The Workflowy Insider’s Guide
Everything we know about Workflowy 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.
Workflowy
The Insider’s Guide
Outliner that keeps notes, to-dos and plans in one nested list
Every plan, grade, refund rule and rival among note-taking apps, read from Workflowy’s own pages.
Made by FunRoutine Inc. · 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 Workflowy’s own pages, its app-store listings and our grades. Every fact in it is on Workflowy’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
2.8
GPA, above 72 of the 147 other note-taking apps we grade
Workflowy is an outliner: everything lives in a single, infinitely nested bullet list that can be zoomed into, tagged, searched and shared. A bullet can become a to-do, a heading, a board or a table, and links and mirrors connect related items. It runs on the web, desktop and mobile. The free Basic plan is capped at 100 new bullets a month, and the AI Nodes and AI Actions features need Pro.
To get you started, here are 9 things to know about Workflowy, taken from its own pages and our grades.
Everything is a bullet, with no documents, folders, reminders or repeating tasks, so long writing and to-dos with alarms belong elsewhere.
- 1
Best for people who think in bullet points
Workflowy is one long outline where bullets nest inside bullets, and you click any one to see only what's under it.
- 2
Paid plans start at $6.99 a month
As its pricing page puts it: $6.99 per month, billed annually (Pro).
- 3
There is a free plan
Basic plan, free forever: listed with all features, limited to 100 nodes (bullets) per month and 100 MB of file uploads. Help pages say AI Nodes and AI Actions need Pro.
- 4
It runs on 6 platforms
Web, Windows, macOS, Linux, iOS and Android, with a browser extension too.
- 5
Infinitely nested outline
Everything is a bullet that can be indented under another, so the same list works as notes, folders, to-dos and documents without separate files.
- 6
Boards, tables and node types
A bullet can be turned into a to-do, heading, paragraph, code block or quote, and a list can be laid out as a kanban-style Board or as a Table.
- 7
Tags, dates, links and mirrors
Tags, mentions and date tags filter the outline, links between bullets create backlinks, and mirrors show the same bullet in several places.
- 8
A 2.8 GPA, above 72 of 147
That is against the other note-taking apps we grade, on value, the free plan, features, ease of use and platforms.
- 9
Keep it
The plain part of Workflowy you could make: notes, tasks, kanban boards and linked notes. What surrounds it you could not. The 4 things listed below take a company, not a weekend.
Workflowy at a glance
- Pricing
- Free plan, from $6.99 per month, billed annually (Pro)
- Free plan
- Yes
- Free trial
- 7-day free trial of Pro.
- Runs on
- Web, macOS, Windows, Linux, iOS, Android, Browser extension
- Made by
- FunRoutine Inc.
- Category
- Note-Taking Apps
- Our grade
- 2.8 GPA, good
- Store rating
- 4.8 on the App Store, 8,223 ratings
The report card
Best for people who think in bullet points
Workflowy is one long outline where bullets nest inside bullets, and you click any one to see only what's under it. The free plan stops at 100 new bullets a month, about three a day, and the AI tools need Pro at $6.99 a month even though the pricing page says every feature is free. Everything is a bullet, with no documents, folders, reminders or repeating tasks, so long writing and to-dos with alarms belong elsewhere.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | C | Pro is $6.99 a month on yearly billing, or $8.99 monthly, a touch above the $6 middle for note apps and about $84 a year for a list. It's a dollar under Dynalist Pro, and university staff and students can apply for Pro free. |
| Free plan and trial | C | Free for good, but the cap is one you'll walk into: 100 new bullets a month, about three a day, and uploads stop at 100 MB. A week of meeting notes does it. The pricing page says every feature is in it, yet the help pages put the AI tools on Pro. |
| Features | C | Nesting, zoom, mirrors, boards, tables, a calendar and sharing by link cover an outliner's job. But its own pages mark the edges: everything is a bullet with no documents or folders, we found no timed reminders or repeating tasks in the help centre, and Workflowy calls its API basic. |
