The best AI note-taking tools for meetings 2025

AI note-taking tools in 2025 are transforming how teams handle meetings. These tools offer features like real-time transcription, automatic action item tracking, and seamless integrations with collaboration platforms. Here’s a quick look at the top tools:

• BuildBetter.ai: Advanced transcription, structured summaries, and integrations with tools like Slack, Jira, and Salesforce.
• Granola: Combines manual and AI note-taking, with local processing for privacy and competitive pricing.
• Fireflies.ai: Trusted by 500,000+ companies, offering 95% transcription accuracy and conversation analytics.
• Sembly: Smart meeting agent with actionable insights and Zapier workflow integrations.
• Fathom: Real-time transcription, AI summaries, and integrations with Asana, Slack, and Salesforce.

The Best AI Note Takers of 2025

Quick Comparison

These tools simplify workflows, enhance productivity, and ensure that no meeting detail is missed. Choose based on your team’s size, budget, and integration needs.

1. BuildBetter.ai

BuildBetter.ai turns meeting discussions into actionable insights with advanced tools tailored for product teams. It’s not just about taking notes - it’s about making meetings count.

According to recent data, BuildBetter.ai helps teams reclaim time and reduce costs. On average, it increases revenue-focused time by 43%, eliminates 26 meetings per month, saves 18 hours per sprint, and delivers annual savings of $21,000 per team member.

Here’s what makes BuildBetter.ai stand out:

• Real-Time Processing
  • Records and transcribes meetings seamlessly across popular platforms
  • Works natively with Zoom, Microsoft Teams, Google Meet, and Webex
  • Offers mobile app support for both remote and in-person recordings
• Smart Documentation
  • Automatically generates structured meeting summaries
  • Extracts and tracks action items
  • Supports custom documents like PRDs and user personas
  • Pulls Q&A directly from discussions
• Integration Ecosystem
  BuildBetter.ai connects with essential tools, ensuring smooth workflows.

"It wouldn't be possible to do my job at this scale without BuildBetter."
– John Strang, Product Operations

The platform prioritizes data privacy with enterprise-grade security, ensuring customer data isn’t used for model training. Its unlimited seat pricing across all plans makes it a great fit for growing teams.

With a 98% subscription retention rate and over 27,000 product organizations onboard, BuildBetter.ai has proven its value. Teams using it report faster decision-making (30% reduction in decision time) and less operational work (40% decrease).

"We don't operate without BuildBetter. This is the only platform that we use religiously."
– Aditya Goyal, Product Lead

2. Granola

Granola combines manual note-taking with AI to create efficient meeting documentation. After securing Series A funding in October 2024, it has gained popularity, especially among leadership teams.

Core Features

This feature set supports smooth integrations and competitive pricing, with leadership teams accounting for over 50% of its user base.

Integration Options

Granola connects seamlessly with:

• Communication tools like Slack, Teams, and Webex
• Documentation platforms such as Notion and Google Docs
• Calendar systems for added meeting context

The pricing includes a free plan for up to 25 meetings per month and a Pro plan at $10 per user/month, offering unlimited meetings and full features.

"Strong recommendation: @meetgranola is an excellent product for meetings. Key features... * Transcripts * Summaries (very useful) * Interactive Q&A bot for each meeting (e.g., 'what did John say about headcount' → 'he asked for 12 people') - this feature is quite remarkable." - Des Traynor

Granola stands out for its ability to turn raw notes into polished summaries and actionable items. Currently available for Mac, with Windows support on the way, it also offers customizable templates for consistent documentation.

"Been using granola.so a bit lately; it generates the best meeting notes of anything I've tried so far." - Nat Friedman

The roadmap includes features aimed at providing team-wide conversation insights and automating workflows, showing its dedication to addressing user needs.

3. Fireflies.ai

Fireflies.ai is an AI meeting assistant trusted by over 500,000 companies. It boasts 95% transcription accuracy and automatic speaker recognition, making it a reliable tool for managing meetings.

Core Features

These features simplify meetings and help teams achieve actionable results. With enterprise-level security, including end-to-end encryption and private storage, Fireflies.ai ensures data remains protected.

Improving Workflows

Fireflies.ai goes beyond transcription by offering AI-powered tools that analyze meeting dynamics. Its conversation intelligence provides key insights into discussions.

"Fireflies brought more structure in our meetings and more transparency within our company." - Matias Rodsevich, CEO @PR Labs

"Impressed by Fireflies' analytics. It helps track my team conversations." - Ed Leon Klinger, CEO @Flock

These tools not only simplify note-taking but also help teams achieve measurable results.

