Workflowy

Overview

Workflowy is a note-taking app for people who want to keep projects, tasks, and reference material in one expandable outline. It suits users who think in nested lists and want to reshape or connect information without splitting it across separate documents. Its trade-off is a free plan capped at 100 new nodes per month and 100 MB of uploads.

Key features

An outline that can change shape

Workflowy puts everything in a single document, with nested items for breaking broad topics into detail. Zooming into a bullet focuses the view on that branch, and real-time search helps locate content across the document. This structure is a strong fit for information that naturally branches; it is less compelling for anyone who prefers separate notebooks or a fixed folder hierarchy.

Bullets can become checkboxes, headings, boards, or tables. Tags, dates, backlinks, mirrors, and templates add ways to connect and reuse material. These options let one document serve several purposes, though the core remains an outline rather than a set of independent workspaces.

Sync, integrations, and control

Workflowy says it saves automatically and syncs across devices. Integrations include Readwise, Kindle Highlights, Google Calendar, Web Clipper, Zapier, and Workflowy Desktop MCP. Its API can read and write Workflowy data, so apps, scripts, and automations can work with it.

Users can enable multi-factor authentication using a six-digit 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 go to 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 free Basic plan costs nothing, billed free forever. It includes all features, 100 nodes per month, and 100 MB of file uploads. Reaching the node limit does not prevent adding nodes, but it triggers a popup inviting users to subscribe. That makes Basic useful for trying the structure or keeping a modest outline, but its monthly node and upload caps constrain heavier use.

Pro costs $6.99 a month, billed annually, or $8.99 a month with monthly billing. Both paid options include unlimited nodes and uploads, all features, and a 7-day free trial. Annual billing lowers the monthly rate but commits the buyer to yearly billing; monthly billing costs more per month.

Workflowy Teams costs $6.99 per user / month, paid yearly. It includes unlimited node creation and file uploads for all members, one-on-one team setup, and auto-backup to Dropbox. Teams is the relevant choice for groups needing those shared member allowances and setup support; the per-user annual term matters as seats are added.

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. Its API also supports integrations and automation. This broad platform coverage makes it practical for people who move between desktop and mobile devices.

Who it's for

Workflowy is best for individuals who want an adaptable, searchable outline for notes, tasks, and connected information, and for teams that value unlimited member uploads and nodes with Dropbox backup. People who need generous free quotas should look elsewhere, as should those who prefer distinct documents over one growing structure.

Pros and cons

• Pros: One expandable outline can hold multiple content types, while zooming and search help manage and find material within it.
• Pros: Backlinks, mirrors, templates, integrations, and a read/write API support reuse and connections beyond plain lists.
• Pros: Pro removes node and upload limits, and Teams adds per-member allowances, setup assistance, and Dropbox auto-backup.
• Cons: Basic's 100-node monthly allowance and 100 MB upload cap can limit sustained use, even though adding nodes remains possible after the cap.
• Cons: The lower Pro rate requires annual billing; monthly billing is $8.99 a month.
• Cons: Users who do not want a single-document model may find the central organizing structure a poor fit.

Alternatives

For another freemium outliner, consider Dynalist, which offers unlimited items and documents on its free plan, or Legend, whose free plan includes unlimited documents and items. Logseq is worth considering for free personal use, while Bulletlist and outl are free options with no paid tier.

Tana may suit readers seeking a free plan with meeting, calendar, and AI-query allowances. CarbonFin Outliner offers a one-time iPhone and iPad app purchase plus an online companion for outlines. Checkvist is another freemium option, with unlimited hierarchical lists and sharing on its free plan.

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

Verdict

Choose Workflowy if you want one searchable, flexible outline that can hold and connect many kinds of information, and you are willing to pay for unlimited nodes and uploads as your use grows. Its free tier is a useful way to start, but the monthly node and upload caps make Pro the better fit for sustained use. Look elsewhere if you want separate document spaces or need uncapped free usage.