At a glance
- Digital note-taking tools help accountants create “second brains” to manage information overload.
- From Notion’s powerful databases to Apple Notes’ simplicity, there are options for practices of all sizes.
- Well organised knowledge systems save time and create a competitive advantage.
When was the last time you frantically searched through client emails, trying to recall a specific tax detail? Or spent hours digging through notes from last year’s planning meeting? Despite meticulous record-keeping efforts, it’s easy for valuable information to slip through the cracks.
Poor information management isn’t just frustrating for accountants; it’s costly. Juggling complex client histories, evolving regulatory frameworks and intricate practice processes with the need to maintain the mental clarity needed for strategic advice can lead to notes being lost in the process.
Dr Amantha Imber, founder of behaviour change consultancy Inventium and host of the How I Work podcast, says knowledge capture is increasingly challenging.
“Every day we’re putting so much information into our heads. We’re having so much stimulus and news and social media thrown at us – it’s too overwhelming for our brains to hold on to all the information, especially the information that is actually useful,” she says.
The impact of good knowledge management is significant: one survey found that 80% of professionals saved at least one hour weekly through knowledge management technology. This is why a growing number of accounting professionals, from solo practitioners to global firms, are adopting “second brain” note-taking tools to manage information overload and capture, organise and retrieve critical knowledge.
What is the second brain?
A second brain isn’t just another filing system; it’s a personalised external knowledge base that works as an extension of your thinking. For accountants, second brain technology is a central hub where information is stored and connected in ways that mirror how you work with clients.
Imber says the technology helps capture, organise and retrieve any information that might be useful, whether it’s notes, ideas or quotes from books “so that you can think more clearly and create new things more effectively”.
The benefits extend far beyond simple organisation. Some firms use note-taking tools to develop compliance trackers that handle everything from BAS schedules to tax workflows. Others use their second brain to document client conversations, manage regulatory updates, standardise practice processes and facilitate knowledge sharing in hybrid work environments.
As a firm’s collective knowledge grows over time, it becomes increasingly valuable and creates a genuine competitive advantage through better client service and reduced compliance risk.
5 note-taking tools for your practice
1. Notion
This all-in-one workspace combines notes, databases and project management in a highly flexible interface. Its standout feature for accountants is the ability to create custom databases that track client information, deadlines and project status in one connected workspace. Database templates can be tailored to different client types or service lines, making it particularly valuable for those with diverse client portfolios.
Morgan Wilson, founder and director of creditte, says Notion has become his firm’s single source of truth.
“We use Notion to build client-specific playbooks that centralise everything—from onboarding checklists to ongoing advisory notes—giving our team and clients a shared, structured workspace,” he says.
“This dynamic setup makes delegation easier, reduces onboarding time for new team members, and ensures clients receive a consistent, high-quality experience.”
2. Obsidian
Obsidian is a knowledge management app that stores and links notes as interconnected text files. Its backlink and graph features can help accountants record and spot relationships between tax rules, client situations and regulations – particularly helpful for complex advisory work. Obsidian stores notes as local markdown files, giving privacy-conscious firms the security of keeping client information on their own systems rather than in the cloud.
3. Microsoft OneNote
This popular note-taking app integrates with the Office suite many accounting firms already use. OneNote organises notes into notebooks, sections and pages, making it intuitive for categorising information by client or service line. Its standout feature for accountants is the connection with Outlook, Excel and Teams – you can send emails directly to notebooks, embed spreadsheets that update automatically and access notes during client video calls. If you’re already using Microsoft, OneNote provides a familiar interface with minimal additional licensing costs.
“Making knowledge capture and knowledge retrieval easy is often the difference between a productive workforce and a confused and chaotic one.”
Dr Amantha Imber, Founder of Inventium, Podcast host of How I Work
4. Evernote
The veteran of digital note-taking, Evernote combines simplicity with powerful search capabilities. Its web clipper lets you save important web pages, guidance or technical articles directly into your notebook. Evernote excels at document management – you can save client meeting notes, receipts and handwritten documents, and they will become fully searchable archives.
5. Apple Notes/Google Keep
Not every practice needs complex knowledge management – the built-in note apps on popular devices offer a surprisingly effective solution for many. Apple Notes (for Mac/iOS users) and Google Keep (for Android/Google Workspace users) provide straightforward capture tools with robust search and basic organisation features. Though simple, their folder systems allow for effective organisation of client information, regulatory notes and practice processes, and their greatest advantage is accessibility – notes sync automatically across devices, require no additional subscription and have virtually no learning curve.
Whether you opt for sophisticated technology like Notion or a simpler solution like Apple Notes, focus on what best suits your practice’s needs rather than getting lost in features. As Imber says: “Making knowledge capture and knowledge retrieval easy is often the difference between a productive workforce and a confused and chaotic one.”
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