Are you looking to make your small team meetings smarter and easier? The right AI meeting assistant can really change how your team works. You can make meetings more productive and ensure everyone stays up to date, even if someone misses a call.
Disclaimer: This piece was generated with AI assistance and may mention companies I have associations with.
I put in over 60 hours testing the top AI meeting assistants built for small teams. This guide is based on hands-on trials, head-to-head feature checks, and real use with different scenarios.
I've worked in productivity software and collaboration tools for 4 years now. I’ve seen both the good and the frustrating sides of meeting tools. My goal here is to clearly highlight the best AI meeting assistants that actually help small teams in real life.
Whether you want auto-generated meeting notes, CRM updates, or a way to keep everyone aligned, this roundup should help you find a platform that really works.
Tried a tool I haven’t mentioned? Or have your own experience to share? I’d love to hear your thoughts!
How I Tested Each AI Meeting Assistant
To keep the comparison fair and relevant for small teams, I used a consistent approach with each assistant:
- Setup & Onboarding: How fast can a team start using it, invite others, and connect calendars or meeting links?
- Core Features: I organized and recorded real meetings, then checked how well each tool handled note-taking, transcription, action items, and integrations.
- Ease of Use: Is the user interface friendly for everyone, or does it require a lot of training before regular use?
- Speed & Reliability: Does the assistant join meetings on time? Are notes and transcripts ready fast? Any tech hiccups?
- Support & Help: Are onboarding materials clear, and is support available and useful when issues pop up?
- Cost: Are there any good free options or trials so your team can try before paying? Are prices reasonable for a small group?
- Daily Fit: Does the tool actually make your team’s daily workflow better?
🏆 Sonnet AI - My Top Pick
Simple, smart, and a pleasure to use.
Sonnet AI immediately made a strong impression for its speed, clarity, and thoughtful design. The setup was fast, the layout was intuitive, and I was able to see results almost right away.
Sonnet AI turns your meeting conversations into organized notes and CRM-ready details automatically. This saves time, removes the need for extra spreadsheets, and keeps everyone in sync-even if someone can’t attend every meeting.
Check it out here: Sonnet AI
What stood out to me
- Automates CRM data entry and removes tedious spreadsheets
- High-quality AI meeting notes save post-meeting work
- Records meetings without a visible bot in the call
- Clear, actionable to-dos with tracking
- Recordings are easy to share across the team
- Supports multiple jobs and languages
What I found limiting
- Only works on macOS Ventura (13.0) or newer
- Phone call recording isn’t out yet (but is promised)
Pricing details
- Free forever for up to 5 recordings each month
- Paid plans start at $15/month (annual billing) for more capacity and advanced features
- No annual payment required, and there’s a 7-day free trial with full access
Fireflies.ai - Tons of Features, Not Always Easy for Small Teams
A powerhouse for transcription, but can feel overwhelming.
Fireflies.ai packs a lot into one tool: transcriptions, summaries, meeting analytics, advanced search, and over 50 integrations. If you like exploring dashboards and toggling advanced options, you’ll find plenty here. But the cluttered interface and barebones onboarding can send teams searching for basic functions longer than you’d hope.
Take a look here: Fireflies.ai
What worked well
- Very robust for users who want depth
- Excellent language support and native integration with Zoom, Meet, and Teams
- Good analytics and speaker insights
- Strong CRM and project management connections
Where it fell short
- The UI is crowded and takes time to learn
- Key features are locked behind higher plans; onboarding is mostly self-led
- Some find transcription is slow or struggles with accents; manual cleanup often needed
- Complaints about billing, UI quirks, and variable support
- Free plan is tight on storage and limits AI features
How the pricing works
- Free: Basic plan with limited minutes
- Pro: $10 per seat/month (annual) or ~$18 month-to-month
- Business: $19 per seat/month (annual) or $29 monthly
- Enterprise: $39 per seat/month (annual only)
- Most advanced tools not included in the free version
Otter.ai - Fast Transcription, Lighter on Team Automation
Great live notes, but light on extra workflow magic.
Otter.ai is well-known for quick, reliable speech-to-text. Live transcription is easy, searchable, and you get useful integrations. But if your team wants full meeting automation-including streamlined CRM syncing-you might feel left wanting.
