How we test note-taking apps at TheBusinessDive
To stay transparent, we want to explain how we test note-taking apps at TheBusinessDive.
Our testing approach
Note-taking tools are different from most other productivity apps. They’re not just about completing tasks or managing workflows. For many people, they become a long-term system for thinking, planning, and storing information. That’s why we test them a bit differently.
We test note-taking apps by building real note systems and using them over time. That means writing daily notes, capturing ideas on the go, organizing research, revisiting old content, and relying on the app to store information we actually need to find again later.
This testing framework is used across all of our note-taking apps’ related content — including individual reviews, comparisons, and “best of” guides. That said, all the recommendation you see is based on this same evaluation process, not on one-off impressions.
Why note-taking apps are hard to compare
There isn’t one note-taking app that works for everyone, because people don’t take notes for the same reasons. The way someone thinks and organizes information has a big impact on which tool will work for them.
A few things make comparisons difficult:
- Different note-taking styles. Some people prefer simple, linear text. Others rely on links, tags, folders, or structured databases.
- Long-term use. A note app isn’t judged after a day or two. It has to stay usable after hundreds or thousands of notes.
- Search and retrieval. Writing notes is easy. Finding the right one weeks or months later is where many tools fall short.
- Device and platform differences. Notes are often written on the go and revisited elsewhere, so sync and cross-device consistency matter a lot.
That’s why a feature list in an app description doesn’t mean much.
What we actually test
When testing note-taking apps, we focus on how they support real thinking and information storage over time.
This includes:
- Note creation and capture. How fast you can write something down when an idea pops up.
- Organization and structure. How notes can be grouped, linked, tagged, or connected as the system grows.
- Search quality. How easy it is to find older notes, even when you don’t remember exactly where or when you wrote them.
- Sync reliability. How well notes stay in sync across devices and how the app handles offline use.
- Flexibility of formats. Support for plain text, rich text, markdown, attachments, images, or other formats people rely on.
- Performance at scale. How the app behaves with a large number of notes and heavier daily use.
- Pricing vs access. Whether core note-taking features are available on lower plans or restricted behind paywalls.
These factors usually decide whether a note-taking app becomes a trusted system or something users eventually abandon.
Here are some of our reviews about note-taking apps, so you can get a better understanding of how we implement these in practice:
How we test note-taking apps
We test note-taking tools by actually relying on them.
We write daily notes, store ideas, build small knowledge structures, and come back to older content later. We search for notes we wrote weeks ago, move between devices, and use the app long enough to see how it handles real-world usage.
During testing, we look for answers to questions like:
- Does the app stay fast and usable as notes pile up?
- How reliable is search when you actually need to find something?
- Do notes stay in sync across devices without problems?
- Does the structure hold up as your note collection grows?
We don’t test note-taking apps in short sessions. We use them over time to understand how they support ongoing thinking and information storage.
What we don’t do
Just as important as what we test is what we intentionally avoid.
- We don’t rely only on demos or marketing pages
- We don’t rank tools based on affiliate payouts
- We don’t claim there is one note-taking app that works for everyone
Note-taking is highly personal, and one setup rarely fits all.
How we make recommendations
Instead of naming a single “best” note-taking app, we focus on who a tool works best for.
You’ll see recommendations such as:
- Best for quick capture and simple notes
- Best for long-term knowledge management
- Best for cross-device note access
- Best budget-friendly option
This helps readers choose a tool that fits how they think and work, not just what’s popular.
Check out our reviewed note-taking apps here.
How often reviews are updated
Note-taking apps change over time. Features change, sync systems improve, and pricing models shift.
We revisit reviews when:
- pricing or plan limits change
- major features are released
- core note-taking workflows change
Keeping reviews current is part of the process, not an afterthought.
Transparency & monetization
Some of our articles include affiliate links. If you sign up through one of them, we may earn a commission at no extra cost to you.
This never influences how tools are tested, ranked, or recommended.
Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!