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Best AI Notetaking Software in 2025

Written by Camin McCluskey

Co-Founder & CTO

Edited by Steph Leung

Product & Operations Lead

Updated onMar 31, 2025

Picking the right AI notetaker is harder than it looks. Many tools don’t quite fit your workflow – leading to messy notes, missed insights, and added friction.

We’ve tested the top options so you don’t have to. Whether it’s for team meetings, sales calls, or personal productivity, this guide covers the best AI notetakers for startups.

Best AI notetakers for different use cases

For recording discreetly:

Granola

Stackfix Rating:

7.0 / 10

Many AI notetakers feel intrusive, or overly complicated - joining your calls as a bot, disrupting the flow of conversation, and sometimes even making attendees uncomfortable.

Granola takes a different approach. It’s a lightweight, fast, and discreet AI notetaker that doesn’t join your calls at all. Instead, it runs quietly on your desktop, transcribing audio in the background. No bots, no awkward pop-ups for other attendees - just seamless, invisible note-taking. When you start a call, a simple prompt asks if you’d like to take notes, keeping the process effortless and under your control.

That said, Granola’s simplicity comes with trade-offs. It lacks audio/video playback and deep integrations, so if you need in-depth cross-meeting analytics or team collaboration features, it might not be the best fit. But if you’re looking for a discreet, fast, and highly accurate notetaker that lets you focus on the conversation without distractions, Granola is an excellent option.

Jump to product

For recording discreetly:

Many AI notetakers feel intrusive, or overly complicated - joining your calls as a bot, disrupting the flow of conversation, and sometimes even making attendees uncomfortable.

Jump to product

Granola

Stackfix Rating:

7.0 / 10

For in-person meetings:

Fireflies.ai

Stackfix Rating:

6.9 / 10

Fireflies.ai is one of the most versatile AI notetakers available today. While many AI notetakers are built primarily for virtual meetings, Fireflies stands out by offering a powerful mobile app that makes it particularly well-suited for in-person meetings - whether you’re at a client site, a conference, or a brainstorming session.

One of Fireflies’ biggest strengths is its highly accurate transcription. It captures conversations with impressive precision, even with different accents, and organizes notes into structured summaries. Combine that with comprehensive integrations, seamless export options, and a generous free tier, and you get a tool that’s reliable, flexible, and packed with value.

That said, Fireflies does have limitations. Its AI assistant, ‘Ask Fred,’ isn’t as advanced as some competitors, and the lack of custom meeting note templates can be frustrating for teams with structured workflows. The interface also suffers from some clutter, making navigation a bit clunky.

But if you need an AI notetaker that works just as well for in-person meetings as it does for virtual ones, Fireflies is an excellent choice.

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For in-person meetings:

But if you need an AI notetaker that works just as well for in-person meetings as it does for virtual ones, Fireflies is an excellent choice.

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Fireflies.ai

Stackfix Rating:

6.9 / 10

For hiring:

Metaview

Stackfix Rating:

7.8 / 10

Metaview is one of the most powerful AI notetakers built specifically for hiring interviews. Unlike generic AI notetakers, it’s designed with recruiters and hiring teams in mind, offering deep ATS integrations, side-by-side interview comparisons, and customizable templates to standardize feedback across multiple candidates.

One of Metaview’s biggest strengths is its engagement tracking and analytics. It provides detailed insights on speaking time, communication patterns, and candidate responses—helping recruiters assess interview quality and make more informed hiring decisions. The highly customizable templates allow teams to structure summaries exactly how they need them, ensuring consistent evaluation criteria across interviews.

That said, Metaview’s search functionality is limited, making it harder to quickly find specific details within transcripts. It also lacks a mobile app, which means it’s not ideal for in-person interviews. Plus, the free tier is extremely limited, offering only 5 total meetings, which might not be enough for teams wanting to fully test the platform before committing.

But if you’re a recruiter or hiring manager looking for an AI notetaker purpose-built for hiring, with advanced reporting, structured interview insights, and seamless ATS integrations, Metaview is a top choice.

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For hiring:

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Metaview

Stackfix Rating:

7.8 / 10

For collaboration:

Grain

Stackfix Rating:

8.6 / 10

Grain is one of the most collaboration-friendly AI notetakers out there. While most tools stop at transcription, Grain goes further – with powerful search, smart organization, and easy sharing that make it perfect for teams juggling multiple meetings and projects.