Try Otter.ai: Otter.ai
What impressed me
- Accurate transcription, especially in quiet settings
- Real-time note-taking and accessible interface
- Integrations with Zoom, Teams, and Google Meet
- Mobile apps for both iOS and Android
- Helpful search and archiving
What missed the mark
- Needs a steady connection for live work-offline isn’t really an option
- Has trouble with heavy accents or lots of crosstalk
- Supports mostly English (plus some French/Spanish)
- Basic editing and speaker tagging needs improvement
- Free/cheap plans limit minutes and features; automation is locked away
Costs to expect
- Free: Up to 300 minutes/month
- Pro: $16.99/user/month or $8.33/month (annual)
- Business: $30/user/month or $20 (annual)
- Enterprise: Custom pricing
- Some trial access, but automation requires paid plans
Avoma - Full Service, But Takes Work
A do-it-all assistant if your team can handle complexity.
Avoma aims for everything: AI notes, CRM syncing, scheduling, team coaching, and more. It sounds great on paper, but for a small team it can feel like too much-there are layers of menus, and you’ll probably run into bugs or slow bot joins from time to time.
Explore Avoma: Avoma
Features that stood out
- Transcribes, summarizes, integrates with CRMs, manages scheduling, and coaches teams
- Collaboration features are handy
- Pricing is flexible and you can start for free
Things to keep in mind
- Busy UI, so non-technical users may struggle initially
- Bugs and bot dropout reported by several users
- AI summaries sometimes miss nuance or context
- Billing per seat isn’t ideal for small, casual teams
- Setup for integrations, especially CRM, isn’t always smooth
Plan options
- Basic (Free): Limited AI notes
- Starter: $24/month ($19 if annual)
- Plus: $59/month ($49 annual)
- Business: $99/month ($79 annual, min 3 seats)
- Enterprise: $109/month (annual, min 10 seats)
- 14-day free trial for full access, no card needed
Fathom - Speedy Recaps, But Not Highly Customizable
Quick meeting summaries if your process matches their system.
Fathom is great at recording, transcribing, and producing AI-created meeting summaries. Speedy recaps help teams stay on track. It’s especially strong with Zoom but less so elsewhere. No offline support and limited mobile options may make it less flexible for some teams.
Try Fathom: Fathom
Points I appreciated
- Strong transcription quality with speaker labels
- AI summaries and to-dos ready right after the meeting
- Focus on privacy, no visible bots on many platforms
- Many integrations (Slack, Notion, HubSpot, etc.)
- Free plan is generous for individuals
- “Ask Fathom” makes searching calls easier
Places it could improve
- No support for pre-recorded files or offline use
- No mobile app, so in-person or on-the-go isn't covered
- Some useful features require higher plans
- Summaries sometimes need manual tweaks
- Better for Zoom; less polished for Meet or Teams
- Organizing team content is clunky unless on higher plans
- Small UI for smaller screens and self-serve onboarding
What you’ll pay
- Free: Unlimited recordings, basic summaries
- Premium: $15/user/month adds unlimited AI features
- Team: $19/user/month for shared folders and team tools
- Business: $29/user/month for enterprise extras
- 14‑day free trial on team plans; 25% discount with annual payment
Fellow - Organized Agendas with Some Bumps
Great structure, but some annoyances add up.
Fellow helps teams organize meetings with collaborative agendas and shared notes. It brings a wide range of integrations and AI-driven note tools. There are tons of templates, but sometimes setup, syncing, or finding features is harder than it should be. The free plan is also quite limited.
See if Fellow fits your team: Fellow
Where it excels
- Excellent for agenda and note making
- Wide range of integrations (Slack, Zoom, Notion, Salesforce, etc.)
- AI assistant for summaries, action items, and transcripts
- Clear and simple for routine tasks
- Good customer service and plenty of templates
What was frustrating
- Customization is limited-can’t really control styling
- AI outputs regularly need double-checking
- Sometimes slow, especially with large or mobile use
- Finding automation/settings is harder than expected
- Tight limits on the free plan (5 meetings per month)
What’s included at each tier
- Free: Up to 5 AI meeting notes/month
- Team (Pro): $7/user/month (annual), $11/monthly
- Business: $15/user/month (annual), $23/monthly
- Enterprise: $25/user/month (annual, min 10 users)
- Solo: $19/month (annual) or $29/monthly
- Trial available for paid plans
MeetGeek - Detailed Analytics, Slower Speeds
Tons of insights, but often lags and feels complex.
MeetGeek focuses on meeting insights and analytics, with recordings, transcripts, summaries, templates, and plenty of integrations. Data lovers and managers will like the sentiment analysis and multilingual features. But it’s not as fast as others, and can be confusing at first.
