Workflowy

Workflowy is a note-taking app for people who want to keep ideas, tasks, and reference material in one expandable outline. It suits users who value flexible structure and cross-device access more than a conventional collection of notebooks. The free plan is a useful way to start, but its monthly node allowance makes Pro the practical choice for sustained growth.

Overview

Workflowy puts your material into one document rather than separating it into notebooks. Nest items under broader topics, zoom into a bullet to work on one branch, and search the document in real time. That structure can keep related notes close together, though it may be a poor fit if you prefer a more segmented system.

It saves automatically and syncs across devices. The API can read and write Workflowy data for use by apps, scripts, and automations; integrations include Readwise, Kindle Highlights, Google Calendar, Web Clipper, Zapier, and Workflowy Desktop MCP.

Key features

Shape and connect an outline

Bullets can become checkboxes, headings, boards, or tables, so an outline can accommodate different kinds of content. Tags and dates help organize items, while backlinks, mirrors, and templates support connections and reuse. This flexibility is valuable when one document needs to serve several purposes, but the central outline remains the organizing model.

API and account controls

The API offers a route for external apps, scripts, and automations to read and write data. Users can also enable multi-factor authentication with an authenticator-app code and receive recovery codes. Workflowy's privacy policy says user-generated content remains the user's property; it also says content may be shared with LLM providers for certain AI features, with explicit opt-in consent.

Pricing

Basic is free forever and includes all features, 100 nodes per month, and 100mb of file uploads. Reaching the node limit does not prevent adding nodes, but it does bring up a prompt to subscribe. That makes Basic suitable for trying the workflow or keeping a modest outline, not for unrestricted growth.

Pro costs $6.99/mo (annual), billed annually, and includes unlimited nodes and uploads, all features, and a 7-day free trial. Pro with monthly billing costs $8.99/mo and includes unlimited nodes and uploads, all features, and the same 7-day trial. Annual billing costs less per month but commits the user to yearly billing; monthly billing costs more for the flexibility of a monthly term.

Workflowy Teams costs $6.99 Per user / month · Paid yearly. It gives all members unlimited node creation and file uploads, one-on-one team setup, and auto-backup to Dropbox. Per-user yearly pricing makes it the relevant option for teams needing shared capacity and setup support, rather than an individual looking only to remove personal limits.

Eligible faculty can receive Pro for life and invite students who get Pro while enrolled through that faculty member.

Platforms

Workflowy supports web, Windows, macOS, Linux, iOS, Android, and a Chrome extension. Its API also supports integrations and automation workflows.

Who it's for

Workflowy is best for people who naturally organize work as nested ideas and want to move between a broad outline and a focused branch. Its flexible item types and API add room to adapt that structure. Readers who need separate notebook-style spaces, or who do not want a monthly node cap on a free plan, should consider other options.

Pros and cons

• Pro: One nested document can hold varied material, with checkboxes, headings, boards, and tables available for different uses.
• Pro: Zooming into bullets and real-time search make a large outline easier to navigate.
• Pro: The API, integrations, and sync support connections beyond the document itself.
• Con: Basic is limited to 100 nodes per month and 100mb of uploads, which can constrain regular use.
• Con: Unlimited nodes and uploads require a paid plan; annual Pro is cheaper per month but billed annually.
• Con: The all-in-one document approach may not suit people who want their notes divided into separate spaces.

Alternatives

Legend is worth considering if you want a freemium option with unlimited documents and items on its free plan; its free tier has 10 Panes and one plugin sync account. Logseq suits readers looking for free personal use, with Sync beta access offered through a $5 a month recurring donation. Dynalist is another freemium outliner; its free plan includes unlimited items and documents, five bookmarks, and community support.

Bulletlist is a free alternative with every feature available and no caps or locked tiers. outl is a free, MIT-licensed option with no paid tier. Checkvist offers a free plan with unlimited hierarchical lists and sharing and collaboration.

Cloud Outliner is an option for readers focused on macOS and iOS. Gingko Writer is a paid alternative with a free trial and desktop and web support.

Browse Outlining Software, Outliner Software, and Note-taking apps for more options.

Verdict

Choose Workflowy if your notes and tasks fit naturally into one deep, adaptable outline and you want to zoom between its branches. Its strongest case is the combination of nested structure, flexible item types, and cross-device sync. Look elsewhere if you need free, uncapped growth: the 100-node monthly Basic allowance is limited, and removing it requires a paid plan.