AI note takers join your calls, record and transcribe them, and produce summaries and action items. Several offer free plans that are genuinely useful for individuals and small teams — but limits on recordings, AI summaries, storage and integrations vary widely.
We compared free plans on what you get without paying, how good the summaries are, which meeting platforms they support and how they handle consent and data.
The bottom line
Fathom's free plan is the best for most people: unlimited recordings with fast, readable summaries. Fireflies is a strong free option if you want a searchable library, Otter is good for live transcription, tl;dv is useful for clipping and sharing moments, and Read AI adds meeting analytics.
Our top picks
- 1
Best free note taker overallFathom8.4Editorial score 8.4 out of 10 - 2
Best free plan for searchable notesFireflies.ai8.2Editorial score 8.2 out of 10 - 3
Best for live transcriptionOtter.ai7.9Editorial score 7.9 out of 10 - 4
Best for clips and sharingtl;dv8.2Editorial score 8.2 out of 10 - 5
Best for meeting analyticsRead AI8.1Editorial score 8.1 out of 10
Scores are editorial assessments based on research. Prices are indicative.
Fathom
ResearchedUnlimited recordings on the free plan with quick, accurate summaries and highlights.
Fathom records, transcribes and summarises calls on Zoom, Google Meet and Microsoft Teams. Its free plan includes unlimited recordings, and paid plans add advanced AI summaries, CRM sync and team features.
Ideal for: Individuals and small teams on Zoom, Meet or Teams.
Watch out for: Advanced AI features and team analytics are paid.
Pros
- Generous free plan
- Fast summaries after calls
- CRM sync on paid plans
Cons
- Advanced features paid
- Video calls only
Fireflies.ai
ResearchedTranscription, search and a growing library of AI apps, with integrations to popular tools.
Fireflies records, transcribes and summarises meetings, then pushes notes and action items into CRMs, project tools and chat. Conversation intelligence features help sales and support teams.
Ideal for: Teams that want a searchable meeting archive.
Watch out for: Free plan limits AI summaries and storage.
Pros
- Extensive integrations
- Conversation intelligence
- Searchable transcripts
Cons
- Storage limits on free plan
- Bot presence can deter some guests
Otter.ai
ResearchedReal-time transcription and speaker identification, useful in meetings and lectures.
Otter joins Zoom, Google Meet and Teams calls to transcribe in real time, generate summaries and capture action items. It also offers an AI chat over your meeting history.
Ideal for: People who need live transcripts.
Watch out for: Free plan limits monthly minutes and conversation length.
Pros
- Real-time transcripts
- Easy setup
- Searchable history
Cons
- Minute limits on lower plans
- Fewer CRM integrations
tl;dv
ResearchedRecord and timestamp key moments, then share clips with teammates.
tl;dv records Google Meet, Zoom and Teams calls and produces transcripts, summaries and timestamped notes in many languages. Paid plans add multi-meeting reports, CRM integration and sales coaching features.
Ideal for: Product, research and customer teams sharing call moments.
Watch out for: Free AI notes are limited.
Pros
- Many languages
- Multi-meeting reports
- CRM integrations
Cons
- AI features limited on free plan
- Business tier pricey
Read AI
ResearchedSummaries plus engagement and talk-time analytics.
Read AI joins meetings to produce summaries, transcripts and action items, and adds meeting analytics such as talk time and engagement. It can also summarise email and messaging, creating a searchable view of work across tools.
Ideal for: Managers who want meeting insights.
Watch out for: Free plan limits the number of meetings.