Give it a shot: MeetGeek
Strengths to note
- Covers all major meeting platforms
- Gives deep engagement and sentiment analytics
- Lots of integration options
- Handles multiple languages
- Free tier has generous, though limited, access
Weak points
- Analysis and transcripts can sometimes take over 15 minutes
- Onboarding is sparse; dashboard is overwhelming
- No built-in in-app assistant except via Slack
- Search features are spotty
- Mobile use is hit or miss-desktop is safer
- Can struggle in noisy or mixed-language calls
- Costs add up quickly when you need more hours
Plan overview
- Free: 5 hours/month
- Pro: $15/user/month (annual) or $19/monthly
- Business/Enterprise: $29–$59/user/month, more features, storage, security
- Extra hours: $0.50/hour
- 14-day free trial on paid plans
tl;dv - Lots of Features, Some Friction
Plenty of options and integrations, but not always straightforward.
tl;dv (Too Long; Didn’t View) comes packed with features-multi-language transcription, smart summaries, integration with most platforms, and even trend tracking. It is privacy-focused and integrates with a huge range of tools. However, there’s noticeable lag in summary processing, and not all features are easy to reach, especially on mobile.
See more at: tl;dv
The positives
- Accurate transcriptions in 30+ languages
- Unlimited recordings even on the free plan
- Automatic summaries, action points, and highlights
- Extensive integration options
- GDPR and SOC 2 compliance
- Responsive paid tier support
The drawbacks
- No dedicated mobile app; mobile browser use feels off
- Summaries occasionally need manual review for context
- AI processing is not instant
- The bot appears in meetings, which some find disruptive
- Advanced features cost extra
- US server hosting could pose privacy considerations for some
- Support is best on paid plans
Pricing rundown
- Free: Unlimited recordings and basic summaries; limited uploads/integrations
- Pro: ~ $18/seat/month (annual) or $29 month-to-month
- Business: ~ $59/seat/month (annual), aimed at teams needing bulk analytics
- Enterprise: Custom quotes
- No timed trial, but free plan is robust for testing
Supernormal - Comprehensive but Messy
Automates meetings well, at the cost of learning curve.
Supernormal does a lot: live transcription, bot attendance, summaries, integrates with the big meeting platforms, and secures your data. But it’s tough to use all those features effectively, and editing notes after meetings is restricted. The bots are always visible and can distract some teams.
Access Supernormal here: Supernormal
What I liked
- Fast transcription and custom note templates
- Many integrations for productivity and meetings
- Action item detection is solid
- Multi-language functionality
- Strong data security and a decent free tier
Room for improvement
- Recordings need a meeting bot; some teams dislike this
- No editing of transcripts/speaker tags after the fact
- Interface can be confusing, especially at first
- Cross-meeting search isn’t great
- Struggles with accents or poor sound
- High-end tools are paywalled
- No solid offline or mobile option
What you pay
- Starter: Free, with up to 1,000 minutes/member per month
- Pro: $18/member/month ($10 with annual payment)
- Business: $29/member/month, includes advanced features
- 7-day free trial with paid plans
Sembly AI - Packed With Power, Not Instant Simplicity
Rich in features, with a steeper setup and learning hurdle.
Sembly AI delivers stellar AI transcription, finds action items, and connects to major work tools securely. The tradeoff is a fairly busy experience, especially for beginners. Setup can be a bit of a chore, and only paid plans unlock the full feature set.
Explore Sembly: Sembly AI
Things to appreciate
- Highly accurate, even with busy meetings
- Smart about extracting to-dos
- Deep integrations and good compliance
- Analytics help track productivity
Where it makes things tricky
- Free tier is severely capped (60 min/month) and credit card is required
- Non-tech users may hit friction during onboarding
- Many tools require higher-priced plans
- Notes and summaries sometimes take time to finish
- Audio quality and accent handling isn’t foolproof
Price and plans
- Free: 60 minutes/month
- Professional: $15/user/month
- Team: $29/user/month
- Annual billing is discounted by around 30%.
- Paid options have a 7-day trial
Tactiq - Lightweight Transcription via the Browser
Great for browser-based, live note-taking, but not for everyone.
Tactiq does real-time transcriptions directly through a Chrome extension-no bots or extra installation needed. If your team relies on Google Meet or Zoom in a browser, it works really well. But mobile support, analytics, and cross-platform use are all quite limited.
