Project complete percentage

Related functions .

Excel formula: Project complete percentage

To calculate the percentage complete for a project with a list of tasks, you can use a simple formula based on the COUNTA function . In the example shown, the formula in F6 is:

Generic formula

Explanation .

In this example if a task is marked "Done", then it is considered complete. The goal is to calculate the percent complete for the project by showing the ratio of complete tasks to total tasks, expressed as a percentage. The formula in F6 is:

At the core, this formula simply divides tasks complete by the total task count:

which is then formatted as a percentage . To count completed tasks, we count non-blank cells in the range C5:C11 with the COUNTA function :

Unlike the COUNT function , which counts only numeric values , COUNTA will count cells that include numbers or text.

To count total tasks, we count non-blank cells in the range C5:C11, again with COUNTA:

After COUNTA runs, we can simply the formula to:

Four divided by 7 results in the decimal number 0.571428571428571 which is displayed as 57% once the Percentage number format is applied.

Related formulas

Excel formula: Get percentage of total

  • Get percentage of total

Excel formula: Percent of goal

  • Percent of goal

Excel formula: Get percent change

  • Get percent change

Related functions

Excel COUNTA function

  • COUNTA Function

The Excel COUNTA function returns the count of cells that contain numbers, text, logical values, error values, and empty text (""). COUNTA does not count empty cells.

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How to Calculate Percent Complete in Project Management


When you’re managing a project, you have to track your team’s progress while they execute their work to stick to your schedule. This is done with task management, and one of the cornerstones of task management is knowing the percent complete of the task.

By calculating the percent complete of a task, you can see how much has been completed and how much work is left. It’s a quick and easy way to determine if you’re on target or falling behind, which is essential for delivering a successful project.

What Is Percent Complete?

Percent complete is a way to track the progress your team is making when executing their tasks. It tracks how far along you are in completing that work. Also called project complete percentage, it shows how much work has been done and how much work there is to do. This provides project managers with the data they need to see if their team is aligned with the project schedule.

Why Is Percent Complete Important in Project Management?

Knowing the percent complete is important for many reasons. It serves the task management plan, which is a process to monitor your team’s tasks from start to finish. Knowing how much the team has done at any given time in the project helps project managers see if the work is on schedule.

Percent complete is one way a project manager can track progress, which is one of the most important aspects of a project to monitor. It’s the bedrock of project management software, which provides digital tools to track the team’s progress in completing their tasks. Many of these tools deliver real-time data, which gives a more accurate rendering of percent complete.

Resource management is also tied to percent complete. Knowing if the team is behind or ahead of their deadline influences how you allocate your resources. For example, if the percent complete shows tasks are lagging, the project manager can reallocate resources to get back on schedule and keep the project on track.

We’ll delve into how you can calculate percent complete in a moment, but know that project management software can do this for you. ProjectManager is project management software that automatically calculates your percent complete and tracks your team’s task progress in real time. You can filter for the critical path on our interactive Gantt chart and link the dependent tasks to avoid bottlenecks. Get started with ProjectManager today for free!

ProjectManager's Gantt chart with a baseline and critical path

How to Calculate Percent Complete

We’ve discussed what percent complete is and why it’s important in project management. The next step is figuring out how to calculate for percent complete. It’s a simple formula.

Percent Complete = Actual Duration/Duration (PC = AD/D)

For example, if you have a task that has a duration of 10 days and five days have been completed, or the actual duration, then the percent complete is 50 percent. However, what’s missing from this equation is tracking. Tracking is where the real value in percent complete lies.

How to Track Percent Complete

Percent complete is how to track progress. One of the project management tools to help you accomplish this is a Gantt chart . Gantt charts are visual timelines that map your tasks in one bar chart. The left side looks like a regular spreadsheet, but the data is then reflected visually on the right side.

When you’re looking at a Gantt chart with your project schedule , the task duration is the bar that extends from the start date to the finish date. The percent complete is how much the bar is filled in or shaded, depending on the tool you’re using.

Taking our example from above, a 10-day task duration will look like a bar going from the start date to 10 days into the project. The percent complete, again referring to our example above, is 50 percent. Therefore, the bar on the Gantt will be half-shaded.

There are three ways to track the percent complete, the first being using your professional judgment. This might seem arbitrary, however, it’s more than a guess. You can meet with the team and use your experience with past projects to predict the percent complete.

A more complicated method is weighted activities. It’s best for long tasks with several activities. If you can easily divide those activities, then you can set a percent complete based on each. This method involves a lot of work on the front end and isn’t ideal for all projects.

Finally, there’s the arbitrary amounts or fixed-figure method. This is when you create milestones for the task. Before it starts, it’s 0 percent complete. When you begin, it’s 20 percent complete and then it reaches 100 percent complete when finished. You have only those three fixed points. It’s not super accurate but broadly provides usable tracking data.

How to Track Percent Complete with ProjectManager

Rather than go through the three methods we outlined above, which are helpful but not fully accurate, ProjectManager has robust Gantt charts that automatically calculate the percent complete for each of your tasks. Because our tool is online, the percent complete is shown in real time. You’re looking at accurate data and not a snapshot of the project in the past.

You can track the percent complete once you have created a project plan on our Gantt and set the baseline. This captures the schedule, costs and more so you can get the variance of your actual effort against your planned effort. This data is delivered in real time throughout the software to help you keep your project on schedule.

ProjectManager's Gantt chart that tracks percent complete

Multiple Ways to Track Percent Complete

Of course, not everyone wants to work on Gantt charts. That’s why the Gantt chart is only one of our multiple project views in which you can track the percent complete of your team’s tasks. If you’re working on the sheet view, you’ll see the percent complete on the corresponding column, which is updated by the team member assigned to that task as they move through their assignment.

sheet project view to track the percent complete

Track Percent Complete in Real Time with Dashboards

Percent complete is only one part of tracking progress. We have features that provide a high-level view and others to get deeper into the data. Our real-time dashboard monitors six project metrics, including progress, which shows the percent complete for each project task. Unlike lightweight tools, our dashboard requires no setup. It’s plug-and-play.

Track percent complete with the ProjectManager dashboard

For when you want more context around the percent complete, take advantage of our reports that can be generated in one keystroke. There are status reports and even portfolio status reports if you’re managing a program or portfolio of projects. You can also get reports on tasks, timesheets, workload and more. All reports can be filtered and easily shared to keep your stakeholders updated.

ProjectManager is award-winning software that connects teams to work more productively. Whether you’re working side-by-side, across different departments or across the country, our real-time data keeps everyone on the same page. Plan, monitor and report on progress and work more efficiently. Join teams at NASA, Siemens and Nestle who are already delivering success with our software. Get started with ProjectManager today for free.

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Progress Calculator

Quickly figure out your percentage progress using the calculators below.

Great for calculating percentages where you start at 0 and are aiming for a specific number, like reading a book, or a savings goal. Sometimes called a percent to goal calculator.

Useful for calculating how much progress you've made towards a specific duration, like an audiobook, or a movie.

Enter times in this format: 1w 5d 9h 10m 3s

Months and years are not supported as their lengths vary. Convert to days or weeks instead.

Perfect for calculating your progress between two numbers, like a start weight and a target weight.

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How to Track Percent Complete

When you are trying to calculate percentage complete in a Gantt chart, you need to take into account various different figures, and get lots of information from other people. Or do you? There are simple ways to track percent complete on your project, so you know what to input into your software.

In this article we’ll look at 3 methods to track percent complete.

What is Percent Complete?

It’s a way to track project progress – quite an important part of how to manage a project.

Percent complete on a project refers to how far through you are for any given task (or the project overall). Consider it an indicator of project progress.

In the image below, you’ll see that % complete is represented by the color green. The blue section of the bar represents work not yet done. There’s also a column that gives you the % complete number.

ConceptDraw 8 Gantt chart

Percent Complete in your project software

The percent complete method your software uses is down to whether it’s an enterprise tool that integrates with timesheets or not.

If your tool is integrated with a timesheet app, the percent complete of the task may increase automatically as your team members book time to the task. However, that might not be brilliantly accurate, depending on how good the team’s time tracking is.

In your software, there’s normally a column on the left-hand side of the Gantt chart that lets you manually enter percent complete, and this is how I do it in tools that don’t integrate with timesheets.

But how do you know what to put in the percent complete column? Is it just a guess?

Well, that’s one way of doing it! Here are 3 ways of calculating percent complete on a project.

Percent Complete Tracking #1: Professional judgment

The first way to calculate percent complete for your project is to use your professional judgment or that of your team.

There is no percent complete formula here – you guess, estimate, or rely on the thought processes of your subject matter experts. Ask them how they rate progress on the task. They mentally compare the actual duration of the work done to date with the forecasted amount of work, and assess how close the task is to being done given that effort. They give you a number. Then you type it into the percent complete column.

This is the easiest option, as long as your team gives you the right answers!

Percent Complete Tracking #2: Weighted activities

This is a more complicated percent complete calculation to track progress, but it could be worth doing for longer tasks that are made up of several activities, or that have arbitrary points in them. For example:

  • A week-long task that has a decision-making meeting halfway through the week
  • A task to build 500 lines of code, that could be split into 2 chunks, each of 250 lines
  • A testing activity made up of 20 tests, that could be split into 4 sections, each of 5 test scripts.

In these cases, you wouldn’t want to make the task smaller by splitting it down, but you know there is a point at which you could track progress. In the last task example, you would allocate % complete based on how many test scripts the team had got through.

  • When 5 test scripts are completed, you allocate 25% complete
  • When 10 test scripts are completed, you allocate 50% complete
  • … and so on.

When your task can be easily sub-divided (but not in a way that would make you want to split the task up for the schedule) then you can allocate % complete based on a specific measure of how far through you are.

If your task doesn’t break down neatly in a numerical way (e.g. 10 test scripts = 50%) then you can allocate a % complete based on hitting an arbitrary point in the activity, for example a sign off meeting, or completing a document to the point that it has gone out for review but hasn’t yet been ratified by the whole team.

This method takes a lot of thinking and sometimes you’ll have to set your % complete targets before the task has started so that everyone has a common understanding of what’s being tracked and how it will be measured.

