Notta Business ($16.67 per seat a month, billed $199.99 a year) is the AI note taker we would start a project team on: it records online meetings with or without a bot, captures bot-free audio from 40+ desktop apps, works on mobile and the Memo recorder for in-person sessions, and its Brain feature compares decisions and action items across a whole folder of recurring meetings. Choose Fellow Business ($15 per user a month, billed yearly) if your action items need due dates, multiple assignees and direct sync with your project tool, and Sembly Pro ($20 per user a month, yearly) if you want risks, issues and change requests logged automatically. If all your meetings happen on one platform and plain summaries are enough, the AI built into Teams, Meet or Zoom may do — we cover that below. Prices checked 29 October 2026.
01 — Best overall for project meetings
Notta
| Price | Business: $16.67 per seat a month, billed $199.99 a year (Pro: $8.17 per month, billed $97.99 a year) |
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Notta is the only pick that captures every kind of project conversation in one place: online meetings with or without a bot, bot-free system audio from 40+ desktop apps via Notta Desktop, calls on the mobile app, and in-person meetings via the Memo recorder. For recurring stand-ups and steering meetings, Notta's Brain summarises progress, risks and action items across a whole folder of meetings, so decisions stay comparable week to week instead of scattered across separate summaries. Action items feed into ClickUp natively, or into Jira, Asana and other tools via Zapier.
Choose it if: Your project work mixes online calls, desktop apps, phone and in-person meetings, and you want one searchable history with decisions you can compare across meetings.
02 — Best for action items and project-tool sync
Fellow
| Price | Business: $15 per user a month, billed yearly ($23 monthly) |
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Fellow scored 5/5 in calendar auto-join testing, with bot and bot-free modes, custom rules and admin policies. Its action items are the deepest of any pick here, with due dates and multiple assignees, and they push into project-management tools from the Team plan up. An MCP server adds scriptable access for teams that want to build their own workflows.
Choose it if: Every action item needs an owner, a due date and a home in the project tool, and your meetings are almost all online.
03 — Best for risk and issue logs
Sembly AI
| Price | Pro: $20 per user a month, billed yearly ($29 monthly) |
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Sembly is the only tool in our research that produces risks, issues, RAID logs and change-request tracking automatically, without a prompt, from the Pro plan up. Its multi-meeting chat lets a steering group ask questions across a series of meetings, which suits governance-heavy projects.
Choose it if: You run steering meetings or regulated projects and need a running risk and issue log maintained for you.
04 — Best for Asana, Jira and Trello sync on a budget
Fireflies.ai
| Price | Pro: $10 per seat a month, billed yearly ($18 monthly) |
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Fireflies creates tasks with owners and lists Asana, Trello and Jira integrations, with cross-meeting search included. The trade-off is the bot: it needs the host to admit it, and it scored 4/5 in auto-join testing.
Choose it if: You want the cheapest credible path from meeting to task in Asana, Trello or Jira.
05 — Best for weekly recaps across meetings, email and chat
Read AI
| Price | Pro: $15 per user a month, billed yearly ($19.75 monthly) |
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Ask Read searches across meetings, email and messages on all plans, and its Monday Briefing and End of Week recaps roll a week of project meetings into one update. Jira and Confluence integrations arrive on Pro and above. It scored 2/5 on the 'summarize a meeting folder' check, so we would rely on its recaps rather than its folder-level summaries.
Choose it if: Your stakeholders want one weekly digest of everything that happened across meetings, email and chat.
How we chose
This is a researched guide, not a lab test. Features, plans and prices come from vendor pages checked on 29 October 2026, cross-checked against competitor feature-matrix research (2 September 2026). Where we cite hands-on observations — calendar auto-join behaviour and folder summarisation — they come from manual testing and are credited as such. We weighted four capabilities for project work: separating decisions from discussion, action items with owners, project-management integrations, and a searchable history of recurring meetings. Our overall pick favours the tool that covers the widest range of project conversations while keeping decisions comparable across meetings; tools that go deeper on a single output, such as Fellow's action-item ownership or Sembly's RAID logs, win their own categories below.
What should a project-meeting note taker do besides transcribe?
A transcript is the raw material, not the deliverable. A project-meeting note taker earns its seat licence by doing four things a transcript cannot: separating decisions from discussion, attaching an owner to every action item, keeping a searchable history of recurring meetings, and moving the output into the tool where the work actually lives.
On key points and decisions, the picks are closer than they look. Notta generates key points, decisions and insights; Fellow wraps summaries into agendas; Sembly extracts topics, decisions and risks; Fireflies produces an overview with topics and questions. What differs is what happens next.
Action items are where the tools separate. Fellow is the strongest on ownership: its action items support due dates and multiple assignees. Notta, Fireflies and Otter capture action items and let you assign them, and Notta can output them as tasks for ClickUp. Read AI supports action items but without Fellow's ownership detail.
The path into the project tool matters more than any summary. Fellow offers project-management integrations from its Team plan up, Fireflies lists Asana, Trello and Jira, Read AI adds Jira and Confluence on Pro and above, and Notta integrates natively with ClickUp plus Zapier for everything else. We compare these in detail in the next section.