Pros
- Summaries and analytics
- Covers meetings, email and chat
- Works across platforms
Cons
- Analytics may feel intrusive
- Advanced features paid
Comparison table
| Tool | Best for | Score | From (indicative) | Free plan |
|---|---|---|---|---|
| Fathom | Best free note taker overall | 8.4 | Free; paid from around $15–19 / user / month | Yes |
| Fireflies.ai | Best free plan for searchable notes | 8.2 | Free plan; paid from around $10–19 / seat / month | Yes |
| Otter.ai | Best for live transcription | 7.9 | Free plan; paid from around $8–17 / user / month | Yes |
| tl;dv | Best for clips and sharing | 8.2 | Free; paid from around $18–29 / user / month | Yes |
| Read AI | Best for meeting analytics | 8.1 | Free; paid from around $15–20 / user / month | Yes |
Feature matrix
| Feature | Fathom | Fireflies.ai | Otter.ai | tl;dv | Read AI |
|---|---|---|---|---|---|
| Recordings on free | Unlimited | Limited storage | Limited minutes | Unlimited recordings | Limited meetings |
| AI summaries on free | Yes | Limited | Yes | Limited | Yes |
| Zoom / Meet / Teams | Yes | Yes | Yes | Yes | Yes |
| CRM sync on free | Limited | Limited | No | Limited | No |
| Cheapest paid (indicative) | ~ $15 / user | ~ $10 / seat | ~ $8 / user | ~ $18 / user | ~ $15 / user |
Based on vendor documentation and public plan pages; features change often, so confirm on the plan you intend to buy.
Consent and privacy come first
Recording laws vary by country and state, and many require every participant's consent. All of these tools announce themselves when they join, but you remain responsible for telling participants and following your organisation's policy. For sensitive calls — HR, legal, health — consider turning the note taker off.
- Announce recording at the start of calls with external participants
- Review where recordings are stored and for how long
- Check whether the vendor uses your data to train models and how to opt out
- Restrict who can access recordings in shared workspaces
Getting better summaries
Summaries improve when meetings have clear agendas, speakers use names and decisions are stated explicitly. Some tools let you choose summary templates for sales calls, interviews or stand-ups — pick the one that matches your meeting type.
How we chose
- We started from every meeting assistant we track, then filtered to products that fit this specific need using vendor documentation, public plan pages and trust/security pages.
- Each pick carries the same weighted score it has on its full review; the overall score is calculated from six criteria and never typed in by hand.
- We compared free-plan limits on recordings, AI summaries, storage and integrations, and checked each vendor's privacy and consent features.
- Labels such as “best for” describe fit for a situation, so a lower-scoring tool can be the right choice. Products marked “Researched” were assessed from documentation and public information rather than hands-on testing.
- Prices are indicative and dated on each review. Confirm the current plan, limits and renewal price on the vendor's site before you buy.
Read our full scoring methodology →
Pick one tool per team
Multiple note-taker bots in one call is distracting and confusing for guests. Standardise on one.
Check calendar permissions
Note takers need calendar access to auto-join. Review what access you grant and turn off auto-join for sensitive meetings.
Plan for retention
Set how long recordings are kept. Shorter retention reduces risk.
Upgrade for CRM sync
Sales teams often upgrade for CRM integrations and call analytics. Price the paid tier if that is your goal.
See every option we rank in AI Meeting Assistants.
Buying checklist
Before you commit, confirm each of these on the exact plan you will buy:
- Works with your meeting platforms
- Speaker identification
- CRM / project tool integrations
- Admin controls and retention settings
- Transcription minutes on your plan
Avoid these mistakes: Recording without telling participants — always disclose and get consent. Auto-joining every meeting, including sensitive HR or legal calls. Not checking storage location and retention settings.
Frequently asked questions
What is the best free AI note taker?
Fathom, for most people, thanks to unlimited recordings and good summaries on its free plan.
Do AI note takers work with Microsoft Teams?
Yes. All the tools in this guide support Teams, Zoom and Google Meet.
Are AI note takers legal?
They are legal to use, but recording laws vary. Many places require all-party consent. Always inform participants.
Can I use them for in-person meetings?
Some, like Otter, offer mobile apps to record in-person conversations.
Do free plans include CRM sync?
Usually not fully. CRM integrations are typically on paid plans.
Related comparisons
Related guides
Best AI Note Takers for Meetings
The best AI note takers for Zoom, Google Meet and Teams, compared on transcript accuracy, summaries, CRM sync, consent controls and price.
AUpdated November 3, 2026
Best AI Assistants for Business
The best AI assistants for business — ChatGPT, Claude, Gemini, Microsoft Copilot, Perplexity and Mistral compared for everyday work, data policies, integrations and team pricing.
Updated November 3, 2026
Best Workflow Automation Software for Small Business
The best workflow automation software for small businesses — Zapier, Make, n8n, Power Automate, Pipedream and Activepieces compared on ease, pricing, self-hosting and AI features.
Updated November 3, 2026