Otter.ai
An AI meeting assistant that joins Zoom, Teams and Google Meet to transcribe and summarize.
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Best AI meeting note takers: free and paid options
Published 2026-10-21 · Sources checked 2026-10-21
Quick answer: for searchable transcripts and summaries, try a dedicated note taker like Otter.ai or Fireflies.ai. If your team already uses Zoom, check its built-in AI (now called ZoomMate) before adding another subscription. Whatever you pick, tell people it's recording.
The best note taker is one participants are comfortable with, that tells speakers apart, and that reliably captures decisions and action items.
Options to compare
| Tool | Free plan | Paid from | Check before use |
|---|---|---|---|
| Otter.ai | 300 transcription minutes a month, 3 lifetime file imports, 20 AI Chat queries a month | Pro $16.99/user/month ($8.33 billed yearly) | Monthly minutes don't roll over |
| Fireflies.ai | Auto-join transcription of eligible meetings; a few sign-up credits for summaries; 20 AI credits a month; 400 minutes storage | See Fireflies pricing | Summaries use credits; downloads need a paid plan |
| Zoom (ZoomMate) | ZoomMate Basic: meeting summaries for 3 hosted meetings a month, 20 AI queries a month | ZoomMate license | Your admin's settings and how attendees are notified |
Limits from each official page on 2026-10-21. Toolnary hasn't run a head-to-head accuracy test.
Otter.ai: a clear starting point for transcripts
Otter joins Zoom, Microsoft Teams and Google Meet to transcribe live, identify speakers and write summaries with action items. The free Basic plan includes 300 transcription minutes a month (no rollover) and 3 file imports in total. Pro adds 1,200 minutes, up to 90 minutes per meeting and more imports. Light users may be fine on Basic; daily meetings will hit the cap.
Fireflies.ai: read the free-plan rules closely
Fireflies' Free plan article says Auto-join allows unlimited transcription of eligible meetings. That does not mean everything is unlimited: AI summaries and uploaded files use transcription credits (3 to 10 at sign-up, depending on how you join), advanced features use 20 monthly AI credits, storage is 400 minutes per seat, and downloading transcripts needs a paid plan. It supports over 100 languages.
Zoom: check what you already have
Zoom has renamed its AI assistant ZoomMate. Zoom's product page lists a ZoomMate Basic tier with meeting summaries and in-meeting questions for 3 hosted meetings a month and 20 AI queries a month; more needs a ZoomMate license and uses AI credits. Before buying a third-party tool, ask your admin what's enabled and how attendees are notified.
What makes a meeting summary useful?
A transcript is raw material. Ask your note taker (or a chatbot like ChatGPT or Claude, with a transcript you're allowed to share) for:
- Decisions: what was agreed, and by whom.
- Action items: one owner and one due date per task.
- Open questions: discussed but not settled.
- Risks: anything that could cause a delay.
- Links: where to find the files or tickets mentioned.
If no owner or date was given, it should say "not assigned" instead of inventing one.
A post-meeting prompt you can copy
From these meeting notes, list (1) decisions, (2) tasks with owners and due dates, (3) unresolved questions and (4) risks. Quote the sentence that supports each decision where possible. If a detail wasn't mentioned, write "not specified".
Recording and consent: use a note taker responsibly
- Tell everyone a note taker will join or record, and who will see the notes.
- Get consent where needed and follow workplace rules and local recording laws. Otter's pricing page lists admin controls such as recording disclaimer emails and Microsoft Teams recording-permission capture; check which plan includes them.
- Leave it out of confidential or sensitive meetings unless your policies allow it.
- Check speaker names, numbers, decisions and deadlines against the recording.
- Set a retention rule so recordings don't live forever: delete what you no longer need.
Tools in this guide
Fireflies.ai
An AI note taker that records, transcribes and summarizes meetings, with tasks and integrations.
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Frequently asked questions
What is the best free AI meeting note taker?
For a simple start, Otter.ai's free Basic plan gives 300 transcription minutes a month. Fireflies.ai's free plan can auto-join and transcribe eligible meetings without a cap, but AI summaries use a small number of credits. If your company already uses Zoom, check ZoomMate first. Otter: Basic plan: 300 transcription minutes a month (no rollover), 3 lifetime file imports, 20 AI Chat queries a month. Pro is $16.99/user/month ($8.33 billed yearly). (checked 2026-10-21)
Can AI take meeting notes for free?
Yes. Otter, Fireflies and Zoom's ZoomMate Basic all have free options, each with limits on minutes, summaries, storage or AI queries.
Are AI meeting notes always accurate?
No. Names, acronyms, numbers and who said what can come out wrong. Check decisions and deadlines against the recording before you share notes.
Can I record a meeting without telling people?
Don't. Recording and consent rules differ by country, state, workplace and platform, and some places require everyone's consent. Tell participants a note taker will join and follow your organization's rules. This is general information, not legal advice.
Do AI note takers work in other languages?
Some do. Otter lists English, Spanish, French, German, Japanese and Chinese; Fireflies says it supports over 100 languages. Check your exact language and accents with a short test meeting.
Sources
- Otter.ai pricing (checked 2026-10-21)
- Fireflies Knowledge Base: What's included in the Free plan (checked 2026-10-21)
- Zoom: ZoomMate AI assistant and plans (checked 2026-10-21)
Toolnary has not run controlled benchmarks of these products. Plans, limits and features change often, so check the official page before you rely on a limit.