As an entrepreneur, your time is your most valuable asset. Every minute lost to a misplaced to-do list or mindless social media scrolling takes away from building your business. In 2025, the best time management apps for entrepreneurs can help you maximize your productivity. These powerful tools organize tasks, track your work hours, and minimize distractions. In this guide, we’ll explore the top time management apps for entrepreneurs, offering simple steps, real-life examples, and practical tips to help you work smarter and achieve more.
Why Time Management Apps Are Essential
Running a business requires balancing many tasks, including client meetings, product launches, and marketing. Without a solid system in place, you risk wasting precious time. In 2025, the best time management apps for entrepreneurs can help you streamline your workflow, prioritize tasks, and track how you spend your time. These tools are essential for preventing burnout and maintaining focus, allowing you to work more efficiently and effectively.
- Save Hours: Automate task tracking and focus on high-impact work.
- Avoid Distractions: Skip endless emails or social media.
- Track Earnings: See which tasks make money and which don’t.
- Scale Smarter: Free up time for strategy and growth.
According to a 2023 Zippia study, entrepreneurs waste 20-30% of their day on inefficiencies, which means you could be losing 2-3 hours that could be used for closing deals or attending to something else. Want to boost your productivity? Below are the top five time management apps for entrepreneurs in 2025 that will help you take control of your time.
1. Todoist: Master Your Task List
Todoist is one of the best and most used time management apps for entrepreneurs because it simplifies your to-do list by organizing it into a clear and manageable plan. You can create separate projects for business, personal tasks, or side hustles. Just add your tasks, set due dates, and prioritize them. The app highlights your most urgent tasks, so you always know what to focus on first. With Todoist, staying organized and productive has never been easier!
Why Todoist Is a Top Choice
Manage your startup, client work, and marketing efficiently with Todoist. This powerful tool allows you to create separate projects such as “Startup Tasks,” “Client Work,” and “Marketing Plan.” You can easily add tasks like “Write email campaign,” set a due date for tomorrow, and prioritize it as high. Todoist’s clean and simple design helps reduce stress and keeps you focused, making it an essential tool for productivity.
- Prioritize Tasks: Categorizes tasks by priority levels, ranging from Priority 1 (urgent) to Priority 4 (low).
- Meet Deadlines: Set due dates for invoices or pitches.
- Team Up: Share projects to assign tasks like blog posts or follow-ups.
- Track Wins: Mark tasks as completed to track your progress.
How to Use Todoist in 2025
Download the Todoist app on your phone or computer to manage your tasks efficiently. Create projects, such as “Product Launch” and “Client Work,” to organize your work. Add tasks like “Call supplier” or “Update website” to stay on track.
Set due dates and priority levels, marking Priority 1 for tasks that are due today. Each morning, review the “Today” view to identify urgent tasks. Don’t forget to sync Todoist across your devices for updates wherever you are. Start using Todoist today to boost your productivity!
Example: Kingsley is a freelance writer who uses Todoist to manage his various writing projects. He creates a separate project for each assignment and adds tasks such as “Draft article” or “Submit final copy.” When a submission deadline is approaching within 24 hours, he marks it as Priority 1. This organized system has helped him deliver his work on time, resulting in three new clients last month.
Quick Tip
Easily add tasks like “Meet with client on Friday at 10 AM” and let Todoist automatically set the date and time for you. Save time and streamline your to-do list!
Pricing
- Free Plan: Basic tasks, up to 5 projects.
- Pro Plan: $4/month, unlimited projects and reminders.
- Business Plan: $6/month per user for teams with shared tasks.
2. Toggl Track: See Where Your Time Goes
Toggl Track is another good time management app for entrepreneurs. The app helps you visualize how you use your time effectively. With this tool, you can easily start a timer for any task, such as writing proposals, calling clients, or managing social media posts. It automatically tracks your time and generates simple reports for days, weeks, or months. By using Toggl, you can identify areas where you can improve efficiency and calculate your profitability. Streamline your workflow and make the most of your hours with Toggl Track!
Why Toggl Track Is Important
Struggling to manage your time and bill clients accurately? Toggl offers a one-tap timer that effortlessly tracks your tasks, including meetings and product design. This app helps you categorize your time by project or client so you can easily see if you’re spending 12 hours a week on low-value tasks. Take control of your time and boost your productivity with Toggl!
- Understand Your Rates: Monitor the time spent on each client to accurately calculate your hourly earnings.
