Workflowy

Workflowy is a note-taking app built around a single document of nested lists. Users can zoom into a bullet to focus, search the document in real time, and turn bullets into checkboxes, headings, boards, or tables. Tags, dates, backlinks, mirrors, and templates help connect and reuse content. Workflowy says it saves automatically and syncs across devices. Its API can read and write Workflowy data for apps, scripts, or automations, and users can enable multi-factor authentication with an authenticator code and recovery codes. The Basic plan costs nothing and includes 100 nodes per month and 100mb file uploads. Reaching the node limit does not prevent adding nodes, but a popup invites users to subscribe. Pro costs $6.99 a month billed annually or $8.99 a month billed monthly, with unlimited nodes and uploads; the annual-billing option lists a 7 Day Free Trial. Workflowy supports web, Windows, macOS, Linux, iOS, Android, and a Chrome extension. The maker was founded in 2010 and is headquartered in Centennial, Colorado, United States.

Workflowy offers a flexible nested-list workspace with several ways to structure and connect information. The Basic plan’s node and upload allowances are worth checking against your needs.

It suits people who want notes, lists, and linked information in one expandable document. Its API may also suit users connecting Workflowy data to apps, scripts, or automations.

Overview

Workflowy is a note-taking app for building an outline in which each item can contain smaller items. It is best suited to people who want notes, tasks, and related material arranged in one connected hierarchy rather than across separate documents. The trade-off is that the free plan allows 100 nodes per month and 100 MB of uploads, so users with growing collections may need a paid plan.

Key features

A hierarchy you can navigate

Workflowy’s single-document approach makes it natural to expand an idea into subtopics and then zoom into one bullet when you want to focus on that branch. Real-time search helps retrieve material across the document. This structure suits information that breaks into layers; it is less compelling for readers who prefer to keep work divided among separate documents.

More than plain bullets

Bullets can become checkboxes, headings, boards, or tables, while tags and dates help organize items. Backlinks, mirrors, and templates support connecting and reusing content. Together, these options give one outline room to handle several kinds of material, though the organization still centers on the same nested structure.

Sync, integrations, and account controls

Workflowy says it saves automatically and syncs across devices. It lists Readwise, Kindle Highlights, Google Calendar, Web Clipper, Zapier, and Workflowy Desktop MCP integrations. Its API can read and write Workflowy data for apps, scripts, or automations, which will matter most to users who want their content to connect with other tools.

Users can enable multi-factor authentication using a six-digit authenticator-app code and receive recovery codes. Workflowy says user-generated content remains the user's property; its privacy policy also says content may be shared with LLM providers for certain AI features, with explicit opt-in consent. Some information that may contain personal data is stored by AllCloud at AWS in northern Virginia, United States.

Pricing

The Basic plan is free forever and includes all features, but limits users to 100 nodes per month and 100 MB of file uploads. Reaching the node limit does not prevent adding nodes, but it brings up a subscription prompt. That makes Basic a sensible way to start or for modest use, but the monthly node allowance may be a poor fit for people who add material frequently.

Pro costs $6.99 per month, billed annually, and includes unlimited nodes and uploads. The annual-billing offer also includes all features and a 7-day free trial. Pro with monthly billing costs $8.99 per month and includes unlimited nodes, unlimited uploads, all features, and a 7-day free trial. Annual billing lowers the stated monthly price, while monthly billing avoids a yearly payment commitment.

Workflowy Teams costs $6.99 per user per month, paid yearly. It includes unlimited node creation and file uploads for all members, one-on-one team setup, and auto-backup to Dropbox. The per-user annual term makes it a team option rather than a like-for-like individual upgrade. Eligible faculty can receive Pro for life and invite students who receive Pro while enrolled through that faculty member.

Platforms

Workflowy supports web, Windows, macOS, Linux, iOS, Android, and a Chrome extension. That range makes it a practical choice for people who need the same outline across desktop and mobile devices.

Who it's for

Choose Workflowy if you want one searchable, expandable workspace for notes and tasks, value flexible item types and links between content, and can work within the free plan’s monthly node allowance or justify Pro. Look elsewhere if your preferred organization depends on separate documents, or if the free node and upload limits are too restrictive.

Pros and cons

• Pro: A single nested outline can hold different content types, with zoom and search offering two ways to navigate it.
• Pro: The API and named integrations give users routes to connect Workflowy with other services and automations.
• Con: Basic caps node creation at 100 per month and uploads at 100 MB, which can constrain active use.
• Con: Pro’s lower $6.99 monthly rate requires annual billing; monthly billing is $8.99.

Alternatives

Outliner by Alfred Fritz is an Android option with a free app that has no sync and a $5.00 one-time Pro Key for unlocking Pro features. Bulletlist is worth considering if you want a free option across Android, iOS, macOS, and web, with every feature free and no caps or locked tiers.

CarbonFin Outliner suits readers focused on Apple devices: its $4.99 one-time app works on iPhone and iPad, with a free online companion for syncing, editing, printing, importing, exporting, and sharing outlines. Checkvist is another hierarchical-list option, with a free plan that includes unlimited lists and sharing, email task capture, Markdown, and notes.

Dynalist is a close alternative for people who want unlimited items and documents on its free plan, which also includes five bookmarks and community support; its Pro plan is $9.99 per month. Legend, Logseq, and Orgzly Revived are also alternatives to consider.

For broader browsing, see Outlining Software, Outliner Software, and Note-taking apps.

Verdict

Workflowy is a strong fit for people who want one flexible, searchable outline that can hold notes, tasks, and connected material across devices. Its core strength is the ability to move between detailed branches and the larger document without abandoning the hierarchy. The main reason to look elsewhere is the free plan’s node and upload caps, or a preference for a workspace built around separate documents.