23.10.2025
15 min
Best Transcription Software for Meetings in 2025
By Rodoshi
Growth Content Editor
By the time you’re looking up the best transcription software for meetings, you’ve probably had a few rough experiences already.
The tool that swore it was “AI-accurate” left you fixing typos for hours. Another tool may be dumped a wall of plain text with zero context.
I get that. Been there too!!
All you need is just one tool you can rely on.
Something that captures conversations the way they actually happened, keeps sensitive calls private, and fits into your team’s workflow without becoming extra work.
That’s what this guide is here for.
I've put together the best transcription software for meetings in 2025: the ones that get the basics right, handle the details you care about, and actually make your day easier.
TL;DR
- Most AI transcription tools still require heavy cleanup; the best ones now focus on trustworthy transcripts, smart summaries, and airtight security.
- Key factors to look for: bot-free recording, high transcription accuracy, AI-generated summaries, GDPR-compliant data handling, and seamless integrations.
- Jamie leads for its bot-free experience, privacy-first design, and multilingual accuracy, making it the most reliable all-round tool for professionals and teams.
- Gemini, Gong, HappyScribe, Fireflies, Fathom, Sembly, Grain, tl;dv, and Notta each serve distinct needs; from sales intelligence to multilingual transcription or free-tier accessibility.
- Bottom line: Pick a transcription software that fits into your workflow without adding work. For most teams, Jamie strikes the ideal balance between accuracy, privacy, and automation.
Factors to look for in the Best Transcription Software for Meetings in 2025
a. Bot-free recording
If you’re in sales or client-facing roles, the last thing you want is a mystery “Notetaker Bot” popping into the call.
Some teams don’t care, but many clients notice; and not in a good way!
Bot-free tools keep things invisible, so you get the notes without the awkward questions.
b. Transcripts you can actually trust
Plenty of tools will turn your meetings into text. But only a few will give you transcripts you don’t have to fix.
Accuracy means catching speakers correctly, handling accents, and not butchering industry terms.
The best tools minimize the time you spend correcting mistakes. Because if you’re still editing for an hour afterward, you might as well have typed it yourself.
c. Summaries that do the heavy lifting
Nobody wants to dig through 20 pages just to find who’s sending the follow-up.
A solid tool doesn’t just dump transcripts; it highlights decisions, tasks, and key moments.
That’s the real difference between a basic transcription app and an actual meeting assistant.
d. Security that passes the compliance test
This one gets overlooked until it’s too late. Meetings often include strategy, financials, or client data.
If your software can’t answer “where is this stored?” or “who has access?”, compliance will block it.
Look for proper encryption, clear data policies, and GDPR or SOC 2 compliance.
e. Sharing and integrations that don’t add friction
Even the most accurate notes are useless if they’re stuck in a silo.
Good tools push transcripts and summaries directly into your CRM, Slack, email, or wherever your team already works.
What Are the Best Transcription Software for Meetings?
Based on my research and experience, the best transcription software for meetings are:
- Jamie: Best for founders and busy professionals who want accurate, secure, bot-free meeting transcription and notes in 100+ languages
- Gemini: Best for Google Workspace users who want real-time transcription and summaries directly inside Google Meet
- Gong: Best for enterprise B2B sales teams looking for deep revenue intelligence and pipeline insights
- HappyScribe: Best for multilingual teams or content creators who need transcription, subtitles, and translation with optional human proofreading
- Fireflies: Best for sales and customer success teams that want searchable transcripts, conversation intelligence, and meeting analytics
- Fathom: Best for small teams and individuals who want a generous free plan
- Sembly: Best for project teams that need structured insights like tasks, decisions, and risks
- Grain: Best for customer-facing teams who want to turn meetings into shareable clips, CRM-ready insights, and branded highlights
- Tl;dv: Best for sales and project teams that need searchable clips, multilingual transcription, and built-in coaching tools
- Notta: Best for global teams and professionals who need accurate real-time transcription, translations, and flexible export options
Before we proceed, here's what one of our amazing users says about Jamie:
Now, let's go over each tool in detail.
