In 2025, teams working in sales and customer success spend endless hours in meetings, tracking decisions, chasing down updates, and trying to recall who said what. It's like running a marathon with bricks in your backpack. AI meeting notetakers like Fathom can help with this.
Meetings will be recorded, conversations will be transcribed, important moments will be highlighted, and action items will be suggested by Fathom AI. This frees you from taking notes and lets you concentrate on strategy. However, to what extent does it fulfill these promises? Are there any other options that might be more suitable for the workflow of your team?
We will examine Fathom AI in detail in this post, looking at its advantages, disadvantages, and user feedback. The best AI meeting tools for 2025 will then be covered in our guide. This will assist you in determining whether Fathom is the best team assistant or if you can better capture insights and motivate action with another solution.
What is Fathom AI Notetaker?
Fathom AI Notetaker is an AI tool designed to make meetings more productive and less stressful. Think of it as a virtual assistant that never forgets a detail, never gets distracted during a presentation, and never asks for coffee breaks.
It can integrate with CRM platforms like Salesforce and HubSpot or with tools your team already uses, like Slack and Notion. Additionally, it integrates easily with well-known platforms like Microsoft Teams, Zoom, and Google Meet.
To put it simply, Fathom makes sure that nothing is missed by recording all of the crucial information from your meetings. This frees up more time for customer success managers and sales leaders to concentrate on strategy and deals rather than taking hurried notes.
Here’s a quick snapshot of Fathom’s platform support and integrations:
How Does Fathom AI Work?
Using Fathom AI is like having a diligent assistant silently taking notes in the background, making sure you never have to replay a meeting to catch a missed point.
The workflow is straightforward:
To put it briefly, Fathom helps your team concentrate on decisions and execution rather than laborious note-taking by cutting down on noise.
Fathom AI Pricing in 2025
From individuals seeking a free tool to enterprise teams needing sophisticated collaboration features, Fathom AI provides a variety of plans tailored to meet the needs and sizes of various teams.
Here is a brief overview of the options:
1. Free Plan – $0 per month
About the Plan:
The Free Plan offers top-notch meeting notes at no cost. You get unlimited recordings and transcription, as well as instant call summaries sent straight to your inbox, along with features like clips, playlists, and search across all calls. Integrations with CRMs, Zapier, and other platforms can also be tested. Five calls per month are the limit for premium features, which offer a preview of the advanced AI capabilities.
Who’s the Free Plan For:
Individuals, independent contractors, or small groups wishing to experiment with AI-powered note-taking are the target audience for the free plan. Great for teams testing workflows, making occasional calls, and experimenting with AI meeting tools.
Limitations:
- Premium features are extremely limited (5 calls per month).
- Some integrations are locked behind paid tiers.
- Not designed for team collaboration or enterprise workflows.
User Feedback:
- G2: Users like the ease of use and transcription quality but note the 5-call limit for advanced AI features.
- TrustPilot: Appreciated for accessibility, but users quickly see the need to upgrade for robust functionality.
2 Premium Plan – $16 per month per user
About the Plan:
The Premium Plan builds on the Free Plan by offering more sophisticated call summaries, including expert frameworks and completely customizable formats. Included are AI-generated action items and Ask Fathom, a conversational meeting assistant that gives you access to call knowledge. A customized meeting bot and Asana integration for action items are extra advantages.
Who’s the Premium Plan For:
The Premium Plan is intended for professionals or small teams who want full AI-assisted meeting functionality without the need for complex team collaboration tools. Ideal for frequent users who rely on calls to increase productivity and follow-ups.
Limitations:
- Designed for individuals; lacks team-wide collaboration features.
- Larger teams may need the Team or Business plan for shared folders, global search, and customized transcription vocabularies.
User Feedback:
- Users highlight the value of advanced summaries and action item automation.
- Some note that while it works well for individuals, team-wide workflows require an upgrade.
3. Team Plan – $14 per month per user (Minimum 2 Users)
About the Plan:
The Team Plan includes all of the Premium features, as well as highlight playlists, global search across shared calls, and team collaboration tools like folders, comments, keyword alerts, and more. You also get a customized transcription vocabulary for your company and single-sign-on for easier administration.
