In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero dive into the remarkable evolution of Heptabase in 2025 and how it has become the go-to Personal Knowledge Management tool for Busy Professionals.
Heptabase’s AI Leap in 2025
Heptabase’s AI rollout in 2025 was nothing short of revolutionary. What began with a modest chatbot quickly evolved into a deeply integrated AI experience. The tool can now understand PDFs, whiteboards, and even the broader context of your knowledge base. Unlike more bloated solutions such as Notion or ClickUp, Heptabase keeps things simple and focused—resulting in precise and powerful AI responses.
The recent integration with vector databases and embeddings gives users capabilities similar to those in tools like NotebookLM, but with greater flexibility and fewer limitations. This positions Heptabase as a uniquely powerful alternative for those managing vast personal knowledge systems.
Simplicity Without Sacrificing Power
Paco Cantero highlights what makes Heptabase stand out: its ability to synthesize the best aspects of Personal Knowledge Management without overwhelming users. Its clean, thoughtful interface means Busy Professionals can dive in without facing a steep learning curve.
He recalls reading the original Medium posts from Heptabase’s founder, Alan, and how clearly the vision was communicated. That clarity has carried over into the product, which delivers meaningful updates consistently, each one providing real value without unnecessary complexity.
Community-Driven Data Confirms the Trend
According to data from the ICOR® Tool Finder, Heptabase is the most-used PKM tool among Paperless Movement® members—beating out Apple Notes, Readwise Reader, Notion, and Obsidian. The stats reflect actual usage patterns from hundreds of members, reinforcing that the tool isn’t just a hype product; it’s delivering real results.
Even better, this is not a sponsored endorsement. The popularity of Heptabase among members speaks to its effectiveness and ease of adoption.
MCP Integration and External AI Assistants
One of the standout recent features is Heptabase’s integration with the MCP protocol. This allows Busy Professionals to connect AI assistants like chatGPT directly with Heptabase. You can now have a chat with your AI assistant, extract key insights, and automatically send conclusions into a new Heptabase note—all with minimal friction.
This seamless interoperability—combined with Heptabase’s native support for AI (even without requiring your own API key)—makes it more accessible and powerful than ever.
A PKM Tool Designed for Busy Professionals
Heptabase stands out because it offers depth without complexity. Busy Professionals can begin using it immediately and reap rewards quickly. The Paperless Movement® has seen this firsthand in its ICOR® Inner Circle, where Heptabase is often the starting point for those building their productivity systems.
As Tom Solid and Paco Cantero emphasize, tools like Obsidian or Tana might be better suited for those who love building and tinkering. But Heptabase offers the best return on investment for those who want to get results fast—without the burden of maintaining a complex setup.
Heptabase Mastery and the ICOR® Advantage
For members of the Paperless Movement®, the Heptabase Mastery Course is the fastest way to unlock the full potential of the tool. It provides a clear, guided path to understanding all the powerful features Heptabase has to offer—without the overwhelm.
This is where the ICOR® methodology really shines. By separating Personal and Business Knowledge Management and taking a tool-agnostic approach, Busy Professionals gain clarity, control, and flexibility. Whether it’s Personal Knowledge Management with Heptabase or Business Knowledge Management in tools like ClickUp or custom ICOR® platforms, the system adapts to your needs.
Final Thoughts
Tom and Paco agree: Heptabase is not only a miracle of thoughtful design and execution, but it’s also a game-changer for Busy Professionals looking to optimize their productivity systems in 2026 and beyond. The Paperless Movement® continues to support this journey, offering training, tools, and a thriving community built around real-world productivity.
Whether you’re just starting your PKM journey or looking to refine an existing system, Heptabase—especially when paired with the ICOR® framework—is a smart and future-proof choice.
