A recent thread in the Small Business Accountants & Advisers Brain Trust Facebook group revealed something we’ve all suspected: many accountants are still using handwritten notes in client meetings and they’re sick of the admin that follows.
The original question was simple:
“Looking for an alternative to hand writing client notes in meetings then scanning to email and saving to FYI… What are people using?”
The replies uncovered a mix of habits, tech trials, product returns, and some early wins with AI tools. We’ve compiled the tools accountants mentioned most, including what’s working, what’s not, and how some are starting to move away from paper altogether.
1. The physical devices accountants are testing (and often ditching)
While plenty of accountants are sticking with notebooks and pens, others have tried to go digital, especially with handwriting-focused tablets or voice recorders.
Remarkable 2
An e-ink tablet designed to feel like writing on paper.
Pros:
• Minimalist writing experience
• Long battery life
• Good for focus
Cons:
• Cloud syncing requires a paid plan
• No native integration with accounting tools
• Slow or laggy writing experience
Exact comments:
• “I’ve used a Remarkable since 2020 and still love it. I chose this over the iPad.”
• “I was trialling the Remarkable but found it a bit laggy.”
• “The handwriting on an iPad still doesn’t feel natural to me so I still use paper and pen.”
iFlytek AI Note 2
A dedicated voice recorder with on-device transcription.
Pros:
• Lightweight and portable
• Built for talk-to-text note capture
Cons:
• Not optimised for English/Australian users
• Doesn’t connect with cloud storage or client systems
BOOX Tablets
Android-based e-ink tablets with app support.
Pros:
• Flexibility to install Microsoft and other apps
• Designed for digital reading and handwriting
Cons:
• Limited feedback in this context
• Learning curve
• No built-in support for accounting workflows
Exact comment:
• “I’ve been trialling the Boox device but only just got it so still working it out.”
iPad + Apple Pencil (with Notability, OneNote, or GoodNotes)
A commonly used digital combo for note-taking.
Pros:
• Versatile note capture
• Handwriting-to-text options
• Integrates with Microsoft tools
Cons:
• Can be distracting in client meetings
• Requires manual export/syncing
• No automation for client records or actions
Exact comments:
• “I use an iPad with notability. Also have a paperlike screen protector which makes it feel like paper.”
• “I use an iPad and pencil with the OneNote app. I like that I can record my voice and it is saved with my handwriting.”
2. Online notetakers and transcription apps
Beyond hardware, the thread shifted toward AI-powered notetaking tools, especially ones that transcribe and summarise meetings automatically. Here’s what the group had to say.
Otter.ai
One of the most well-known transcription tools available on mobile and desktop.
Pros:
• Quick to start
• Reliable transcription
• Easy to use
Cons:
• Manual copy-pasting into client systems
• Notes live outside of XPM, FYI, etc.
Exact comment:
• “I use Otter.ai… I often just open it on my phone if I’ve forgotten my notepad.”
Fireflies.ai
AI tool that records meetings and provides summaries with sentiment analysis.
Pros:
• Built-in Zoom/Meet recording
• Highlights tone/mood
Cons:
• No direct connection to accounting workflows
• Lacks integration into practice tools
Fathom.video
(Not to be confused with Fathom reporting.) A meeting assistant that records and summarises virtual meetings.
Pros:
• Clean user interface
• Easy to capture video + transcript
Cons:
• No integration with accounting tools
• Limited control over data storage/location
Exact comments:
• “I’ve started using Fathom.video recently (not the financial one) and I like it so far.”
Vinyl
Vinyl
was mentioned by name in the thread, specifically for its integrations with accounting tools.
It’s an AI meeting assistant built for accountants and bookkeepers. It records meetings, transcribes conversations, and integrates with Xero Practice Manager, FYI Docs, and Karbon.
Pros:
• Purpose-built for accounting firms
• Syncs to practice systems
• Supports Zoom, Meet, and Teams
• Automates post-meeting admin
Cons:
• Not suitable for businesses outside of accounting and bookkeeping
• No mobile app yet (coming in 2025)
Exact comments:
• “Very interested in what's described with Vinyl if it’s integrating directly into tools like XPM etc.”
• “I’d use that feature.” (In response to Vinyl’s proposed photo-of-handwritten-notes function)
3. It’s not the note-taking method, it’s the workflow gap
A clear theme emerged in the discussion: most of the tools people use, even if they’re helpful, stop at the note itself. The challenge is what happens after.
What people want:
• Notes that sync directly to the client
• Tasks that can be created without re-typing
• No rework or admin after every call
• A system that supports both solo operators and growing teams
The group was aligned, if a tool could solve the after-meeting chaos, it would be a game-changer.
4. Scribbles still have a place, but they need a smarter future
Despite testing lots of devices and apps, several group members said they still prefer writing by hand. That won’t change overnight, and maybe it doesn’t have to.
The idea of snapping a photo of handwritten notes and attaching it to the client record or matching it to a transcript had strong support. While this is still in development, some tools (like Vinyl) are already working on it.
Final thoughts: You don’t have to ditch the notepad, just the double handling
There’s nothing wrong with scribbling your way through a client meeting. But the follow-up? That’s where most firms are bleeding time.
What this thread made clear is that the industry is looking for tools that do more than just transcribe; they want workflow alignment.
Vinyl is the only option in the mix that was designed for how accounting firms actually work. It’s still early days, but the direction is clear: less admin, more automation, and tools that fit the way firms already operate.
Want to try Vinyl?
Vinyl is currently onboarding early users in Australia, America and the UK, with integrations for XPM, Karbon, and FYI already live in beta.
👉
Try Vinyl now
📩 Got feedback or questions? Get in touch, the product is being shaped with input from real firms just like yours.
