A notetaker joins your call, writes a transcript and sends a summary with action items. For someone on calls all day, that can be useful.
The catch is that your meeting software may already do it. If you're on paid Zoom, AI Companion can summarize meetings once an admin turns it on. If you're on Google Workspace Business Standard or higher, Meet can write the notes into a Google Doc and email it to the organizer. Business Starter doesn't include it (Google admin help). Microsoft Teams is a Copilot question, which issue 2 covered.
The math for a 25-person business: Otter Business for everyone is 25 × $19.99 × 12 = $5,997 a year. For the 5 people who are on calls most, it's $1,199.40.
A standalone tool earns its place when your people meet across Zoom, Meet and Teams with outside parties, or when they need notes pushed into a CRM. Otter lists Salesforce and HubSpot integrations (Otter pricing).
Before you buy, check
- What's already switched on. Ask whoever runs your Zoom or Google admin whether AI notes are on, and who receives them.
- Your rule on recording. Consent rules for recording calls differ by state. This isn't legal advice. Ask your attorney what applies before notes run on customer calls.
- Who sees the summaries. Zoom lets admins choose whether summaries go to the host, internal attendees or everyone invited. Pick the setting before you turn notes on for customer calls.
When you're ready to write the rule down, use the policy template and the customize prompt.