1. Jamie
Best for: Accurate, secure, bot-free meeting transcription and notes in 100+ languages
Check out how to use Jamie from the interactive demo below 👇
Jamie is a bot-free AI meeting assistant that captures your conversations, whether online or in person, and instantly transforms them into clear summaries with key points, action items, and full transcripts.
Built for founders, consultants, sales professionals, investors, and busy teams, Jamie helps you stay fully present in the discussion instead of worrying about jotting things down or remembering every detail.
Here's how you can make your meetings more productive with Jamie:
Take AI meeting notes without bots joining your calls
Jamie records your meetings without adding bots or extra participants.
Just open the desktop app on Mac or Windows, hit Record, and you’re set.
When the meeting ends, Jamie’s AI delivers a clean, structured summary in minutes.
It works with any platform: Zoom, Google Meet, Teams, or even in-person conversations.
Automatically capture tasks and decisions
Never let action items slip through the cracks.
As your meeting unfolds, Jamie’s AI detects to-dos and decisions, then highlights them in your notes.
You’ll get a clear, organized list of tasks, owners, and checkboxes right after the meeting ends.
Need context? Click any task to jump straight to that moment in the transcript.
You can also add new tasks instantly with a simple “/” command.
Get an instant transcript of every meeting
Every meeting comes with a full, accurate transcript, alongside your summary.
You can edit minor errors, search for exact quotes, or surface key phrases in seconds.
Jamie helps you build a searchable knowledge base of every meeting your team’s ever had!
Transcribe and summarize meetings in 100+ languages
Jamie ensures that language barriers don't slow down your meetings.
It automatically detects the language being spoken, transcribes your meeting, and creates summaries in the same language (or translates them into English if you prefer).
From English and Spanish to Japanese and over a hundred others, Jamie captures every accent and nuance with accuracy.
Organize meeting notes with tags and filters
Keep your meeting history tidy with tags.
Add labels like #Marketing or #Q4Strategy to any summary, and later filter by tag to instantly pull up everything related.
Because notes can have multiple tags, you’re never stuck with rigid folders. Enjoy flexible organization that makes sense for your workflow.
Send notes straight to your favorite tools
Jamie connects with the apps that are already a part of your tech stack.
It syncs with Google Calendar or Outlook to remind you to record, and exports notes into HubSpot, Notion, OneNote, or Google Docs in a click.
Jamie fits right into your workflow so your meeting documentation is always where you need it!
Keep your meeting data secure and private
Jamie is designed with privacy at its core.
All recordings are encrypted, processed on secure servers in Frankfurt, and automatically deleted once your notes and transcripts are ready.
Only your text notes stay in your account, and you can delete them anytime.
Your data is never used to train external models. While Jamie partners with providers like OpenAI and Anthropic for processing, your information always stays private.
Regular security audits and full GDPR compliance keep your conversations safe and confidential.
Ask AI for instant meeting insights
Need to recall what was decided in last week’s launch meeting? Just ask.
Jamie’s Ask AI feature lets you chat with your meeting history to surface decisions, action items, or context from any discussion.
It can summarize multiple meetings, highlight key outcomes, or find the exact moment you’re looking for, whether it’s from yesterday or a month ago.
