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Best AI Tools for Meeting Notes 2025: Complete Guide to Transcription and Summaries
Introduction
Meeting notes drive accountability and productivity. They capture decisions, tasks, and key points. Taking notes by hand wastes time and distracts you from the discussion. AI note-taking tools solve this by recording, transcribing, and summarizing meetings for you. They also generate action items, integrate with your workflow, and help teams stay aligned. This guide reviews the best AI meeting note tools in 2025, compares their features, and gives you practical advice for choosing the right one.
What to Look for in AI Meeting Notes Tools
Choosing a tool depends on your needs. Consider these factors before you decide.
- Accuracy: Good transcription is the foundation. Tools should handle accents and background noise well.
- Integrations: Look for support with Zoom, Microsoft Teams, and Google Meet. Check if it works with CRMs or project management software.
- Summaries and action items: Some tools give you full transcripts only. Others create structured summaries and tasks.
- Collaboration: Check if notes can be shared with your team or exported to platforms you already use.
- Privacy: Ensure the tool complies with GDPR, HIPAA, or your internal policies.
- Pricing: Free tiers often limit minutes, features, or integrations. Paid plans range from $10 to $30 per user per month.
Best AI Meeting Note Tools People Use
1. Otter.ai
Otter.ai is one of the most popular AI note-taking apps. It records, transcribes, and summarizes meetings in real time.
Features
- Live transcription for Zoom, Google Meet, and Teams.
- Speaker identification.
- Automatic summaries with key points.
- Searchable transcripts.
- Mobile app for iOS and Android.
Pros
- Strong accuracy in English.
- Team collaboration features.
- CRM integrations available.
Cons
- Free plan is limited.
- Accuracy drops in noisy environments.
Pricing
- Free tier with 300 monthly minutes.
- Pro plan from $10 per month.
- Business plan from $20 per user per month.
2. Fireflies.ai
Fireflies.ai focuses on meeting productivity with strong integrations.
Features
- Records meetings across major platforms.
- Transcribes audio and video.
- Summaries, highlights, and action items.
- Search across conversations.
- Integration with CRMs and project tools.
Pros
- Wide range of integrations.
- Useful for sales and customer-facing teams.
- Real-time and post-meeting summaries.
Cons
- Some features require higher-tier plans.
- Accuracy varies with poor audio.
Pricing
- Free tier with limited transcription credits.
- Paid plans start at $10 per user per month.
3. Sembly AI
Sembly AI markets itself as a meeting assistant for teams.
Features
- Automatic transcription and summaries.
- Meeting minutes and action items.
- Supports multiple languages.
- Integrations with Zoom, Meet, and Teams.
Pros
- Summaries tailored to meeting type.
- Multi-language support.
- Clear action item tracking.
Cons
- Less known compared to Otter or Fireflies.
- Free plan limited to four hours per month.
Pricing
- Free plan available.
- Paid plans start at $10 per month.
4. Avoma
Avoma combines meeting notes with conversation intelligence.
Features
- Transcription and summaries.
- Coaching insights for sales teams.
- Integration with CRMs.
- Speaker analytics.
Pros
- Strong focus on sales productivity.
- Insights for training and performance.
- CRM workflows.
Cons
- Best for teams, less useful for solo users.
- Price is higher than some competitors.
Pricing
- Free trial.
- Plans start at $17 per user per month.
5. Fathom
Fathom is a free note-taking app built for Zoom.
Features
- Records and transcribes Zoom meetings.
- Generates highlights and summaries.
- Exports notes to CRMs and task apps.
Pros
- Free for individual use.
- Easy Zoom integration.
- Good for quick highlights.
Cons
- Zoom-only support.
- Limited team collaboration.
Pricing
- Free for individuals.
- Business plan coming soon.
6. Airgram
Airgram supports multiple platforms and workflows.
Features
- Transcribes Zoom, Teams, and Meet.
- Exports notes to Notion and Google Docs.
- Agenda and time tracking tools.
Pros
- Flexible exports.
- Good for structured meeting agendas.
- Affordable plans.
Cons
- Transcription accuracy is weaker than Otter.
- Interface feels basic.
Pricing
- Free plan available.
- Paid plans start at $8 per month.
7. tl;dv
tl;dv focuses on remote team collaboration.
Features
- Records and transcribes meetings.
- Timestamped highlights.
- Search across recordings.
Pros
- Strong for remote-first companies.
- Easy sharing of specific meeting parts.
Cons
- Fewer integrations than Fireflies.
- Summaries are less detailed.
Pricing
- Free plan available.
- Paid plans start at $20 per user per month.
8. MeetGeek
MeetGeek is designed to turn conversations into actionable insights.
Features
- Transcription and AI summaries.
- Automatic highlights and action items.
- Works with Zoom, Teams, and Meet.
Pros
- Easy to set up.
- Tailors summaries by meeting type.
- Useful dashboard for tracking.
Cons
- Requires stable audio quality.
- Paid plans needed for full use.
Pricing
- Free plan.