It’s a big overhead for what’s actually not that important in the vast majority of cases. Think carefully about whether it’s worth adding this level of formal granularity to your project tasks, or whether professional judgment is enough.

I have used this technique but it’s not something that is relevant to most of my projects. If it feels like a good fit for the way your team (and customer) wants to manage the work, then go for it.

Percent Complete Tracking #3: Arbitrary amounts

The final way of working out what to put in the percent complete column is by using an arbitrary, fixed figure.

For example: when a task begins, you give it 20%. When the task finishes, you make it up to 100%. The task would never be 25% or 90%. It could only ever be 0%, 20% or 100%.

This method of tracking gives you a percent complete that broadly reflects the current task progress for the purposes of scheduling, even though it’s inaccurate in real life.

It gives you enough of a steer to adequately manage the plan. It’s low stress. It’s easy. It’s useful if your team constantly give you incorrect percent complete figures and you no longer trust their judgment.

measure project performance infographic

Do you need to track percent complete on projects?

Tracking percent complete is helpful for project managers. But it’s not essential. If you create a really simple schedule using my free Excel Gantt chart template , then it would be too much effort to color the cells to represent percent complete — I wouldn’t bother.

Whether it’s worth tracking percentage complete on your project tasks depends on how robustly you need to track and report progress. If you feed progress data from tasks into your project dashboard , then you need it to be accurate.

Use your own professional judgment and choose a way to track progress that makes most sense to you. Learn more about categories of project management methods here .

Get a free Excel Gantt chart template in my project management template library. Access the library here to get access to the Gantt chart template and everything else!

Pin for later reading:

how to track percent complete

Project manager, author, mentor

Elizabeth Harrin is a Fellow of the Association for Project Management in the UK. She holds degrees from the University of York and Roehampton University, and several project management certifications including APM PMQ. She first took her PRINCE2 Practitioner exam in 2004 and has worked extensively in project delivery for over 20 years. Elizabeth is also the founder of the Project Management Rebels community, a mentoring group for professionals. She's written several books for project managers including Managing Multiple Projects . Support

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Percentage Complete Calculation for Task Lists on the Gantt Chart

  • Task 1: "Get DeLorean" has a duration of 12 days - 63% of the total task list percentage if completed.
  • Task 2: "Reach 88 mph" has a duration of 7 days - 37% of the task list progress if completed.
  • Subtask: "Update engine" has a duration of 5 days - Progress for the subtask will not count towards the task list progress on the Gantt chart.

task percentage calculator

  • "Get DeLorean" to 30% complete
  • "Reach 88 mph" to 70% complete
  • "Update engine" left at 0% complete
  • The total progress for the task list is 35% complete:
  • ∑d*p / ∑d = ∑(12*30),(7*70),(5*0) / ∑(12,7,5) = 850 / 24 = 35%

task percentage calculator

  • ∑d*p / ∑d = ∑(12*30),(7*70),(5*100) / ∑(12,7,5) = 1350 / 24 = 56.25%
  • ∑d*p / ∑d =  ∑(12*30),(7*100),(5*100) / ∑(12,7,5) = 1560 / 24 = 65%

task percentage calculator

  • ∑d*p / ∑d = ∑(12*30),(7*100),(5*100) / ∑(12,7,5) = 1560 / 24 = 65%

task percentage calculator

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Percentage Calculator

Please provide any two values below and click the "Calculate" button to get the third value.

Percentage Calculator in Common Phrases

Percentage difference calculator, percentage change calculator, what is a percentage.

0.5 × 100 = 50

In other words, the ratio of 25 males to students in the classroom is equivalent to 50% of students in the classroom being male.

Percentage formula

Although the percentage formula can be written in different forms, it is essentially an algebraic equation involving three values.

P × V 1 = V 2

If solving manually, the formula requires the percentage in decimal form, so the solution for P needs to be multiplied by 100 in order to convert it to a percent. This is essentially what the calculator above does, except that it accepts inputs in percent rather than decimal form.

Percentage difference formula

The percentage difference between two values is calculated by dividing the absolute value of the difference between two numbers by the average of those two numbers. Multiplying the result by 100 will yield the solution in percent, rather than decimal form. Refer to the equation below for clarification.

Percentage calculator

Percentage of number formula, more percentage calculators.

  • Percentage of number calculator (What is P% of X?)
  • Percentage of total calculator (Y is What percent of X?)
  • Reverse percentage calculator (Y is P% of What?)
  • Percentage share calculator (What % of X is Y?)
  • Inverse percentage calculator (P% of What is Y?)
  • Percentage of value calculator (P% of X is What?)
  • Percentage in reverse calculator (Y out of What is P%?)
  • Percentage of amount calculator (What out of X is P%?)
  • Percentage proportion calculator (Y out of X is What%?)
  • Number plus percentage calculator (X plus P% is What?)
  • Increase by percentage calculator (X plus What % is Y?)
  • Add percentage to number calculator (What plus P% is Y?)
  • Number minus percentage calculator (X minus P% is What?)
  • Decrease by percentage calculator (X minus What % is Y?)
  • Subtract percentage from number calculator (What minus P% is Y?)

Calculate percentage

Why choose our visual percentage calculator, percentage calculator faq.

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The Percentage Calculator

The Percentage Calculator

App to calculate percentages

The Percentage Calculator App

Hands up for the handy percentage calculator app that simplifies your accounting tasks, work in progress and life in math science! Put your hands on your mobile device and find a percentage you need within only a few clicks. There’s no need to multiply, convert or decrease hours on end and waste valuable time in complicated calculations.

You simply select the function, enter the numbers and let the app do the magic.

From now you calculate percentages easily, quickly and precisely . Keep this page open to meet the most effortless and express way to solve your percentage problems.

Free Mobile Application

Percentage calculator is a comfy user-friendly mobile application that lets you calculate a percent in a flash of a second. Designed with an intuitive interface, everyone will find it easy to be applied in everyday and professional life.

Download and install The Percentage calculator app and save time, nerves and effort in needless calculations! It is available for iPhone in the Apple AppStore and Android smartphones in Google Play Store.

Features of The Percentage calculator

The Percentage calculator software is made to assist you in numerous mathematical problems with % within them. If you don’t know how to get five hundredths in percentage or have difficulty getting a percentage ratio, relax. You don’t need to do these sums anymore. 

Here’s a quick rundown of some of the key features you’ll find:

percentage calculator app

  • Percent of a value : Instantly find the percentage of any given value.
  • Change in the percentage : Easily calculate the percentage change between two numbers.
  • Percentage increase or decrease : Determine the rate at which a number has increased or decreased.
  • Interest rate calculation : A handy tool for your financial calculations.
  • Reverse percentages : Calculate the original amount after a percentage has been deducted or added.
  • Discount % calculation : Shopping becomes easier when you can quickly calculate the discount amount.
  • % in decimal form : Convert percentages into decimal values effortlessly.
  • Percentage of a part value : Find what percentage of the total a partial value is.
  • A fraction in percentage form : Convert fractions into percentages.
  • Percentage point between percentages : Calculate the difference between two percentages.
  • Compound interest : A valuable feature for those involved in investments.
  • Mortgage : Get assistance in calculating your mortgage percentages.
  • Tip or determine how much each person should pay for meals : Never struggle over meal costs again!

What is a percent? 

A percent, derived from the Latin term “ per centum “, mathematically is a concept used to represent proportions or ratios as fractions of 100. Essentially, it translates to “for every hundred” or “out of hundred.” It serves as a powerful tool that simplifies the process of comparing and understanding various quantities in our daily lives. In its simplest form, a percent can be represented as a decimal fraction with a percent symbol “%” following the number.

Percentage formula

The percentage term refers to a number or ratio written as a fraction of one hundred. Traditionally, the following formula is used to calculate the percentage:

In this formula:

  • P is the percentage ,
  • X is the part ,
  • Y is the total .

The fraction X/Y represents the ratio of the part to the total, and multiplying by 100% converts this ratio to a percentage.

Too much calculating, right? 

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  • Percentage Calculator

Our free online Percent Calculator calculates percentages such as ratios, fractions, statistics, and percentage increase or decrease. The calculations and formulas (press the '?' button) are calculated automatically as you type! Learn the basics of percentages: How to Calculate Percentages

task percentage calculator

Save Time with your Keyboard

Our percentage calculator is perfect for anyone that wants to save time in calculating many different percentages as well as for anyone that is not good at math! To even save you more time we made sure that the calculations are automatically calculated as you type in the input boxes. Another way we have made it to save you time is, if you are using a computer, you can simply move from one input to the next by pressing “Tab” on your keyboard and to move to the previous input press “Shift + Tab” together on your keyboard! This makes it super easy and fast to move to each input without needing to use your mouse or cursor.

Scientific Notation

If you are inputting numbers in the percentage calculator that result in an answer being very small or very large, the answer may appear in the format of scientific notation to fit inside the answer box. Scientific Notation is simply a number format that includes a multiplication of 10 to the power of either a negative number, for small numbers, or to the power of a positive number, for larger numbers. This method reduces the amount of digits and especially zeros needed to write in representing a number.

Some examples of scientific notation are shown below:

Example 1: Scientific Notation for Small Numbers

0.000027 = 2.7x10 -5

Example 2: Scientific Notation for Large Numbers

270000 = 2.7x10 5

Formulas of calculations

The formulas of each of the calculations used in our percentage calculator can be seen by clicking the question mark, ? , next to each calculation. A video tutorial on using our calculator as well as a walk through of the calculations and formulas is shown here: Percentage Calculator Tutorial .

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Tasks Per Hour Calculator


The Tasks Per Hour Calculator is a valuable tool for businesses and individuals looking to optimize their productivity and time management. It allows you to determine how many tasks or activities you can complete within an hour, helping you set realistic goals, improve efficiency, and make better use of your time.

Whether you’re a professional looking to increase your work output, a manager trying to assess team productivity, or simply someone trying to better allocate their time, this calculator can be a valuable resource.

The formula for calculating tasks per hour is straightforward:

How to Use?

Using the Tasks Per Hour Calculator is simple. Follow these steps:

  • Gather Data : First, determine the total number of tasks or activities you’ve completed. This could be anything from answering emails to manufacturing products.
  • Measure Time : Record the total amount of time it took you to complete these tasks. Ensure that the time is measured in hours.
  • Input Data : Enter the total number of tasks and the total time into the calculator.
  • Calculate : Click the “Calculate” button, and the calculator will provide you with the tasks per hour rate.

