it's Apple devices only, and sync runs through your own iCloud with no account, so you can't share a list. Paid is $19.99 a year.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | B | Task Flow+ is $19.99 a year, or $2.99 monthly, which lands inside the cheapest quarter of what this category charges. Lifetime is $49.99, a little over a year of the $3.99 middle plan, so it pays for itself inside two. |
| Free plan and trial | C | Free gets you unlimited tasks, boards, subtasks, widgets, the focus timer and iCloud sync. But it stops at five projects and one attachment upload a day. Work, home and a couple more and you're done. |
| Features | C | One task can sit in several projects, subtasks are full tasks with their own dates, and repeats handle the last Friday of a month. But the listing names the gaps: priorities and multiple reminders per task need Plus, and sync runs through your own iCloud with no account, so a list can't be shared. |
| Ease of use | B | 4.65 from 329 App Store ratings, taken as the store writes it rather than rounded up, so a B and not the 4.7 an A asks for. There's no account to make, mind, because it syncs through the iCloud you already have. |
| Platforms and integrations | C | iPhone, iPad, Mac and Apple Vision, with hooks into Apple Reminders, Siri and Shortcuts. That's one family of devices. There's no Android, Windows or web version, and sync is iCloud only. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
Who Task Flow is for
- Fits if the same task keeps needing to be in two projects at once
- Works for switching a project between a list and a kanban board
Who it is not for
- Skip it if you use Windows or Android, as it's Apple devices only with no web version
- Tight if you're staying free, with five projects and one attachment upload a day
- Watch out: task priorities and more than one reminder per task need the paid tier
- Too light for anyone who shares a list, since sync is your own iCloud and nobody else can join it
Good to know
Good for
- People whose tasks belong to more than one project at once
- Apple users who want both list and board views of a project
- Buyers who prefer a lifetime purchase to a subscription
Worth knowing
- Apple platforms only: the App Store lists iPhone, iPad, Mac and Apple Vision, with no Android, Windows or web version.
- The free version stops at five projects and one attachment upload per day, according to the terms of use.
- Multiple reminders per task, task priorities and premium themes are listed as Task Flow Plus features in the vendor's press kit.
- Data syncs only through the user's own iCloud account; there is no separate Task Flow account or sign-in.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$1.67
A month to start, paid by the year. There is a free plan too
Task Flow has a free plan. Paid plans start at $2.99 per month, or $19.99 per year.
Free gets you unlimited tasks, boards, subtasks, widgets, the focus timer and iCloud sync.
Free
$0
Up to five projects and one attachment upload per day, with My Task Flow, list and board layouts, subtasks, notes, widgets and the focus timer.
Task Flow+ Monthly
$2.99
per month
Removes the project and attachment limits; the press kit also lists multiple reminders, task priorities and premium themes.
Task Flow+ Annual
$19.99
per year
The same Task Flow+ features billed once a year, after a 2-week free trial.
Task Flow+ Lifetime
$49.99
one-time purchase
Task Flow+ unlocked with a single in-app purchase in place of a subscription.
The free plan
Up to five projects, unlimited tasks, one attachment upload per day and iCloud sync, with My Task Flow, list and board layouts, widgets, subtasks and the focus timer.
Trying it first
2-week free trial with the annual Task Flow+ subscription
Read from apps.apple.com on Oct 9, 2026.
Ways to pay less
Annual discount
Annual plan costs about 44% less than monthly
The US App Store lists Task Flow+ at $2.99 monthly or $19.99 annually, so a year on the annual plan costs about 44% less than twelve monthly payments.
Stated on apps.apple.comLifetime license
Task Flow+ Lifetime for a one-time $49.99
A Lifetime in-app purchase unlocks Task Flow+ with a single payment in place of the monthly or annual subscription.
Stated on apps.apple.comOther savings
One subscription covers a Family Sharing group
The vendor's FAQ says a Task Flow subscription can be shared through Apple's Family Sharing, so family members use the paid features without buying their own.