- Paid plans start at $15 per user per month.
9. Supernormal
Supernormal integrates directly into Google Meet.
Features
- Auto-generated notes in Meet.
- Speaker detection.
- Exports to email and collaboration tools.
Pros
- Native Google Meet integration.
- Simple setup.
- Free for individuals.
Cons
- Limited outside Google Meet.
- Features still expanding.
Pricing
- Free tier.
- Paid plans start at $19 per user per month.
10. Colibri.ai
Colibri.ai is a lightweight option for note-taking.
Features
- Real-time transcription.
- Meeting summaries.
- Searchable transcripts.
Pros
- Easy to use.
- Affordable.
- Works well for small teams.
Cons
- Limited integrations.
- Summaries are basic.
Pricing
- Free tier.
- Paid plans start at $16 per user per month.
Free vs Paid: Which AI Note-Takers Are Worth Paying For in 2025
Free AI note-taking tools let you test transcription and summaries, but they impose limits. Free tiers usually restrict transcription minutes, the number of recordings you can store, or the integrations you can use. This makes them useful for occasional use, but they will not be enough if you attend frequent meetings.
For example, Otter.ai offers 300 minutes of transcription per month on its free plan, which may cover a handful of short meetings but is not sufficient for professionals who rely on daily calls. Fireflies.ai also has a free plan, but advanced features like conversation intelligence and CRM integrations require a subscription.
If you need AI notes for client calls, sales meetings, or team check-ins several times a week, a paid plan will save you time and frustration. Paid tiers unlock real-time summaries, CRM workflows, action items, and unlimited storage. This matters when you want to build a knowledge base from past meetings.
Some tools still stand out for their free offerings. Fathom is a free option for Zoom that includes highlights and summaries without charging you. This makes it appealing if you use Zoom exclusively. Supernormal also provides a free tier with Google Meet integration, making it useful for teams that rely on Google Workspace.
In 2025, the tools worth paying for are Otter.ai, Fireflies.ai, and MeetGeek. They provide strong integrations and advanced AI summaries. Paying for one of these ensures reliable performance and saves you from switching tools as you scale.
Platform Compatibility: iPad, iPhone, Zoom, Google Meet, and Microsoft Teams Support
Compatibility is critical. Many professionals switch between platforms depending on their clients or team setup. Not every AI note-taking tool works equally well across devices and meeting software.
Otter.ai and Fireflies.ai are the most versatile tools. Both support Zoom, Microsoft Teams, and Google Meet. They also provide mobile apps for iOS and Android, letting you record and transcribe calls directly from your phone. This is useful if you handle business calls outside formal meeting platforms.
If you mainly use Zoom, Fathom is a strong choice because it integrates deeply with the platform and is free. For Google Meet users, Supernormal stands out because it works natively inside the Meet environment without requiring a bot to join.
Teams users will benefit most from Sembly AI or MeetGeek, which both support Microsoft Teams along with other platforms. These tools are better if your organization has a mixed environment with both Teams and Zoom calls.
iPad and iPhone support is a common question. Otter.ai and Fireflies.ai both have iOS apps that record directly on mobile. They also allow you to upload audio files recorded from the native iOS Voice Memos app. This flexibility makes them suitable if you want to capture conversations on the go.
When you choose a tool, confirm that it supports the platforms you use most often. Mixing and matching different tools will add friction to your workflow.
AI Notes Without Recording: Is It Possible to Get Summaries Without Saving the Entire Meeting
Some professionals are not comfortable with full audio recordings of meetings. They want summaries or key points without keeping a permanent file of everything that was said. This is especially relevant for sensitive industries like law, healthcare, or finance.
Most AI meeting assistants rely on recording as input for transcription and summaries. However, a few tools focus on generating structured notes without saving or storing the full meeting. MeetGeek offers features to highlight and summarize discussions while giving users more control over storage. VOMO AI also markets itself as a tool that emphasizes summaries and meeting reports rather than permanent recordings.
If privacy is your priority, look for tools that allow you to delete recordings immediately after processing. Some providers also offer “notes only” options where the summary is generated and the raw data is removed from their servers. This gives you the benefits of AI-generated notes without creating a data archive that could raise compliance concerns.
Keep in mind that without recording, AI accuracy may suffer. Recording provides context for missed words or noisy environments. If you prefer summary-only tools, test them with your typical meeting environment to confirm they meet your accuracy needs.
Privacy, Consent, and Security Concerns When Using AI Meeting Note Tools
Privacy is one of the most important factors to consider when adopting AI for meeting notes. Adding an AI assistant to your meetings means the conversation is recorded, transcribed, and often stored in a third-party cloud system. If this process is not managed properly, it can lead to compliance issues.
Some tools, such as Read.ai, add a bot into your meeting. This bot records audio and video, which raises consent concerns. If attendees are not informed that the meeting is being recorded, this can violate company policy or data protection laws. According to GDPR, all participants must give informed consent before being recorded.
