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Struggling with endless to-do lists? You're not alone. Managing tasks can be a real headache.

But imagine having an AI tool that not only organizes your tasks but also predicts and automates them.

That's where AI task management tools come in.

I'm here to show you the 5 best AI task manager apps. These apps use smart technology to take the stress out of your daily planning.

With the AI market in project management expected to grow by 17.3% from 2023 to 2028 [1], these tools are more than just a trend—they're the future of efficient work. 

In this article, we'll explore how these apps can transform your productivity game. Let's get started!

motion logo

Simplifies calendar, task management, project collaboration, and meeting scheduling.

Available in web app, mobile app, and desktop app versions.


Organizes your schedule and tasks with AI, making daily management effortless.

Tailors to your mood and workflow

A free plan is available for you to try at no initial cost


Turns meeting notes into clear, actionable tasks

Supports brainstorming and writing tasks to keep your focus on managing and completing tasks

What is the best AI task manager app?

Here are the 8 best AI powered task management apps:

1. Motion

motion logo

Millie's Take 

With automatic task management, project tracking, and a meeting scheduler, Motion streamlines your workflow, leaving you feeling accomplished and balanced. Plus, it combines all your calendars into one unified schedule, making it the all-in-one solution you've been waiting for.

Out of 10
  • Best For Automatic 
  • Price: $34/mo
  • Annual Price: $19/mo

What is Motion?

Motion is an AI scheduling assistant that's useful for sorting out and scheduling your daily tasks.

You can link it with your email and calendar, and it'll automatically update with any new task, appointments or meetings you have.

One of Motion's standout features is its AI. This smart tool rearranges your tasks based on your day, helping you stay on track.

motion homepage

Why I Recommend Motion

One thing that struck me right off the bat was its design - sleek, fast, and user-friendly on both desktop and mobile.

For me, a good app needs to be efficient and easy to navigate, and Motion ticks all these boxes.

What sets Motion apart is its AI functionality.

You input tasks with details like priority and deadlines, and the AI smartly schedules everything. If something urgent pops up, Motion adapts and reshuffles tasks accordingly.

create new tasks in motion

This feature alone has been a real life-saver, saving me from so many scheduling headaches and stress.

Originally just for scheduling, Motion (Review here) has grown to include full task and project management. This can really help you handle multiple projects easily.

You can breake down large projects into smaller tasks and subtasks. Motion’s AI then automatically schedules each task for you, making project management a breeze.

You can assign tasks to your team members too.

Plus, if you’re into the Kanban system like in Trello, you’ll appreciate Motion’s version. It offers the flexibility of drag-and-drop to rearrange tasks and schedules easily when priorities shift.


Although Motion is a bit pricey (at $34/month or $19/month when billed yearly), the value it offers makes it a worthwhile investment, especially for team collaborations.

Plus, features like the Focus Banner can keep you concentrated on the task at hand, boosting your productivity.

2. BeforeSunset AI


Millie's Take 

BeforeSunset AI streamlines organization with AI for individuals and teams, featuring easy calendar syncing and a user-friendly interface. Its AI planning and mood-adjusted tasks improve productivity.

Despite its newness and minor issues, its appealing free plan and potential for permanent access stand out. This tool uniquely personalizes and enhances daily planning.

Out of 10
  • Best For: Solopreneur & Small Teams
  • Price: Starts at $9.99

What is BeforeSunset AI?

beforesunset homepage

BeforeSunset AI is your personal AI assistant that helps plan your day. It's super easy to use; just make a list of tasks, set the time for each, and hit "Plan my day" to get organized fast.

It works great for everyone, whether you're studying or working with a team. Plus, it helps you focus by minimizing distractions and keeping everything organized in one place.

You can even plan your whole week in advance to avoid Monday stress. And if you're working with others, BeforeSunset AI keeps everyone in sync.

Why I Recommend BeforeSunset AI

Here's why I wholeheartedly recommend giving BeforeSunset AI a try.