Jamie's pricing
FREE Plan (€0/month)
- 10 meeting credits per month
- 30-minute meeting duration limit
- AI-generated meeting notes
- Automatic action item extraction
- Complete meeting transcripts
- Speaker identification
- Calendar integration (Google & Outlook)
- Tag system
- Task management
- Advanced text editing
- Copy-paste integration
- Team workspace sharing
- No meeting bots required
- 100+ languages support
PLUS Plan (€25/month)
- 20 meeting credits per month
- 2-hour meeting duration limit
- Includes everything in FREE plan
PRO Plan (€47/month)
- Unlimited meeting credits
- 3-hour meeting duration limit
- Includes everything in PLUS plan
Team & Enterprise Plans
- Custom pricing
- Custom solutions
- Contact required for details
Pros
✅ Works with any virtual meeting platform
✅ Can be used for in-person or offline meetings, not just online calls
✅ AI chat makes it easy to quickly find information from past meetings
✅ Built-in reminders help you remember to start recording
✅ Available as a desktop app for Mac and Windows, and as a mobile app for iOS devices
✅ Generous free plan with all premium features available
Cons
❌ Doesn’t store audio or video files to maintain privacy
❌ No real-time transcription (summaries and transcripts are available a few minutes after the meeting ends)
Keep your meetings secure and private.
Jamie is GDPR compliant, deletes recordings after processing, and doesn't use your data for AI training.
2. Gemini
Best for: Google Workspace users who want real-time transcription and summaries directly inside Google Meet
Source: Google Workspace Updates
Gemini is built directly into Google Meet. It delivers real-time transcription, AI-generated summaries, and smart action suggestions.
If your team already works in Google Workspace, Gemini is a must-try.
Gemini's key features
- Real-time transcription inside Google Meet with speaker labels
- “Take notes for me” creates transcripts, summaries, and action items in Google Docs
- Live captions and translated captions in 60+ languages
- Suggested next steps includes due dates and assignees
Gemini's pricing
Gemini features are available only as add-ons to existing Google Workspace subscriptions; these aren’t standalone tools.
- Gemini Business: $20/user/month (fixed term)
- Gemini Enterprise: $30/user/month (fixed term)
- Flexible plan pricing: $24-$36/user/month
- Workspace base plans: from $6-$18/user/month (Gemini not included by default)
Pros
✅ Works seamlessly inside Google Meet with no setup required
✅ Auto-generates transcripts, summaries, and action items in one Google Doc
✅ Syncs notes back to Drive and attaches them to Calendar events for easy access
Cons
❌ Only works in Google Meet; no support for Zoom, Teams, or other platforms
❌ Accuracy and summaries can be hit-or-miss with complex discussions or jargon
3. Gong
Best for: enterprise B2B sales teams looking for deep revenue intelligence and pipeline insights
Source: Gong
Gong isn’t just a notetaker; it’s a full-blown revenue intelligence engine built for B2B sales teams.
It captures conversations and turns them into strategic insights that drive performance and boost your pipeline.
Gong's key features
- Automatically records and transcribes meetings across Zoom, Teams, Meet, VOIP, and email conversations
- AI analyzes calls to surface deal risks, buyer signals, coaching cues, talk patterns, objections, and next steps
- Advanced search across interactions: by keywords, attendees, deal stage, and more
- CRM syncs with Salesforce, HubSpot, etc., pushing transcripts and insights directly into deal records
- Visibility dashboards for deal health, team activity, onboarding acceleration, and messaging patterns
Gong's pricing
Gong doesn’t share its pricing structure publicly. But we did some deep digging and found that Gong has a base price (a.k.a. platform fee) of $5000/year, and it costs around $1400/year per user.
The exact prices vary depending on your team size. You can find more details in our detailed Gong pricing guide.
Pros
✅ Robust call library that becomes a long-term coaching and enablement asset
✅ AI-driven forecasting insights help leaders spot pipeline risks early
✅ Scales institutional knowledge by showing what top reps do differently
Cons
❌ Expensive and opaque pricing model, often requiring six-figure budgets
❌ Steep adoption curve; setup, training, and RevOps support needed before ROI shows
Also read: Gong vs Fathom vs Jamie: Which One is Better in 2025?
4. HappyScribe
Best for: Multilingual teams or content creators who need transcription, subtitles, and translation with optional human proofreading
Source: HappyScribe
HappyScribe makes transcription, subtitling, and translation feel frictionless.
It handles everything from AI-generated transcripts to human-proofread accuracy across a massive range of languages.
