AI-powered meeting assistants are no longer a futuristic concept—they’ve become everyday productivity essentials for businesses, educators, sales teams, and professionals worldwide. These platforms now do far more than just record conversations. They transcribe discussions with impressive accuracy, generate intelligent summaries, highlight action items, and in some cases, even provide real-time coaching to help participants perform better during meetings.
This 2025 guide reviews the top 10 AI meeting assistants, highlighting their strengths, pricing, limitations, and ideal use cases, so you can make the right choice for your needs.
What Makes AI Meeting Assistants Essential?
Modern workplaces demand focus and efficiency. Instead of splitting attention between contributing to conversations and taking notes, AI meeting assistants automate the heavy lifting. By using natural language processing (NLP) and machine learning, these tools capture spoken dialogue, distinguish between speakers, and create usable insights.
Key capabilities include:
- Real-time transcription and speaker labeling
- Automatic meeting summaries and highlights
- Action item and to-do extraction
- Sentiment analysis for customer and team interactions
- Integration with CRMs, project management, and collaboration platforms
The most advanced solutions, like Hedy, have moved beyond transcription to live meeting coaching, offering suggestions, reminders, and prompts during conversations.
The 10 Leading AI Meeting Assistant Tools in 2025
1. Hedy – The Real-Time AI Meeting Coach (Editor’s Choice)
- Free plan: 5 hours/month
- Pro plan: $9.99/month or $69.99/year
- Enterprise: API access, Zapier integrations
Unlike traditional note-takers, Hedy acts as a live coach. It analyzes conversations in real time, offering prompts, questions, and strategies to help users become more effective participants. With 30+ language support, custom session modes (sales, healthcare, journalism, learning), and seamless syncing across devices, Hedy delivers unmatched flexibility.
Why it stands out:
- Discreet—no visible bots join meetings
- Custom contexts up to 10,000 characters
- Topics feature links insights across multiple sessions
- YouTube video import for analysis
- Real-time suggestions for contributions
Best for: Professionals, multilingual teams, students, journalists, and healthcare discussions.
2. Otter.ai – Best for Collaboration
- Free plan: 300 minutes/month
- Paid plans from $8.33/month
Otter.ai is a strong transcription tool with real-time collaboration features. Team members can add highlights and comments live, making it great for group documentation.
Pros: 90–95% accuracy, smooth integration with Zoom and Teams.
Cons: Limited languages (English, French, Spanish), no coaching features.
3. Fireflies.ai – Best for CRM and Analytics
- Plans from $10/month per user
Fireflies.ai focuses on analytics and CRM integrations, connecting with 50+ platforms. It also offers conversation intelligence features like sentiment tracking and talk-time analysis.
Strengths: “AskFred” AI lets you query past meetings.
Drawbacks: Requires a bot to join meetings, post-meeting analysis only.
4. Fathom – Best Free Unlimited Transcription
- Free unlimited transcription
- Premium features from $19/month
Fathom’s biggest advantage is its unlimited free tier, making it a cost-effective choice for heavy users.
Strengths: Automatic CRM syncing for sales.
Weaknesses: Bot visibly joins meetings, limited to 7 languages.
5. Avoma – Best for Revenue Teams
- Pricing from $19/month per recorder + add-ons
Avoma is tailored for sales teams, offering lifecycle management, AI coaching scorecards, and revenue risk alerts.
Pros: Deep sales analytics and forecasting.
Cons: Expensive with add-ons, complex to master.
6. tl;dv – Best for Async Teams
- Free unlimited recordings
- Paid plans from $18/month per user
This tool is ideal for remote teams that prefer async communication. It generates timestamped video highlights and supports over 30 languages.
Limitations: Higher tiers are costly, lacks real-time coaching.
7. Zoom AI Companion – Best for Zoom Users
- Included in paid Zoom plans (from $15/month per user)
Zoom’s own AI assistant ensures seamless integration—no bots needed. It automatically tracks decisions and creates catch-up notes for latecomers.
Cons: Only works within Zoom; basic AI functions compared to specialized tools.
8. Fellow – Best for Meeting Governance
- Free for 5 recordings
- Paid plans from $7/month per user
Fellow shines in structured meeting management, offering agenda collaboration, follow-up tracking, and governance tools.
Strengths: 90+ language support, SOC2 compliance.
Weaknesses: Limited AI transcription on lower tiers.
9. Notta – Best for Multilingual Translation
- Free plan: 120 minutes/month
- Pro: $8.17/month
Notta supports 58 languages and real-time translation, making it great for international teams.
Drawbacks: Restrictive free plan, occasional errors in speaker ID.
10. Grain – Best for Sales Video Clips
- Free for 20 meetings
- Paid plans from $15/month per user
Grain focuses on sales, letting teams create video clips and share highlights quickly.
Strengths: Simple pricing, sales intelligence features.
Cons: Limited outside of sales contexts.
Why Hedy Outperforms the Rest
Most tools focus on post-meeting summaries, but Hedy is in a different league. It’s the only assistant that guides you during the meeting itself, helping you spot opportunities and respond strategically. Its discreet design (no visible bots), advanced multilingual support, and contextual awareness make it a game-changer.
How to Choose the Right Tool
When selecting an AI meeting assistant, consider:
- Real-time vs. post-meeting value
- Privacy (discreet vs. visible bots)
- Language coverage for global teams
- Integrations with CRM and workflows
- Cost vs. impact on productivity
Final Recommendations
- For real-time coaching excellence: Hedy is the clear winner.
- For basic transcription needs: Fathom (free unlimited) or Otter.ai (budget-friendly).
- For sales and CRM users: Fireflies.ai or Avoma.
- For global, multilingual teams: Hedy or Notta.
The AI meeting assistant space is evolving rapidly, but the future isn’t just about recording what happened—it’s about empowering people in the moment. In 2025, tools like Hedy prove that the smartest assistant doesn’t just take notes; it helps you shine while the meeting is still in progress.