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 16–21, 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: Pro lists Salesforce, HubSpot and Zapier integrations (asterisked on the vendor page). tl;dv: CRM on Pro (secondary). Read AI Pro: Notion, Jira, Zapier, HubSpot, Salesforce, webhooks. |
| Passes IT review (SSO / admin) | Enterprise-only on Otter (100-user minimum), Fathom, Granola, tl;dv and Fireflies; Read AI on Enterprise+. |
| 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 and you're 5 people or fewer | Otter.ai Pro (max 5 users) | $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 $39/seat annual (SSO & SCIM); Read AI Enterprise+ $29.75 annual | 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 (max 5 users); Business $19.99 / $30 (max 25 users); Enterprise quote | Pro lists Salesforce, HubSpot, Zapier (asterisked on vendor page); custom CRM integrations on Enterprise | SSO & SCIM on Enterprise only, minimum 100-user license (vendor pricing page); HIPAA add-on | Unknown — not yet tested | source |
| Fireflies.ai Try Fireflies.ai → | Free; Pro $10 annual / $18 monthly; Business $19 / $29; Enterprise $39 (annual only) | App & CRM integrations on paid tiers; Zapier from Pro | SOC 2 Type II, GDPR, HIPAA (vendor); SSO (SAML) & SCIM on Enterprise only, $39/seat/mo billed annually | 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 Enterprise (Talk to sales) | 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 | Free (5 meetings/mo); Pro $15 annual / $19.75 monthly; Enterprise $22.50 / $29.75; Enterprise+ $29.75 / $39.75 | Pro: Notion, Salesforce, HubSpot, Jira, Confluence, Zapier, webhooks | SAML SSO & SCIM, HIPAA, domain capture on Enterprise+ | 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 pages: Fireflies (Enterprise, $39/seat annual), Otter (Enterprise, 100-user minimum license), Fathom (quote-only Enterprise), Granola (Enterprise, $35/seat), Read AI (Enterprise+, $29.75/seat annual) and tl;dv (Enterprise).
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's free plan has 5 meeting transcripts per month.
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.