Automate Your To‑Do List Across Apps with Zapier – Guide

Tired of copying the same task into Todoist, Asana, and Microsoft To Do? This guide shows you exactly how to automate your to‑do list with Zapier so you add a task once and see it appear everywhere.

I was juggling Todoist, Asana, and Microsoft To Do like a circus act. Every morning I’d open my inbox, copy a few items into Todoist, then open Asana to duplicate the same ones for project tracking. By lunch I’d forget to add a couple of urgent emails, and by evening I was scrolling through three different task lists trying to figure out what I’d actually done.

Those extra minutes turned into missed deadlines, and the mental load of remembering “where did I put that” was exhausting. I tried setting reminders to copy things later, but that just added more noise. Eventually I realized I was spending more time managing my tools than actually getting work done.

That’s when I decided to automate to do list with Zapier. I started small – a single Zap that took new Todoist tasks and shoved them into Asana.

The first time it ran, I felt like I’d discovered a secret shortcut. No more copy‑pasting, no more double‑checking.

The rest of the apps fell into place once I got the hang of the basic pattern. The biggest surprise was how quickly the habit changed.

Instead of opening three apps, I now add a task once and let Zapier handle the rest. My day feels lighter, and I actually have brain space for creative work instead of endless manual syncing.

How to Automate Your To‑Do List with Zapier: Step‑by‑Step

Below is the exact Zapier blueprint I use. It’s all drag‑and‑drop, no coding required.

Pick the trigger app – In Zapier, create a new Zap and select Todoist as the trigger. Choose “New Task” and connect the Todoist account you use for daily capture.

Add an action to create the same task in Asana – For the next step, pick Asana, select “Create Task,” and map the Todoist task name, description, and due date to the Asana fields. This is the core of how to sync Todoist and Asana using Zapier. I like to add a tag like “auto‑synced” so I can filter later if needed.

Set up a second Zap for recurring tasks in Microsoft To Do – Create another Zap, this time with Todoist again as the trigger, but filter for tasks that have the word “weekly” in the title.

Then add an action for Microsoft To Do – “Create Task.” This tiny filter creates a Zapier workflow for recurring tasks in Microsoft To Do without any extra scripts.

Whenever I add a “Weekly Report” task in Todoist, it instantly appears in To Do, ready for my Monday routine.

Email‑to‑task Zap – The last piece is a Zap that turns incoming emails into to‑dos.

Choose Email by Zapier as the trigger (you get a special Zapier email address). Then add an action for Todoist – “Create Task.”

Map the email subject to the task name and the body to the description. This is the trick I use for automate task creation from email with Zapier.

A quick reply to a client and the follow‑up item is already waiting for me in Todoist.

I posted the ready‑to‑use Zap templates on TaskTinker so you can grab them instantly. Just click the links, connect your accounts, and you’re good to go. A few minutes of setup saves hours of manual copying each week.

• Test each step before turning the Zap on. Zapier shows you a sample task so you can verify the mapping.
• Use filters to avoid duplicate tasks. For example, add a condition that only creates an Asana task if the Todoist task doesn’t already have an “Asana ID” custom field.
• Keep the naming consistent across apps. If you always start project tasks with a bracket like “[Proj]”, you can set up a Zap to automatically add that tag in Asana, keeping everything tidy.

With these four Zaps running, my task universe is finally in sync. I can add a single item in Todoist and see it appear wherever I need it – no extra clicks, no extra typing.

Since I set up the Zapier automations, the double‑typing nightmare is gone. I’m hitting deadlines more reliably, and I actually enjoy opening my task list because it feels organized, not chaotic.

The biggest win? Free mental bandwidth to focus on the work that matters instead of the admin that used to bog me down.

If you’re tired of juggling multiple to‑do apps, give this Zapier approach a try. The templates are waiting for you on TaskTinker, and the setup only takes a coffee break.

Feel free to share this post with a coworker who’s also drowning in task duplication, and subscribe to the TaskTinker newsletter for more quick automation hacks.