One of its biggest strengths is flexibility. You can edit transcripts, build custom note templates, and turn key moments into highlights or playlists – so nothing important gets buried. It also plays nicely with tools like Salesforce, HubSpot, and Slack, which helps keep your notes connected to your workflow.

There are a few trade-offs. Grain relies on a meeting bot to record, which can feel a bit awkward in some settings. It doesn’t support mobile recording, so it’s not great for in-person meetings. And it doesn’t yet offer cross-meeting AI insights, so you’ll need to spot themes yourself.

Still, if you’re looking for an AI notetaker that’s genuinely built for collaboration – not just solo use – Grain is a strong contender.

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For collaboration:

Still, if you’re looking for an AI notetaker that’s genuinely built for collaboration – not just solo use – Grain is a strong contender.

Jump to product

Grain

Stackfix Rating:

8.6 / 10

Meet your expert: Camin McCluskey

Stackfix Co-Founder & CTO

Having worked as a software engineer and CTO in enterprise and startup environments, I've been on both sides of the software buying journey. I'm excited to help you find the right software for your business, as well as supporting our partners to communicate what makes their software unique.

Stackfix Comparison

	Granola	Fireflies.ai	Metaview	Grain

Our rating
Functionality	6 Functionality 6/10 <p>Granola is a very simple AI notetaker that doesn't offer much beyond transcribing and summarizing meetings. But the fact that it doesn't join your calls is a 'feature' that we - and many users - highly value.</p>	8 Functionality 8/10 <p>Offers the standard AI notetaking functionality - including recording on mobile app, global search & AI chat across meetings. Meeting notes and transcripts are generally of high quality. Also has some additional functionality, such as conversation intelligence (analyse talk time distribution). However, the Chrome Extension that allowed users to record without a meeting bot is no longer available.</p>	8 Functionality 8/10 <p>It offers strong core AI notetaker functionality, capturing audio/video and providing insights through custom templates or its AI assistant. It also includes advanced features tailored for candidate interviews, such as side-by-side comparisons and detailed reporting on engagement and meeting stats.</p>	8 Functionality 8/10 <p>Grain is well-rounded, offering all the functionality you'd expect from an AI notetaker. It simplifies managing your team, upcoming meetings, summary templates, playback, finding and organizing meeting information, and sharing with participants and team members. Every feature is carefully chosen, with no unnecessary functionality added.</p><p>The only notable missing feature is insights spanning multiple meetings.</p>
Ease of Use	9 Ease of Use 9/10 <p>Granola was incredibly easy to set up. We loved the handy pop-up that appears when joining calls. No bots join the call—just press "Take Notes" and it handles the rest.</p>	7 Ease of Use 7/10 <p>Key workflows such as recording meetings, inviting the bot to meetings is generally intuitive and straightforward. Especially on the paid tier, where you can see at a glance all the action items from your meetings. There are some unmarked elements / icons over the web app which will take a bit of getting used to. The UX of beta AI features is also underwhelming e.g When searching across meetings, you're only able to ask AI assistant question one-by-one, instead of asking follow up questions.</p>	8 Ease of Use 8/10 <p>It’s easy to set up and use. The custom templates are simple to configure, and the summary can be regenerated with a single click. The assistant offers good controls to customise the output format. Interview comparisons are easy to view by selecting two interviews, and the "Views" are straightforward to set up for generating interview reports.</p>	9 Ease of Use 9/10 <p>Setting up with Grain is extremely easy, and its core functionality is intuitive. Users can choose how deeply they want to engage with the platform. If they stick to the core features, they won’t be overwhelmed by additional functionality, as advanced features are typically well-hidden in settings and can be accessed only when needed.</p>
Look and feel	9 Look and feel 9/10 <p>Granola's minimalist aesthetic is visually appealing, and it has a lightning fast load time.</p>	5 Look and feel 5/10 <p>Modern and visually acceptable. But the amount of AI features/ Ask Fred that appear upon hover can be quite distracting. Page loads can be slow (3-5 seconds) when clicking into meeting notes, waiting for AI response takes up to 10 seconds, but that's to be expected.</p>	8 Look and feel 8/10 <p>The user interface is polished and well-designed, avoiding feature overload on any page. Notes and transcripts can be viewed side by side, making efficient use of space to display notes, video, and transcript together. The comparisons page is tidy, presenting side-by-side comparisons clearly by keeping the topic on one line with the two comparisons displayed below. The "Views" page is well-organised, with filters at the top, results displayed compactly, and charts neatly arranged on the side.</p>	9 Look and feel 9/10 <p>Grain is exceptionally polished, offering rich functionality without overwhelming the interface with unnecessary detail. Finding what you need is easy thanks to its powerful search. Within meetings, you can view the recording and notes in three templates, each designed for:</p><ul><li>Reviewing calls and coaching</li><li>Navigating and searching calls</li><li>Creating clips</li></ul><p>There’s a good balance between quick-access features and more advanced settings, with only essential elements displayed on the page. Even the AI assistant is tucked behind a button that opens a pop-up when pressed, keeping the interface streamlined overall.</p>
