As a busy professional managing side projects and my role as a technical manager, I’ve tried countless productivity apps in search of that elusive solution to streamline my workflow. Like many, I believed that paid apps must offer more than the free alternatives or even the ones built into macOS. For years, I used Spark for email, Fantastical for my calendar, Todoist for task management, and Bear for notes.
While Apple has long provided Mail, Calendar, Reminders, and Notes, I always found them lacking in comparison. However, with the release of iOS 18 and macOS Sequoia, I decided to take another look and reevaluate whether these built-in apps could meet my needs without the ongoing cost of third-party subscriptions.
Email: Spark vs. Apple Mail
Spark, developed by Readdle, is a fantastic email app that streamlines email management with features like a unified inbox, message snoozing, and a Gatekeeper function to filter out junk mail. Its paid version, which costs $59.99 annually, also introduces AI enhancements and a helpful Home Screen for organizing messages.
Apple Mail, on the other hand, now offers several similar features, such as the “All Inboxes” folder and intelligent filtering. While transitioning from Spark to Apple Mail took some adjustment, I’ve since recreated my workflow using Smart Folders and tagging options. After a few months, I realized that Apple Mail provided everything I needed without the cost. As a result, I canceled my Spark subscription, saving $59.99 annually.
Calendar: Fantastical vs. Apple Calendar
Fantastical is a calendar app I’ve long admired for its ease of use, especially when it comes to setting up meetings on platforms like Zoom or Teams. Its integration with Todoist was also a game-changer, allowing me to manage my tasks and calendar seamlessly in one place.
Apple Calendar (iCal) has made significant improvements, offering color-coded syncing across work and personal accounts and integration with Apple Reminders. However, its slower syncing with Office 365 and lack of Todoist integration are downsides I’m still considering. While I haven’t fully transitioned yet, I’m testing Apple Calendar over the coming months to see if it can work within my existing system. If I decide to make the switch, I could save $57 annually.
Task Management: Todoist vs. Apple Reminders
Todoist has been the cornerstone of my productivity system for years, especially because it aligns so well with the “Getting Things Done” (GTD) methodology by David Allen. Its intuitive features for capturing and organizing tasks make it indispensable in my daily routine. The pro version, which I subscribe to for $60 annually, offers crucial tools like task reminders and the ability to create custom filters—features I rely on heavily.
While Apple Reminders has improved, it still doesn’t match Todoist’s functionality, especially for more advanced users. I’ve explored the free version of Todoist, but its limitations on projects and filters would hamper my workflow. For now, the $60 annual fee is justified.
Notes: Bear vs. Apple Notes
Apple Notes has always been a reliable tool for me, especially for managing notes related to personal projects like music. Its document scanning feature is particularly useful. However, I switched to Bear about a year ago for its Markdown support, which allowed for quick formatting and tagging within my notes.
With iOS 18 and macOS Sequoia, Apple Notes now offers many of the same features I value in Bear, aside from Markdown. While importing notes from Bear into Apple Notes required a few formatting tweaks, the transition was smooth. Given that Apple Notes meets 90% of my needs, I’ve decided to let my Bear subscription lapse, saving another $29.99 annually.
Final Thoughts
In reviewing the apps I use for productivity, I’ve identified potential savings of around $147 annually by switching back to the built-in Apple apps. This post isn’t about recommending one app over another—it’s about assessing whether paid apps provide enough additional value to justify their cost. Everyone’s productivity needs are different, and the best tools for you will depend on your unique workflow.
If you’re using macOS or iOS, it might be worth revisiting the built-in apps to see how they’ve evolved. And for those using Windows or Office 365, similar alternatives exist that might help you streamline your tasks without additional cost.
My productivity system continues to evolve, and I encourage you to explore what works best for your specific needs. Finding the right framework, supported by the right tools, is the key to staying organized and efficient.