AI meeting assistants transcribe your calls, write the summary and pull out action items, so nobody has to take notes and nothing falls through the cracks. Transcription accuracy is now similar across the leading tools. The real differences are which meeting platforms they work with, how they join your calls, where your recordings go, and what happens to the notes afterward. Here’s how to choose.
Start with what you already pay for
If your meetings happen mostly in one platform, check its built-in AI first. It’s usually the cheapest and most private option, because recordings stay inside a service you already trust, and no extra “bot” joins your calls.
| Tool | Type | Best for | Watch for |
|---|---|---|---|
| Copilot in Microsoft Teams | Built in | Teams-based businesses: recaps, action items, “what did we decide?” | Full features need a paid Microsoft 365 Copilot license |
| Gemini in Google Meet | Built in | Google Workspace businesses: “take notes for me” in Meet | Available on eligible Workspace plans |
| Zoom AI Companion | Built in | Zoom-based businesses: summaries and next steps | Included with paid Zoom plans; check settings and plan |
| Otter.ai | Standalone | Teams that meet on several platforms and want searchable transcripts | A bot joins calls; review sharing defaults |
| Fireflies.ai | Standalone | Sales teams: CRM sync, searchable call library, integrations | Can be more than a small team needs |
| Fathom | Standalone | Individuals and small teams wanting simple, fast summaries | Fewer team and admin features |
| Granola | Standalone | Privacy-minded users: records from your device, no bot joins | Lighter speaker identification and team features |
Features and plans change often, so confirm current pricing and plan requirements with each vendor before buying.
Which tool fits your business?
Quick picker
What’s it worth to you?
Time-savings estimator
Assumes AI cuts note-taking and follow-up time by about 70%. People still review and send the summary.
Recording rules and good manners
Before you hit record
Frequently asked questions
How accurate are AI meeting notes?
Transcription of clear English audio is very good across the leading tools. Summaries are usually solid, but AI can misattribute statements or miss nuance, so have the meeting owner review summaries before sharing them, especially decisions and commitments.
Is it legal to record meetings with AI?
It depends on where participants are. Some U.S. states require everyone’s consent to record, while others require only one party’s. The safest practice is to announce recording and get agreement from everyone, every time.
Do we need a separate tool if we have Microsoft 365?
Usually not. If you already have Microsoft 365 Copilot licenses, Teams recaps cover most needs. See our guide to using Copilot in Microsoft 365. Without those licenses, a standalone tool can be cheaper for a few heavy meeting users.
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