How to record client observations for consultants in 2026

Q: Does QuickDictate run on Mac or Linux?

It runs only on 64-bit Windows 10 and 11. There is no Mac or Linux version. It is delivered as an .exe file on GitHub, with a built-in updater that works silently; it can also be built from source. If you need dictation on another operating system, check what each tool on this page supports before choosing.

A plain guide for consultants to record client observations by voice or text, with steps, the tools to try and the mistakes to avoid.

By XP Daily · 2026-10-16

XP Daily is published by the makers of DaysAid, QuickDictate and YTSort, which are compared here alongside other tools.

Decide what counts as an observation worth keeping, pick where you will write or dictate it, and record each one while it is fresh. You can type notes by hand or use a dictation tool that types what you say into your note app.

Option	How it records observations	Cost
Notebook or text file	You write each point by hand	Nothing published here; depends on what you already own
Notes app	You type or dictate into a document per client	Not published; check the app's own page for plans and limits
QuickDictate	It types what you say into whichever window has focus ^[1]	Free for personal and other noncommercial use; cloud providers bill separately ^[1]

What you need before you start

Recording client observations takes only a few things ready before the meeting.

A clear idea of what to capture. Decide whether you need verbatim quotes, summaries of what was said, or your own impressions. This keeps the notes focused and saves editing time later.
A place to write or dictate into. A word processor, a notes app, a text file or a chat draft all work. What matters is that everything lands in one place rather than scattered across sticky notes and browser tabs.
A way to record during or right after the meeting. Typing works if you can keep up. A dictation tool lets you speak the observation and have it typed into your chosen window. Check what each tool needs before the meeting, because some need an internet connection and others need a model installed first.
A consistent format. A heading with the client name and date, followed by short bullet points for each observation, is enough to keep notes usable weeks later.
Permission to record. If you plan to record audio or dictate aloud during a meeting, confirm the client is comfortable with it.

Step by step

These steps work with any tool, including a pen and a notebook.

Open the place where you will keep observations. Make sure it is ready before the meeting starts, so you are not searching for it while the client is talking.
Note the client name and date at the top. This makes the observation easy to find later when several clients are seen in a week.
Write or speak each observation as it happens. Keep each one short. A sentence or two per point is enough. If you are dictating, speak at a steady pace and pause between points.
Capture what was said, then your read on it. Separate the fact from the interpretation. Write what the client stated, then add your own assessment in a separate line so the two stay distinct.
Flag anything that needs a follow-up. Mark items that require action with a symbol or label, so they stand out when you review the notes later.
Record any numbers the client mentions. Figures, dates and deadlines are easy to forget, so write them down at the time rather than trying to recall them afterward.
Review the notes at the end of the meeting. Read through once while the conversation is still fresh. Add anything you missed and fix anything that is unclear.
Move follow-up items to your task list. Copy flagged items into whatever system tracks your actions, so they do not stay buried in meeting notes.
File or tag the notes for this client. Put them where they belong for this project or client, so they can be found when the next meeting comes around.
Review past observations before the next meeting. Reading what was noted last time helps you pick up where you left off and spot patterns across sessions.

Tools that can do it

You do not need software for this. Here are options to consider.

A notebook or text file. You write each observation by hand. Nothing is published here about price or limits because it depends on what you already own.

A notes app. A document per client with a date heading and bullet points keeps observations in one place. Check how it behaves on your phone if you plan to dictate or read notes away from your desk. Facts about specific notes apps are not provided here, so check their own pages for limits and cost.

QuickDictate. QuickDictate is made by the team that publishes this site. QuickDictate is one option. It is a Windows program that types what you say into whichever window you are using. ^[1] You hold a key while you talk, or press it once to start and once to stop, and you can change both keys. ^[1] What you say is typed into whichever window has focus, such as an editor, chat box, terminal or web form. ^[1] You can use ElevenLabs, Deepgram, OpenAI, AssemblyAI, DashScope or Google, and that provider bills you directly. ^[1] Choose Local in Settings and install a speech model such as Whisper Large v3 Turbo; dictation then needs no internet connection or API key. ^[1] With five of the cloud providers, words appear while you are still talking. ^[1] It is delivered as an .exe file on GitHub, with a built-in updater that works silently; it can also be built from source. ^[1] It runs only on 64-bit Windows 10 and 11. ^[1] QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. ^[1] From v0.9.0 on, it is source-available under PolyForm Noncommercial 1.0.0: free for personal and other noncommercial use, and commercial use needs a separate licence. Releases up to v0.8.0 were MIT. ^[1] Saying "scratch that" discards the text you just dictated instead of inserting it. It is the only voice command shipped. ^[1]

Common mistakes to avoid

Leaving observations until after the meeting. Details fade quickly. Write or dictate each point while it is fresh, even if it is rough.

Mixing what the client said with your own opinion. Keep the two separate so the notes stay useful when you revisit them weeks later. Note the client's words first, then add your assessment.

Recording without a consistent format. If every client's notes look different, finding an old observation takes longer. Use the same heading style and bullet structure each time.

Forgetting to flag follow-up items. An observation that needs action can stay buried in the notes. Mark it during the meeting so it stands out later.

Dictating in a noisy room without checking the result. Background noise can affect what gets typed. Read the dictated text once before moving on.

Never reviewing past notes before a meeting. Reading earlier observations helps you spot patterns and pick up where the last session ended.

Frequently asked questions

Is QuickDictate free for consultants?

QuickDictate is free for personal and other noncommercial use, with no subscription or account. ^[1] From v0.9.0 on, it is source-available under PolyForm Noncommercial 1.0.0: commercial use needs a separate licence. ^[1] Cloud providers such as OpenAI or Deepgram bill you directly for their service. ^[1] Check whether your consulting work counts as commercial use before deciding.

Can QuickDictate type into a notes app?

What you say is typed into whichever window has focus, such as an editor, chat box, terminal or web form. ^[1] Open your notes app, give it focus, hold or press the dictation key, and the words go into that app. You can change both the hold and toggle keys in settings. ^[1]

Does QuickDictate need an internet connection?

Choose Local in Settings and install a speech model such as Whisper Large v3 Turbo; dictation then needs no internet connection or API key. ^[1] With cloud providers, you can use ElevenLabs, Deepgram, OpenAI, AssemblyAI, DashScope or Google, and that provider bills you directly. ^[1] With five of the cloud providers, words appear while you are still talking. ^[1]

Does QuickDictate run on Mac or Linux?

It runs only on 64-bit Windows 10 and 11. ^[1] There is no Mac or Linux version. ^[1] It is delivered as an .exe file on GitHub, with a built-in updater that works silently; it can also be built from source. ^[1] If you need dictation on another operating system, check what each tool on this page supports before choosing.

Can QuickDictate fix technical terms the client uses?

You can list words and phrases that are sent to the provider to help it recognise them, and a replacement table fixes spellings such as "Chat GPT" to "ChatGPT". ^[1] Profiles can change the provider, language, vocabulary and formatting depending on which app is in focus. ^[1]

QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. ^[1]

Try QuickDictate

Sources

QuickDictate's own description of itself (the product of this site's publisher)