HappyScribe's key features
- AI transcription, subtitles, and translation in 100+ languages with speaker detection and timecodes
- Optional human proofreading at 99% accuracy for nuanced or high-stakes content
- Interactive editor lets you sync playbacks, edit text, add timestamps, speaker labels, and export in DOCX, TXT, SRT, and MP4
- Integrates with tools like YouTube, Vimeo, Drive, Dropbox, Slack, Trello, Zapier and API access for custom workflows
HappyScribe's pricing
- Starter: Pay-as-you-go from about $12 per hour (one-off pricing) with a 10-minute free trial
- Lite: $6/month
- Pro: $19/month
- Business: $59/month
- Enterprise: Custom pricing
Pros
✅ Easy to use with minimal setup
✅ Strong multilingual support
✅ AI + human workflows let you choose between speed or precision
Cons
❌ AI transcription accuracy stalls around 85-90%, which means you’ll still invest time cleaning up transcripts
❌ Free trial and Starter tier are very limited
5. Fireflies
Best for: Sales and customer success teams that want searchable transcripts, conversation intelligence, and meeting analytics
Source: Fireflies
Fireflies is a popular AI notetaker that combines transcription with searchable notes and meeting analytics.
Sales and customer success teams often lean on it for features like talk-time tracking, deal insights, and performance trends that go beyond basic note-taking.
Fireflies' key features
- Auto-joins and records meetings across Zoom, Google Meet, Teams, plus handles file uploads and mobile capture
- Real-time transcription, summaries, action items, smart search, AskFred AI assistant
- Supports 100+ languages and offers soundbites, talk-time analytics, and team dashboards
- Integrates with Slack, CRMs, Zapier, API, offers mobile apps and Chrome extension
Fireflies' pricing
- Free
- Pro: $10/user/month
- Business: $19/user/month
- Enterprise: $39/user/month
Pros
✅ The Free tier covers full transcription and integrations, offering flexibility for solo users or small teams
✅ “AskFred” and smart search let you navigate meeting content by keyword, speaker, or highlight
✅ Business plans layer in conversation intelligence and team insights
Cons
❌ The bot needs to join calls, which can feel awkward in client-facing or confidential meetings
❌ Some users report the interface feels cluttered and sluggish, especially when navigating long meeting histories or AI features
Also read: Top 10 Bot-Free Fireflies AI Alternatives
Don't want intrusive bots in your meetings?
Jamie transcribes your computer's audio directly, with no meeting bots joining your call. Available for MacOS and Windows.
6. Fathom
Best for: small teams and individuals who want a generous free plan
Source: Fathom
Fathom is a lightweight AI notetaker that records, transcribes, and summarizes meetings across Zoom, Google Meet, and Microsoft Teams.
It’s best known for its generous free plan and the ability to share key snippets or summaries instantly with your team.
Fathom's key features
- Records and transcribes meetings with searchable transcripts
- AI-generated summaries, action items, and follow-up emails
- “Ask Fathom” assistant to query past meetings
- Create and share clips or playlists from recordings
- Supports 25+ languages for transcription
Fathom's pricing
- Free: $0/month
- Premium: $15/month
- Team Edition: $19/month
- Team Pro: $29/month
Pros
✅ Exceptionally generous free plan compared to most AI notetakers
✅ Lets you create and share clips or playlists; useful for onboarding and reviews
✅ Summaries and follow-up emails keep meetings actionable without extra effort
Cons
❌ Requires a bot to join calls, which can feel awkward in smaller or high-stakes meetings
❌ Lacks a dedicated mobile app, limiting flexibility for on-the-go users
Also read: 10 Fathom AI Alternatives & Competitors in 2025 [Updated April]
7. Sembly
Best for: project teams that need structured insights like tasks, decisions, and risks
Source: Sembly
Sembly is an AI meeting assistant that focuses on turning conversations into structured insights.
Beyond transcription, it highlights tasks, decisions, and risks, making it especially useful for project teams that need more than just raw notes.