Customisability	5 Customisability 5/10 <p>Meeting notes are fully editable, with nearly 30 templates to choose from—or you can create your own. Granola does a solid job of understanding the meeting content and automatically tailoring the summary with its “Auto” template.</p>	6 Customisability 6/10 <p>You can freely edit meeting notes and transcripts, and organise your meeting notes into channels. However, the only major let down is you're unable to set up custom meeting note templates. Though you are able choose from a large selection of templates.</p>	9 Customisability 9/10 <p>The templates offer detailed control over how summaries are generated, allowing custom setups for identified topics. Both the summaries and AI assistant responses are highly customisable. The "Views" page provides advanced filtering options and extensive control over creating reports, making it easy to find meetings based on topics discussed and other criteria.</p>	9 Customisability 9/10 <p>Grain is highly customizable at every stage, including:</p><ul><li>Fully editable transcripts, both in text and speakers.</li><li>Notes that can be regenerated with a different template, and the ability to create custom templates. AI assistant answers can be added to notes and templates with a single click.</li><li>Comments can be left on notes, and highlights can be created, with both displayed separately.</li><li>Clips can be merged into stories, and meetings can be grouped into playlists.</li><li>Tags can be added to meetings, and custom trackers set up to track specific topics—by both single words and multi-word phrases.</li><li>Custom words can be added for improved recognition in transcripts.</li></ul>
Ease of Setup	8 Ease of Setup 8/10 <p>Self-serve, no sales calls. Provides nearly 30 editable note templates with guided input boxes for customization. Basic setup takes 10-15 minutes. No advanced workflows supported, no Zapier templates or native builder.</p>	8 Ease of Setup 8/10 <p>Self-serve, no sales calls. Over 70 editable note templates with guided creation. Basic setup takes 10-15 minutes. Advanced workflows are seamless with native integrations and a rich library of Zapier templates, taking just 30-40 minutes.</p>	8 Ease of Setup 8/10 <p>Self-serve, no sales calls. Easy setup for ATS, Calendly, and calendar integrations. Basic setup takes 10-15 minutes. Native workflow builder is intuitive, enabling advanced workflows in 30-40 minutes.</p>	8 Ease of Setup 8/10 <p>Self-serve, no sales calls. Handful of note templates with guided input creation for sections. Basic setup takes 10-15 minutes. Advanced workflows via Zapier take 30-40 minutes because there is a rich library of predefined templates.</p>
Customer Support	5 Customer Support 5/10 <p>They currently have limited support available. Their help page is built on Notion, and you can contact them via email for inquiries.</p>	6 Customer Support 6/10 <p>Help centre was of decent quality and depth, offering step by step instructions. Offers personalised live chat with an AI chatbot. It was relatively quick to be connected with a human agent (within minutes), however, the help we were offered wasn't the most helpful, with irrelevant help centre articles provided.</p>	6 Customer Support 6/10 <p>Has a great Help Centre with a search feature for in-depth self-help articles. Support is available via email, with responses typically within 24 hours.</p>	8 Customer Support 8/10 <p>You can book a live demo, and there’s a Guides & Resources page with over 100 articles.</p><p>Additionally, in-app chat support is available, with human agents typically responding within a few minutes.</p>
Integratability	2 Integratability 2/10 <p>Natively integrates with Slack, HubSpot, and Affinity, but its major drawback is the lack of a Zapier integration. While many AI notetakers compensate for limited native integrations with Zapier, Granola doesn't, leaving fewer options for connecting with other tools. In most cases, you're left with emailing, copying notes, or posting them to Slack.</p>	8 Integratability 8/10 <p>Offers good integrations with most reasonably relevant third party tools e.g. CRM, project management tool, applicant tracking systems which allows you to automatically push meeting notes and action items into those systems. Also offers an API for custom integrations.</p>	6 Integratability 6/10 <p>It integrates with major scheduling tools like Calendly, Google Calendar, and Outlook, as well as ATS platforms such as Ashby, Greenhouse, and Lever, among others. Some Zapier integrations are also available.</p>	9 Integratability 9/10 <p>Grain integrates with most major software and offers ready-made, tested Zapier templates for Notion, Google Drive, Cardinal, Trello, and others.</p><p>The app features a native "Deals" section that lets you track deal status, risks, and momentum in one place when connected to HubSpot.</p><p>Recordings, transcripts, notes, and meeting metadata can also be integrated with any platform via the Grain API.</p>
Ease of Migration	6 Ease of Migration 6/10 <p>Easily export transcripts and meeting notes with a single click via link, email, or Slack.</p>	8 Ease of Migration 8/10 <p>You're able to download transcript, meeting summaries and audio in various formats. For transcripts, you can also include timestamp and speaker names.</p>	6 Ease of Migration 6/10 <p>Meetings and "Views" (their version of reports) can be shared via email or link with access controls. Notes and transcripts can be copied, transcripts can be downloaded as PDFs, and video recordings are also available for download.</p>	10 Ease of Migration 10/10 <p>Meeting recaps can be automatically shared with workspace members, participants from your team domain(s) or all meeting participants.</p><p>Individual meetings can be shared via a link, with access revocable at any time. You can also include a description and start the meeting at a selected timestamp.</p><p>Clips from the meeting can be added to a story and shared together. Additionally, there’s an option to copy the embed iframe. The meeting recording can be downloaded, and the transcript can be exported in .pdf, .srt, .vtt, or .docx format.</p>

