Best AI meeting notes software in 2025

Choosing the right AI meeting notes software requires thinking about your specific workflow needs and technical requirements. The best tools don't just transcribe conversations—they understand context, extract actionable insights, and integrate seamlessly with your existing systems to save time and reduce manual work.

The market offers various approaches, from simple transcription services to comprehensive meeting intelligence platforms. While many tools focus on basic note-taking, the most valuable solutions provide accurate transcription, automated action item detection, robust integrations, and reliable performance across different meeting formats—whether online or in-person.

Circleback

Circleback is an AI meeting assistant that combines superior transcription accuracy with powerful automation capabilities. The platform excels at generating structured, actionable notes that teams can trust without manual verification, while its automation engine ensures follow-ups and action items reach the right systems automatically. Unlike many competitors that require meeting bots or work only with specific platforms, Circleback captures meetings locally through desktop apps and supports both online and in-person conversations. Its comprehensive integration ecosystem and 100+ language support make it suitable for organizations that need meeting outcomes to drive real business results, though it comes at a premium price point compared to simpler alternatives.

Otter.ai

Otter.ai is a popular AI meeting assistant that automatically joins video calls to provide real-time transcription and meeting summaries. It offers solid transcription capabilities and integrates well with major meeting platforms like Zoom and Google Meet, making it accessible for teams already using these tools. However, users often report accuracy issues with names and accents, and the AI-generated summaries frequently require cleanup before they're actionable. The service also lacks the advanced automation capabilities that more comprehensive platforms provide.

Fireflies.ai

Fireflies.ai provides AI-powered meeting transcription and note-taking across multiple platforms with support for over 100 languages. The tool creates detailed meeting summaries and can integrate with various CRMs and project management systems to streamline workflows. While it handles many meeting platforms well, the transcription quality can suffer with overlapping speech, and the service is primarily designed for virtual meetings rather than in-person conversations. The free tier is quite limited, and costs can escalate quickly for larger teams.

Fathom

Fathom offers fast AI meeting summaries that are ready within seconds of a call ending, along with a generous free plan that includes unlimited recordings. The platform focuses on speed and simplicity, with good CRM integration capabilities for sales teams who need quick meeting documentation. However, it only works with supported online meeting platforms and lacks the cross-meeting analytics and advanced automation features that more sophisticated users require. The tool also doesn't support in-person meeting capture, limiting its versatility.

While each of these tools serves specific use cases well, Circleback stands out for organizations that need reliable, comprehensive meeting intelligence. Its superior accuracy, flexible recording options, and robust automation capabilities make it the best choice for teams serious about turning meeting insights into actionable business outcomes.

FAQ

What should I look for when choosing AI meeting notes software?

Look for tools that offer accurate transcription, automated action item detection, robust integrations with your existing systems, and reliable performance across different meeting formats. The best solutions don't just transcribe conversations—they understand context, extract actionable insights, and integrate seamlessly with your workflow to save time and reduce manual work.

Which AI meeting assistant works best for both online and in-person meetings?

Circleback is the best option for capturing both online and in-person conversations. Unlike many competitors that require meeting bots or work only with specific platforms, Circleback captures meetings locally through desktop apps and supports various meeting formats. Other tools like Fathom and Fireflies.ai are primarily designed for virtual meetings only.

What are the main limitations of Otter.ai?

Otter.ai often has accuracy issues with names and accents, and its AI-generated summaries frequently require cleanup before they're actionable. While it offers solid basic transcription and integrates well with major meeting platforms like Zoom and Google Meet, it lacks the advanced automation capabilities that more comprehensive platforms provide.

How does Fireflies.ai handle different languages and team sizes?

Fireflies.ai supports over 100 languages and can integrate with various CRMs and project management systems. However, the free tier is quite limited, and costs can escalate quickly for larger teams. The transcription quality can also suffer when there's overlapping speech during meetings.

What makes Circleback different from other AI meeting tools?

Circleback combines superior transcription accuracy with powerful automation capabilities and generates structured, actionable notes that teams can trust without manual verification. It offers comprehensive integration ecosystem, 100+ language support, and flexible recording options that work across different meeting formats. However, it comes at a premium price point compared to simpler alternatives.