What AI Meeting Notes Cost for Your Calendar

AI meeting notes can cost nothing for a solo user, but a team can outgrow a plan even when its total meeting minutes look modest. Otter Pro is $16.99 per user monthly, with ten file imports per user and a 90-minute meeting cap. Fellow Team is $11 per user monthly, with ten AI notes and recordings per user. The useful question is therefore not just “What is the seat price?” It is “Does each recorder’s calendar fit every limit?” Otter pricing and Fellow pricing publish those figures.

Compare the limiting unit before the price

The table uses public US-dollar prices where the maker states them. “Annual” means the displayed monthly equivalent on an annual commitment, not a cancel-anytime monthly bill. A blank numerical cap means the cited page does not publish one for that feature; it does not prove unlimited use. Prices can change at checkout. This is a plan comparison, not a hands-on accuracy test.

Tool and tier	Monthly price per user or paid seat	Annual monthly equivalent	Constraint that changes the decision
Otter Pro	$16.99	$8.33	10 imported files per user per month; 90 minutes per meeting; 1,200 monthly transcription minutes; shared across transcription types per detailed table; up to 5 workspace members
Fellow Team	$11	$7	10 AI notes and recordings per user per month; up to 20 seats; 10 uploads per user per month
Fireflies Pro	$18	$10	Unlimited transcription and AI summaries; 8,000 stored minutes per seat, which is a storage figure
Fathom Team	$19	$15	Unlimited captured meetings and summaries; minimum two users for Team
Granola Business	$14 displayed	Annual discount not stated	Unlimited meeting notes and history; device-audio capture, without a meeting bot
Read AI Pro	$19.75	$15	Unlimited meeting transcripts and reports; 100 file-upload credits per month
Circleback Pro	Billing cadence unclear in displayed cards	$15 (from annual FAQ example)	Unlimited meeting history, but one year of recording storage
Krisp Core	$16	$8	Unlimited note-taking and uploads; 10 GB storage listed; confirm how it is allocated across seats
Avoma Startup	$29	$19	Recorder seats only; unlimited AI summaries, up to 25 paid seats; viewers are free
Sembly Pro	$29	$20	Unlimited online meeting capture on paid plans; 40-user workspace maximum and 3,000 monthly Studio credits per user
Google Workspace Business Standard	Check current checkout	$14 on displayed US annual schedule	Gemini meeting notes in Meet are included; Starter lacks the Meet AI feature

Circleback’s annual FAQ prices 50 Pro users at $9,000: $9,000 ÷ 50 ÷ 12 = $15 per user per month. Its extracted price cards do not clearly distinguish the monthly checkout rate.

Each row describes a different product and workflow. Otter’s file count, Fellow’s note count, and Krisp’s storage capacity cannot be compared as if they were the same kind of “minutes.” Fathom’s free individual plan offers unlimited recordings, transcripts, and instant summaries, whereas its paid Team tier buys a shared workspace and has a two-user minimum. Fathom’s plan page lists both. Granola’s plan page describes device-audio capture and limited history on Basic; a free tier with limited history should not be presented as unlimited retained records.

Suite features need a separate calculation. Google’s Workspace feature matrix shows Gemini notes in Meet on Business Standard and above, but not Starter. If your organization already pays for Standard, the additional subscription price for that included feature may be zero. If it pays for Starter, compare the increment to Standard across affected users with a dedicated notetaker. Do not treat a personal Google AI Pro subscription as a Workspace meeting entitlement. See our general AI plan comparison for the separate consumer-plan decision.

Build a calendar ledger for each recorder

Take a normal month and a peak month. For every person who will create a recording, list the number of live meetings, total live minutes, longest single meeting, imported files, imported minutes, desired AI notes, and number of simultaneous calls. Mark whether notes must remain searchable for months or whether raw recordings must be retained. Finally count paid recorders and free viewers separately if the vendor allows that distinction. Avoma explicitly prices recorder seats and says viewers are free on its pricing page.

Count a meeting once for the intended recorder. Do not multiply by every attendee unless the maker’s billing rule says to. Do not add per-user allowances together unless the maker confirms pooling. A plan can pass the team total and fail for an individual; it can also pass the monthly minutes but fail the single-meeting duration or file-count check. If the maker does not explain who consumes a quota when two colleagues attend the same call, test that workflow in a trial or ask sales before committing.

The ledger is also a way to compare unlike capture methods. A bot that joins a video call, a desktop app that hears device audio, and a suite’s built-in meeting notes involve different setup and participation. Check whether your required platform, mobile use, in-person meetings, and upload workflow appear on the maker’s page. An unsupported workflow makes a cheap plan ineligible, even when the arithmetic fits.