Best for recording discreetly

Granola

Stackfix Rating:

7.0 / 10

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Updated onMar 31, 2025

Many AI notetakers feel intrusive, or overly complicated - joining your calls as a bot, disrupting the flow of conversation, and sometimes even making attendees uncomfortable.

Granola AI Notetaker - Review 2025: Is It Worth The Hype?

Granola creating a custom template for AI generated notes

Granola AI generated notes and action items from a meeting

Granola home page (desktop) showing calendar of upcoming meetings

Granola AI assistant answering questions about a meeting including option to share notes in Slack

Want to know more? Get a full breakdown of Granola's features and pricing.

Pros

Exceptional ease of use

Lightning-fast note generation

Accurate meeting theme analysis

Cons

No Mobile App

Dysfunctional Search Capabilities

No video or audio playback

Limited Integration Capabilities

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Best for in-person meetings

Fireflies.ai

Stackfix Rating:

6.9 / 10

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Updated onMar 31, 2025

But if you need an AI notetaker that works just as well for in-person meetings as it does for virtual ones, Fireflies is an excellent choice.

Fireflies.ai AI generated summary of a meeting, also showing transcript in sidebar

Fireflies.ai mobile app (iOS) calendar display

Fireflies.ai 'AskFred' AI assistant displaying in sidebar answering questions regarding a meeting

Fireflies.ai Home page (web app) showing recent and upcoming meetings

Fireflies.ai AI generated summary of a meeting, also showing transcript in sidebar

Want to know more? Get a full breakdown of Fireflies.ai's features and pricing.

Pros

Exceptional AI Meeting Notes Generation

Highly Accurate Transcription

Effective In-Meeting Search

Comprehensive Integration Ecosystem

Strong Export Functionality

Cons

Poor Visual Design

Underpowered AI Assistant

No Custom Templates

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Best for hiring

Metaview

Stackfix Rating:

7.8 / 10

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Updated onMar 31, 2025

Metaview - AI assistant answering questions about a meeting using references to its own summary

Metaview graphical display of engagement metrics in sidebar

Metaview homepage (webapp) showing completed calls and options or join or start a call

Metaview AI generated summary and transcript and meeting recording displaying in the the sidebar

Want to know more? Get a full breakdown of Metaview's features and pricing.

