Best AI note-taker for project managers (2026)
By Josue, Director of Project Management, TeamStack.
A PM doesn't need a prettier summary. You need three things out of every meeting: what was decided, who owns what by when, and what is still open. Then you need the tool to get past IT and not blow the budget. This guide is built around those criteria, using published vendor prices and plan details.
Every price below comes from the vendor pages linked in the Source column, checked Oct 16, 2026. We have not tested these tools hands-on yet; “Unknown” means we haven't verified it.
What a project manager should judge
| Criterion | What we know so far |
|---|---|
| Keeps decisions separate from ideas | Unknown for all tools (not tested yet) |
| Assigns an owner and a due date to each action item | Unknown for all tools (not tested yet). Fathom lists AI action items on paid plans; Fireflies action items use AI credits (secondary source). |
| Pushes tasks to your PM tool | Fireflies: Zapier from Pro. Granola Business: Zapier, Slack, Notion, API. Fathom: CRM field sync on Business. Otter: CRM on Enterprise. tl;dv: CRM on Pro (secondary). Read AI: Unknown. |
| Passes IT review (SSO / admin) | Enterprise-only on Otter, Fathom, Granola, tl;dv. Fireflies and Read AI: Unknown. |
| Cost per seat | See the table below. |
Honest status: we have not run hands-on tests yet. Accuracy on decisions, owners and “not decided” items is the test we're building next: one scripted meeting recorded in every tool, scored the same way. Until then, nothing here ranks output quality.
Pick by situation
| If… | Look at | Price (per seat / month) | Source |
|---|---|---|---|
| You want the cheapest paid seat | Otter.ai Pro | $8.33/seat/mo annual ($16.99 monthly) | source |
| You want integrations and Zapier on a paid plan | Fireflies.ai Pro Try Fireflies.ai → | $10/seat/mo annual ($18 monthly); AI features use credits (secondary source) | source |
| You want notes that push to Notion/Slack/Zapier, monthly billing | Granola Business | $14/seat/mo, monthly only | source |
| You're buying for a team of 2+ and want AI action items | Fathom Team | $15/user/mo annual ($19), 2-user minimum | source |
| IT requires SSO | Enterprise plan: Otter, Fathom (quote-only), Granola (from $35), tl;dv | Fireflies Enterprise is $39/seat annual; its SSO status is Unknown in our data | source |
Every tool we track
Prices per user per month, annual / monthly.
| Tool | Price | Integrations | Admin / security | Decisions & action items | Source |
|---|---|---|---|---|---|
| Otter.ai | Free (300 min/mo); Pro $8.33 annual / $16.99 monthly; Business $19.99 / $30 | CRM integrations on Enterprise, not Pro (vendor blog) | SSO on Enterprise only; HIPAA available for healthcare | Unknown — not yet tested | source |
| Fireflies.ai Try Fireflies.ai → | Free; Pro $10 / $18; Business $19 / $29; Enterprise $39 annual | App & CRM integrations on paid tiers; Zapier from Pro | Unknown — check vendor security page | Action items/summaries consume AI credits (secondary source); quality not yet tested | source |
| Fathom | Free; Premium $16 / $20; Team $15 / $19 (2-user min); Business $25 / $34 | CRM field sync on Business | SSO/SCIM, HIPAA BAA on quote-only Enterprise (since Jul 2026) | AI-generated action items on paid plans (vendor page); quality not yet tested | source |
| Granola | Basic free (30-day history); Business $14 monthly; Enterprise from $35 | Business: Attio, Notion, HubSpot, Affinity, Zapier, Slack; MCP & API | SSO, admin controls, org-wide training opt-out on Enterprise | Unknown — not yet tested | source |
| tl;dv | Free (AI notes for 10 meetings); Pro €18 / €29; Business €29 / €39 | CRM integrations on Pro; native Salesforce/HubSpot on Business (secondary) | SSO/SCIM on Enterprise (secondary) | Unknown — not yet tested | source |
| Read AI | Pro $15 / $19.75; Enterprise $22.50 / $29.75; Enterprise+ $29.75 / $39.75 | Unknown | Unknown | Unknown — not yet tested | source |
Need the cost for a whole team? See Fireflies vs Otter vs Fathom vs Granola for a 10-person team.
Make any note-taker more accurate
Whatever tool you choose, give it a recap structure. The one we use, from our meeting notes playbook:
- Decided: only what was actually agreed.
- Not decided: discussed, still open.
- Action items: owner + date. Leave the owner blank if nobody took it; never let AI assign work.
- Open questions.
Send the recap within an hour and ask for corrections. Tracking those actions in ClickUp or monday.com? Compare ClickUp vs monday.com pricing for small teams.
FAQ
What is the best AI note-taker for project managers?
It depends on your constraint. Cheapest paid seat in our data: Otter Pro at $8.33/month billed annually. Paid plans with app, CRM and Zapier integrations: Fireflies (Zapier from Pro). Integrations with Notion, Slack, Zapier and an API: Granola Business at $14/month. If IT requires SSO, budget for an Enterprise plan on Otter, Fathom, Granola or tl;dv. We have not tested accuracy on decisions and owners yet.
Which AI note-takers have SSO?
Per vendor pricing pages: Otter (Enterprise only), Fathom (quote-only Enterprise since July 2026), Granola (Enterprise) and tl;dv (Enterprise). For Fireflies and Read AI, SSO is Unknown in our data.
Can an AI note-taker send action items to my project management tool?
Fireflies offers Zapier from its Pro plan; Granola Business lists Zapier, Slack, Notion and an API. Whether action items arrive with correct owners and dates is something we haven't tested yet.
Is there a free AI note-taker for project managers?
Otter (300 minutes/month), Fireflies, Fathom, Granola Basic (30-day history) and tl;dv (AI notes for 10 meetings) all have free plans. Read AI has no free plan in our data.
Have you tested these tools?
Not yet. This page compares published prices, plans and admin features only. A hands-on test recording the same scripted meeting in every tool is coming.