Learn more: Tactiq
What it does well
- Instant transcripts with no bots
- Easy Chrome extension setup
- Good AI summaries and simple action item pickup
- Integrates with Slack, Notion, and more
- Compliance features are strong
- Free plan covers light users
The flip side
- Browser extension only-no desktop or mobile apps
- Struggles in noisy or multi-accent meetings
- Only provides text, not recordings
- No big-picture analytics
- Needs a reliable internet connection
- Free plan is basic; more costs for more
- Google Meet is best supported
Plan overview
- Free: 10 transcripts/month, 5 AI credits
- Pro: $12/user/month ($8 with annual)
- Team: $20/user/month ($16.67 annual), more credits
- Advanced plans include data retention, SSO, and admin controls
Avoma - Designed for Revenue Teams, but Heavy for Small Groups
Great for deep sales pipelines, harder for quick notes.
Avoma builds deep integrations and analytics for teams focused on sales and revenue. If you want deal insights and call scoring, you’ll find it here-but setup and navigation are more involved than most small teams will want.
Try Avoma: Avoma
Notable features
- Advanced conversation analysis, CRM automation, call scoring
- Customizable note system and templates
- Broad integration set (Salesforce, HubSpot, calendars)
- Transcription with speaker ID and searchable archives
- Modular design allows some tailoring
Challenges I saw
- Learning curve is steep, especially outside the sales world
- Initial configuration takes time
- Some lags and hiccups with the interface
- Transcripts and summaries may need review for accuracy, especially with jargon
- Costs can rise quickly with expanded use
How they charge
- Basic free plan available
- Starter: $24/user/month
- Plus: $59/user/month (adds unlimited and deep integrations)
- Business: $99/user/month (full analytics and forecasting)
- Enterprise and add-ons are extra
- Full feature 14-day free trial provided
Fireflies.ai - Analytics and Integrations, But Takes Patience
Lots of depth, but onboarding and daily use are not the simplest.
Fireflies.ai combines a wide array of features-transcription, summaries, “AskFred” assistant, integrations with conferencing tools and CRMs, layered analytics-into one large package. However, the ramp-up is long, features are often hidden, and small teams might find it clunky just to get basic notes out the door.
Check it out: Fireflies.ai
Positive experiences
- Accurate transcripts and options for speaker labels
- Strong AI summaries and actionable meeting notes
- Integrates well with Zoom, Google, CRMs, Slack, and more
- Analytics like topic tracking and talk-time
- Multiple platform support: web, mobile, desktop, Chrome
- Compliance for data privacy
Downsides I ran into
- Storage and AI use are restricted on the free plan
- UI can be tough for beginners
- Transcription accuracy dips in busy calls
- Mobile app is less full-featured
- Occasional delays and account-sharing hurdles
- Privacy or compliance requirements might be barriers for some
- Hit-or-miss customer support
What it’ll cost you
- Free: 800 min/seat, limited
- Pro: $10/seat/month (annual), $18 monthly
- Business: $19/seat/month (annual), more analytics
- Enterprise: $39/seat/month, high security and support
- 7-day free trial on Business plan
Other Tools I Checked Out (Quick Reviews)
- Mymeet.ai - Decent core features, but struggled with transcript accuracy
- Krisp - Fantastic for removing noise, but not a meeting assistant
- Gong - Built for advanced sales teams, usually too dense for small teams
- Fathom AI Notetaker - Easy to start, but AI summaries can be inconsistent
- Read AI - Unique for analytics, less for notes
- Meeting.ai - Too basic, lacks collaboration
- Notta - Good for translations, not so much for meetings
- Trint - Excellent transcriptions but lacks automation for meetings
- Rev - Human-typed notes, but slow turnaround
- Temi - Budget-friendly, but below average accuracy
- Sonix - Big language range, tricky interface
Final Thoughts
Most AI meeting assistants fall into one of three buckets:
- Too complicated: Designed with engineers in mind, not everyday users
- Overly basic: Pretty interface, but not much power underneath
- Not reliable: Incomplete features or buggy in daily use
Sonnet AI is different. It balances real meeting automation (automatic CRM syncing, quality notes, to-dos) with a workflow that just works for small teams. From subtle recording that doesn't disrupt meetings to instant, clear follow-ups, Sonnet AI keeps everyone on the same page-without making you work harder just to get organized.
Sonnet AI turns your discussions into organized, actionable notes and structured CRM data. This isn’t just promised-it’s what you’ll actually use day to day. For small teams wanting both simplicity and powerful features, Sonnet AI stands out as a strong choice.
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