Let’s say you work in a customer support role and have answered 25 customer inquiries in a 2-hour period. To calculate your tasks per hour:

  • Total Tasks Completed: 25
  • Total Time (in hours): 2

Using the formula:

So, you are completing approximately 12.5 tasks per hour in your customer support role.

1. Can I use this calculator for personal tasks?

  • Absolutely! You can use this calculator for any type of task or activity, whether it’s related to work, household chores, or personal projects.

2. How can I improve my tasks per hour rate?

  • To improve your tasks per hour rate, focus on time management, eliminate distractions, prioritize tasks, and practice efficiency techniques.

3. Is this calculator suitable for team productivity assessment?

  • Yes, you can use this calculator to assess team productivity by gathering data on the tasks completed by the team and the time taken. Divide the total tasks completed by the total time to calculate the team’s tasks per hour.


The Tasks Per Hour Calculator is a handy tool for anyone looking to measure and enhance their productivity. It provides a clear and quantifiable metric for your task completion rate, allowing you to set goals, track progress, and ultimately make better use of your time. Whether at work or in your personal life, optimizing tasks per hour can lead to increased efficiency and reduced stress.

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How to Calculate Percentages

Last Updated: July 18, 2023 Fact Checked

This article was co-authored by Jake Adams . Jake Adams is an academic tutor and the owner of Simplifi EDU, a Santa Monica, California based online tutoring business offering learning resources and online tutors for academic subjects K-College, SAT & ACT prep, and college admissions applications. With over 14 years of professional tutoring experience, Jake is dedicated to providing his clients the very best online tutoring experience and access to a network of excellent undergraduate and graduate-level tutors from top colleges all over the nation. Jake holds a BS in International Business and Marketing from Pepperdine University. There are 17 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,626,382 times.

Jake Adams

Resources And Tools

Calculating percentage.

Step 1 Put the two...

• A simple way to multiply a decimal by 100 is to move the decimal to the right two digits. • The percent symbol is then just tacked on at the end, like a unit of measurement would be.

Step 4 Bonus Example 1:

  • There are 12 months total in a year, so Jerry worked 7/12 months.
  • Then, convert the fraction to a decimal: 7/12 = 0.58
  • Next, convert the fraction to a percent: 0.58 x 100% = 58%
  • Jerry the electrician worked 58% of the year.

Step 5 Bonus Example 2:

  • 35 correct answers + 10 incorrect answers = 45 answers total
  • We can set this problem up as the fraction 35/45.
  • 35/45 = 0.78
  • 0.78 x 100 = 78%
  • Donovan got 78% of the answers correct on his test.

What Is X Percent of Y?

Step 1 Use this method when you’re given a percentage and a “whole.”

You can also simply move the decimal to the left two places.

Step 3 Cross multiply...

  • In this example, $0.45 is the amount of interest accrued each day that you do not pay your friend back.
  • If you need to further calculate the total due after 1 day, you would add the amount you borrowed to the amount of the interest times the number of days. So $15 + ($0.45 x 1 day) = $15.45.

Step 4 Bonus Example 1:

  • We can reword this problem as “What is 80% of 35?”
  • Plug the values into the formula P/100 = Part/Whole
  • 80/100 = X/35
  • 35 x 0.8 = X
  • The pitcher won 28 games.

Step 5 Bonus Example 2:

  • We can reword this problem as “What is 93% of 8.15?”
  • 93/100 = X/8.15
  • 0.93 = X/8.15
  • 0.93 x 8.15 = X
  • There are 7.58 ounces of silver.

P Percent of What Number Is Y?

Step 1 Use this method to solve for a missing “whole” when you’re given a percentage and a “part.”

  • Part/Percent (in decimal form) = Whole
  • Keep reading for a full walk-through if you’re not sure how to get there.

Step 2 Convert the percentage into a decimal.

  • 72/100 = 1,380 online sales/Y total sales
  • 72/100 = 1,380/Y
  • 0.72 = 1,380/Y
  • 0.72 x Y = 1,380
  • 1,380/0.72 = Y
  • Y = 1916.66
  • Acme Computers made 1917 total sales this year.
  • 39/100 = 89/Y
  • 0.39 = 89/Y
  • 0.39 x Y = 89
  • 89/0.39 = Y

Calculating Percent Increase

Step 1 Subtract...

  • New Amount - Original Amount = Difference
  • $15.75 - $13.99 = $1.76
  • (Difference / Original Amount) x 100% = Percent Increase
  • ($1.76 / $13.99) x 100% = 12.5%
  • The price of the game went up by 12.5%.

Step 5 Bonus Example 2:

  • $55 - $22 = $33
  • ($33 / $55) x 100% = 60%
  • The company has a 60% markup on sweaters.

Calculating Percent Decrease

Step 1 Subtract the new amount from the original, bigger amount.

  • Original Amount - New Amount = Difference
  • 42 - 39 = 3
  • (3 / 42) x 100% = 7%
  • Jane’s hours decreased by 7%.

Step 5 Bonus Example 2:

  • 563 - 542 = 21
  • (21 / 563) x 100% = 3.7%
  • Company A decreased their number of employees by 3.7%.

Percentage in Real Life

Step 1 Calculate a restaurant...

  • Example: If your bill is $54, a 10% tip would be $5.4.
  • Example: For a $54 bill, 10% is $5.4. Half of $5.4 is $2.7. Finally, $5.4 + $2.7 = $8.1.
  • Example: For a $54 bill, double that is $108. If you move the decimal one place to the left, you'll get $10.80.

Step 2 Calculate your savings...

  • Move the decimal two places to the left . In this example, 70%/100% = 70/100 = 7/10 = 0.7. [30] X Research source
  • Multiply the original price by the new decimal. If the shirt you want is $20, multiply $20 by 0.7. This comes to $14, meaning the shirt is now on sale for $14. [31] X Research source
  • Calculate your savings. Simply subtract the sale price from the original price ($20 - $14 = $6 saved)!

Step 3 Calculate the total...

  • Convert 9% to a decimal: 0.09
  • Add the decimal to 1: 0.09 + 1 = 1.09
  • Multiple that value by the original price: $15 x 1.09 = $16.35
  • Mark will pay $16.35 at checkout.

Percentage Calculator

Expert q&a.

Jake Adams

Video . By using this service, some information may be shared with YouTube.

  • x% of y is the same as y% of x. For example, 10% of 30 = 3 = 30% of 10. [33] X Research source Thanks Helpful 0 Not Helpful 2

task percentage calculator

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Convert Percents, Fractions, and Decimals

  • ↑ Jake Adams. Academic Tutor & Test Prep Specialist. Expert Interview. 24 July 2020.
  • ↑ Grace Imson, MA. Math Instructor, City College of San Francisco. Expert Interview. 1 November 2019.
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  • ↑ Jake Adams. Academic Tutor & Test Prep Specialist. Expert Interview. 20 May 2020.
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About This Article

Jake Adams

To calculate percentages, start by writing the number you want to turn into a percentage over the total value so you end up with a fraction. Then, turn the fraction into a decimal by dividing the top number by the bottom number. Finally, multiply the decimal by 100 to find the percentage. To learn how to calculate a discount using a percentage, scroll down! Did this summary help you? Yes No

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How to calculate percentage in Excel - formula examples

Svetlana Cheusheva

In this tutorial, you will lean a quick way to calculate percentages in Excel, find the basic percentage formula and a few more formulas for calculating percentage increase, percent of total and more.

Calculating percentage is useful in many areas of life, whether it is restaurant tipping, reseller commission, your income tax or interest rate. Say, you've been lucky enough to get a 25% off promotion code on a new plasma TV. Is this a good deal? And how much will you eventually have to pay?

In this tutorial, we are going to explore a few techniques that will help you efficiently calculate percent in Excel and learn the basic percentage formulas that will take the guesswork out of your calculations.

Percentage basics

The term "per cent" is derived from the Latin per centum , meaning "by the hundred". As you probably remember from high school math class, a percentage is a fraction of 100 that is calculated by dividing the numerator by the denominator and multiplying the result by 100.

The basic percentage formula is as follows:

For example, if you had 20 apples and you gave 5 to your friends, how much did you give, percentage wise? By performing a simple calculation =5/20*100 you get the answer - 25%.

This is how you normally calculate percentages in school and everyday life. Computing percentage in Microsoft Excel is even easier since Excel performs some operations for you automatically, in the background.

Regrettably, there is no universal Excel formula for percentage that would cover all possible scenarios. If you ask someone "Which percent formula do I use to get the result I want?", most likely, you will get an answer like "Well, that depends on what exactly result you want to achieve."

Basic Excel percentage formula

The basic formula to calculate percentage in Excel is this:

If you compare it to the basic math formula for percentage , you will notice that Excel's percentage formula lacks the *100 part. When calculating a percent in Excel, you do not have to multiply the resulting fraction by 100 since Excel does this automatically when the Percentage format is applied to a cell.

And now, let's see how you can use the Excel percentage formula on real-life data. Suppose, you have the number of " Ordered items " in column B and " Delivered items " in column C. To find out the percentage of delivered products, perform the following steps:

  • Enter the formula =C2/B2 in cell D2, and copy it down to as many rows as you need.
  • Click the Percent Style button ( Home tab > Number group) to display the resulting decimal fractions as percentages.
  • Remember to increase the number of decimal places if needed, as explained in Percentage tips .

The same sequence of steps shall be performed when using any other percentage formula in Excel.

Using the basic Excel percentage formula

Calculating percentage of total in Excel

In fact, the above example is a particular case of calculating percentages of a total. Now, let's investigate a few more examples that will help you make quick work of calculating a percent of a total in Excel on different data sets.

Example 1. The total is at the end of the table in a certain cell

A very common scenario is when you have a total in a single cell at the end of a table. In this case, the percentage formula will be similar to the one we've just discussed with the only difference that a cell reference in the denominator is an absolute reference (with $).The dollar sign fixes the reference to a given cell, so that it never changes no matter where the formula is copied.

