AI note-taking software pricing in 2026: what team use really costs

You see an AI note-taking tool at €10 per month. Then you add the CRM, SSO, AI credits or a few users, and the bill can quickly bear little relation to the starting price.

The first paid plan generally costs between €7 and €14 per user per month, billed annually. But this entry price says little about the real cost.

As soon as you need to send meeting summaries to your CRM, enable SSO or make heavier use of certain AI features, you often have to move to a higher plan or add paid options.

This page compares eight offers: Leexi, Fireflies, Otter, Fathom, Granola, Read AI, as well as the note-taking options of Microsoft 365 and Google Workspace.

Prices were taken from the vendors' official pages on 3 October 2026. Dollar amounts are converted at the latest reference rate published by the European Central Bank, that of 2 October 2026 (€1 = $1.1225). The official price is shown in parentheses.

Transparency. This comparison is published by Leexi, which is one of the tools compared. We applied the same criteria to every solution. All information comes from official sources, checked on 3 October 2026, including where Leexi comes out worse.

Three ways to pay for AI note-taking

Today, three models coexist:

• a capped free plan, then paid plans. This is the case for Fireflies, Otter, Fathom, Granola and Read AI;
• a paid license with no free plan, with a trial. This is the case for Leexi, which offers a 7-day trial;
• an option included in, or added to, an office suite you already pay for. At Microsoft, note-taking comes through Teams Premium or a Copilot license. At Google, it is included from the Workspace Business Standard plan upwards.

The first paid plan of each tool

On entry price, three offers cost less than Leexi: Otter Pro, Teams Premium and Fireflies Pro.

Leexi has no free plan. Its Starter plan limits use to 20 hours of calls per month and to 5 licenses.

The plan you really need for team use

This is often where the real price starts to drift away from the price displayed at the outset.

A team may want to send meeting summaries to its CRM, ask questions about its meeting history and, above a certain size, connect the tool to its directory with SSO.

Yet these features are not included in the same plan from one vendor to another:

Microsoft and Google are not in this table. For them, CRM and SSO depend on the office suite, not on note-taking.

What free plans really allow

The word "free" can also hide some significant limits.

And they sometimes appear more in the documentation than on the pricing page:

• Fireflies displays "Unlimited transcription" on its free plan. Its documentation specifies that unlimited requires enabling automatic transcription of your meetings. Without it, the free account is limited to 3 meetings;
• Otter cuts off access beyond 30 minutes per conversation. Recording continues, but the rest remains inaccessible;
• Read AI stops at 5 meetings per month, of one hour at most;
• Granola only displays the last 30 days of notes. Older ones remain stored and can be exported;
• Fathom records without limit, but only produces 5 advanced summaries per month;
• Leexi has no free plan.

The details of the free versions, tool by tool, are on our page dedicated to free AI note-taking tools.

The costs that do not appear on the pricing page

This is probably the most important point for comparing offers correctly: the price per user is not always enough.

AI credits

At Fireflies, some AI features consume credits: the question assistant, CRM filling and analytics.

Included credits are shared by the whole team. Fireflies' help pages describe them sometimes as provided once, sometimes as renewed every month.

Additional credits cost from $5 for 50 credits to $600 for 10,000 credits per month. When they run out, the account automatically moves to the next tier, unless you disable this option.

License minimums

SSO also imposes a minimum volume at three vendors:

• 100 users at Otter;
• 50 users at Granola;
• 5 licenses at Read AI, on the Enterprise+ offer.

Fathom's Team and Business plans require at least 2 users.

Conversely, Leexi's Starter plan is capped at 5 licenses.

The limits in small print

Some offers advertised as "unlimited" also keep limits:

• Leexi advertises "unlimited" meetings under fair use on its AI-Meeting and Business plans. The threshold of this fair use is not published;
• Otter Business advertises unlimited meetings. The question assistant remains capped at 200 queries per month, and the tool at 3 simultaneous meetings;
• Fireflies makes the unlimited transcription of its free plan conditional on automatic transcription.

Licenses you need to hold first

Another cost to take into account: in some cases, the note-taking tool comes on top of a license you must already have.

• Microsoft: Teams Premium and Copilot are added to a Microsoft 365 license that includes Teams;
• Google: note-taking requires the meeting organizer to have the Business Standard plan or higher.

Paying monthly or annually

The gap can become significant when you multiply the price across a whole team.

Granola does not offer annual billing outside an Enterprise contract.

At Leexi, switching from a monthly to an annual subscription is done through support, which issues an invoice for all the licenses.

Microsoft 365 and Google Workspace: what the license you already pay for covers

It is a question that often comes up in demos: why pay for an additional tool if the company already pays for Microsoft 365 or Google Workspace?