Healthcare, finance, and legal sectors must also comply with regulations such as HIPAA. In these industries, choose providers that explicitly state compliance. Otter.ai and Fireflies.ai provide enterprise-grade security options, but you should confirm their certifications before using them in sensitive contexts.
You also need to check data retention policies. Some providers allow you to delete recordings and transcripts permanently. Others may keep them on their servers even if you request removal. This is a red flag if your meetings involve sensitive information.
A good practice is to include disclosure in your meeting invites stating that an AI note-taker will be used. This sets expectations and avoids surprises.
For the most secure approach, look at smaller providers such as Bluedot AI and Echo AI, which market themselves with stronger privacy features. Always review security policies before committing.
In-Person Meetings and Brainstorming Sessions: Which AI Note Tools Work Outside Zoom and Teams
Most AI note-taking tools are built for online calls. Yet many professionals need help with in-person meetings, interviews, or brainstorming sessions where no video platform is used. In 2025, more tools are adapting to these offline scenarios.
Otter.ai has a strong mobile app that records conversations directly from your phone. It is useful for one-on-one interviews, workshops, or even personal note-taking. RambleFix is another option that focuses on cleaning up personal audio notes and generating structured summaries without relying on Zoom or Meet.
If you often work offline, look for apps that allow you to upload audio files. Fireflies.ai and MeetGeek both support manual audio uploads. You can record on your phone with a simple recorder app, then import the file for transcription and summarization.
This flexibility is useful for consultants, coaches, or journalists who conduct face-to-face conversations. It extends the value of AI note-taking beyond video calls, helping you capture insights in any setting.
Can AI Go Beyond Notes: Action Items, Follow-Ups, and Automated Summaries
AI note-taking tools now go beyond simple transcription. Many provide structured outputs that include action items, follow-up tasks, and even suggested emails. This turns meeting notes into actionable outcomes instead of passive text.
Avoma is designed for sales teams and generates insights on next steps for client engagement. MeetGeek and Fireflies.ai extract action points and highlight critical decisions made during meetings. Some tools also generate follow-up emails that summarize the discussion and outline tasks.
This saves you time after each meeting. Instead of manually reviewing transcripts, you get a task list that you can push into Asana, Trello, or your CRM. This helps reduce the risk of missed responsibilities and keeps your projects on track.
When you evaluate tools, check how they structure outputs. Some create bullet-point summaries. Others generate paragraphs or integrate directly into your workflow. If action tracking is important, prioritize tools with clear task extraction features.
CRM and Workflow Integrations: How AI Meeting Notes Fit Into Your Existing Tools
Integrations are a key part of making AI meeting notes useful. Without them, your notes sit in a separate app that requires manual copying. With integrations, AI-generated notes flow directly into your CRM, project management platform, or knowledge base.
Fireflies.ai integrates with Salesforce, HubSpot, and Slack. Avoma also focuses heavily on CRM workflows, making it suitable for sales-driven organizations. Otter.ai connects to platforms like Dropbox, Google Drive, and Microsoft tools, allowing you to centralize your notes.
Some tools export summaries directly into Notion, ClickUp, or Confluence. This is helpful if your team relies on knowledge management systems.
Check whether the integration is native or requires third-party connectors like Zapier. Native integrations are more stable and secure.
If CRM integration is essential to you, Avoma is the strongest option. If you want broad workflow coverage, Fireflies is a solid choice.
Multilingual Support: English, Filipino, and Other Languages in AI Meeting Notes
Language support matters in global organizations. If your team works in multiple languages, you need tools that provide accurate transcription and summaries beyond English.
Sembly AI supports more than 35 languages, making it suitable for multinational teams. Otter.ai is strong in English but less effective in other languages. MeetGeek offers multi-language transcription with growing accuracy.
Accuracy in non-English languages is still behind English transcription. Background noise and accents make this harder. Test with sample meetings before rolling out company-wide.
For bilingual meetings, some tools also provide translation features. These are still developing but can help if you often switch between languages like English and Filipino.
If multilingual accuracy is critical, Sembly AI is currently the most reliable choice.
Benefits of Using AI for Meeting Notes
- Saves time by removing manual note-taking.
- Lets you focus on the conversation.
- Improves accountability with clear action items.
- Supports collaboration across teams and tools.
Challenges, Limitations, and Common Pitfalls
- Accuracy depends on audio quality.
- Free plans are limited.
- Data privacy requires careful review.
- Not all tools support all platforms equally.
The Future of AI Meeting Notes
Expect deeper integrations with CRMs and project software. AI assistants will generate tasks, schedule follow-ups, and provide context-specific insights. Summaries will become more accurate across languages and meeting types.
Conclusion
AI note-taking tools save you time and improve efficiency. Choose based on your meeting platforms, privacy needs, and budget. Test free tiers before committing. Otter, Fireflies, and MeetGeek are strong options for most professionals. Fathom is best if you want a free Zoom solution. Avoma is ideal for sales teams. Pick the tool that fits your workflow and let AI handle the notes while you focus on the conversation.