For example, if you have some values in column B and their total in cell B10, you'd use the following formula to calculate percentages of the total:

You use a relative cell reference to cell B2 because you want it to get changed when you copy the formula to other cells of column B. But you enter $B$10 as an absolute cell reference because you want to leave the denominator fixed on B10 when auto-filling the formula down to row 9.

Calculating percentage of a total in Excel

Example 2. Parts of the total are in multiple rows

In the above example, suppose you have several rows for the same product and you want to know what part of the total is made by all orders of that particular product.

In this case, you can use the SUMIF function to add up all numbers relating to a given product first, and then divide that number by the total, like this:

=SUMIF(range, criteria, sum_range) / total

Given that column A contains all product names, column B lists corresponding quantities, cell E1 is the name of the product you are interested in, and the total is in cell B10, your real-life formula may look similar to this:

A formula to calculate a percentage of the total when items are in multiple rows

Naturally, you can put the product name directly in the formula, like this:

=SUMIF(A2:A9, "cherries", B2:B9) / $B$10

If you want to find out what part of the total a few different products make, add up the results returned by several SUMIF functions, and then divide that number by the total. For example, the following formula calculates the percent of cherries and apples:

=(SUMIF(A2:A9, "cherries", B2:B9) + SUMIF(A2:A9, "apples", B2:B9)) / $B$10

For more information about the SUM function, please check out the following tutorials:

  • How to use the SUMIF function in Excel
  • Excel SUMIFS and SUMIF with multiple criteria

How to calculate percent difference in Excel

Of all formulas for calculating percentage in Excel, a percent change formula is probably the one you would use most often.

Excel formula for percent increase / decrease

To calculate the percentage of difference between two values A and B, the generic formula is:

When applying this formula to real data, it is important that you correctly determine which value is A and which is B. For example, yesterday you had 80 apples and how you have 100, meaning that now you have 20 apples more than before, which is 25% increase. If you had 100 apples and now you have 80, your number of apples has reduced by 20, which is 20% decrease.

Considering the above, our Excel formula for percentage change takes the following shape:

Example 1. Calculating percent difference between 2 columns

Suppose you have the last month prices in column B and this month prices in column C. Then your percent change formula takes this form:


To calculate the percent difference between two numbers correctly, carry out these steps.

  • Enter the formula in any blank cell in row 2, say D2. This will output the result as a decimal number.
  • Select the formula cell and click the Percent Style button on the Home tab to convert the decimal number to percentage.
  • Drag the formula down to copy it to the below cells.

Excel formula to calculate percent change between 2 columns

Example 2. Calculating percentage difference between two numbers

In case you have one column of numbers, say column C that lists weekly or monthly sales, you can calculate the percentage change between the previous week/month and the current one using this formula:


Where C2 and C3 are the numbers you are comparing.

Excel formula to calculate percent change between rows

To calculate the percentage of change between a certain number and all other numbers, fix the address of that cell by using the $ sign, e.g. $C$2.

For instance, to calculates the percent increase / decrease for each month compared to January (C2), the formula in D3 is:


Calculating a percentage change compared to January

Calculating amount and total by percentage

As you've just seen, calculating percentages in Excel is easy, and so is calculating amounts and totals if you know the percentage.

Example 1. Calculate amount by total and percentage

Suppose you are buying a new laptop for $950 and they charge 11% VAT on this purchase. The question is - how much do you have to pay on top of the net price? In other words, what is 11% of $950?

The following formula will help:

Calculating amount by total and percentage

Remember, when you type a number followed by the percent sign (%) in Excel, the number is interpreted as a hundredth of its value. For example, 11% is actually stored as 0.11 and Excel uses this underlying value in all formulas and calculations.

Example 2. Calculating total by amount and percentage

For example, you friend offered you his old computer for $400, which is 30% off the original price. You want to know what the original price was.

Since 30% is the discount, you deduct it from 100% first to know what percentage you actually have to pay (100% - 30% = 70%). Now you need the formula to calculate the original price, i.e. to find the number whose 70% equals 400.

The formula goes as follows:

Applied to real data, it may take any of the following shapes:

Calculating the total by amount and percentage

Tip. To get an answer to a more difficult question - how to calculate the interest amount of a loan payment knowing an interest rate - check out the IPMT function .

How to increase / decrease a number by percentage

The holiday season is upon us and this indicates a change in your usual weekly spendings. You may want to consider different options to find out your optimum weekly allowance.

To increase an amount by a percentage, use this formula:

For example, to increase the value in cell A1 by 20%, the formula is:


To decrease an amount by a percentage:

For instance, to reduce the value in cell A1 by 20%, the formula is:


In our example, if A2 is your current expenditures and B2 is the percentage you want to increase or reduce that amount by, here are the formulas you'd enter in cell C2:

Increase by percentage:

Reduce by percentage:

Excel formula to increase a number by percentage

How to increase / reduce an entire column by a percentage

Suppose, you have a column of numbers that you want to increase or reduce by a certain percent, and you want to have the updated numbers in the same column rather than add a new column with the formula.

Here are 5 quick steps to handle this task:

  • Enter all the numbers you want to increase or decrease in some column, column B in this example.

A formula to increase an entire column of numbers by a certain percentage

  • Select the cell with the formula (C2 in our case) and copy it by pressing Ctrl + C .

Use Paste Special to increase an entire column of numbers by percentage

This is how you calculate percentage in Excel. And even if working with percentages has never been your favorite kind of math, by using these basic percentage formulas you can get Excel to do the work for you. That's all for today, thank you for reading!

You may also be interested in

  • Compound interest formula for Excel
  • How to multiply cells in Excel with formula examples
  • Calculate CAGR (compound annual growth rate) in Excel

Table of contents website logo


task percentage calculator

Hi, trying to find a formula for percentage of meeting a time of 7 minutes or less.

task percentage calculator

Hi! I am not sure I fully understand what you mean.

task percentage calculator

Hello... I have 30,000 rows of data and 3 columns (Actual premium, Risk premium, Commission). The Actual premiums per row are not the same - they are all different individuals. The Risk premium is a percentage of the Actual premium and the Commission is a percentage of the Actual premium. The Risk % and the Commission % together must be 100% based on the Actual premium amount. I have to add a formula that calculates each row with the % showing in the Risk and the Commission columns per row for that individual. Then I have to add a formula in a single empty cell at the top of the Risk premium column and one at the top of the Commission column. These two formulas must be able to change the whole column of Risk % and the same with the Commission %. In other words, If the Risk premium is 90% and the Commission 10% I must be able to only type 90 in the Risk formula cell and 10 in the Commission formula cell for the formula to automatically update all 30 000 rows with different percentages derived from the Actual premium column per row of individual data. How will I manage to do that? If you can assist I will sincerely appreciate it. Must hand in this spreadsheet by tomorrow and I am struggling now for days on end without success! Hope my explanation is understandable.

Hi! To use the Risk % value in all formulas in column B, write it in cell B1 and use an absolute reference to that cell in the formulas in column B. Try to enter the following formula in cell B2 and then copy it down along the column: =A2*$B$1 If I understand your task correctly, this article may be helpful: Relative and absolute cell reference: why use $ in Excel formula

Thank you for your reply. Appreciated! Will try it out.

task percentage calculator

Your formulas don't work in excel. I've tried all of them to calculate the percentage of cell a1 / a1 + b1 in cell c1 and it doesn't work!!!

Hi! I can't guess what data you used and what result you wanted to get. However, if you read the article above carefully, you will see that your formula is not a percentage formula. Perhaps: a1 / (a1 + b1)

task percentage calculator

Hi! How do I calculate the percent remaining on an invoice log? For example, in cell B3 is my total budget amount. Invoice amounts are listed in column C (C7 - C28). I want to calculate the percentage remaining of my total budget after paying each invoice using column F (F7 - F28). Also, I am tracking the running balance in cell D3 [using the formula =B3 - SUM(C7:C28)]. Any suggestions you can provide are much appreciated!

Hi! All the information you need on how to calculate percentages is in any mathematics textbook, as well as in the article above. Divide D3 by B3.

task percentage calculator

If I have a desired sales target, ie a number and I have a target % for the Close Rate ratio how would I work out the total number of enquiry required to achieve the sales target. Sales Target 6, Close Rate of 15% means an Enquiry number of ??

Hi! Unfortunately, this information is not enough to understand what you need. You may find the Excel Solver tool useful. Or explain the problem in more detail.

task percentage calculator

I hope you can assist. When doing mark ups such as 200% it will be =(D5*2) or 210% will be =(D5*2,1) so is 215% =(D5*2,15)?

task percentage calculator

Having this data on a column, much longer than this, they are ages for 700 employees, what formular will help if i have to determine what % of employee's age is 20years and lesser, 30years and lesser, 4oyears and lesser etc

31 Years, 10 Months, 27 Days 32 Years, 0 Months, 12 Days 123 Years, 5 Months, 16 Days 31 Years, 11 Months, 18 Days 36 Years, 8 Months, 13 Days 30 Years, 4 Months, 14 Days 32 Years, 1 Months, 5 Days 29 Years, 3 Months, 8 Days 29 Years, 7 Months, 4 Days 31 Years, 6 Months, 19 Days 30 Years, 4 Months, 12 Days 39 Years, 2 Months, 4 Days 28 Years, 5 Months, 24 Days 28 Years, 11 Months, 26 Days 26 Years, 9 Months, 8 Days 33 Years, 5 Months, 22 Days 32 Years, 6 Months, 0 Days 38 Years, 2 Months, 16 Days

Hi! If your source data is text, then use a space as a separator and split each value into separate cells. Then use the COUNTIFS function to count the number of values for each condition. Here is the articles that may be helpful to you: How to split cells in Excel: Text to Columns, Flash Fill and formulas , TEXTSPLIT function in Excel: split text strings by delimiter , Count numbers between X and Y using COUNTIFS .

task percentage calculator

Hi I really hope someone can help.

I want to calculate that out of 1050 is the total and need to know how many tasks i have done this week and last week and then know how much is left in procentage. Example:

Last week 500 task out of 1050 is complete This week 670 tasks out of 1050 is complete. Then i need to know how much in % is left before i reach the goal of 1050

If this could be used in a way for a dynamic diagram, that would be great.