Source: Competitor research, checked 2 September 2026
Which AI note taker is best for teams that run work in Jira, Asana or ClickUp?
If your team runs work in ClickUp, Notta is the natural fit: action items flow into ClickUp natively, and Zapier covers Jira, Asana and the rest. Because Notta also captures bot-free desktop audio, phone calls and in-person meetings, the tasks in ClickUp can come from every project conversation, not just the scheduled calls a bot can join.
Fellow takes a different route: its project-management integrations, available from the Team plan up, push action items with due dates and multiple assignees into your project tool — the deepest ownership model of any pick. Fireflies lists Asana, Trello and Jira integrations and creates tasks with owners at $10 per seat a month, the cheapest credible option here, though its bot needs the host to admit it. Read AI adds Jira and Confluence on Pro and above, and Otter brings Jira context to its chat.
Whichever tool you choose, check whether tasks are created automatically or need a confirming click — behaviour varies by tool and plan, and it changes how much the integration actually saves you.
Is the AI built into Teams, Meet or Zoom good enough for project meetings?
For a team whose meetings all happen on one platform, the built-in AI is worth a look before you add another vendor. Gemini's 'Take notes for me' in Google Meet saves notes to the organiser's Drive and handles one language per meeting, and Google recommends it for meetings of 15 minutes to 8 hours. Microsoft 365 Copilot and Zoom AI add meeting summaries inside tools you already pay for.
The limits are ownership and history. Built-in summaries do not assign owners, do not maintain a risk log, and do not compare decisions across a series of meetings — the three things a project team actually goes back to. Pricing is also less predictable: our feature matrix lists the Copilot Business add-on at $18 per user a month on promo ($21 standard) and Gemini in Meet from Workspace Business Standard at $14 per user a month, both unverified as of 29 October 2026.
We cover the full trade-off in our guide to built-in meeting summaries versus dedicated tools.
Can the note taker work without a bot joining the call?
Often the deciding factor for project teams is the room: a participant list that suddenly includes a notetaker bot changes how clients and executives speak. Fellow, Granola, Krisp, Notta Desktop, Otter and MeetGeek all offer bot-free capture, and Fathom's bot-free mode is a Mac beta.
Notta Desktop is the broadest of these: it captures system audio from 40+ apps without any bot joining, which covers Slack huddles, browser-based tools and desktop clients that bots cannot reach. Combined with Notta's bot mode for scheduled calls, the same history covers both kinds of meeting.
Our full comparison of bot-free note takers, including the tools that only work this way, is in our bot-free roundup.
What does a project team pay per seat?
Team-plan prices, checked 29 October 2026. Per-seat pricing is only part of the cost — caps, minimums and what counts as a meeting matter more at team scale, which we cover in our guide to the real team cost of AI meeting tools.
Watch the caps. Fellow's Team plan looks cheap at $7 per user a month but caps AI notes at 10 per user per month; its Business plan at $15 is unlimited. Notta's paid plans cap recordings at 5 hours each, and the Free plan caps each conversation at 3 minutes (120 minutes a month). Otter's Pro plan caps meetings at 90 minutes.
Source: Vendor pricing pages, checked 29 October 2026
Frequently asked questions
What is the best free AI note taker for project meetings?
Free plans are too capped for most project work: Notta's Free plan caps each conversation at 3 minutes (120 minutes a month), and Fellow's Team plan caps AI notes at 10 per user per month. The cheapest full-length entry points among our picks are Notta Pro at $8.17 per user a month (billed yearly) and Fireflies Pro at $10.
Can an AI note taker create tasks in Jira or Asana automatically?
Yes, with caveats. Fireflies lists Asana, Trello and Jira integrations and creates tasks with owners; Fellow pushes action items into project-management tools from its Team plan; Read AI adds Jira and Confluence on Pro and above. Notta integrates natively with ClickUp and reaches Jira, Asana and other tools through Zapier. Check whether tasks are created automatically or need a confirming click — behaviour varies by tool and plan.
Do AI note takers work for in-person project meetings?
Some do. Notta is the strongest option here: its mobile app records in-person meetings, and the Memo recorder captures room audio for transcription. Most bot-based tools, including Sembly and Fireflies, only capture online meetings. We review the Memo recorder in full separately.
Is Microsoft Copilot or Gemini enough for project meeting notes?
For plain summaries on a single platform, often yes — Gemini's 'Take notes for me' saves notes to the organiser's Drive and handles one language per meeting. For owned action items, risk logs and cross-meeting history, a dedicated tool does more. See our full comparison of built-in versus dedicated tools.
How do I keep notes from a recurring project meeting in one place?
Use a tool that treats meetings as a series, not one-off files. Notta's folders plus Brain let you summarise progress, risks and action items across every meeting in a folder; Sembly's multi-meeting chat answers questions across a series; Read AI's Ask Read searches meetings, email and messages together. For search-focused workflows, see our picks for searching past meetings.