One place for every note: How Insert Fuel replaced five note tools

Most small businesses do not have a knowledge problem. They have a where-is-it problem.

This is how Insert Fuel stopped paying for five note tools and one lost afternoon a week, and the stack behind it.

The problem

Our founder had 2,727 Google Keep notes, 68 Apple Notes, documents in Google Docs, tasks and docs in ClickUp, and tests of Notion and Evernote. ClickUp alone cost $154.57 a month in September 2025, before we cancelled it and asked for refunds. The cost that matters is retrieval: the time spent searching four tools for one fact.

Your team has the same pattern. Sales notes in one place, onboarding docs in another, meeting notes in a third.

What Insert Fuel does

Notes are a first-class part of Insert Fuel. They are built for work, not just writing.

• Fast capture and full documents in one editor. A quick note stays quick.
• Links to the work. A note can belong to a brand, a task or a person, and mentions inside a note turn into live chips.
• Search by question. Fuela, our AI, reads the notes and answers, so people ask instead of hunt.
• Files and photos drop straight in. Place and date come from the photo itself.
• Sharing and co-editing. Public share links, and live cursors when two people edit together.
• Imports. Google Keep exports come in with their original dates (2,727 so far), and there are importers for ClickUp and Evernote.
• Credentials kept separate in an encrypted vault, not in plain notes.

3,127 notes live in Insert Fuel today.

The stack

• Next.js on Vercel for the app and the editor.
• Supabase Postgres and storage for notes, files and permissions.
• Claude behind Fuela for search and answers.
• A Hetzner server in Finland for heavy background work such as imports.

What it replaced

An editor, a doc tool, a project tool's docs and a pile of subscriptions, with one place that also knows who the customer is and which task it belongs to.

Try the idea

You do not need our build to start. Pick one home for notes this week, link it to your customers and tasks, and import the rest.

Come to the free Thursday class and I will show you how our team does it live.