I hope someone can help

i've tried reading the article but i cant figure out which one to use.

Hi! You can count the number of tasks per week using the COUNTIF function. Read more here: Using Excel COUNTIF function with dates .

task percentage calculator

Hi, I need your help, I want to calculate % for the following, April Month Traffic is: 55340, and May Month Traffic is 51342, I want to get the result, May Month Traffic is How much % higher or less than the April month traffic. Please help me.

Hi! Pay attention to the following paragraph of the article above: Calculating percent difference between two numbers. It covers your case completely.

task percentage calculator

Hi, I need your help, please. I have 22 trucks in total, and I have their total downtime(time they are not in use) now I meed to get the percentage of the total downtime per week and per month. I hope you can help, below is my example

Truck #1 = 2 days downtime last week (how can I get the percentage of this per week) Truck #2 = 4 days downtime Truck #3 = 6 days downtime Total downtime of 3 trucks last week is 11 (how can I get the percentage of this)

I hope you have studied the recommendations in the tutorial above. It contains answers to your question

=2/12 and percentage format

task percentage calculator

Weight 20 Score 20 Exp: Weigh Score WIR/MIR Rejection Rate % 20 20

100 - 95 EXCELLENT 94.9 - 90 VERY GOOD 89.9 - 85 AVERAGE 84.9 - 80 BELOW AVERAGE 79.9 POOR

Please weigh and score make it 100 percentage , PLease help me out this

I’m sorry but your description doesn’t give me a complete understanding of your task. I assume that for your task will be useful Classic nested IF formula .

task percentage calculator

This article is good. I am n educator. I have a list of (raw) scores eg. 5, 3, 7, 1, 9. The possible total is 10. I need a formula that will calculate 1) The percentage of each score 2) The number of scores that are LESS than 40%

I've managed to find a formula that will show how many scores are below 4, but I need to find a way to first calculate the percentage without having to insert an separate column for the percentage. =COUNTIF(C2:C8,"<4") Thank you

Hi! To calculate the percentage, divide by the number of all scores. Please read the above article carefully.


task percentage calculator

I have an excel sheet with list of students, theirs' gender, nationalities, seniorities. I have been asked to provide info on breakdown of participants by gender (in %), breakdown of participants by nationalities, breakdown of participants by seniority. I have 2 questions. 1) What does it mean in excel to provide on aforementioned breakdown ? 2) Is there any formula how to do this ? If this is simply calculating percentage, it should be easy, just filtering how many males and females and similar are in the list and then doing count and percentage, but then I am just wondering if i understood correctly what I need to do and whether there is some faster way to do answer problem's questions.

Hi! To calculate the count by condition, use the COUNTIF function . Then calculate the percentage as described in the article above. I hope I understood the problem correctly.

task percentage calculator

Hi, I'm trying to calculate in a chart what percentage of leases expire in each year in one column, 2023, 2024, etc. from a column of varying dates i.e. 1/31/2023, 9/30/2023, 6/30/2024 and also what percentage of square feet of the total building will be represented by the maturing leases each year. What formulas should I use? Example of output: Year % Maturing % of Building 2023 40% 25% 2024 10% 5%

Thank you in advance for any help, JMJ

Hi! I can't make a chart for you. The calculation of the percentages is described in detail in the article above.

task percentage calculator

I am looking to get a work load / utilization percentage formula depending how many tasks certain employees are assigned to. I have a list of names of all the employees in column M (drop down menu). I am looking to find, how many times they come up within that column and what percent of utilization they are at depending on how many assignments there are assigned to and display that in column P.

Hi! You can count the number of tasks of each employee using the COUNIF function . There is not enough information to answer your other questions.

task percentage calculator

Hello, I am looking to get the percentage of a product(s) that was allocated to specific companies in a range of weeks, and then comparing to other range of weeks to know which products in difference were allocated. I have my worksheet set up in the following manner: The Product and Companies are in Columns (each Company has its respective product) and in the rows I have the weeks and value allocated to each. I need to find the % certain products were allocated.

I hope I was able to explain it. Thank you for your help.

Hello! To find the percentage, you must first find the amount for the company. To do this, you can use this guide: Excel SUMIFS and SUMIF with multiple criteria .

Hello. I am making a simple spreadsheet to enable me to quote customers. I have it laid out as follows:

In column A: Column B will hold the variable information, eg:

A1: Quantity B1: 1.000 A2: Our buying price B2: 110.00 A3: Margin (in %) B3: 81.82% A4: Our selling price B4: 200.00 A5: Margin (£'s) B5: £90.00

I have set this up so that B3 is automatically calculated based on the contents of B2 and B4. That is: B3=(B4-B2)/B2*100

I am having to put the selling price in first, in order to calculate the margin percentage.

However! I would also like to be able to enter the margin percentage (B3) first, and have it generate my selling price (B4), based on cost price (B2). But I can't figure out how to do this.

In other words, I would like it to perform both operations: Allow me to manually enter our selling price, and automatically show me margin %, and vice versa - allow me to manually enter a margin %, and automatically show me the selling price.

Is this something anybody can help with?

Thanks in advance!

Hi! You cannot perform these two operations at the same time using the usual Excel tools, since you cannot write a value and a formula in a cell at the same time. Your task can be accomplished with a VBA macro.

task percentage calculator

Hi, looking for help attempting to calculate % total from two filters (texts) I am using within my column. It's for my work to know how many colleagues are using annual leave and flexi days combined.

Along top Row of my excel is Monday to Sunday and columns the name of colleagues. I want to know at the bottom of the Columns how many people are on Annual Leave and Flexi days using a % for that day of total workforce.

My filters contain start times, finish times, Annual Leave, Flexi and Finish Times etc.

Thanks Derrick

Hello! To count the number of values by multiple criteria, use the COUNTIFS function. Here is the article that may be helpful to you: How to use Excel COUNTIFS and COUNTIF with multiple criteria . I hope I answered your question. If you have any other questions, please don’t hesitate to ask.

task percentage calculator

Hello, I have two rows, one row says 10, 20, 30, 50, 100, which represent deposit amounts. Below this row shows percentage of the deposits made by customer: for ex. particular customer deposited 5 times, 3 out of which was 10$, so he places 10$ most frequently. Now I want a formula to give me number with the highest percentage below. I mean the formula which will give me number 10. I hope I managed to explain.

Hello! If I understand your task correctly, find the maximum number using the MAX function . Find the position of this number and extract the corresponding value with INDEX MATCH functions .


I hope my advice will help you solve your task.

Thank u very much.

task percentage calculator

Hi, if I have 10 columns of numbers together with 1 column indicating the total number of the 10 added up, is there a faster way to find the percentage of each over the total sum? Hope to get help as I have many % to be counted over the total sum.. Thank you.

Hello! If you need to divide many cells by the same number, then use these recommendations: How to copy formula without changing references . Hope this is what you need.

task percentage calculator

Hi, I would like to build an excel for different pourcentages applied to a different range of value: If 0 to 55000 apply 0.5% 55,000.01 to 25000 apply 1% 250,000.01 to 400000 apply 1.5% 400,000.01 to $2,000,000.00 apply 2% if over $2,000,000: apply 2.5%

How can i do that properly? Thank you!

Hi! You can find the answer to your question in the first paragraph of this article - Excel Nested IF statements - examples, best practices and alternatives .

Hi thank you very much, i tried this reading the article but it doesn't return the right pourcentage. =IF((B4=55000.01, B4=250001, B4=400001, B42000000), "")))) do you know why?

Found the solution thank you !

=IF((B4=55000.01, B4=250001, B4=400001, B42000000), ""))))

I need my excel sheet to average a set of numbers as follows: the percent of numbers at or above 70 in a single column.

For example: If my numbers in the column are- 100, 70, 20, 50, 85, 65...what is the percentage of numbers at or above 70.

I know how to calculate this by hand, but is there a way for excel to calculate this?

Hello! You can determine the percentage of values less than 70 and greater than 70 using the FREQUENCY formula -


Or use COUNTIF function to count the number of values greater than 70 -


I hope it’ll be helpful.

task percentage calculator


task percentage calculator

Hi! I have a column (Column A) with current year's sales per month and total. In Column B I have calculated the % of sales attributed to each month (giving a total of 100%). In Column C I want to calculate the value amount of sales for next target year (I have the overall target for the year) based on the same % per month as current year. e.g. (Column A) Jan 2021 Sales = 2055 (cell A1); Feb 2021 Sales = 1908 (cell A2) etc giving a total for 2021 of 21619 (cell A13) (Column B) (rounded to 0 decimal place %) Jan = 10% (cell B1); Feb = 9% (cell B2) etc (Column C) The overall target total is 24200 (cell C13). What formula to use to get Jan 2022, i.e. 10% of 24200 and Feb 2022, i.e. 9% of 24200 Thanks

Hi! Pay attention to the following paragraph of the article above – Calculating amount and total by percentage.

Try to enter the following formula in cell C1 and then copy it down along the column. Use an absolute reference to the target total cell.

Thank you so much - I had an incorrect (historic) number format in my destination cells. Your explanation was excellent and worked wonderfully. Thank you again!

task percentage calculator

Question is:

Condition - order should be supllied within 48 hours (2 days) Need to calculate the percentage for the amount of orders supllied within 48 hours to see if I am keeping the markup of 90%. Can I know what is the formula to get the calculations between the ordered date and date received with the number of orders.

Hi! If you have a column in which the supllied time is calculated, then using the SUMIF function , you can calculate the sum of orders completed in 2 hours.

task percentage calculator

Hi! I need to find the percentage that $435 is in $2500 but my assessment states that I need to use an Excel formula. What formula do I use?

Hi! Please re-check the article above since it covers your case.

task percentage calculator

Hi! Is there a way or a formula of highlighting the values using conditional formatting per say less than 10% of the total without having to calculate the percentages beforehand and a separate row or a column for percentage?

Hi! The following tutorial should help: Excel formulas for conditional formatting based on another cell value . Here is an example formula:


task percentage calculator

I am trying to find the % of present attendance I have the names going down and the months across. I put an X if they are present at a meeting. At the end I have the total number of meetings they were present at. I need the formula to give me the % of meetings they were present at. so if total is 7 meetings present (column N12) how do I get the % of 7 meetings our of 12. Hope this makes since. Not sure if it does!