| Ease of use | A | 4.84 from about 8,200 App Store ratings, nine in ten of them five stars. Enter for a new bullet, Tab to tuck it under the last one, click to zoom in. That's most of it. |
| Platforms and integrations | A | Web, Mac, Windows, Linux, iPhone and Android, with clippers for Chrome and Firefox. Zapier, Readwise and Google Calendar hook in. There's an API, though Workflowy itself calls it basic. |
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 Workflowy is for
- Fits if you think in outlines and want notes, to-dos and plans in one nested list
- Works for university staff and students, who can apply for Pro free
Who it is not for
- Tight if you're staying free, with 100 new bullets a month, about three a day, and 100 MB of uploads
- Pricey if a simple list is all you need, at $6.99 a month yearly or $8.99 month to month
- Not for you if you write long documents with proper layouts, because everything is a bullet
- Skip it if you need alarms and repeating tasks, which we couldn't find in its help pages
- Watch out: the pricing page says every feature is free, but the AI tools need Pro and send your text to OpenAI and Anthropic
Good to know
Good for
- People who think in outlines and nested lists
- Keeping notes, to-dos and plans in one place
- University faculty and students, who can apply for free Pro
- Teams working from a shared outline
Worth knowing
- The free Basic plan allows 100 new nodes per month and 100 MB of file uploads; past the limit you are prompted to subscribe.
- Content is organized as one bullet outline, with no separate documents or folders.
- Workflowy describes its API as basic, supporting CRUD operations.
- AI Nodes and AI Actions need Pro, and the optional AI features send prompts and selected content to third-party model providers, named as OpenAI and Anthropic.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$6.99
A month to start. There is a free plan too
Workflowy has a free plan. Paid plans start at $6.99 per month, billed annually (Pro).
It's a dollar under Dynalist Pro, and university staff and students can apply for Pro free.
Basic
Free
Listed with all features, 100 nodes per month and 100 MB of file uploads. Help pages say AI Nodes and AI Actions need Pro.
Pro
$6.99
per month, billed annually ($8.99 billed monthly)
Unlimited nodes and uploads. The help center also lists full sharing, Dropbox backups, priority support, AI Nodes and AI Actions as Pro.
Teams
$6.99
per user / month, paid yearly
Unlimited nodes and file uploads for every member, one-on-one team setup and auto-backup to Dropbox.
The free plan
Basic plan, free forever: listed with all features, limited to 100 nodes (bullets) per month and 100 MB of file uploads. Help pages say AI Nodes and AI Actions need Pro.
Trying it first
7-day free trial of Pro.
Read from workflowy.com on Oct 9, 2026.
Ways to pay less
Annual discount
About 22% lower price with annual billing
Pro is $6.99 per month when billed annually against $8.99 per month on monthly billing.
Stated on workflowy.comEducation
Free Pro for university faculty and students
Faculty and students at a college or university can apply with an academic email for free Pro for life. Students invited by a faculty member get Pro for the duration of their studies.
Stated on workflowy.comNonprofit
50% non-profit discount on Pro
The pricing FAQ lists a 50% non-profit discount on Pro subscriptions, arranged by emailing Workflowy.
Stated on workflowy.com
What the app costs elsewhere
Each country’s App Store price for “Workflowy Pro - Monthly”, against $8.99 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 |
|---|---|---|---|
| Indonesia | Rp 149ribu | $8.33 | 7% less |
| Canada | $11.99 | $8.43 | 6% less |
| Philippines | ₱ 599.00 | $9.54 | 6% more |
| Turkey | ₺499,99 | $10.17 | 13% more |
| Germany | 9,99 € | $11.19 | 25% more |
| United Kingdom | £8.99 | $11.89 | 32% more |
| Brazil | R$ 59,90 | $11.97 | 33% more |
| South Africa | R199.99 | $12.10 | 35% more |
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
7
Places it runs: Web, macOS, Windows, Linux, iOS, Android and Browser extension
Outliner that keeps notes, to-dos and plans in one nested list. Here is what it does, as its own site describes it, and what it covers: public API, AI features, real-time collaboration, notes, linked notes, tasks, kanban boards.
Nesting, zoom, mirrors, boards, tables, a calendar and sharing by link cover an outliner's job.
