TaskFia is task management software for teams of 5 to 500 people that keeps tasks, projects and proof of finished work in one place. Every task gets an owner, a due date and someone who checks it, and a task only counts as done once that person has approved it.
Most small businesses don't lack effort. They lack a shared picture of who is doing what, and a reliable way to know that "done" really means done. Work gets assigned in a group text, the update arrives by phone, and the proof is a photo somebody may or may not have sent. This guide walks through how TaskFia handles that, step by step, and is honest about the teams it isn't built for.
In practice, TaskFia is a web dashboard for managers and admins plus an Android and iOS app for everyone, included with every plan. Inside it you assign tasks, track them on boards, lists and calendars, keep a short daily diary of work, set follow-ups that don't depend on anyone's memory, and verify finished work before it is closed. On Basic plans and above, task records, diaries and verifications also sync to a Google Sheet your company owns, and attached files are stored in your Google Drive. If you're new to this category of tool, start with what task management software is and come back.
The six-step loop behind every task
Every task in TaskFia follows the same path, whether it is a sales call, a delivery or a monthly report. That consistency is the point: everyone learns one way of working instead of a different habit for every manager.
- Assign. A manager creates the task with an owner, a due date and a verifier, the person who will check the work. Tasks can also carry a priority and a checklist.
- Work and log. The employee does the work and records progress in the daily diary, with time-stamped entries that can be linked to the task.
- Follow up. Reminders fire on schedule. If a deadline or follow-up is missed, it escalates to the manager instead of quietly slipping.
- Submit proof. The owner attaches proof and sends the task for checking. A note works on every plan; photos and files are file attachments, available on Basic plans and above.
- Verify. The verifier approves the work or returns it with a reason. Every approval is stamped with a name, date and time, and you can require sign-off from a manager first and then an admin.
- Record. The verified task becomes the record of what happened. On Basic plans and above, that record also syncs to your Google Sheet and the file goes to Drive.
The step most teams skip is the fifth one. We explain why it matters in why "done" should mean checked.
Tasks and projects on the same boards
TaskFia doesn't split "small stuff" and "projects" into two different tools. A one-off errand and a ten-step client onboarding both live as tasks that move from To do to Verified.
- Every plan includes unlimited tasks, owners, due dates and priorities, Kanban boards and list views, basic project management, comments on tasks and basic notifications.
- Basic and above add advanced views and filters, task dependencies, recurring tasks, task automations and file attachments.
- Business and above add team dashboards, workload management, custom fields, advanced reports, productivity analytics and advanced project management.
A task can be assigned to one person, several people or a whole department, and comments stay on the task, so the history doesn't vanish into someone's inbox.
The daily diary and follow-ups
Two features do a lot of quiet work in TaskFia.
The daily diary
Each employee logs what they did during the day, from a phone or a desk. Entries are time-stamped and can be linked to tasks. If someone forgets, an end-of-day reminder nudges them, and managers read the whole department's diary on one page instead of collecting updates one by one. Our guide to building a daily work diary habit covers how to introduce it without it feeling like surveillance.
Follow-ups
Any task can have a follow-up date. The owner gets reminded, and if follow-ups are missed, the manager is told. Every employee also starts the morning with a "Due today" list, so nobody has to remember on Monday what they promised on Friday.
Roles, mobile and web: who sees what, where
TaskFia uses three roles, and access follows your org chart.
| Role | What they see and do |
|---|---|
| Employee | Their own tasks, diary and files; submits proof for checking |
| Manager | Everything in their own department; verifies their department's work; sees their department's activity |
| Admin | Everything in the company; manages departments, roles and invites; sees all employees' files; handles billing and the Google connection |
You can create as many departments as you need, each with its own managers, and move people between teams without losing their history. Staff join through invite links and sign up with their work email. They do not need a Google account; only the admin connects Google. Business plans and above add advanced permissions, and Enterprise adds advanced access controls and audit logs. For more on setting this up, see roles, departments and permissions.
Mobile and web, working together
Managers usually plan on the web dashboard, where boards, reports and admin controls live. Staff in stores, on job sites or out visiting clients use the phone app, where they see today's tasks and follow-ups, write diary entries, get push reminders and submit proof straight from the task. A change on one device shows on all of them. This matters most for teams that are rarely at a desk.