Stated on taskflowapp.com
What the app costs elsewhere
Each country’s App Store price for “Task Flow+ Annual (1 Year)”, against $19.99 in the United States, in dollars at the day’s rate. The four cheapest and the four dearest of 11.
| Country | Price there | In dollars | Against the US |
|---|---|---|---|
| Canada | $19.99 | $14.05 | 30% less |
| Indonesia | Rp 349ribu | $19.52 | about the same |
| Turkey | ₺999,99 | $20.34 | about the same |
| Philippines | ₱ 1,290.00 | $20.53 | about the same |
| Germany | 19,99 € | $22.40 | 12% more |
| South Africa | R399.99 | $24.19 | 21% more |
| Brazil | R$ 129,90 | $25.95 | 30% more |
| United Kingdom | £19.99 | $26.43 | 32% more |
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
2
Places it runs: macOS and iOS
Task manager with list and board projects for Apple devices. Here is what it does, as its own site describes it, and what it covers: one-time purchase, AI features, tasks, natural-language input, kanban boards, Pomodoro timer.
One task can sit in several projects, subtasks are full tasks with their own dates, and repeats handle the last Friday of a month.
- My Task Flow view
- A view that collects the tasks to do next from any project into sections such as Recent, Today and Upcoming, plus custom sections the user adds.
- Tasks in several projects
- One task can be added to more than one project and ordered separately in each. Completing it in one project marks it done in all of them.
- List and board layouts
- Each project is shown as a sectioned list or as a kanban board, and can be given its own icon and color.
- Subtasks, notes and attachments
- Subtasks are full tasks with their own due date, priority, notes and further subtasks. Notes accept Markdown checklists, and files can be attached to a task.
- Reminders and recurring tasks
- A task can carry several reminders, and repeats use presets or custom rules such as every Tuesday and Thursday or the last Friday of a month, with an optional end date.
- Task Flow AI
- On-device features built on Apple Intelligence summarize the Today view, suggest subtasks and reword tasks. Version 5.0 creates tasks from text, dictation or photos; some of it needs iOS 27.
Where it runs
- macOS
- iOS
What it works with
- iCloud
- Apple Reminders
- Siri
- Apple Shortcuts
Task Flow is made by Vladimir Butko.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
27/123
Other to-do list apps it is graded above
Task Flow's GPA of 2.4 is higher than 27 of the 123 other to-do list apps we grade, and level with 20.
It stands best on ease of use (B, above 56 of 123) and worst on free plan and trial (C, above 6).
Its paid plans start at $1.67 a month when paid by the year, against a middle price of $3 for the category: 10 of the 68 others that charge start lower.
On features, ease of use and platforms it scores 2.3 out of 4. 8 tools score higher and cost less.
Each grade against the category
Every bar is all 124 to-do list apps we grade, cut by the letter each got. Task Flow’s own letter is outlined.
- BValue for moneyAbove 50 of 123
- CFree plan and trialAbove 6 of 123
- CFeaturesAbove 8 of 123
- BEase of useAbove 56 of 123
- CPlatforms and integrationsAbove 19 of 123
Price against what you get
Each dot is one of 99 to-do list apps. Further left costs less; higher up scores better on features, ease of use and platforms. Task Flow is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
Your call
A to-do list at its plainest is tasks with dates, repeats and a box to tick.
You could make the core of Task Flow for yourself: tasks, kanban boards, Pomodoro timer and natural-language input. What you would give up is listed below. Whether that is worth the price is your call. At $19.99 a year it costs less than the weekend it would take to replace, which is the argument for keeping it.
What you could make
- Tasks, kanban boards, Pomodoro timer and natural-language input: an app builder makes these well.
What you could not
- Apps for macOS and iOS that stay in step with each other.
- AI features, unless you pay a model provider for each request yourself.
What this rests on. Task Flow’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
Things 3, Todoist, TickTick, 2Do and GoodTask
The 5 tools Task Flow is most often weighed against, with where each one differs from it.
- 2.6GPA
Things 3
Free trial · from $9.99 one-time
Personal task manager for Apple devices, sold as a one-time purchase.
- Task Flow has a free plan. Things 3 does not, though it has a free trial.
- Task Flow also covers kanban boards and Pomodoro timer.
- Things 3 also covers Markdown and calendar.
- 2.8GPA
Todoist
Free plan · from $5/mo
Cross-platform to-do list with natural-language task entry.
- Only Todoist lists a web app.
- Only Todoist lists Windows, Linux and Android apps.
- Only Todoist lists a browser extension.
- 3.4GPA
TickTick
Free plan · from $49.99/yr
To-do list with a calendar, habit tracker and Pomodoro timer built in.