Hi! Pay attention to the second paragraph of the article above. It contains answers to your question.

task percentage calculator

In column one I have one date and in column two I have another date (which is later in time than the date in column one). Column three needs to reads 50% when column one date has been reached and 100% when column two date has been reached. What would be the formula for column three.

Hello! Use a nested IF function as described in this guide .


Hope this is what you need.

This is perfect thanks! I am adding to this question C2 D2 E2 F2 Last year's Drill Drill #1 Date Drill #2 forcasted Date Conformance % 5/5/2022 5/30/2022 50.00% I need to show when we are within 6 months of last years drill dates. D2 has to be within 6 months of C2. When D2 is completed within 6 months of C2 I would like D2 cell to turn green. When D2 date is 30 days out from hitting the size month mark and has not been complete I would like the cell to turn yellow. If the C2 date is equal to or past the D2 date I would like the D2 cell to turn red.

Hello! The answer to your question can be found in this article: How to conditionally format dates and time in Excel - built-in rules and formulas . I hope it’ll be helpful.

I got the cell to turn red and the cell read "false" but I could not keep the date in the cell. How would I keep the color in the cell and keep the date?

Hi! I cannot understand your problem. Create a conditional formatting rule and specify the desired color there.

Column A has a date, column B has a future date from column A. When column A date is a month away from column B date, I need column B cell to show yellow. When column A date matches column B date or go passed column B date I need column B cell to show red.

Hi! If I understand your task correctly, the following formulas should work for you:

=A1+30 > B1


task percentage calculator

I am trying to provide a percentage from column B divided by column A giving the resulted percentage of blanks in column B. What would be the formula for this?

task percentage calculator

I have exported a customers account activity to excel. one of the columns is for Drop ship (or DS). This is when we are shipping a product to a third party for our customer instead of shipping it directly to our customer. Every row representing an invoice for this customer either has a DS or is blank in this DS column. how do I calculate the percentage of Drop ships vs. none Drop ships at the bottom??

Hello! Use the COUNTIF function to count the number of values for a condition.


This should solve your task.

task percentage calculator

Hello, I'm trying to figure out how likely an event might happen given a string of prior events. Let's say player A has been selected in 10 drafts (2 player taken, 3rd, 2nd, 1st, 2nd, 5th, 1st, 3rd, 4th and 1st). I want to know what draft slot would he still be available in 90% of drafts, 75% of drafts, 50%, 25% and 10%. How can I do this in excel? Math is hard, Thanks!

Hi! If you describe to me the sequence of calculations, I can help you write the formula.

Hello Alexander, thank you for responding. I am not sure of the sequence of calculations, that's what I am hoping to get help with. I am trying to recreate some work I found online by an amazing fantasy baseball writer. He pulled data from several types of leagues, they differ in the types of scoring used to the amount of teams in the league. I am only pulling the data that most resembles the league I play in. From the data he was able to determine what pick players might be drafted in future drafts. For instance in 90% of drafts such and such player would still be available pick 3, in 75% of drafts they might still be available pick 5 and so on. I tried to use the PROB function but I wasn't sure how to set it up. I kept getting the #N/A error. Is this enough information to help?

task percentage calculator

Hi, I have a list of products that are different days old (manufactured on different stages) I want to calculate out of this list what percentage of the products are between10 and 20 days old, 20 and 30days old etc. What formula can I use?

For instance: Product 1 - 10 days Product 2 - 11 days Product 3 - 12 days Product 4 - 20 days Product 5 - 22 days Product 6 - 31 days

Would I be able to use a formula to calculate the % of products between 10 - 20days and 20 - 30 days etc. Easy enough if sitting with say 6 products but not so easy if 1000's of products.

Hello! The formula below will do the trick for you:


A1:A10 - your data (days) D1:D4 - grouping value range (9, 19, 29,39) Set formula cells to percentage format .

hello sir, i want to ask you something. if i have value like 50 how much it will be 100%. what formula do i need for this one?

task percentage calculator

Hi, Can you help me calculate a running/cumulative percentage? Meaning if I took a price increase of 4% in April, a 6% price increase in June, 0% price increase in November and a 7% price increase in December. How can I calculate the total % of the increase in a year? I cannot just total them up. But I don't know how to create the formula that builds them up to the correct %. I'd like to create the formula for a 12 month period, where some months took 0% for certain products.

Hello! If you have 12 months, then in this case you can use the formula for calculating the average .


If the weight of each value is not the same, use the weighted average calculation .

task percentage calculator

Good job,pease I have an inventory stock project,please help me out on ho to calculate 30%, here is the sample ( goods is sold at 450 in cell A, now how do I subtract 30% from 450 in Xcel thanks

Hi! Pay attention to the following paragraph of the article above - How to increase / decrease a number by percentage.

task percentage calculator

I have a series of numbers. D2 = 50 D6 = 5 E2 = 25 E6 = 10 F2 = 32 F6 = 15

first I am doing this =sum(D6*D2)+(E2*E6)+(F2*F6)

Now, I need to subtract 18% of E6 before I can multiply E2*E6

I have tried numerous way with no success. Like: =sum(D6*D2)+((E2-18%)*E6)+(F2*F6)

Can you help?

Hi! Please try the following formula:


task percentage calculator

help needed!! what formula do I use if to work out the percentage of complaints per 100,000 customers

week 1 - 655235 customers with 45 complaints week 2 - 698465 customers with 48 complaints and so on and so on......

thank you in advance

Hi! Please re-check the article above since it covers your task.


task percentage calculator

I am trying to come up with a formula for positive time stats. I’ve downloaded the report from Cognos that breaks down each time status used in the system and I I want to be able to convert specific cells “stats” minutes into percentages of total minutes worked. I want to use this to help with time management. Any ideas?

Using simple formula for positive time stat: active minutes (450) /total minutes worked (510) *100

Hi! I don't know how you define active minutes. But I think that you can use the SUMIF function to count active minutes. I can't give you more specific advice because I don't have more information from you.

task percentage calculator

I have total costs of each individual job task for a single Purchase Order Value for work to be performed. I have to charge 10.2% tax total for the entire job but need to show breakdown of tax per individual job task. All of my totals in Row 6 have to be taxed at 10.2% in equal increments. Not all scenarios will have require all job tasks so I would also need to exclude any costs of $0. TIA

Hello! You can get a list of tasks for an individual job that has a cost greater than 0 using the FILTER function. For detailed instructions, see this article: Filter with multiple AND criteria . I hope it’ll be helpful. If something is still unclear, please feel free to ask.

Post a comment

Percentage Calculator

Online free tool to Find a percentage or work out the percentage.

Click on the show formula i  button in each calculator to see the formula.

Formula: ( X / 100 ) × Y = result    copy

Formula: ( X / Y ) × 100 = result %   copy

What is the percentage change (increase / decrease) from V1 to V2 ?

Formula: ( ( V2 - V1 ) / V1 ) × 100 = result %  change   copy

Formula : ( X × 100 ) / Y = result    copy

Formula: (100 - X ) / 100 × Y = result    copy

What is the percentage difference between V1 and V2?

Formula: ( | V 1 - V 2 | / ( ( V 1 + V 2 ) / 2 ) ) x 100 = result % difference   copy

Formula: X × Y / 100 = result    copy

Formula: X / ( Y / 100 ) = result    copy

Formula: X × ( 1 + ( Y / 100 ))  = result    copy

Formula: X × ( 1 - ( Y / 100 ))  = result    copy

Use the calculators above to calculate many different percentage calculations. To do this, just fill in the appropriate fields and click on the “ Calculate button. To see the formula of each calculation ...just click on the show formula i  button in each calculator or form above. You can also use more percentage calculations by clicking on the " Show other calculations " button above.

The Formula of each percentage calculations type...

Percentage formula.

Case 1 : What is X% of Y?

Formula: X / 100 × Y

example: What is 12% of 200? = 12 / 100 × 200 = 24

Case 2 : X is what percent of Y?

Formula: X / Y × 100

example: 14 is what percent of 140? = 14 / 140 × 100 = 10%

Case 3 : X is y% of what?

Formula: X × 100 / Y

example: 10 is 20% of what? = 10 × 100 / 20 = 50

Percentage Increase Formula

Formula: ( final - initial ) / | initial | x 100

example: What is the percentage increase from 20 to 40? = ( 40 - 20 ) / | 20 | × 100 = 100% increase

Percentage Change Formula

Formula: final - initial / initial x 100

example: What is the percentage change (increase/decrease) from 200 to 100? = 100 - 200 / 200 × 100 = -50% decrease

Percentage Difference Formula

Formula: | V 1 - V 2 | / ( V 1 + V 2 ) / 2 x 100

example: Difference between 50 and 75? = | 50 - 75 | / ( 50 + 75 ) / 2 x 100 = 40%

cgpa in percentage Formula

Formula = Cgpa × 9.5

example: 7 CGPA in percentage = 7 × 9.5 = 66.5%

Discount or Percent Off Formula

Formula: ( 100 - X ) / 100 × Y

example: 15% percent off 150$ ? = ( 100 - 15 ) / 100 × 150 = 127.50$

Percent Yield formula

Formula: Actual yield / Theoretical yield × 100

example: Actual yield=29,Theoretical yield=36.7 = 29 / 36.7 × 100 = 79%

How do I calculate the percentages?

This question is asked by every customer of the store who intends to use the discount and every employee of the company who wants to know the amount of their remuneration for completing the plan. After all, ..continue reading

interest is present in many areas of everyday life. When you need to get a percentage of a number, you first need to convert it to a fraction and then multiply it by this number.

Let's give an example. In the store, the laptop cost $ 3000, they got a promotion in the form of a 30% discount. What is the amount of your benefit and how much should you pay for the product?

3000×30/100 = 900, since 30/100 can still be written as 0.30, then

30000.30 = $ 900 is the amount of the discount (30%) in monetary terms.

Now let's calculate how much you need to pay for a laptop: 3000-900= $ 2100. Calculating percentages is not only a task in the classroom but also a relevant problem for many adults. Not everyone can quickly perform actions in their mind. Although it is quite simple to calculate 10% or 20% of a given amount, calculating the size, for example, the interest rate on banking transactions, is sometimes problematic.