- Infinitely nested outline
- Everything is a bullet that can be indented under another, so the same list works as notes, folders, to-dos and documents without separate files.
- Boards, tables and node types
- A bullet can be turned into a to-do, heading, paragraph, code block or quote, and a list can be laid out as a kanban-style Board or as a Table.
- Tags, dates, links and mirrors
- Tags, mentions and date tags filter the outline, links between bullets create backlinks, and mirrors show the same bullet in several places.
- Sharing and collaboration
- Notes and resources can be shared for real-time collaboration, with comments on bullets and an instant presentation view.
- Calendar and quick capture
- A Calendar and Timeline lay out dated items, while Quick Add, mobile sharing and Email to Workflowy capture ideas from outside the app.
- AI, API and integrations
- Optional AI features generate, edit and summarize content; AI Nodes and AI Actions need Pro. A basic API, Zapier and a Readwise sync connect Workflowy to other apps.
Where it runs
- Web
- macOS
- Windows
- Linux
- iOS
- Android
- Browser extension
What it works with
- Readwise
- Zapier
- Google Calendar
- Dropbox
- Slack
- Todoist
- Gmail
- Apple Shortcuts
Workflowy is made by FunRoutine Inc.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
72/147
Other note-taking apps it is graded above
Workflowy's GPA of 2.8 is higher than 72 of the 147 other note-taking apps we grade, and level with 34.
It stands best on ease of use (A, above 133 of 147) and worst on features (C, above 2).
Its paid plans start at $6.99 a month, against a middle price of $5.83 for the category: 41 of the 66 others that charge start lower.
On features, ease of use and platforms it scores 3.3 out of 4. 4 tools score higher and cost less.
Each grade against the category
Every bar is all 148 note-taking apps we grade, cut by the letter each got. Workflowy’s own letter is outlined.
- CValue for moneyAbove 16 of 147
- CFree plan and trialAbove 7 of 147
- CFeaturesAbove 2 of 147
- AEase of useAbove 133 of 147
- APlatforms and integrationsAbove 128 of 147
Price against what you get
Each dot is one of 103 note-taking apps. Further left costs less; higher up scores better on features, ease of use and platforms. Workflowy 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.
Keep it
The plain part of Workflowy you could make: notes, tasks, kanban boards and linked notes. What surrounds it you could not. The 4 things listed below take a company, not a weekend.
It costs $83.88 a year.
What you could make
- Notes, tasks, kanban boards and linked notes: an app builder makes these well.
What you could not
- Apps for macOS, Windows, Linux, iOS and Android that stay in step with each other.
- Several people working in it at the same moment.
- It plugs into other products, Readwise, Zapier and Google Calendar among them, and has an API.
- AI features, unless you pay a model provider for each request yourself.
What this rests on. Workflowy’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
Dynalist, Logseq, Roam Research, Tana Outliner and OmniOutliner
The 5 tools Workflowy is most often weighed against, with where each one differs from it.
- 3.0GPA
Dynalist
Free plan · from $7.99/mo
Outlining app for nested lists, notes and tasks.
- Workflowy also covers kanban boards.
- Dynalist also covers Markdown and web clipper.
- 3.0GPA
Logseq
Free plan · from $5/mo
Open-source outliner for linked notes stored as local files.
- Only Workflowy lists a browser extension.
- Logseq is open source, according to its own site.
- Workflowy also covers tasks and kanban boards.
- 2.0GPA
Roam Research
Free trial · from $15/mo
Outliner for networked notes with bidirectional links.
- Workflowy has a free plan. Roam Research does not, though it has a free trial.
- Only Workflowy lists Windows, Linux and Android apps.
- Only Workflowy lists a browser extension.
- 2.8GPA
Tana Outliner
Free plan · from $8/mo
Outliner with supertags, daily notes and built-in AI features.
- Only Workflowy lists a browser extension.
- Workflowy also covers kanban boards.
- Tana Outliner also covers meeting notes and daily notes.
- 2.6GPA
OmniOutliner
Free trial · from $24.99 one-time
Outliner for Mac, iPhone, iPad and Apple Vision Pro.