Sembly's key features
- Records meetings across Zoom, Teams, Meet, and Webex, plus supports file uploads
- Transcribes in 48+ languages with speaker labeling
- AI meeting notes extract tasks, decisions, and risks automatically
- “Ask Sembly”: chat to query past meetings or generate reports and summaries
- Team analytics and workflow integrations via Zapier, CRMs, and storage tools
Sembly's pricing
- Free
- Professional: $10/month
- Team: $20/month
- Enterprise: Custom pricing
Pros
✅ Creates a searchable meeting database that makes it easy to revisit key moments
✅ AI Chat often outperforms humans in pulling out insights quickly
✅ Simple, intuitive interface with minimal setup needed
Cons
❌ Transcripts can miss details or misrepresent parts of conversations
❌ Long or complex meetings may be split awkwardly into segments
8. Grain
Best for: Customer-facing teams who want to turn meetings into shareable clips, CRM-ready insights, and branded highlights
Source: Grain
Grain captures and highlights the best moments from your meetings, transforming them into searchable clips, AI notes, and CRM-ready insights.
It’s especially useful for teams that depend on shared customer conversations.
Grain's key features
- Auto-generates structured AI meeting summaries with action items and topics
- Supports deep CRM sync with platforms like HubSpot and Salesforce to automate data entry
- Lets you clip highlights during the call and create branded playlists or stories for sharing
- Includes live notepad and custom templates to tailor notes to your meeting types or frameworks (e.g., SPICED, MEDDIC)
Grain's pricing
- Free
- Starter: $15/month
- Business: $29/month
- Enterprise: Custom pricing
Pros
✅ Excellent clip-sharing UX lets teams quickly revisit and distribute important moments
✅ AI follow-up emails and CRM syncs cut down manual documentation significantly
✅ Strong search and organizational tools make it easy to find themes across many meetings
Cons
❌ Free tier is limited to 20 meetings; power users need to upgrade sooner
❌ Lacks deeper analytics and coaching capabilities compared to tools like Gong
9. tl;dv
Source: tl;dv
Best for: Sales and project teams that need searchable clips, multilingual transcription, and built-in coaching tools
tl;dv records, transcribes, and summarizes conversations across platforms, then turns them into searchable clips, highlights, and coaching insights.
It’s ideal for sales and project teams that want quick access to key moments and actionable insights.
tl;dv's key features
- Records meetings automatically on Zoom, Google Meet, and Teams, capturing video, audio, and slides in high quality
- Supports transcription and summaries in 30+ languages with over 90% accuracy
- Lets you create clip highlights and shareable reels, with smart topic tagging and jump-to-timestamp search
- Built-in features for sales coaching: AI tracks playbook adherence, flags objections, and auto-generates follow-ups
tl;dv's pricing
- Free Forever
- Pro: $18/month
- Business: $59/month
- Enterprise: Custom pricing
For more details, check our tl;dv pricing guide.
Pros
✅ Free tier is notably generous; offers unlimited recording and core AI summaries
✅ Seamless multilingual support and transcription accuracy make it suitable for global teams
✅ Built-in coaching tools like objection tracking and playbook analytics give sales leaders tangible metrics
Cons
❌ Transcripts can’t be edited in-platform
❌ UI inconsistencies can frustrate users
10. Notta
Best for: Global teams and professionals who need accurate real-time transcription, translations, and flexible export options
Source: Notta
Notta transcribes meetings in real time across Zoom, Teams, Meet, and Webex, with translation in multiple languages for global teams.
You can upload pre-recorded audio, video, and lectures to get quick and accurate notes.