What can be done in this situation? You can resort to the help of a specialist, but it is easier to apply your skills in using modern technologies and use the online percentage calculator on our website.

Percentage definition

A percentage (from the Latin “percentum” - out of a hundred) is a way of expressing a number as a fraction with a denominator of 100. In other words, it is one-hundredth of an integer. People denote the percentage with the symbol %. Percentages conveniently express one quantity compared to another, the first is usually a fraction.

How to use the percentage calculator?

Most of us at school were good at performing various mathematical operations, especially such as fractions or calculating percentages. After all, we often encounter them in everyday life. Unfortunately, over time, these skills can be lost and it is sometimes difficult to quickly perform important calculations. In such cases, our online percentage calculator can help you out.

In addition to calculating the ratio of numbers and their percentage equivalent, you can use the calculator to perform simple mathematical calculations of increasing or decreasing a given number by the number of percentages. To do this, just fill in the appropriate fields and click on the Calculate button.

For example, to find out how much is 5% of the number 80, we put the values in the necessary fields. After clicking the calculation button, we will get the result “4". In the same way, the percentage calculator will calculate the percentage of two different numbers. For example, 80 to 100 will be 80%.

  • add % — if you add 5% to the number 80, we get 84;
  • subtract % — if you subtract 5% from the number 80, we get 76.

Such calculations are necessary both for work and in everyday life:

- In the mall, when we see a 35% discount on the price tag, the percentage calculator will help you quickly calculate how much you actually have to pay.

- In the kitchen, when preparing a dish, it is often necessary to recalculate changing the number of servings.

- At work, for example, in a store, when it is necessary to analyze the ratio of revenue from several sellers to assess the quality of work. You will also need to calculate percentages to determine the load, for example, hourly, weekly, etc.

- When you need to get a loan. Calculating the amount that the interest rate includes will help you choose the most profitable option. The same applies to deposits.

- Copywriters can't do without interest either. Any customer wants to get 100% uniqueness with low spam and water content of the text.

  • Percent page -from Walfram MathWorld
  • Percentage page -from Wikipedia
  • Find Percentage page - from khan Academy

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Best free task management software in 2024

Mehdi Punjwani

Sierra Campbell

Sierra Campbell

“Verified by an expert” means that this article has been thoroughly reviewed and evaluated for accuracy.

Published 7:24 a.m. UTC Feb. 15, 2024

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A good task management software will give you the tools you need to organize projects for your business and help individuals, teams and businesses stay organized and productive. They offer a range of features and capabilities depending on the complexities of your business and projects, allowing you to set deadlines, assign tasks to team members, allocate resources and track and report on progress.

Finding the best task management software for your business means considering a range of factors, like the core features on offer, the customer service you’ll get and the ability to scale up according to your needs. We’ve tried and tested some of the biggest platforms available to give you our list of best task management software in 2024.

Best free task management software

  • Notion : Best for flexibility.
  • ClickUp : Best for customization.
  • Trello : Best for automation.
  • Hive : Best for collaboration.
  • Zoho Projects : Best for startups using Zoho.
  • Teamwork : Best for client task management.
  • Monday : Best for individuals and freelancers.
  • Asana : Best for complex tasks.
  • Podio : Best for app building.
  • GoodDay : Best for scaling up.

Why trust our small business experts

Our team of experts evaluates hundreds of business products and analyzes thousands of data points to help you find the best product for your situation. We use a data-driven methodology to determine each rating. Advertisers do not influence our editorial content. You can read more about our methodology below.

  • 62 companies reviewed.
  • 164 products reviewed.
  • 2,028 data points analyzed.

Best for flexibility


Cheapest paid plan (billed monthly)

Number of users, number of projects/tasks, what you should know.

Notion is a versatile task management platform that gives you a high degree of control and customization even on its free plan. With an abundance of views and formats, including Kanban boards, Gantt charts, calendar views and to-do lists, it offers users multiple ways to track and organize projects. You can also make use of thousands of templates built by Notion and its users, catering to an array of health and fitness, work and office and day-to-day home management needs.

You won’t need to pay anything to get unlimited pages and workflows as an individual, but you’ll need to upgrade to give multiple users full functionality. While you can upload unlimited files on the free plan, you’ll be limited to 5 MB per file, as well as a seven-day history and one synced database.

We’d recommend it if you want to use one platform to manage a variety of project and task types with flexible views and displays; it’s particularly good for content creators.

Pros and cons

  • Multiple views, including Kanban boards, Gantt charts and to-do lists.
  • Thousands of versatile templates for things like health and fitness, work and home.
  • Free version offers individuals unlimited pages and workflows.
  • Custom automation features only available on paid plans.
  • Maximum file upload of 5 MB on free plan.
  • Limited admin and security features on free plan.

Best for customization


ClickUp’s free platform gives you a highly capable and customizable task management platform with an unlimited number of tasks and members. It also offers 24/7 customer service on all plans. You’ll be able to view tasks in unlimited lists, boards and calendars, but you’ll only get 60 uses of Gantt charts, timelines and workloads.

The free plan also allows custom statuses and up to 20 custom task types, as well as other useful features like multiple assignees, checklists, dependencies and a basic custom field manager. However, you’ll only be able to create five “spaces” as part of the free plan — unlimited spaces are only available on paid plans. There are also no time-tracking features and very limited other reporting capabilities.

  • Free version offers unlimited free plan members and tasks.
  • A range of views, including Kanban boards and Gantt charts.
  • 24/7 customer support on all plans.
  • Limits on how many views, custom fields and workloads you can use.
  • No time tracking features.
  • Only five ‘spaces’ on free plan.

Best for automation


While Trello’s free platform only offers its Kanban-style board view, its two main highlights are its automation services and unlimited power-ups. With its Butler automation, you’ll be able to create rules, buttons and commands, and repetitive actions are recognized with suggested automations that help increase productivity. Third-party apps you can integrate include Slack, Jira, Gmail, Microsoft Teams and Google Drive.

You’ll be limited to 10 MB file uploads and only 10 boards per workspace, though with unlimited storage and workspaces for all plans, this isn’t too restrictive. It’s not ideal if you want to see projects and tasks in calendar or timeline views, but as a basic task manager with smart automation tools, it can be a useful platform for individuals and small businesses.

  • Very straightforward and easy to use.
  • Built-in automation features, including an automation bot called Butler.
  • Unlimited power-up feature lets you integrate third-party apps.
  • File uploads are limited to 10 MB per file.
  • You only get up to 10 boards per workspace.
  • Limited view options.

Best for collaboration


Hive comes with its own native communication tools, allowing for straightforward collaboration with up to 10 workspace members on its free plan. As a task manager, it’s fairly capable, offering unlimited tasks and subtasks as well as multiple views such as Kanban, Gantt, calendars and tables. However, you’ll only get two pages and 100 workflows, and while Kanban views are unlimited, the free plan only offers 100 uses of Gantt, calendar and table views.

Your ability to customize projects and tasks will also be fairly restricted with no custom fields or labels, and your storage limit on the free plan will be 200 MB overall. Its free plan also comes without a few other features, such as AI assists, custom dashboards and analytics. We’d recommend it as a simple free task manager for small teams working together that will benefit from its native collaborative tools.

  • Native collaboration and communication tools.
  • Multiple views and layouts.
  • Unlimited tasks and sub-tasks.
  • 200 MB storage limit.
  • 10 projects and two pages on free plan.
  • No custom project fields or task labels.

Best for startups using Zoho

Zoho projects.

Zoho Projects

Zoho offers a project manager as part of its larger suite of tools and products, offering a free version for up to three users as well as a 10-day free trial on its paid plans. You’ll be able to manage two projects, create feeds, share documents and custom statuses and set up task dependencies within projects. It’s particularly useful for startups already making use of other Zoho products like CRM, Meeting and Sprints, all of which integrate into the free platform.

You can also use third-party app integrations for Microsoft Teams and Office 365, Slack, Dropbox, Zendesk and Zapier. However, there are some significant limitations to the free version, including limited customization — you can’t create custom fields or views, and there are only basic reporting capabilities.

  • Integrates with Zoho CRM, Meeting and Sprints.
  • Straightforward and easy to use.
  • Offers useful core features, including document sharing, subtasks and custom statuses.
  • Only three users and two projects on free plan.
  • No Gantt charts, custom views, time tracking or custom fields.

Best for client task management


Teamwork will be particularly useful for agencies needing to manage client tasks, as it comes with built-in billable time-tracking features and estimated time management. It also offers client-level insights and client-company management, though you’ll only get client users with premium paid plans. With Teamwork, you’ll also get a range of automation features, including automatic Slack updates, HubSpot deals and Microsoft Teams messages.

It does have drawbacks in the shape of limited reporting capabilities — while all plans come with a dashboard, only premium paid plans offer reports on status, portfolio health, time, utilization and profitability. You also won’t have any phone, live chat or email support options on its free plan.

  • Billable time-tracking and invoicing features useful for agencies.
  • Client views and management features.
  • Wide range of automation features.
  • No phone, live chat or email support.
  • Limited reporting and customization options.
  • No client users on free plan.

Best for individuals and freelancers


Monday is a popular task management platform with businesses worldwide, but we’d recommend its free plan specifically for individuals and freelancers managing their businesses. It offers a straightforward Kanban interface only, with over 200 templates available, so you’ll be able to create up to three boards with two users and unlimited documents.

However, Monday’s free plan is missing a number of wider features like timeline, Gantt and calendar views, as well as offering no integrations or automations. It’s a relatively simplistic platform compared to others, so we’d recommend it more for individuals than teams that will need more advanced collaboration and reporting capabilities.

  • Over 200 templates available.
  • Apps for iOS and Android.
  • Intuitive and easy to use interface.
  • No integrations on free version.
  • Only offers Kanban view.

Best for complex tasks


We’d recommend Asana’s powerful platform as an ideal choice for small businesses managing complex tasks or projects with plenty of moving parts. With unlimited tasks, projects, file storage, assignees and messages alongside multiple views such as boards, calendars and lists all included on its free plan, it’s a capable piece of software. You’ll also have access to over 100 free third-party integrations such as Microsoft Teams, Adobe Creative Cloud, Okta and Tableau.