- Workflowy has a free plan. OmniOutliner does not, though it has a free trial.
- Only Workflowy lists a web app.
- Only Workflowy lists Windows, Linux and Android apps.
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 Workflowy free?
Workflowy has a free plan. Basic plan, free forever: listed with all features, limited to 100 nodes (bullets) per month and 100 MB of file uploads.
How much does Workflowy cost?
Workflowy lists 3 plans. Basic: Free.
What platforms does Workflowy work on?
Workflowy is available on Web, Windows, macOS, Linux, iOS and Android.
Does Workflowy offer any discounts?
Workflowy publicly lists the following: About 22% lower price with annual billing; Free Pro for university faculty and students; 50% non-profit discount on Pro.
How is Workflowy rated?
Workflowy's iPhone and iPad app averages 4.8 out of 5 from 8,223 ratings on the App Store in the United States, as read on Oct 5, 2026.
Is Workflowy open source?
Workflowy is not described as open source on its own site, as read on Oct 9, 2026.
Does Workflowy have an API?
Yes. Workflowy offers a public API, according to its own site.
What does Workflowy integrate with?
Workflowy's listing names Readwise, Zapier, Google Calendar, Dropbox, Slack, Todoist, Gmail and Apple Shortcuts.
Does Workflowy have a student discount?
Free Pro for university faculty and students. Faculty and students at a college or university can apply with an academic email for free Pro for life.
Does Workflowy have a free trial?
Yes. 7-day free trial of Pro.
Who makes Workflowy?
Workflowy is made by FunRoutine Inc.
What are the alternatives to Workflowy?
The closest alternatives to Workflowy in our directory are Dynalist, Logseq, Roam Research, Tana Outliner and OmniOutliner.
How does Workflowy compare with other note-taking apps?
Workflowy's GPA of 2.8 is higher than 72 of the 147 other note-taking apps we grade, and level with 34.
Is Workflowy good value for money?
ToolGPA grades Workflowy C for value for money. Its paid plans start at $6.99 a month, against a middle price of $5.83 for the category: 41 of the 66 others that charge start lower.
Could I make my own version of Workflowy?
The plain part of Workflowy you could make: notes, tasks, kanban boards and linked notes.
Where this guide comes from
The prices, plans, platforms and features were read from Workflowy’s own pages on Oct 9, 2026, and the grades were given on Oct 10, 2026. Based on Workflowy's home, pricing, downloads, Teams, education, integrations, help and What's New pages as of 9 October 2026, its App Store listing and reviews, and Hacker News comments about it. Also tested with a demo account on 2026-05-19.
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 FunRoutine Inc. Prices change, so check workflowy.com before you buy.
- workflowy.com
- workflowy.com/pricing/
- workflowy.com/download/
- workflowy.com/team-signup/
- workflowy.com/edu/
- workflowy.com/integrations/
- workflowy.com/api-reference/
- workflowy.com/help/get-started
- workflowy.com/help/ai-nodes
- workflowy.com/help/ai-actions
- workflowy.com/help/upgrades-billing
- workflowy.com/ai-terms/
- workflowy.com/privacy-policy/
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
- Workflowy, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/workflowy
- 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, "Workflowy: The Insider's Guide", checked Oct 9, 2026. https://toolgpa.com/tools/workflowy
Know someone choosing between note-taking apps?
Send them this guide: toolgpa.com/tools/workflowy/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded note-taking apps after Workflowy, each with an Insider's Guide of its own.
- Note-Taking Apps Insider's GuideEvery one of the 148 note-taking apps we grade, compared
- Microsoft OneNote Insider's GuideMicrosoft's free digital notebook for typed, inked and audio notes3.8 GPA
- Goodnotes Insider's GuideHandwritten notes, PDF markup and whiteboards with an AI assistant3.6 GPA
- Joplin Insider's GuideOpen source Markdown notes with sync through a service you choose3.6 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 Workflowy’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. Workflowy is a trademark of its owner, and this guide is not made, paid for or approved by FunRoutine Inc. Prices and plans change: check workflowy.com before you buy.