Pros

Exceptional engagement tracking and analytics

Highly customizable templates

Polished and intuitive interface

Advanced meeting search and filtering

Robust AI note generation

Cons

Limited Keyword Search Functionality

No Mobile App for In-Person Meetings

No Direct Folder Organization

Limited Free Tier

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Best for collaboration

Grain

Stackfix Rating:

8.6 / 10

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Updated onMar 31, 2025

Still, if you’re looking for an AI notetaker that’s genuinely built for collaboration – not just solo use – Grain is a strong contender.

Grain home page (web app) displaying list of all meetings

Grain AI generated summary with action items

Grain transcript page showing metrics on speaking time

Grain AI assistant answering questions regarding a meeting

Grain home page (web app) displaying list of all meetings

Want to know more? Get a full breakdown of Grain's features and pricing.

Pros

Superior Transcription Control

Exceptional User Interface and Experience

Powerful Search and Organization Features

Comprehensive Export and Integration Options

Highly Customizable Platform

Cons

No mobile recording capability

No weekly email summaries

No cross-meeting AI insights

Limited task management integration

No discreet recording option

Compare all AI notetakers Read the full review

How we test products

With AI Notetaking tools becoming increasingly essential for businesses, we focus on identifying the best options for small and midsize teams. Our evaluation process reflects real-world usage, prioritizing functionality, ease of use, and overall value. Here’s how we do it:

Functionality

AI Notetaking software should do more than just transcribe—it should capture key insights, summarize discussions, and enhance productivity. We start by identifying key use cases—meeting transcription, summarization, action item extraction, and collaboration—then test how well each platform delivers on these needs. Tools that provide high accuracy and useful summaries without unnecessary complexity score highest.

User Experience & Onboarding

A great AI Notetaking tool should be intuitive and frictionless. We test each platform’s interface by navigating core features without prior training and track onboarding time—from account setup to first meeting capture. Platforms that require extensive setup or manual adjustments lose points.

Accuracy & AI Capabilities

AI-powered transcription and summarization must be reliable. We evaluate speech-to-text accuracy, language understanding, and summarization quality. We also test whether AI-generated action items and key takeaways are actually useful or just generic outputs.

Integrations & Compatibility

AI Notetaking tools should work seamlessly with video conferencing platforms, project management software, and CRMs. We test how well each tool integrates with essential business systems and assess whether native integrations or third-party connectors are required.

Pricing & Value

We compare pricing across competitors, analyzing what each plan includes and whether critical features are locked behind paywalls. Hidden costs—such as per-minute transcription fees, premium AI features, or required enterprise plans—are factored into our assessment. Platforms that offer strong core functionality at a fair price score highest.

Stackfix’s Fit Score

All of these factors contribute to Stackfix’s Fit Score, a proprietary ranking system that measures how well each AI Notetaking tool aligns with a buyer’s needs. It combines two key elements:

Requirements Met – How many buyer requirements the software fulfills
Stackfix Rating – Our expert assessment of the software’s overall quality, usability, and value

The result? A clear, data-driven recommendation that helps businesses choose the right AI Notetaking software—without hours of trial and error.

FAQs

What is an AI Notetaker?

An AI notetaker is a tool that automatically transcribes, summarizes, and organizes meeting notes, helping individuals and teams capture key insights without manual effort. These platforms use AI-powered speech recognition and natural language processing (NLP) to turn conversations into structured, searchable notes—making it easier to recall action items, decisions, and important discussions. The key features of an AI notetaker usually include:

Real-Time Transcription: AI-powered tools that capture and transcribe meetings in real time, ensuring accuracy across different accents, languages, and speaking styles.
Summarization & Action Items: AI-generated meeting summaries, key takeaways, and action items to help users quickly digest discussions without reviewing full transcripts.
Speaker Identification: Ability to differentiate speakers and attribute statements correctly, making transcripts more readable and actionable.
Collaboration & Sharing: Easy sharing of meeting notes, highlights, and recordings with team members via integrations with email, Slack, or project management tools.
Search & Organization: AI-powered keyword detection, tagging, and smart search to help users quickly find relevant past discussions and decisions.