However, you won’t be able to use timelines, Gantt views, goals or portfolios with the free plan, nor time-tracking, workflows or various automation features. The free plan is also fairly limited when it comes to reporting, with only status updates and CSV and PDF exports available.

  • Unlimited project management essential features.
  • Multiple views available.
  • Over 100 free integrations.
  • Limited reporting features.
  • No 24/7 support.

Best for app building


Podio offers a unique solution for businesses that will benefit from building their own customized project management apps to suit their specific needs. As well as the ability to design a bespoke task manager for your team, you’ll have access to hundreds of user-created apps online. It allows you to keep all important aspects of your business and projects in one central place, depending on the requirements of you and your team.

However, its free version is limited in the other features it offers — including the number of items and client users you can support. It also doesn’t offer automated workflows or visual reports, so keep this in mind if you’re considering Podio.

  • You can build your own customizable apps for project management.
  • You’ll also have access to hundreds of pre-made apps.
  • Live chat support available.
  • Limited features on the free plan.
  • Takes a while to set up and customize to your exact specifications.

Best for scaling up


With a robust set of features and capabilities as well as relatively affordable price plans for upgrading, we’d recommend GoodDay for businesses looking to scale up their operations. Its free version is already quite powerful, offering unlimited projects and tasks for up to 15 users, with views including lists, boards, tables, calendars, event summaries and portfolios. You can customize views, priorities, workflows and statuses, as well as set up dependencies, reminders and to-do lists.

Other customization options are only available on paid plans, such as task, project and user fields, as well as task types and IDs. Additionally, many security features and all CRM features are only available when you upgrade, but with the next price plan up only costing $6 per month, it’s an affordable choice for scaling up.

  • Unlimited projects and tasks.
  • Unlimited views, with most available on free plan.
  • Powerful features for big businesses with affordable plans for scaling up.
  • Many customization options unavailable on free plan.
  • No finance, time tracking, chats or automation.

Best task management software comparison


We extensively research the key competitors within an industry to determine the best products and services for your business. Our experts identify the factors that matter most to business owners, including pricing, features and customer support, to ensure that our recommendations offer well-rounded products that will meet the needs of various small businesses.

We collect extensive data to narrow our best list to reputable, easy-to-use products with stand-out features at a reasonable price point. And we look at user reviews to ensure that business owners like you are satisfied with our top picks’ services. We use the same rubric to assess companies within a particular space so you can confidently follow our blueprint to the best free task management software.

The best task management software has positive user reviews on customer review sites and app stores. Task management software companies should provide customers with fast and reliable support. Using a combination of phone support, live chat and knowledge bases, customers should be able to quickly resolve issues 24/7.

Task management software should have role assignment features, timelines and dependencies. It should also allow businesses to use customizable templates, track expenses and track milestones.

And the best task management software should offer client access, billing and invoice capabilities and budgeting features.

What is task management software and how does it work?

Task management software is a digital tool you can use as an individual or a business to manage, organize and prioritize tasks. While levels of features and capabilities will vary between platforms, many also offer the ability to communicate between team members, share files and updates and track progress toward objectives. 

You’ll be able to use task management software to create and assign tasks, set deadlines, allocate resources and allow for collaboration between colleagues. These tools can help you and your business increase productivity and efficiency. However, it’s important to be aware of how complex your needs are. 

Some task management programs can be complex and could end up reducing your productivity and organization, which is why it’s so important to find the right platform for your needs.

Benefits of free task management software

Using task management software can offer a number of benefits for individuals and businesses, including:

  • Free forever: A good free task management software will offer unlimited projects or workflows without any extra costs — not just a free trial before you have to pay.
  • Productivity: Task management platforms can increase your team’s productivity through automation, progress tracking and reporting, saving time on repetitive tasks.
  • Centralized workflow: You can use task management software to keep all workflows centralized, allowing easy access for all team members and collaborators to stay updated and informed.
  • Collaboration: You’ll be able to clearly assign roles and allocate resources on projects and tasks to different team members, and many platforms also allow team members to work together and communicate. 
  • Manage big projects: Complex and lengthy projects can be broken down into separate tasks and workflows with multiple teams and team members. 
  • Remote workers: If you rely on remote workers or freelancers, many task management platforms allow all team members to collaborate online from any location.

Who needs task management software?

Task management software can prove useful for a variety of individuals and businesses. You might be a freelancer with a number of client tasks to manage or a hobbyist running a side hustle — in which case, a free task manager will be ideal. 

Likewise, small teams and businesses can also benefit from using task management software to organize and track workflow progress for team projects. A free plan or trial period offers a great way to try out different platforms and products so you can find one that suits your needs best before committing to a paid plan with more features and capabilities required by your business.

How to choose the best task management software

Choosing the best free task management software for your business means considering a range of factors and how each of these will best suit your needs. You will need to think about the core features offered by each platform, as well as whether it plugs into any existing software you have and how easy and intuitive it is to use. 

Additionally, you should look into the customer support options each platform offers, as this will be crucial in case things go wrong and your work is at risk.

Key features to look for

Levels of complexity and customization will vary between platforms, but in general, you should look out for the following features as part of your task management software:

  • Sub-tasks: Key to keeping big projects organized, task managers should allow you to split tasks and assign different deadlines and workers to each sub-task.
  • Views and visualizations: You should also be able to see your tasks and projects in different views, like Kanban dashboards or Gantt charts. You may find these to be limited in free versions of some platforms, so check price plans to ensure you’re getting what you need.
  • Integration: If you have any existing software or hardware in use for your business, such as finance and accounting apps, design tools or communication platforms, it’s worth seeing if these will plug into the task management software you want. It helps keep everything synchronized and centralized.
  • Tracking and reporting: Your task manager should also allow you to track task and project progress against deadlines and objectives, as well as generate reports. 
  • Automation: Some platforms will even offer automation services that let you set up automatic tracking and reporting.
  • Collaboration: Lastly, if you’re managing a team’s workload, it’s vital they can work together, so look for task management software that allows for communication and role delegation.

Ease of use

Some task management tools will be relatively simple and easy to use, with intuitive drag-and-drop interfaces that allow for straightforward organization. However, others offer more complex capabilities, including multiple views like Gantt charts, calendars, lists and galleries, automated reporting and collaboration between multiple team members. 

Consider what you’ll need the software for, how many people and tasks you’ll be managing and what kind of insights you’ll want when making your choice.


You should also factor in any security requirements you might have, especially if you’re a big organization or you use third-party apps, providers or even freelancers. Being able to control access on multiple levels may be particularly important. Additionally, consider things like two-factor authentication, secure sharing and data protection when choosing platforms.

Customer service

If something goes wrong with your task manager, it can affect your business’s ability to complete projects and assure stakeholders of progress. Customer service is a key part of being able to resolve issues, so look for providers that offer both round-the-clock availability and instant contact by phone or live chat as a priority.

How much does task management software cost?

When looking for free task management software, consider whether it’s truly free forever — meaning you’ll have access to all the features on the free plan forever without having to pay. 

While this might mean many advanced features are hidden behind paywalls, you’ll at least be able to rely on the software for your basic needs without restriction. This is in contrast to free trials that often give you access to the entire platform for a limited time, after which you won’t be able to use it without paying.

If you’re looking to try a free plan in order to get a feel for a specific task management software before committing to a paid plan, you’ll likely be more on the lookout for usability as well as scalability. Consider which paid plans offer the most bang for your buck to narrow down your options, but focus on which free software feels the most natural to use for your business. 

You may find that some software platforms offer prices on a per-user basis while others offer a set number of users for each plan. Others may even have a minimum-user requirement, so if they charge a set price per user and require at least three users, you’ll need to pay three times the price you see given as a minimum.

Frequently asked questions (FAQs)

The best free task management software will depend entirely on your needs and requirements as an individual or business. ClickUp and Notion both offer great customization features, with Notion especially good for content creators.

Paid task management software plans offer a range of extra benefits, including more users or projects, additional features and advanced integrations and security. These will often be more useful for bigger teams and companies managing complex projects with multiple moving parts and stakeholders that need to be kept informed. 

When prioritizing tasks in project management, you should consider the resources available, any dependencies on the task being completed and the urgency of the request. 

Task management software lets you manage multiple tasks at work by allowing you to create, organize and assign tasks, set deadlines, track progress and, if required, add sub-tasks. All tasks are kept in one place and accessible for anyone who needs to see them, often in digestible formats like calendars, boards and timelines.

Improving task management skills will require you to be disciplined and attentive to detail in order to get the best from task management software and boost your productivity. You should: 

  • Focus on prioritizing tasks on your to-do list.
  • Create a manageable schedule for delivery with realistic deadlines. 
  • Ensure you’re communicating with stakeholders to keep everyone on the same page.

The best software will make this easy and help you manage your workload efficiently and effectively — but it’s made even easier when you know you’ve picked the right task management software for your requirements.

Blueprint is an independent publisher and comparison service, not an investment advisor. The information provided is for educational purposes only and we encourage you to seek personalized advice from qualified professionals regarding specific financial decisions. Past performance is not indicative of future results.

Blueprint has an advertiser disclosure policy . The opinions, analyses, reviews or recommendations expressed in this article are those of the Blueprint editorial staff alone. Blueprint adheres to strict editorial integrity standards. The information is accurate as of the publish date, but always check the provider’s website for the most current information.

Mehdi Punjwani

Mehdi is a writer and editor with many years of personal finance expertise under his belt. He's a spirited money-saver, with a passion for making personal finance accessible and manageable. When he isn't writing, Mehdi likes to read about history and travel, hike along coastlines and in forests, and watch his beloved team Manchester United underperform.

Sierra Campbell is a small business editor for USA Today Blueprint. She specializes in writing, editing and fact-checking content centered around helping businesses. She has worked as a digital content and show producer for several local TV stations, an editor for U.S. News & World Report and a freelance writer and editor for many companies. Sierra prides herself in delivering accurate and up-to-date information to readers. Her expertise includes credit card processing companies, e-commerce platforms, payroll software, accounting software and virtual private networks (VPNs). She also owns Editing by Sierra, where she offers editing services to writers of all backgrounds, including self-published and traditionally published authors.

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