Who’s the Team Plan For:
The team plan is intended for startups or small to mid-sized teams that need to share meeting minutes, highlights, and AI insights. Perfect for collaborative environments where multiple team members rely on meeting resources.
Limitations:
- Requires at least 2 users.
- Some advanced enterprise features like CRM field sync or AI coaching metrics are reserved for the Business plan.
User Feedback:
- Users praise team-wide search and collaboration tools.
- Some suggest upgrading to Business if advanced analytics or CRM integrations are critical.
4 Business Plan – $20 per month per user (Minimum 2 Users)
About the Plan:
The business plan is made for large companies that require sophisticated features. Everything from the Team Plan is included, along with CRM field synchronization, coaching metrics, AI scorecards to optimize call effectiveness, and Deal View to compile insights from calls. Additionally, it provides customized data retention policies and sophisticated security controls, making it perfect for enterprise-level reporting and compliance.
Who’s the Business Plan For:
The target audience for the business plan is large teams, businesses, or organizations that need complete AI-assisted meeting management, analytics, and security. Ideal for businesses that place a high value on compliance, coaching, and efficiency.
Limitations:
- Minimum of 2 users required.
- Best suited for organizations that need advanced analytics and integrations; overkill for solo users or small teams.
User Feedback:
- Highly valued by enterprise teams for analytics, CRM sync, and compliance features.
- Some users note that smaller teams may not fully utilize all advanced functionalities.
Strengths of Fathom AI
Fathom AI is a well-liked option for sales teams, customer success managers, and professionals who depend on meetings to make decisions because it excels in a few crucial areas.
1. Automatic Transcription and Highlights
Fathom records every word in your meetings and creates accurate transcripts with key information highlighted. It's like having a colleague who never forgets a detail and is always ready to summarize.
2. AI-Generated Summaries and Action Items
Raw transcripts are only one aspect of the tool. Fathom's ability to generate actionable summaries allows teams to know exactly what to follow up on. No more reading your own handwriting or deciphering vaguely remembered conversations.
3. Integrations with Popular Tools
Fathom integrates with Slack, Notion, HubSpot, Salesforce, and other platforms to enable insights to flow directly into your workflows. For busy teams, this reduces manual copying and keeps everyone in sync.
4. Team Collaboration Features
Fathom offers keyword alerts for the Team and Business plans, highlight playlists, shared folders, and worldwide search across team meetings. This ensures that important insights are never isolated and are accessible to the right people at the right time..
5. Search and “Ask Fathom”
You can use Ask Fathom to look up past meetings by simply asking, "What did we decide about client X?" It's a shortcut to knowledge rather than having to go through hours of calls.
6. Free Plan Generosity
Fathom's unlimited recordings, transcription, and basic summaries, even on the free tier, allow individuals and small teams to test and benefit from AI-powered notes without having to pay.
To put it briefly, Fathom is excellent at saving time, making sure crucial information is retained, and offering useful insights that enable teams to work more quickly. It is a good choice for professionals who want to get more out of every meeting because of its AI intelligence, integrations, and team features.
Limitations of Fathom AI
Although Fathom AI provides a strong toolkit, there are drawbacks. Decision-makers thinking about it for their teams must be aware of these limits.
1. Accuracy Can Vary
Background noise, overlapping speakers, and loud accents can all degrade transcription, despite the fact that it is typically accurate. In meetings with high stakes, some details may need to be manually verified.
2. Storage and Feature Limits on Free Plan
The Free Plan has restrictions, such as storage quotas per seat and limited AI summary credits, despite its generosity. Teams that rely heavily on frequent meetings may soon encounter these limitations.
3. Premium Features Behind Paid Plans
Advanced features like Ask Fathom, customized summaries, and team collaboration tools are only available with the Premium, Team, or Business subscriptions. Individual users or small groups may feel under pressure to update as soon as possible.
4. Limited Language Support
Since Fathom's AI currently works best in English, multilingual teams might find non-English transcription or summaries insufficient.
5. Enterprise Needs May Outgrow It
Despite being excellent for individuals and small- to medium-sized teams, coaching metrics and Deal View tools that are only available on the business plan may be essential for large organizations that require complex reporting, CRM field syncs, or deep analytics.