- Identify Time Wasters: Assess whether emails or meetings are consuming your day.
- Bill Accurately: Utilize time reports to ensure that invoices are precise.
- Link Tools: Connect Toggl to apps like Trello or Slack.
How to Use Toggl in 2025
To track your time effectively, install Toggl on your phone or laptop. Create projects like “Client Website” or “Ad Campaign” to organize your work. Start the timer when you begin a task, such as “Writing Product Descriptions,” and stop it when you’re done.
At the end of the week, review your reports to see how much time you spent— for instance, 10 hours on client work and 5 hours on admin tasks. If you charged $1,000 for a project that took 20 hours, your hourly rate is $50. If this rate seems low, consider raising your prices or finding ways to work more efficiently.
This simple time-tracking process can help you understand your work patterns and improve your profitability.
Example: Mark runs an online store and uses Toggl to track his time on inventory management, customer service, and advertising. He found that he was spending 15 hours a week on customer service, but it wasn’t bringing in any revenue. To improve efficiency, he hired a part-time assistant, freeing up 10 hours to invest in advertising. This shift resulted in a 20% increase in sales. By tracking his time effectively, Mark was able to optimize his operations and boost his store’s revenue.
Quick Tip
Easily track your time with Toggl’s browser extension while using tools like Gmail or Asana. This simple integration helps keep your workflow efficient and productive.
Pricing
- Free Plan: Basic tracking for solo use.
- Starter Plan: $9/month per user, adds reports and projects.
- Premium Plan: $18/month per user, including profit tracking and team tools.
3. RescueTime: Eliminate Distractions
RescueTime is a time management app that runs in the background, helping you track how much time you spend on websites and apps. It categorizes your activities into productive tasks (like using Google Docs) and distractions (Examples include browsing through social media platforms such as TikTok or Facebook.). With RescueTime, you receive clear reports on how your time is spent, and you can access features to block distracting websites and apps, allowing you to focus better and boost your productivity.
Why RescueTime Stands Out
If you notice that social media and news websites are taking up too much of your time, tools like RescueTime can help you see just how much time you’re spending online—like three hours on Twitter instead of just 30 minutes. To take back control of your time, set specific goals, such as limiting your email time to one hour. You can also establish alerts that will notify you when you go over your set time limits. Making these adjustments can help you be more productive and stay focused!
- Identify Time Wasters: Determine which websites or apps distract you from your tasks.
- Set Limits: Limit the amount of time spent on low-value tasks, such as browsing the internet.
- Limit Distractions: Use FocusTime to block access to distracting websites while you work.
- Measure Focus: Get a daily productivity score to improve.
How to Use RescueTime in 2025
Install RescueTime on your phone or computer to automatically track the apps and websites you use. After a week, review your dashboard to see how much time you spent on different activities—like 12 hours on email and 6 hours on social media. Set a goal to limit your social media usage to just 2 hours each week. To increase your focus, use the FocusTime feature to block distracting websites from 9 AM to noon, allowing you to concentrate on deep work.
Example: Maria is a freelance graphic designer. RescueTime indicated that she was spending three hours a day on social media. To enhance her focus, she decided to limit her social media usage to 15 minutes and blocked those sites during her work hours. By doing this, she regained two hours each day, which she used to work on her portfolio and attract new clients, ultimately increasing her income by 25%.
Quick Tip
Optimize RescueTime’s Labels: Split Slack into Two Categories
To accurately track productivity, adjust RescueTime’s labels for Slack. If it’s useful for client chats but a distraction for team conversations, create two separate categories. This way, you’ll get clearer reports on your productivity levels.
Pricing
- Lite Plan: Free, basic tracking and reports.
- Premium Plan: $6.50/month, adds FocusTime and goals.
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4. Notion: Organize Your Notes
Notion is one of the powerful time management apps for entrepreneurs that helps you organize your ideas in one central location. With features to create notes, tag them for easy organization, and search quickly, it’s perfect for entrepreneurs who often have a variety of thoughts and concepts. Simplify your workflow and boost your productivity with Notion!
Why Notion Is a Game-Changer
Are you tired of losing your ideas written on scraps of paper or scattered in emails? Notion can help! It centralizes all your important information in one place, making it easy to stay organized. You can create a database for client notes, a dedicated page for product ideas, or a wiki for team tasks. Tag your notes with simple keywords like “sales” or “urgent” to locate them instantly. Streamline your workflow with Notion, and never lose track of your ideas again!