A university manager puts it this way: "the university is under a Copilot license. And so, I could choose the easy option."

What these licenses cover, according to the documentation of the two vendors:

• Microsoft: Teams meetings and calls, and in-person meetings in rooms equipped with Teams Rooms. Copilot does not work in meetings hosted by another organization. A single language per meeting. The intelligent recap help page lists 25 languages, and states elsewhere that AI notes concern meetings "transcribed in English";
• Google: Google Meet meetings only, in 8 languages including French, one language per meeting. In-person note-taking works from a computer, on meet.google.com. Notes are saved in a Google Doc.

A Leexi customer wrote to support that the price of a dedicated tool seemed too high to them "now that the features are available straight in Google/Teams".

A dedicated tool becomes worthwhile mainly when your meetings run across several video conferencing platforms, mix several languages, or when you expect a summary adapted to each type of meeting.

A customer described it to us as avoiding "the Copilot effect, which is really disappointing because you get something very generic".

The tools, one by one

Leexi

• Entry price: €12 excl. VAT per license per month, billed annually (Starter)
• Free plan: none, 7-day trial
• Hosting: France (AWS), Scaleway as an option

Leexi sells three plans: Starter at €12 excl. VAT, AI-Meeting at €23 excl. VAT and Business at €39 excl. VAT, billed annually.

Sending to the CRM (Salesforce, HubSpot, Pipedrive, Dynamics and others) is reserved for the Business plan.

Three modules can be added to any plan: Governance for SSO and audit, Coach for sales call analysis, Scaleway to change hosting provider.

Fireflies

• Entry price: ≈ €8.91 ($10) per seat per month, billed annually (Pro)
• Free plan: yes, 3 meetings without automatic transcription
• Hosting: United States by default

Fireflies opens the CRM to the whole team from its Pro plan. Otter does so too on Pro, but for a single user.

Fireflies' AI features rely on credits shared by the team, sold as extras beyond those included.

Otter

• Entry price: ≈ €7.42 ($8.33) per user per month, billed annually (Pro)
• Free plan: 300 minutes per month, 30 minutes per conversation
• Hosting: not publicly documented

Otter has the lowest entry price in this comparison.

The Pro plan limits use to 1,200 minutes per month and to 90 minutes per meeting. Additional minutes cannot be purchased: you have to change plan.

The Business plan card advertises unlimited file imports. The table on the same page and the help center cap them at 6,000 minutes per month.

Fathom

• Entry price: ≈ €13.36 ($15) per user per month, billed annually (Team, 2 users minimum)
• Free plan: unlimited recordings, 5 advanced summaries per month
• Hosting: United States

Fathom's free plan records and stores Zoom, Google Meet and Teams meetings with no limit on number.

Fathom does not transcribe imported files, whatever the plan.

The page advertises an annual saving of "25 % and more". The calculation on the displayed prices gives 20 to 26 % depending on the plan.

Granola

• Entry price: ≈ €12.47 ($14) per user per month (Business), monthly only
• Free plan: 30 days of history
• Hosting: United States, with no European option

Granola captures the computer's audio, with no bot joining the meeting.

Its free plan already includes the question assistant and custom note templates.

Its data is hosted in the United States. The help center states it: "We do not offer EU, UK, or other regional data residency at this time."

SSO, presented without conditions on the pricing cards, requires 50 users according to the FAQ on the same page.

Read AI

• Entry price: ≈ €13.36 ($15) per user per month, billed annually (Pro)
• Free plan: 5 meetings per month, 1 hour maximum
• Hosting: United States (Virginia)

Read AI opens the CRM from the Pro plan and the question assistant from the free plan.

SSO requires the Enterprise+ offer and at least 5 licenses.

The page advertises a 25 % discount on annual billing. Depending on the plan, the actual gap between the two displayed rates is 24 to 25 %.

One card advertises more than 20 languages, the table on the same page advertises more than 16.

Microsoft 365 Copilot and Teams Premium

• Entry price: €8.70 excl. VAT per user per month (Teams Premium), Copilot Business at €18.20 excl. VAT
• Free plan: Copilot Chat, without meeting notes
• Hosting: not checked in this comparison

Teams Premium adds intelligent recap: AI-generated notes and tasks, chapters.

Copilot adds an assistant during and after the meeting.

Copilot Business is offered at €15.60 excl. VAT until 31 December 2026, for existing Microsoft 365 customers and for the first year only.

Gemini in Google Workspace

• Entry price: €13.60 per user per month, billed annually (Business Standard)
• Free plan: none
• Hosting: not checked in this comparison

The "Take notes for me" note-taking feature is included in Workspace from Business Standard. It is not in Business Starter.