6. Integrations Can Be Selective
Fathom integrates with major CRMs and collaborative tools, but it may not support certain unique or specialized solutions, requiring workarounds.
In conclusion, teams should consider Fathom's transcription accuracy, feature availability, and enterprise scalability limits in relation to their own requirements, even though it is a powerful tool for capturing notes and meeting insights.
Security and Compliance – What You Need to Know
For many organizations, especially those handling sensitive client data or operating in regulated industries, security and compliance are non-negotiable. Fathom AI takes a thoughtful approach, but there are nuances to consider.
1. Data Storage and Privacy
Transcripts and meeting recordings are kept on secure cloud servers by Fathom. Although users still have control over their recordings, teams should make sure that access controls and retention regulations adhere to internal compliance standards.
2. Compliance Certifications
Fathom is HIPAA, SOC 2 Type II, and GDPR-compliant and has passed extensive security reviews by Zoom. This demonstrates a commitment to maintaining high standards of data protection and privacy.
3. Access Controls
Single-sign-on (SSO) and role-based permissions are features included in Team and Business plans that aid in limiting access to private data. This guarantees that meeting content can only be viewed, shared, or edited by the appropriate individuals.
4. Data Retention and Deletion
Free and lower-tier plans may have default storage limits, while the Business plan allows users to manage specific retention settings. Teams should periodically assess the data they keep and remove any that are no longer needed.
5. Competitive Comparison
Enterprise-focused options like Gong or Outdoo offer more sophisticated compliance capabilities, such as comprehensive audit logs, encryption at rest and in transit, and extensive reporting for regulatory audits, even if Fathom offers strong security for the majority of users.
To put it briefly, Fathom AI offers most teams a safe and practical platform; nevertheless, before depending entirely on it, enterprises with stringent compliance requirements should carefully examine certifications, retention rules, and access controls.
Fathom AI Reviews – What Are Users Saying?
When it comes to Fathom AI, the majority of users share one common sentiment: it makes meetings less stressful and follow-ups far smoother. But like any tool, the experience varies depending on whether you’re a solo professional, a growing team, or a larger organization with more complex needs.
Positive Feedback – Where Fathom Shines
1. Time Savings and Accuracy
Dee A., Account Executive, Mid-Market (51–1000 employees)
"Game-changing tool that makes my sales calls effortless" G2
Robert P., Client Engagement Manager, Small-Business (<50 employees)
"Gigantic Time saver and SUPER accurate!" G2
2. Meeting Organization and Communication
Mauricio V., Residential Construction Estimator, Small-Business (<50 employees)
"Fathom is easy to use, saves us time, and keeps our client meetings clear and organized." G2
Abigail A., Program Manager, Small-Business (<50 employees)
"Game-changer for program managers—no more frantic note-taking during meetings!" G2
3. Sales and Team Productivity
Tiago A., Sales Engineer, Enterprise (>1000 employees)
"Awesome Experience of an AI Assistant & Note Taker" G2
Concerns and Criticisms – Where Users Struggle
1. Admin Access and Team Visibility
Sean R. (Redinger), Chief Revenue Officer, Small-Business (<50 employees)
"Feels more like a workaround than a product." G2
2. Usability and Performance Issues
Nicholas L., Community Manager, Mid-Market (51–1000 employees)
"Clunky, lagging, and choppy. Not a great integrated app. UI is clunky, transcription errors occur, and it requires running alongside Zoom.” G2
Sharon L., Owner & Business Coach, Small-Business (<50 employees)
“Summaries were decent, but Fathom interfered with Zoom performance.” G2
3. Data Ownership and Support Concerns
Michael M., Founder, Small-Business (<50 employees)
"Denied Me Access to My Own Intellectual Property. Lost two years of client data due to account transfer issues and poor support response.” G2
In summary: Most users find Fathom AI to be a game-changer for productivity and meeting efficiency, but as organizations scale, some run into limitations around collaboration, integrations, and support.
Top Alternatives to Fathom AI in 2025
While Fathom is a strong player in the AI notetaker space, it’s not the only option. Depending on whether you prioritize pricing, integrations, enterprise security, or advanced coaching insights, different tools may serve your needs better.