Impact on Business

Fireflies.ai proves its value in roles that require frequent customer interactions.

"Fireflies cuts down on additional calls with customers, letting us focus directly on solutions." - Lee McMahon, Co-founder @Clara

For product teams, it offers insights into what customers truly need.

"Super impressed with how Fireflies helps us analyze what our customers actually need!" - Achintya Gupta, Co-founder @Phyllo

With a user rating of 4.8/5, Fireflies.ai has earned strong feedback. Its integrations with CRM, project management, and ATS platforms automate routine tasks, allowing teams to prioritize strategic goals.

4. Sembly

Sembly boosts meeting efficiency by using advanced AI to capture and organize important details.

Core Meeting Features

AI-Powered Features

Sembly's AI identifies action items, key decisions, risks, and important issues from meetings. It also includes a tool called Semblian, similar to ChatGPT, which lets users draft emails or search through meeting content effortlessly.

Workflow Integrations

Through Zapier, Sembly streamlines tasks like:

• Creating Google Docs from meeting notes
• Adding tasks to ClickUp or Trello based on action items
• Sending automated meeting summaries via Gmail
• Saving transcripts directly to OneDrive or Dropbox

These integrations help connect meeting insights to your daily tasks without extra effort.

Efficient Meeting Management

Sembly's smart meeting agent ensures no important discussion is missed. With searchable records and automation, it turns meeting outcomes into actionable steps.

5. Fathom

Fathom changes the way teams handle meeting insights, offering transcription accuracy of 85–90%. With over 180,000 companies using it, the platform saves users around 20 minutes per meeting - translating to roughly 1.5 weeks of saved time annually. It also ensures clear follow-ups for better communication.

Core Platform Capabilities

Smart Meeting Features

Fathom doesn’t just record meetings - it automatically identifies action items and creates shareable summaries. The "Ask Fathom" AI assistant allows users to interact with recordings and draft follow-up emails quickly.

Integration Ecosystem

These integrations help streamline workflows and improve meeting results.

Real-World Impact

In March 2023, DK New Media used Fathom to record meetings with prospects and clients. This helped clarify requirements, leading to better alignment and exceeding expectations.

Fathom also includes several advanced tools:

Advanced Features

• Searchable call recordings for instant access
• Highlighted markers for quick navigation
• Desktop alerts for upcoming meetings
• Customizable note types and recording highlights

Fathom has an impressive Net Promoter Score of 81, outperforming Starbucks' score of 77. It also boasts a 5/5 rating from over 4,000 reviews.

Feature Comparison

This section provides a quick overview of how these AI note-taking tools stack up in terms of key features like transcription, platform compatibility, integrations, task management, and security.

*Details for Granola, Sembly, and Fathom are based on internal benchmarks and may vary.

Some tools stand out with transcription accuracy reaching up to 97%, ensuring precise real-time capture of meeting discussions. Beyond transcription, all platforms simplify workflows with features like automatic task detection, assigning responsibilities, sending reminders, and integrating with project management tools to keep teams on track.

Security Features
These tools prioritize data protection with measures like AES 256-bit encryption, user-level permissions, compliance with SOC 2, GDPR, HIPAA, and customizable data retention policies.

This breakdown highlights the main differences across platforms, helping teams find the best fit for capturing and managing meeting insights.

Recommendations

Based on the analysis above, here are tailored suggestions for teams of various sizes.

For large organizations that prioritize security and seamless integration, BuildBetter.ai stands out as a top choice. With compliance measures like GDPR, HIPAA, and SOC 2 Type 2, it’s well-suited for businesses focused on safeguarding their data.

For mid-sized teams, aligning these tools with your existing workflows is key. Look for platforms that integrate smoothly with apps like Slack and Jira.

"It wouldn't be possible to do my job at this scale without BuildBetter." - John Strang, Product Operations

Key factors to consider include:

• Privacy Controls: Opt for platforms with adjustable privacy settings to manage sensitive recordings.
• Scalability: Choose tools that can grow alongside your organization.
• Cost Structure: For larger teams, consider plans offering unlimited seats to maximize value.

AI technology is advancing quickly, and these tools are proving their worth. For instance, advanced AI note-takers can save time by increasing revenue-focused activities by 43%. These recommendations highlight how AI-powered tools can reshape how teams handle meetings and make faster, more informed decisions.

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