What should I consider when buying an AI notetaker?

Choosing the right AI notetaker can transform how you capture, organize, and act on information—so it’s essential to find one that fits your workflow, integrations, and budget. Here are the key factors to consider before making your decision.

Your Use Case. Start by identifying how you’ll use the AI notetaker. Do you need a tool for team meetings, customer calls, brainstorming sessions, or legal/compliance documentation? Different platforms specialize in different areas, so choosing one tailored to your needs ensures better accuracy and relevant features.
Ease of Use. An AI notetaker should simplify workflows, not add complexity. Look for a tool that’s easy to set up, requires minimal training, and integrates smoothly with your existing tools. Platforms that require manual corrections or frequent troubleshooting will slow you down.
Integration with Your Workflow. Your AI notetaker should fit seamlessly into your workflow. If you use Zoom, Google Meet, Microsoft Teams, Slack, or Notion, check whether the tool offers native integrations or requires manual workarounds. A good AI notetaker should automatically sync notes with project management, CRM, or documentation tools.
Summarization & AI Quality. Not all AI-generated summaries are equal. Some tools produce concise, high-quality summaries, while others generate long, unstructured text that still requires manual editing. Test how well the AI captures key points, assigns action items, and differentiates between general discussion and critical decisions.
Scalability & Collaboration. If you’re using an AI notetaker for a growing team, ensure it supports multiple users, shared workspaces, and role-based permissions. The best tools allow for collaborative editing, team comments, and centralized access to past notes.
Pricing & Hidden Costs. AI notetaker pricing varies based on transcription limits, team seats, storage, and premium AI features. Check for hidden costs, such as:
Limits on meeting hours per month
Extra fees for advanced AI-generated summaries
Costs for exporting transcripts or integrating with premium tools
Storage limits and add-ons for long-term transcript access
Customer Support & Reliability. Since AI notetakers handle critical business meetings, fast and reliable support is important. Check if the vendor offers 24/7 chat support, email response times, and self-service knowledge bases. A downtime-prone or buggy AI tool can result in lost notes and frustration.

What are the common mistakes to avoid when choosing an AI notetaker?

Avoiding common pitfalls when selecting an AI notetaker can save you time, frustration, and missed insights. Here are some of the biggest mistakes teams make - and how to avoid them.

Prioritizing price over accuracy. A cheap AI notetaker with poor transcription quality will cost you more time in manual corrections than a premium tool with high accuracy.
Assuming all integrations work flawlessly. Some tools claim to integrate with Zoom, Slack, or CRMs, but may require manual exports or unreliable third-party connectors. Always test integrations.
Overlooking search functionality. If you plan to reference old meeting notes, look for a tool with advanced search, keyword tagging, and filters. Poor search capabilities make finding past discussions difficult.
Ignoring privacy & security. AI notetakers handle sensitive business conversations, so check data encryption, compliance certifications (GDPR, SOC 2), and storage policies.
Choosing a tool that doesn’t scale. A notetaker that works well for a solo user may not support team-wide collaboration, shared notes, or enterprise compliance features.

How much does AI Notetaking Software typically cost?

Most AI notetaker solutions range from $10-75 per user monthly, with entry-level options starting around $10-20 and premium solutions exceeding $75 monthly. Most vendors structure pricing in tiers based on features and meeting volume, so be sure to enter your requirements as accurately as possible in our pricing calculator.

Many providers offer free plans with core functionality for personal use and very small teams but restrict meeting length (typically 15-30 minutes), transcription hours (2-5 hours monthly), or available features. Otter, Fireflies, and Notion AI all provide capable free tiers that can handle basic note-taking needs without cost. For personal users who only need occasional meeting notes, these free tiers are often sufficient.

The free tier trend is particularly strong in this market, with most major players offering a no-cost entry point to attract individual users who may later upgrade or bring the tool into their workplace. While these free versions typically limit advanced features like custom AI analysis, speaker identification, or integration capabilities, they provide enough functionality for personal productivity.

For enterprise plans and above, you can expect to speak to sales for a bespoke price. These custom quotes typically factor in integration needs, security requirements, and user volume discounts. To skip the demo calls, be sure to check out our pricing calculator.

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