Heptabase: what you actually get and who runs it

Heptabase is operated by Heptabase Inc., headquartered in Taipei, Taiwan / Singapore, with the product launched in 2021. The company is privately held, indie / seed funded. This page summarizes what Heptabase ships in 2025-2026, how the tiers map to real workloads, and where it sits versus other options in the visual note-taking space.

Quick facts. Operator: Heptabase Inc.. HQ: Taipei, Taiwan / Singapore. Founded: 2021. Status: privately held, indie / seed funded. Category: visual note-taking competing with Obsidian and Roam Research.

What Heptabase is

Heptabase is a visual note-taking competing with Obsidian and Roam Research. In 2025 Heptabase added Heptabase AI for card linking suggestions and improved its iPad experience. The product targets teams that need visual whiteboard for note-taking alongside spaced-repetition flashcards, and it is most often evaluated against the closest alternatives listed at the end of this page.

The current product surface is built around visual whiteboard for note-taking, with spaced-repetition flashcards layered in for accounts that have outgrown the entry tier. Customers who pick Heptabase typically do so because their existing stack does not cover PDF annotation natively, or because compliance commitments require the controls bundled into the higher tiers.

Operator and ownership

Heptabase Inc. runs the product directly. The legal entity is registered in Taipei and its corporate status is: privately held, indie / seed funded. That ownership profile matters for procurement teams because it determines which Data Processing Addendum applies and which legal jurisdiction governs disputes.

When teams move to Heptabase

The buying decision typically happens when a team's current solution can no longer support journal and tags or when the team needs the audit posture summarized further down this page. The free or starter tier is enough to evaluate fit; the higher tiers exist for production deployments.

Where it competes

In the broader notes writing landscape, Heptabase Obsidian and Roam Research. The comparison set covers products that share most of the core surface area but differ on pricing model, hosting choice, or compliance scope. See the related links at the bottom of this page for those alternatives.

Pricing and tier structure

The current published tiers are:

Anchor prices reflect the headline figure from the Heptabase Inc. pricing page at time of writing; always confirm against the live page before signing because most tiers add per-seat, per-event, or per-transaction usage on top. Annual billing typically saves 15-20% versus monthly. Multi-year enterprise deals are negotiable on the top tier.

What changes between tiers

Lower tiers cover visual whiteboard for note-taking and basic versions of spaced-repetition flashcards. Mid tiers unlock PDF annotation and journal and tags. The top enterprise tier is where cross-device sync (Mac, Windows, iOS, Web) and the audit-grade controls live, alongside SSO, audit logs, and a dedicated customer success contact.

Hidden costs to watch

Common additions beyond the headline tier price: overage charges once you exceed the included quota, premium support, custom domain or white-labeling, dedicated infrastructure, and onboarding-services fees on enterprise contracts. Renewals tend to track product expansion: customers who add seats or events mid-year see a higher invoice at renewal.

Writing and organization features

Heptabase ships the following named features as part of the core product:

These are the capabilities most often cited in customer reviews and on the Heptabase Inc. product pages. Coverage varies by tier — see the pricing table above for what unlocks where.

Integrations and APIs

Heptabase exposes the integrations that matter for its category: identity providers (SAML / OIDC SSO on the enterprise tier), data destinations, and webhook or API access for custom workflows. Documentation is published at the vendor's developer portal and is current as of the 2025-2026 product cycle.

Platform coverage

The product runs on the platforms expected for the category — web first, with native mobile and desktop where the use case demands it. Self-hosting is available on the open-source or enterprise tier for products in that class; everyone else runs on the vendor's managed cloud out of Taipei or its hyperscaler regions.

2025-2026 product direction

In 2025 Heptabase added Heptabase AI for card linking suggestions and improved its iPad experience.

This is the differentiator most likely to show up in a 2025-2026 buying conversation. Competing products in the notes writing space are racing toward similar capabilities, so the practical question is whether Heptabase ships them earlier and at a price the buyer can defend internally.