Effortless Scheduling with a Click

BeforeSunset AI takes the hassle out of organizing your day. With just one click, it transforms your to-do list into a structured schedule, neatly arranged into calendar time blocks.

This feature alone can save you precious time that you'd otherwise spend planning, allowing you to focus on actually getting work done.

Team Synchronization

Collaboration is key in any team, and BeforeSunset AI understands that.

It offers two-way synchronization with your calendar to ensure that you never double-book yourself and miss important meetings or deadlines. 

Plus, the Team Feed feature keeps you updated on what your colleagues are working on, fostering a sense of community and support without the need for constant meetings or interruptions.

Personalized Task Management

BeforeSunset AI allows you to assign priorities, durations, and categories to tasks, tailoring your daily planning to your personal workflow.

This level of customization ensures that your schedule reflects your priorities and helps you stay focused on what matters most.

Forward-Looking Weekly Planning

Not only does BeforeSunset AI help you conquer today's tasks, but it also empowers you to plan out your entire week.

By scheduling time blocks for upcoming tasks, you can maintain a proactive approach to your workload, ensuring that you're always one step ahead.

Analytics for Insightful Productivity

You'll love the daily and weekly analytics that BeforeSunset AI provides. These insights can help you understand team-wide productivity trends and identify areas for improvement.

Individual team members can also track their performance, which is great for personal development and accountability.

Gamification for Motivation 

BeforeSunset AI gamifies productivity with badges and achievements, making it fun to stay on top of tasks and encouraging everyone to bring their best to the table.


BeforeSunset AI starts at $9.99/month. You can try it for free and join over 25,000 users who are already planning their days better with BeforeSunset AI.

3. Notion AI


Millie's Take 

Notion AI makes managing tasks and brainstorming ideas easier than ever, right within your Notion workspace. It's perfect for anyone looking to streamline their workflow and enhance creativity without the complexity. With features like quick answers from your documents and the ability to turn meeting notes into actionable tasks, it’s a simple way to get more done and bring your ideas to life.

Out of 10
  • Best For AI Task Breakdown
  • Price: $10/mo

What is Notion AI?

Notion AI is a new tool that's been integrated into the Notion workspace. It's designed to help you with a variety of tasks, from writing to brainstorming.

Notion AI homepage

Why I Recommend Notion AI

When it comes to task management solutions, I've always been on the lookout for tools that can simplify the process without adding complexity.

That's where Notion AI has truly made its mark.

What Notion AI can do for your everyday tasks:

  • Streamline your workflow: Notion AI integrates seamlessly into your Notion workspace, enhancing efficiency.
  • Live more productively: Notion AI transforms meeting notes into actionable tasks, saving you time and effort.
  • Get answers fast: The Q&A feature acts like a search engine across all your documents, providing answers in seconds.
  • Enhance creativity: Direct in-app support for writing and brainstorming keeps your focus sharp and your ideas flowing.
  • Simplify data analysis: Autofill feature turns complex data into actionable insights, streamlining your decision-making process.

 And with a suite of pre-built templates for diverse use cases such as recruiting outreach, meeting summaries, weekly meal planning, and video script writing, you can build just about anything.

Everyone in the digital productivity space is talking about Notion AI as the top tool for enhancing personal and professional organization.

It stands out as the MOST INNOVATIVE AND VERSATILE tool in its category.

With Notion AI, you can sort out your daily tasks, work on projects, and get better at writing. 

If you need to come up with ideas, write blog posts, or make cool social media posts, Notion AI also got your back.

It's really good for students and professionals who want to be more creative and get more done.

It's not just for writing, though. You can use it to study better, make summaries of hard topics, and even translate text without leaving the app.

Notion Pricing: It’s Not Expensive, At All!

Now, you can get all these awesome features for just $10 a month. It's a great deal because it helps you write better, learn more, and stay organized.

If you're on a Plus or Business plan, adding AI costs an extra $8 per month, per member, billed yearly.