Notta's key features
- Real-time transcription for live meetings and uploaded audio files, with support for 58+ languages, plus translation into 40+ languages
- Auto-join “Notta Bot” syncs with your calendar (Zoom, Meet, Teams, Webex) so meetings are captured without manual setup
- Export transcripts in formats like TXT, DOCX, PDF, SRT, and XLSX, with a clean editing interface and global search
- Speaker detection, AI-powered summaries, and custom vocabulary enhance transcription relevance
Notta's pricing
- Free
- Pro: $8.17/month
- Business: $16.67/month
- Enterprise: Custom pricing
Pros
✅ Accurate transcription, even in meetings with technical terms
✅ Clean and intuitive interface: easy to set up, edit, and collaborate on meeting notes
✅ Robust export and sharing options let teams distribute transcripts seamlessly across workflows
Cons
❌ Free tier is limited; just 3 minutes per clip and 120 minutes per month make it difficult for real testing
❌ Some users report occasional transcription errors, especially with accents or overlapping voices
Also read: Top 10 Notta Alternatives for Enterprise [2025]
Stop Fixing Transcripts. Let Jamie Handle Them for You!
What really separates these tools is the way they transform conversations into value.
Some extract sales signals, some make global collaboration easier with translations, and some only provide a raw record of what was said.
The real win is finding one that quietly does the job every time: capturing meetings accurately, surfacing what matters, and fitting into your workflow without extra effort.
That’s where Jamie stands out. It works on any platform, doesn’t need a bot to join your calls, and delivers summaries, transcripts, and action items in minutes.
For teams that care about accuracy, security, and staying fully engaged in the discussion, Jamie is the smartest way to take notes.
👉 Give Jamie a try and see how much smoother your meetings feel when the documentation just takes care of itself.
Download Jamie for free on desktop or get the iOS app!
Or if you’d like to see the tool in action before making a move, book a free demo.
Stay focused on conversations, online or offline.
Jamie provides high-quality transcripts in 100+ languages, extract tasks and decisions, and pulls up insights from past meetings.
Read More
- Top 10 Bot-Free Notetakers for Microsoft Teams [2025]
- Best 10 Transcription Software for Chromebook [2025]
- 10 Best AI Meeting Assistants for Sales [2025]
- Best 5 AI Transcription Tools in Europe [2025]
- 10 Best Bot-Free AI Meeting Assistants (2025)
- Best AI-Powered & Automated Transcription Tools in 2025
FAQs
1. What is transcription software for meetings?
Transcription software for meetings converts your meeting audio or video files into text. Modern AI meeting assistants automatically capture virtual meetings on Google Meet or Microsoft Teams and generate accurate transcripts with key points and meeting summaries.
2. How is AI transcription different from human transcription?
AI meeting tools use automatic transcription for speed and cost efficiency, while human transcription services provide higher accuracy for technical jargon or multiple speakers. Many platforms, like HappyScribe, offer both AI and human transcription options.
3. Can I use a meeting transcription app for in-person or online meetings?
Yes. Some meeting transcription apps record in-person meetings and online meetings alike. Tools like Jamie work with any video conferencing platform and also offline, letting you transcribe meetings and generate detailed notes and searchable transcripts.
4. What makes a good meeting transcription tool?
The best meeting transcription tools offer high accuracy, speaker identification, automated summaries, and a user-friendly interface. Look for generous free plans, collaborative features, and integrations with Google Calendar or other collaboration tools, like Jamie offers.
5. Can I transcribe past meetings or uploaded files?
Yes. Meeting transcription software like Fireflies and HappyScribe let you upload audio and video files from past meetings for automatic transcription. You’ll get time-stamped comments, key takeaways, and valuable insights to share with your team.
6. Are AI meeting transcription services secure?
Top AI meeting agents use encryption and GDPR-compliant storage to protect your meeting transcripts. Unlike generic transcription apps, tools like Jamie delete raw data after processing, keeping meeting notes private and secure.
Rodoshi Das is a Growth Content Editor at Jamie. With a marketer’s mindset and a researcher’s curiosity, she crafts product-led B2B SaaS content that drives results. When she’s not brainstorming strategies, you’ll find her lost in her books, rewatching The Office for the hundredth time, or planning her itinerary for a trip to the mountains.