The same team total can produce two different bills

Here is an illustrative capacity calculation, not a test of Fellow’s allocation rules. Imagine two recorders and a cap of ten notes per user per month, as Fellow Team publishes. Calendar A has ten notes for each person. Calendar B has nineteen for one and one for the other. Both have twenty notes in total. A fits a ten-note-per-person cap; B does not, unless the product permits a transfer or pooling rule that has been confirmed. Fellow’s public page does not settle that shared-meeting allocation question, so it would be misleading to declare a product-specific final bill for B.

At the stated monthly prices, two Team seats would be 2 × $11 = $22 per month. Two Business seats, whose page lists unlimited AI notes at $23 per user monthly, would be 2 × $23 = $46. The $24 gap is an all-seat-upgrade scenario, not a claim that Fellow requires upgrading every seat or permits mixing tiers. Ask whether one high-volume recorder can take a different tier and who owns shared recordings. At annual-equivalent rates, Team would be 2 × $7 × 12 = $168 before tax for a year, while Business would be 2 × $15 × 12 = $360. Annual checkout and rounding govern the actual invoice.

Check imported files and the longest call separately

Another illustrative example uses Otter Pro’s published ten imports per user per month and 90-minute cap. Ten files of 60 minutes and twelve files of 50 minutes each total 600 minutes. The first pattern meets the ten-file count; the second exceeds it, despite identical aggregate minutes. One 100-minute meeting exceeds the 90-minute per-meeting cap even if the recorder’s monthly usage is otherwise light. This is why a single “hours per month” column is insufficient.

Otter’s page also describes 1,200 in-app recording minutes on Pro. Its broad marketing phrases and detailed transcription table are not perfectly aligned on every recording type. The detailed table lists a 1,200-minute monthly allowance shared across transcription types, although its unlimited-in-app heading conflicts with that cap. Confirm which rule applies to your workflow before buying. Confirm the current rule for your intended capture method in Otter’s checkout or help material. Its Business tier removes the import-file count but the detailed pricing table still lists a separate imported-minute limit; “unlimited imports” does not mean unlimited imported audio time.

File count appears in other products too. Read AI Pro lists 100 file-upload credits per month, while Fellow Team lists ten uploads per user per month. Those are not necessarily equivalent units; verify what consumes a credit and whether a large file is accepted before comparing. The same applies to retained data: Fireflies Pro publishes 8,000 minutes of storage per seat, while Circleback Pro lists one year of recording storage. Storage and capture are separate constraints.

Calculate only plans that pass every check

First cross out a tier when its published feature, per-user cap, file count, call length, workspace size, or retention policy does not fit the ledger. Where a rule is missing, write “unverified” rather than assuming that it passes. Then calculate the eligible tier’s cost: paid recorder seats × seat rate + documented add-ons or overage + any required base-plan upgrade. For an annual offer, multiply the monthly equivalent by twelve and check the commitment term. Do not invent an overage charge where the vendor publishes only an upgrade path.

Consider a peak month, not only the average. Sembly Pro lists a 40-user workspace ceiling and 3,000 Studio credits per user per month, so a larger workspace or heavy Studio use needs another eligibility check even though online meeting capture is described as unlimited. Krisp Core lists unlimited AI notes but 10 GB storage; assess how long recordings must be kept. Avoma Startup permits 25 paid recorder seats and free viewers; a 26-recorder scenario must be priced against a higher tier, while 20 recorders plus six viewers might fit if all other requirements do.

Use a trial to inspect note accuracy, consent prompts, sharing and export with real workflows. This article has not tested those outcomes. A transcript-only pipeline is a different purchase: our speech-to-text API cost guide compares raw transcription billing rather than a complete meeting assistant. Our AI plan finder compares general AI subscriptions; it does not calculate the meeting quotas above.

Sources

• Otter pricing — Pro prices, import count, meeting length and transcription limits.
• Fellow pricing — Team and Business prices, note, upload and seat limits.
• Fireflies pricing — Pro price and storage allowance.
• Fathom pricing — free individual plan, Team price and seat minimum.
• Granola pricing — Business price, history and capture method.
• Read AI pricing — Pro price, reports and upload credits.
• Circleback pricing — Pro price and retention.
• Krisp pricing — Core price, notes, uploads and storage.
• Avoma pricing — recorder seats, prices and workspace cap.
• Sembly pricing — Pro price, user ceiling and credits.
• Google Workspace pricing — Standard price and Meet AI feature matrix.

All pages read on November 10, 2026.

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