- Consolidate All Information: Organize your notes, plans, and research in a single location.
- Quickly Locate Notes: Use tags or the search function to easily find any note.
- Collaborate with Your Team: Allow your team to edit pages in real time.
- Customize: Create templates for tasks like meeting notes.
How to Use Notion in 2025
Set up an organized workspace by adding essential pages like “Business Ideas” and “Client Notes.” Create a task database with columns for status and tags to manage your projects effectively. For instance, add a note titled “New Ad Idea” and tag it as “Marketing.” This way, you can easily search for “Marketing” to find all related notes at a glance. Plus, share a “Project Plan” page with your team to ensure everyone stays informed and updated on progress.
Example: Maria, a digital marketer, used Notion for her campaign planning. She created a simple page to organize project timelines, content schedules, and performance metrics. By marking tasks as “high priority,” she easily focused on what mattered most. This helped her launch the campaign on time and gain 1,200 new subscribers in the first month. Using Notion streamlined her workflow and made her marketing efforts more effective.
Quick Tip
Use letter templates for your content calendars and client trackers. This method not only saves you time but also ensures consistency in your projects. By streamlining your workflow, you can focus more on creating quality content and maintaining client relationships.
Pricing
- Free Plan: Basic features, up to 10 guests.
- Plus Plan: $10/month per user, unlimited blocks and files.
- Business Plan: $15/month per user, team collaboration tools.
5. Instapaper: Save Content for Later
Instapaper is a convenient time management app for entrepreneurs that lets you save articles, videos, and web pages with just one click. You can easily read saved content later on any device, even offline. It’s an ideal solution for entrepreneurs looking to minimize distractions and stay focused while working. Enjoy a more organized reading experience with Instapaper!
How Instapaper Saves Time
Discovering a marketing article but don’t have time to read it? Instapaper helps by saving it for your commute. Take notes and highlight key points to remember their value later. Share your saved articles with your team to inspire new ideas and collaborations.
- Stay focused: Save content for later to minimize distractions.
- Read Anywhere: Access your saved content offline so you can read it anytime, anywhere.
- Mark Key Points: Highlight the text for easy reference.
- Quickly Share: Send articles to your team or post them on social media.
How to Use Instapaper in 2025
Install Instapaper on your browser for easy article saving. With just one click, save interesting articles and tag them as “research.” Use your lunch break to read and highlight valuable tips.
Example: Sarah owns a fitness app company. Each week, she saves 10 articles about health and fitness trends in Instapaper. On weekends, she reads these articles to discover new ideas. One article inspired her to add a popular workout feature, which increased app downloads by 20%.
Quick Tip
Listen to articles with Instapaper’s text-to-speech while driving. This way, you can learn without looking at a screen.
Pricing
- Free Plan: Unlimited saves, basic tags.
- Premium Plan: $5.99/month, advanced search, permanent saves.
How to Integrate These Apps
Don’t try to use all five apps at once. Instead, select one or two that effectively tackle your biggest time management challenges. Here’s how to get started:
- Identify Your Challenges: Are distractions keeping you from getting things done? Try using RescueTime to regain focus. If your tasks are disorganized, Todoist can help you stay organized and on track.
- Test One App: Try the free version of Test One App for one week. During this time, set up Todoist by creating one project and adding five tasks. This simple process will help you get organized and maximize your productivity!
- Create a Daily Routine: Dedicate just 5 minutes every morning to check your app. Start your day by reviewing the “Today” view on Todoist to stay organized and focused.
- Track Your Time Efficiently: After two weeks, try using Toggl to track how much time you spend on your Todoist tasks. This will help you compare the time spent with the priority of each task, making it easier to manage your workload effectively.
- Review Weekly: Take 10 minutes every Sunday to review your Toggl or RescueTime reports. Use this time to analyze your productivity and adjust your habits for better time management.
Conclusion
The best time management tools for entrepreneurs in 2025 include five essential apps: Todoist, Toggl Track, RescueTime, Notion, and Instapaper. These apps help you effectively manage tasks, track working hours, minimize distractions, organize ideas, and save important content. Each app is designed to tackle specific productivity challenges, allowing you to save time and focus on growing your business.
Select one app that suits your needs and test it for a week. Monitor the time you save and see how it impacts your productivity. After that, try a different app. Remember, small changes can lead to big improvements.