Recent funding or M&A context

Ownership context: privately held, indie / seed funded. That financing profile shapes the product roadmap — venture-backed companies push growth features, private-equity-owned companies tighten on retention and profitability, and public companies report against quarterly cycles. Procurement should weigh this against multi-year commitments.

Who Heptabase is for

Heptabase fits teams that:

• need visual whiteboard for note-taking as a primary workflow rather than a checkbox
• have outgrown a simpler tool and want spaced-repetition flashcards without building it themselves
• want a vendor based in Taiwan / Singapore (relevant for data residency and DPA scope)
• can justify the mid-tier or enterprise price against the PDF annotation they would otherwise build in-house

It is not the right fit if you only need the simplest version of the category — a free or low-cost alternative will be cheaper and easier to maintain.

Migration and onboarding

The vendor provides import tooling for the most common source systems in this category. Enterprise tiers include a named customer success manager and a structured onboarding plan; lower tiers rely on self-serve documentation and community support. Expect a 2-6 week ramp for a mid-size team moving from a comparable tool, and 6-12 weeks for a full replacement of an entrenched legacy system.

Data export and reversibility

Reasonable exit options exist via the vendor's data export API or a documented dump format. Confirm export coverage during the trial — a complete export should include configuration, content, history, and access logs, not just the user-facing records.

Buying tips

1. Start on the free or starter tier and run the actual workload, not a synthetic demo.
2. Confirm the headline price against the live pricing page; the figures above are anchors, not quotes.
3. Ask about overage behaviour — soft cap vs. hard cap matters once you scale.
4. Get the DPA, sub-processor list, and security questionnaire in writing before sharing production data.
5. On enterprise contracts, negotiate the renewal uplift cap (often 5-7% is achievable) and a usage-true-up clause.

Frequently asked questions

Who operates Heptabase?

Heptabase Inc., headquartered in Taipei, Taiwan / Singapore. The product launched in 2021. Corporate status: privately held, indie / seed funded.

How much does Heptabase cost?

Tier anchor prices are listed above. The free or starter tier exists for evaluation; production usage typically lands on the mid or top tier. Annual billing saves roughly 15-20%.

What does Heptabase do that alternatives do not?

In 2025 Heptabase added Heptabase AI for card linking suggestions and improved its iPad experience. That is the current 2025-2026 differentiator; the rest of the feature set is broadly comparable to the closest alternatives.

Is Heptabase a good fit for small teams?

The starter tier is workable for small teams that need the core capabilities. Most small teams outgrow it within 6-18 months as they add seats or hit usage caps.

Does Heptabase offer SSO and audit logs?

Yes, on the higher tier. SSO via SAML or OIDC, audit logs of administrative actions, and role-based access control are standard enterprise-tier inclusions in this product category.

Where is customer data stored?

In the vendor's managed cloud regions. Heptabase Inc. is registered in Taipei, Taiwan / Singapore, which determines the default jurisdiction; data residency in other regions is typically available on the enterprise tier.

Can I self-host Heptabase?

Depends on the product — open-source variants in this category typically allow it; closed-source SaaS does not. See the pricing table above for which tier (if any) includes a self-hosted licence.

How is support handled?

Lower tiers get community plus email support during business hours. Mid and enterprise tiers add priority response SLAs and (on enterprise) a named CSM. Confirm response-time SLOs in the contract.

What is the cancellation policy?

Standard month-to-month cancellation on monthly billing. Annual contracts run their term; check the auto-renewal clause. Enterprise deals follow whatever was negotiated.

How fresh is this page?

Last refreshed against the Heptabase Inc. site and public filings during the 2025-2026 product cycle. Prices and tier structures change — always reconfirm before committing budget.

Alternatives and related services

If Heptabase is not the right fit, the closest comparables in this category are: notion, obsidian, evernote, bear-app, and apple-notes.