Here’s a quick side-by-side comparison of the leading alternatives:
1. Fireflies.ai
Fireflies.ai is a widely adopted AI meeting assistant designed to record, transcribe, and organize conversations across multiple platforms. It integrates with Zoom, Microsoft Teams, Google Meet, Slack, and popular CRMs, allowing teams to capture meeting content without switching tools. Users can create searchable transcripts, highlight key moments, and share them with colleagues, making it particularly useful for teams that need quick access to past discussions.
Pricing
- Free Plan: Offers basic transcription and search features, ideal for individuals or small teams just exploring AI note-taking.
- Pro Plan: $10 per user/month adds unlimited transcription, integrations, and advanced playback controls.
- Business Plan: $19 per user/month includes team collaboration, CRM integrations, and analytics.
Why People Choose It
Limitations
Who It’s Best For
Fireflies.ai is ideal for teams that prioritize flexibility and integrations over deep AI coaching insights. If your workflow spans multiple platforms and you need a reliable, searchable archive of meetings, Fireflies provides a solid, cost-effective solution.
2. Outdoo AI (formerly MeetRecord)
Outdoo isn’t just a meeting recorder; it’s a Revenue Intelligence & Sales Coaching platform. Beyond transcription, it provides AI-powered coaching, call scoring, and CRM Automation designed to help sales teams improve performance. With features like AI roleplay simulations, managers can train reps using real-world conversation scenarios. Outdoo also includes compliance-friendly data retention and security controls, making it suitable for regulated industries such as finance, healthcare, or enterprise sales.
Pricing
Outdoo uses a tailored pricing approach. You work with their team to get a quote that fits your usage, such as call volume and number of users.
Key highlights of Outdoo’s pricing model:
- No platform fees or hidden costs
- Free onboarding and setup
- Flexible contracts with options for monthly, quarterly, or annual terms
This flexibility ensures that growing teams do not get locked into rigid multi-year commitments and can scale at their own pace.
Why People Choose It
Limitations
Who It’s Best For
Outdoo is ideal for mid-size and enterprise sales teams and RevOps leaders who want more than simple meeting notes. It’s perfect for organizations that need coaching intelligence, performance tracking, and secure compliance features, all in one platform.
For a more detailed comparison, have a look at the Fathom AI vs Outdoo comparison guide here.
3. Otter.ai
Otter.ai is a well-established AI notetaker that specializes in real-time transcription and live captions. It captures meetings, lectures, and webinars with high accuracy and organizes them into searchable transcripts. Otter’s clean interface and fast setup make it popular among educators, trainers, and business professionals who need quick, reliable documentation of spoken content.
Pricing
- Free Plan: Limited transcription minutes, basic search, and summary features.
- Pro Plan: $16.99 per user/month, with longer transcription hours, advanced export options, and team collaboration.
- Business Plan: $30 per user/month, adding analytics, integrations, and centralized admin controls.
Why People Choose It
Limitations
Who It’s Best For
Otter.ai is perfect for educators, trainers, and professionals who value speed, accuracy, and accessibility over advanced sales intelligence. It’s ideal for those needing reliable real-time transcripts without the complexity of full sales coaching platforms.
4. Avoma
Avoma is a comprehensive meeting lifecycle assistant designed to support sales, customer success, and RevOps teams. It combines transcription, AI-powered summaries, meeting agendas, and coaching analytics in one platform. Avoma’s conversation intelligence goes beyond note-taking to provide actionable insights that help teams close deals faster and improve team performance.
Pricing
- Starter Plan: $24 per user/month includes AI summaries, basic integrations, and limited analytics.
- Business Plan: $79 per user/month adds full conversation intelligence, CRM sync, team collaboration, and advanced reporting.
- Enterprise Plan: Custom pricing tailored solutions for large organizations with specialized needs.
Why People Choose It
Limitations
Who It’s Best For
Avoma is ideal for sales and CS leaders who need actionable insights from meetings, wish to coach teams effectively, and want to integrate AI intelligence directly into their revenue workflows. It’s best for teams that need more than basic transcription a platform to analyze, train, and optimize conversations.