Your data in your own Google account
On Basic plans and above, the admin connects the company's Google account once. From then on, tasks, diaries and verifications write to a Google Sheet your company owns, with separate tabs for tasks, diary, follow-ups and files, and files attached to tasks are stored in Google Drive, organized by department and person, with one searchable index. Employees see only their own files; admins can open everyone's.
Because the records already live in your Google account, you can build your own reports from them or keep them if you ever leave. On the Starter plan, records stay inside TaskFia. We make the longer case in why your task data belongs in your own Google Sheet.
On security, each company works in its own private workspace, access is role-based, data is encrypted in transit, and sign-in runs on Google Firebase infrastructure.
Plans at a glance
TaskFia prices by plan, not per user. Each plan includes a set number of people.
| Plan | Price | People | What it adds |
|---|---|---|---|
| Starter | $19/month or $190/year | Up to 5 | Core tasks, boards, diary, follow-ups, verification, mobile app |
| Basic | $59/month or $590/year | Up to 20 | Google Sheets and Drive, recurring tasks, automations, file attachments, dependencies, advanced views and filters |
| Business | $149/month or $1,490/year | Up to 100 | Team dashboards, workload management, advanced permissions, custom fields, advanced reports |
| Enterprise | $499/month or $4,990/year | Up to 500 | Audit logs, enterprise security, advanced administration, priority support, custom onboarding |
Yearly billing gives you 1 month free. There is no free plan, but there is a 7-day free trial with no credit card needed. Full details are on the pricing page.
Who TaskFia is for, and who it isn't for
TaskFia fits teams where work is handed out by a manager and needs to be checked: field services, cleaning and maintenance crews, clinics and front offices, retail stores, agencies, construction and office teams that are tired of chasing updates.
It is probably not the right choice if:
- You work alone or with one partner. A notebook or a free to-do app will serve you well. See choosing a task management app for lighter options.
- You need Gantt charts or a timeline view. TaskFia doesn't have them.
- You need billable rates, cost budgets or invoicing. TaskFia tracks time and shows timesheets, but it doesn't bill clients or manage money budgets.
- You rely on chat-app connectors, automation connectors or a public API. TaskFia doesn't offer those integrations.
- You want AI features. There aren't any.
- You want your tasks synced with Google Tasks. TaskFia doesn't sync with it.
The fastest way to judge fit is a small trial: one department, real tasks, two weeks. If the verify step feels like overhead for your kind of work, that's a useful answer too.
Common mistakes when starting with TaskFia
- Skipping the verifier. Without one, tasks are only "done because someone said so."
- Rolling out to everyone on day one. Start with one department and widen once the habit sticks.
- Keeping work in group texts too. If tasks still arrive by text, TaskFia becomes a second place to check.
- Treating the diary as a report card. It works best as a quick log, not a performance review.
Related guides. When work runs across several steps and people, project tracking software shows where each project stands.
Frequently asked questions
What is TaskFia?
TaskFia is task management software with proof of work for teams of 5 to 500 people. Managers assign tasks with an owner, due date and verifier, staff log progress and submit proof, and a verifier approves the work before it counts as done.
Does TaskFia have a mobile app?
Yes. There is an Android and iOS app, included with every plan, alongside a web dashboard for managers and admins.
Do my employees need a Google account?
No. Staff sign up with any work email. Only the admin connects a Google account, which is used for Google Sheets sync and Google Drive file storage on Basic plans and above.
Is there a free plan?
No. There is a 7-day free trial with no credit card needed, then plans start at $19 a month for up to 5 people.
Can TaskFia replace a project management tool?
For many small teams, yes, because projects are tracked as tasks on boards, lists and calendars. If you need Gantt charts, timelines, cost budgets or invoicing, TaskFia isn't the right fit.
The bottom line
TaskFia is built on a simple idea: a task isn't finished until someone has checked it. Assign with an owner, a date and a verifier, let the diary and follow-ups keep work visible, and let verification turn "I think it's done" into a stamped record. If that matches how your team works, start a 7-day trial with one department and see how the loop feels.
TaskFia is not affiliated with Google. Google Sheets, Google Drive and Firebase are trademarks of Google LLC.