So, for just $10 a month, you can get this amazing tool that makes organizing and creative work a lot easier.

Check out Notion AI to see how it can help you do more and be more creative.

4. Taskade

taskade logo

Millie's Take 

Experience seamless project and task management with real-time syncing across all devices, and enjoy customizable templates to fit every task. Taskade simplifies organization and boosts collaboration, making it easier to track progress and achieve goals.

Out of 10
  • Best For Boosting Productivity
  • Price: Starts at $4/mo

What is Taskade?

Taskade is an all-in-one AI productivity tool for task management and team collaboration. It combines AI-powered productivity features with easy-to-use interfaces for creating to-do lists, project sprints, and dynamic workflows.

It offers real-time chat, video conferencing, and customizable templates, ideal for personal and professional use.

With cross-platform support, Taskade makes sure seamless synchronization across devices.

taskade homepage

Why I Recommend Taskade

First off, Taskade works on almost all devices, including Linux, and even has browser extensions. This means you can access your tasks from anywhere, making your life a lot easier.

The cool thing about Taskade is its flexibility.

It’s great for all sorts of things – from personal to-do lists to managing big team projects.

You get different views like:

  • Lists
  • Boards
  • Calendars
  • Mind maps

...even in the free version. This variety lets you organize your work just the way you like it.

For team work, Taskade's got you covered with video chat, messaging, and screen sharing. These features, especially in the paid plans, make working together online super easy.

Taskade uses AI to help you break down big tasks into smaller ones. This can make planning and doing your projects much simpler.

Plus, the AI can help create mind maps, which is great for brainstorming and organizing your ideas.

Taskade also has an AI chat feature that can give you smart tips on managing your to-do list.


Pricing is always a crucial factor, and Taskade is really affordable, especially for teams.

Taskade starts at $4 for personal plan and $19 for business plan.

It's a great deal compared to other similar tools out there.

5. Timehero

timehero logo

Millie's Take 

TimeHero uses AI-powered scheduling technology to prioritize tasks and make a schedule for you. It analyzes your tasks and decides which ones are most important and need to be done first.

You can add tasks easily using natural language and organize them into projects. This AI task scheduler is also great for teamwork, as you can invite others to join and see what needs to be done. 

Out of 10
  • Price: $5/mo
  • Annual Price: $4.6/mo

What is TimeHero?

TimeHero helps you plan and manage work.

It schedules and automates tasks, projects, and events all in one place. Unlike other task apps, TimeHero automatically plans when to work on tasks based on your availability and adjusts plans if things change.

It offers quick task entry, adaptive planning, and real-time progress tracking features.

TimeHero is designed for individuals, teams, and clients to stay organized, reduce the need for updated meetings, and ensure deadlines are met.

It's a comprehensive tool for efficient work management.

timehero homepage

Why I Recommend TimeHero

One of the coolest features of TimeHero is its ability to adapt in real-time.

When your day is packed with tasks, and suddenly a new task pops up, or a deadline gets moved. With TimeHero, there's no need to panic.

It automatically updates your task priorities, keeping you on top of your game without you having to manually reorder your to-do list.

But here's the real kicker – TimeHero uses natural language for task entries. You can simply say, "Write a weekly report for 30 minutes on July 28th,"

TimeHero understands and schedules it for you. This natural language feature makes adding tasks quick, easy, and almost conversational.

Organizing tasks in TimeHero is a breeze. You can group tasks into projects, making it easier to manage and track different aspects of your work or life.

Plus, you can attach important notes or files to each task, ensuring all your necessary information is in one place.

For those daily habits or routine tasks, TimeHero allows you to set up recurring tasks. This means you won't forget those important, repetitive tasks that can sometimes slip through the cracks.

And if you're starting a new project, TimeHero's templates help you quickly set up a project with all the necessary steps and details already mapped out.


timehero pricing

After a 7-day free trial, you can start using TimeHero for $4.6 per month.

6. Todoist

todoist homepage

What is Todoist?