- Only TickTick lists a web app.
- Only TickTick lists Windows, Linux and Android apps.
- Only TickTick lists a browser extension.
- 2.6GPA
2Do
Free plan · from $9.99 one-time
Task manager for Mac, iPhone, iPad and Android with no subscription.
- Only 2Do lists an Android app.
- Task Flow also covers kanban boards and Pomodoro timer.
- 2Do also covers Markdown and calendar.
- 2.6GPA
GoodTask
Free trial · from $19.99 one-time
Task manager built on top of Apple Reminders and Calendar.
- Task Flow has a free plan. GoodTask does not, though it has a free trial.
- Task Flow also covers natural-language input and Pomodoro timer.
- GoodTask also covers templates and calendar.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
15
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is Task Flow free?
Task Flow has a free plan. Up to five projects, unlimited tasks, one attachment upload per day and iCloud sync, with My Task Flow, list and board layouts, widgets, subtasks and the focus timer.
How much does Task Flow cost?
Task Flow lists 4 plans. Free: $0.
What platforms does Task Flow work on?
Task Flow is available on iOS and macOS.
Does Task Flow offer any discounts?
Task Flow publicly lists the following: Annual plan costs about 44% less than monthly; Task Flow+ Lifetime for a one-time $49.99; One subscription covers a Family Sharing group.
How is Task Flow rated?
Task Flow's iPhone and iPad app averages 4.6 out of 5 from 329 ratings on the App Store in the United States, as read on Oct 9, 2026.
Does Task Flow have an Android app?
No Android app was listed when its pages were read on Oct 9, 2026. Task Flow is listed for iOS and macOS.
Does Task Flow have a Windows app?
No Windows app was listed when its pages were read on Oct 9, 2026. Task Flow is listed for iOS and macOS.
Is Task Flow open source?
Task Flow is not described as open source on its own site, as read on Oct 9, 2026.
What does Task Flow integrate with?
Task Flow's listing names iCloud, Apple Reminders, Siri and Apple Shortcuts.
Does Task Flow have a free trial?
Yes. 2-week free trial with the annual Task Flow+ subscription.
Who makes Task Flow?
Task Flow is made by Vladimir Butko.
What are the alternatives to Task Flow?
The closest alternatives to Task Flow in our directory are Things 3, Todoist, TickTick, 2Do and GoodTask.
How does Task Flow compare with other to-do list apps?
Task Flow's GPA of 2.4 is higher than 27 of the 123 other to-do list apps we grade, and level with 20.
Is Task Flow good value for money?
ToolGPA grades Task Flow B for value for money. Its paid plans start at $1.67 a month when paid by the year, against a middle price of $3 for the category: 10 of the 68 others that charge start lower.
Could I make my own version of Task Flow?
A to-do list at its plainest is tasks with dates, repeats and a box to tick.
Where this guide comes from
The prices, plans, platforms and features were read from Task Flow’s own pages on Oct 9, 2026, and the grades were given on Oct 10, 2026. Graded from this listing, whose facts were read from Task Flow's own pages on 9 October 2026, and its App Store rating. Also tested with a demo account on 2026-05-15.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by Vladimir Butko. Prices change, so check taskflowapp.com before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
3,189
Tools graded, in 94 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
3,189
tools graded
94
categories
426
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- Task Flow, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/task-flow
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "Task Flow: The Insider's Guide", checked Oct 9, 2026. https://toolgpa.com/tools/task-flow
Know someone choosing between to-do list apps?
Send them this guide: toolgpa.com/tools/task-flow/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded to-do list apps after Task Flow, each with an Insider's Guide of its own.
- To-Do List Apps Insider's GuideEvery one of the 124 to-do list apps we grade, compared
- Apple Reminders Insider's GuideApple's free to-do app for iPhone, iPad, Mac and Apple Watch3.6 GPA
- Microsoft To Do Insider's GuideFree to-do list from Microsoft that syncs with Outlook tasks3.6 GPA
- Google Tasks Insider's GuideGoogle's to-do list, built into Gmail, Calendar, Chat and Docs3.4 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what Task Flow’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Task Flow is a trademark of its owner, and this guide is not made, paid for or approved by Vladimir Butko. Prices and plans change: check taskflowapp.com before you buy.