Do you use a ticketing system or some sort of team planning space. I use Visual Studio Online to manage tasks and take notes on status. Otherwise, I keep the same tracking in our ticketing system. That is, if it was a ticket put in by someone. Someone else asked this a few days ago and someone mentioned HiTask which looked pretty cool, and free! https://hitask.com/
You can have a free team board with Trello, theres no cost, and it has Shortcut actions if you want to build something. More pro features cost.
https://hitask.com is a group task management system that costs no Shortcut actions, but you can email tasks so you could set up some sort of automation around that.
Tell me about it! I experienced the same with Asana and Trello and wanted to switch to another tool.
I've found Hitask to be very easy and useful to create hierarchy with sub-tasks structure etc. Cheers!