5. Gong
Gong is a market-leading revenue intelligence platform that goes far beyond transcription. It captures, analyzes, and organizes sales conversations to provide deep insights into deals, team performance, and pipeline health. Gong’s AI highlights trends, identifies risks, and helps leaders coach reps with data-backed feedback. It’s designed for enterprises that need high-level visibility across hundreds or thousands of calls.
Pricing
- Custom Pricing: Typically considered premium, often starting at $100+ per user/month, depending on organization size and feature requirements.
Why People Choose It
Limitations
Who It’s Best For
Gong is ideal for large, complex sales organizations that need full revenue intelligence, coaching metrics, and pipeline analytics. It’s a tool for leadership and revenue ops teams who want actionable insights across all conversations, not just individual meeting notes.
6. TLDV
TLDV is an AI meeting tool designed to summarize long meetings into short, actionable clips. Unlike traditional notetakers that focus on transcripts, TLDV automatically extracts key moments and generates highlight reels that can be shared with team members who missed the call. It integrates with Zoom, Google Meet, and Microsoft Teams, making it easy to capture conversations and distribute insights quickly.
Pricing
- Free Plan: Includes basic recording, summaries, and clips.
- Pro Plan: $15 per user/month adds unlimited highlights, deeper integrations, and analytics.
- Business Plan: Custom pricing designed for larger teams needing enterprise-level features and security.
Why People Choose It
Limitations
Who It’s Best For
TLDV is ideal for teams that want to save time by sharing only the most important parts of a meeting. It works well for fast-paced environments where employees may need to catch up asynchronously or for content-heavy webinars that benefit from highlight clips.
Decision-Maker Checklist: Choosing the Right AI Notetaker
So, how do you know which AI notetaker is the right fit for your team? The answer depends on factors like team size, primary goals, compliance needs, and budget. Use this checklist as a quick way to narrow your choices and find the tool that aligns best with your workflow.
Still Unsure? Try Our Quick AI Notetaker Recommender
Still unsure which tool is right for you? Answer a few quick questions about your team size, goals, and budget below, and we’ll suggest the best AI meeting tools that fit your workflow.
Remember, no single tool is perfect for every team. If you’re focused on revenue coaching, compliance, and pipeline visibility, Outdoo is a strong choice. But if your needs are lighter, Fathom, Fireflies, Avoma, Gong, or TLDV might be a better fit depending on your goals.
Final Thoughts
Fathom AI is a solid choice for individuals and small teams who want quick, automated meeting notes without a steep learning curve. Its free plan is attractive, and the AI summaries can save time for those juggling multiple calls.
However, as teams grow and sales processes become more complex, the “one-size-fits-all” approach can start to show its limits. Issues like team collaboration, CRM sync, and advanced coaching may push organizations to explore alternatives.
This is where solutions like Outdoo, Avoma, Gong, and TLDV come in. Each brings unique strengths:
- Outdoo focuses on AI sales coaching and revenue intelligence, helping sales teams level up their skills while staying compliant.
- Avoma offers end-to-end conversation intelligence, ideal for teams that want actionable insights from every meeting.
- Gong is enterprise-grade, delivering deep revenue intelligence and pipeline visibility for large organizations.
- TLDV is perfect for quick highlights and asynchronous collaboration, saving teams valuable time.
The key takeaway is that there is no single “perfect” tool. The best choice depends on your team size, primary goals, integration needs, compliance requirements, and budget.
Think of AI meeting tools like coffee for your workflow: a small espresso might be enough to get an individual going, but a full pot is needed to fuel the entire sales floor.
By assessing your requirements and experimenting with free or trial plans, you can identify the AI meeting assistant that fits your team best, boosting productivity, clarity, and collaboration.
Frequently Asked Questions
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An AI meeting assistant that records calls, transcribes conversations, highlights key moments, and suggests action items.
Yes, there’s a Free plan with unlimited recordings/transcription and basic summaries.
Premium: $16/user/month; Team: $14/user/month (min 2 users); Business: $20/user/month (min 2 users).
It’s great for fast, accurate notes; growing teams may outgrow it and prefer coaching/RI platforms like Outdoo.
Pick Fathom for simple notes on a budget; choose Outdoo for revenue intelligence, coaching analytics, and enterprise-grade compliance.
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