The choice of summary sections, such as decisions, is available to everyone in English and in beta for French-speaking users.

What the billing requests we receive show

Beyond public prices, the requests received by support also show a few points to know before rolling the tool out to a team.

Adding a user can create an invoice. A user added without "Guest" status receives a paid license, and the invoice goes out immediately.

A workspace does not mix two license types. To give Starter to some colleagues and AI-Meeting to others, you must either align everyone on the same plan or use two workspaces.

Cancellation is done from the settings, in the billing section, by going through the change of payment method.

Which offer for your situation

So there is no tool that is cheaper in absolute terms. The right choice depends above all on how your team works.

• all your meetings take place in Teams and you have Microsoft 365: Teams Premium or Copilot;
• all your meetings take place in Google Meet and you have Workspace Business Standard: Gemini note-taking, already included;
• you want to test on a small volume, without a credit card: the free plans of Otter, Fathom, Read AI or Granola, with their limits;
• you want the CRM at the lowest price: Fireflies Pro or Read AI Pro;
• your meetings go through several video conferencing tools and in-person meetings, and your data must stay in France: Leexi, on AI-Meeting or on Business for the CRM.

Frequently asked questions

How much does an AI note-taking tool cost for a team of 10 people?

The cost depends above all on the plan that gives access to the features your team needs, and not only on the entry price.

For 10 users with sending to the CRM, billed annually, the prices of 3 October 2026 come to about €89 per month at Fireflies Pro, €134 at Read AI Pro and €390 excl. VAT at Leexi Business.

Add the AI credits at Fireflies, and the price of SSO if you need it.

Are Copilot or Gemini enough if our company already pays for Microsoft 365 or Google Workspace?

Yes, if all your meetings take place in Teams or in Google Meet, in a single language.

Copilot does not cover meetings hosted by another organization, and Gemini only covers Meet.

Each therefore works in its own video conferencing tool, with one language per meeting: meetings on Zoom, Teams and Meet at the same time, or bilingual ones, fall outside their scope.

Is a free plan enough for a team?

Rarely beyond a test.

Free plans limit the number of meetings (5 at Read AI), the accessible duration (30 minutes per conversation at Otter), the history (30 days at Granola) or the summaries (5 per month at Fathom).

None includes SSO.

What is an AI credit, and which tools charge for them?

An AI credit is a unit consumed each time an AI feature is used, such as a question asked about a meeting or the filling of a CRM field.

Fireflies works this way: the included credits are shared by the whole team, and additional credits cost from $5 to $600 per month.

Where is data hosted depending on the tool chosen?

Fathom, Granola and Read AI host data in the United States, and Granola offers no European option.

Fireflies hosts in the United States by default and reserves the choice of region for its Enterprise offer.

Leexi hosts data in France, with Scaleway as an option.

Otter does not publicly document its storage region.

Is it better to pay monthly or annually?

Annual billing costs 16 % to 51 % less depending on the tool.

Granola only offers annual billing under an Enterprise contract, and Fireflies sells its Enterprise offer on an annual basis only.

Does Leexi offer a free plan?

Leexi offers a 7-day trial, then three plans: Starter at €12 excl. VAT per license per month billed annually, AI-Meeting at €23 excl. VAT and Business at €39 excl. VAT.

The Starter plan covers 20 hours of calls per month for up to 5 licenses.

Sources

Prices and conditions checked on 3 October 2026 on the vendors' official pages. Prices and offers change: check them on the vendor's page before any purchase.

• Leexi: leexi.ai/en/pricing, docs.leexi.ai (plans, modules, limits)
• Fireflies: fireflies.ai/pricing, guide.fireflies.ai (plans, AI credits, free plan, trial, data storage)
• Otter: otter.ai/pricing, otter.ai/business, help.otter.ai (free plan, trial, API, SSO)
• Fathom: fathom.ai/pricing, help.fathom.video (plans, Ask Fathom, storage in the United States, imports)
• Granola: granola.ai/pricing, docs.granola.ai (subscriptions, SSO, security and data)
• Read AI: read.ai/pricing, support.read.ai (paid plans, free plan, trial, data region)
• Microsoft: microsoft.com/fr-fr/microsoft-365-copilot/pricing, microsoft.com/fr-fr/microsoft-teams/premium, learn.microsoft.com (intelligent recap, Facilitator), support.microsoft.com (languages)
• Google: workspace.google.com/intl/fr/pricing, support.google.com/meet (Take notes for me, in-person meetings)
• Exchange rate: European Central Bank, reference rate of 2 October 2026, €1 = $1.1225

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