Todoist is a well-known task management app that's been around for a long time. It's super popular and really good at what it does.

In simple terms, Todoist helps you manage your tasks and stay organized.

Todoist now features its own AI assistant to enhance your productivity even further.

Why I Recommend Todoist

No matter who you are – whether you're someone who's super busy at work or just someone trying to keep track of daily chores – Todoist works for everyone.

It's super adaptable, which means it can fit into your life however you need it to.

Here's what's cool about Todoist: it lets you create projects or lists where you can keep all your tasks. You can see these in different views, like a board or a list, which helps you plan and organize things your way.

The AI Assistant in Todoist can help you with several tasks to improve your productivity:

  1. Breaking Down Large Tasks: It can take a big task and suggest smaller, more manageable steps to help you complete it.
  2. Providing Completion Tips: The AI Assistant can give you advice on the next actionable steps to take to finish a complex task.
  3. Making Tasks Actionable: It can rephrase your tasks to make them clearer and more direct, which can help you start working on them more easily.
  4. Creating Sub-Tasks: For complex tasks that require multiple steps, the AI Assistant can generate a list of sub-tasks to ensure you cover all necessary parts of the task.

If you go for the pro version, you get even more features, like turning tasks into habits and planning your week with an 'upcoming' feature.

There's also this neat thing called 'Karma' in Todoist. It's a fun way to see how productive you are by earning points for completing tasks.


todoist pricing plans

7. Tability

Tability task manager

What is Tability?

Tability helps teams keep track of their goals and progress. It's designed to be simple and straightforward.

With Tability, you can set clear objectives, plan what to do next, and see how your team is doing.

It's useful for staying focused on important tasks and ensures that everyone knows what they're working towards.

This tool is great for any team that wants to stay on track and achieve their goals together.

Why I Recommend Tability

I recommend Tability for team task management because it effectively links your daily tasks with your bigger goals. 

It helps you prioritize what's important, keeping your objectives in mind.

The tool reduces the need to switch between different apps by bringing everything into one place. 

Plus, it offers helpful views like Kanban and timelines to plan your tasks by priority.

The integration with project management apps like:

  • Jira
  • ClickUp
  • Asana a big plus.

And, their goal-setting AI generates tasks that align with your objectives. It's a great tool for staying focused and aligned with your team's goals.


Tability pricing

You can try Tability for free.

Tability's pricing starts at $4 per seat/month for basic features

What is an AI-powered task manager?

An AI-powered task manager uses artificial intelligence to help you manage your tasks more effectively.

These apps can automate routine tasks, learning from your behavior to organize your schedule better.

With machine learning, they adapt over time, understanding how you work and suggesting efficient ways to complete tasks.

This makes AI-powered task management apps a smart choice for those looking to streamline their daily workload.

What task can AI automate?

AI can automate a variety of tasks, especially those that are repetitive or require sorting through a lot of information.

For example, AI can help sort emails, set reminders based on your calendar, and even suggest replies to messages.

It's also great at organizing data, like grouping similar files or tracking expenses.

In customer service, AI can answer common questions, leaving more complex issues to humans. Overall, AI takes on tasks that can be time-consuming, allowing you to focus on more important work.

Final Thoughts

So, there you have it! AI task manager apps are the new way to tackle your to-do list. They're smart, they save time, and they make life a bit easier.

If you're thinking about giving one of these AI tools a try, why not check out Taskade? It's simple to use and really helps in getting your tasks in order. 

Give Taskade a go and see how it can change the way you work and plan your day. Who knows, it might just be the thing you need to get everything done with less stress!

5/5 - (1 vote)
About the Author Millie Pham

Meet Millie Pham - an SEO content marketer and video editor who loves exploring the latest tech and AI tools. She provides honest reviews and demystifies the world of AI, SEO, and blogging, making these complex topics accessible and easy to understand for everyone. Her work has been featured on Marin Software, jobillico, Nicereply, and other sites.

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