If you meet clients on their own Zoom, Teams or Meet, the last thing you want is a stranger called "Notetaker" appearing in the participant list. Our pick for client calls is Notta: its desktop capture means nothing joins the client's meeting, Privacy Mode keeps the audio on your computer while it transcribes, and at $8.17 a month on Pro it is among the most affordable paid picks here. Granola ($14 per user a month on Business) is the strongest alternative if you want a tool that stores no audio at all, and Fireflies Desktop ($10 a month on Pro) if you want the tool to announce itself for you. This guide covers what the client actually sees on screen, how to disclose and get consent, whether it works when the client hosts the meeting, and what happens to the client's words after the call.
01 — Best overall for client calls
Notta
| Price | Pro $8.17/mo billed annually; Business $16.67 |
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Notta is the bot-free note taker we would use on client calls. Its desktop capture records your computer's audio, so nothing appears in the client's participant list, no chat notice is posted, and no audio prompt plays — the client sees a normal meeting. When a client's data rules are strict, Privacy Mode transcribes locally and keeps the audio on your computer rather than uploading it. And because some clients prefer a visible notetaker, Notta also offers a bot you can send when the client wants one, so you are not locked into one capture style when client preferences differ. At $8.17 a month on Pro it is also among the most affordable paid picks, and Enterprise plans add a no-data-training commitment.
Pros
- Nothing joins the client's meeting: no participant entry, chat notice or audio prompt
- Privacy Mode transcribes locally and keeps audio on your computer (beta)
- A bot is available for clients who prefer a visible, shared notetaker
- Among the lowest prices of the paid picks: Pro at $8.17/mo billed annually
- Enterprise plans: no data training
Cons
- Privacy Mode is in beta; consent workflow details were not confirmed at time of writing
- Speaker labelling in Privacy Mode should be checked on your account before you rely on it for attribution
Choose it if: Consultants, account managers and agencies who want invisible capture by default, local audio when clients demand it, and the option of a bot when a client prefers one.
02 — Best for polished notes with no audio stored
Granola
| Price | Business $14/user/mo; Enterprise $35 |
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Granola keeps no audio after transcribing, notes are not sent to attendees automatically, and it produces some of the most polished meeting notes of any bot-free tool. It needs a manual click to start recording. One caveat for client work: The Verge reported on 2 April 2026 that shared links were viewable by anyone with the link by default, so check that setting before sharing notes with a client. On Basic and Business, anonymised data may train Granola's models unless you opt out per user; the opt-out is workspace-wide on Enterprise.
Pros
- No audio stored after transcription
- Notes are not sent to attendees automatically
- Training opt-out available per user (workspace-wide on Enterprise)
Cons
- Shared links reported viewable by anyone with the link by default — check before sharing
- Needs a manual click to start
- More expensive than Notta: Business at $14/user/mo
Choose it if: Client-facing professionals who want clean, shareable notes and no stored audio, and who will check the link-sharing default first.
03 — Best for automatic disclosure
Fireflies Desktop
| Price | Pro $10; Business $19 annual, per seat |
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Fireflies Desktop is the pick when you want the tool to handle disclosure for you: it auto-plays a consent message by default and, on Mac, posts a chat notice, so the client hears and sees that recording is happening without you having to say it. An optional "AI Taking Notes" camera watermark adds a visible cue. The trade-off is generic speaker labels in desktop mode, and it is the only pick here that makes itself heard by default. Fireflies offers zero data retention and no AI training.
Pros
- Auto-plays a consent message and posts a chat notice (Mac) by default
- Optional "AI Taking Notes" camera watermark
- Zero data retention / no AI training
Cons
- Generic speaker labels in desktop mode
- The consent audio makes it the least invisible pick here
Choose it if: Anyone who wants consent handled automatically rather than relying on their own disclosure.
04 — Best free option (Mac)
Fathom
| Price | Free; Premium $16 annual |
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Fathom's bot-free mode on Mac is in beta, but it is the only free pick here, and unlike Fireflies Desktop and Read AI's local mode it keeps speaker attribution — useful for who-said-what in client notes. A capture-mode indicator shows recording is happening, and the banner can be disabled on paid tiers. As Fathom itself puts it: remove the bot notification, not the disclosure obligation. De-identified data may be used to improve Fathom's models.
Pros
- Free plan available
- Keeps speaker attribution in bot-free mode
- Capture-mode indicator; banner can be disabled on paid tiers
Cons
- Bot-free mode is Mac-only and in beta
- De-identified data may be used to improve Fathom's models
Choose it if: Mac users who want a free bot-free note taker that keeps speaker names.
05 — Best for teams with recording policies
Fellow
| Price | Team $7 / Business $15 annual |
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Fellow offers both bot and botless modes with granular organisation-level recording permissions and pause/resume controls, which suits agencies that need to govern who can record which client meetings. Its data is not used for training, and the Business plan lists SSO and HIPAA/BAA. It is a stronger fit for managed team workflows than for a solo consultant who just wants invisible capture.
Pros
- Granular org recording permissions with pause/resume
- Data not used to train
- SSO and HIPAA/BAA listed on Business
Cons
- Heavier than needed for solo client calls
- Botless mode is one of two capture modes rather than the default workflow
Choose it if: Agencies and teams that need central control over who records which client calls.
How we chose
We compared vendor pages (checked 29 October 2026), competitor research (2 September 2026), and our own trials on a client-hosted test call, joining from a separate account to see exactly what the client sees.
We compared:
- What the client sees: participant list, chat, audio prompts and camera
- Consent and disclosure features, including automatic consent messaging
- What happens to the client's words: stored audio, AI training defaults and retention controls
- Whether the tool works when the client hosts the meeting on their own Zoom, Teams or Meet
- Price per user for the plan a client-facing professional would actually need
What does the client see when you use a bot-free note taker?
With Notta Desktop, Granola, Krisp or Fathom's bot-free mode, nothing appears in the participant list, nothing is posted to the chat, and no audio prompt plays. The note taker captures your computer's audio on your side of the call, so from the client's perspective the meeting looks completely normal.
Fireflies Desktop is the exception by design: it auto-plays a consent message by default and, on Mac, posts a chat note, so the client hears and sees that recording is happening. An optional "AI Taking Notes" camera watermark adds a visible cue. If your priority is that the client is never surprised, that is a feature; if your priority is invisibility, it is the loudest pick here.
Invisible does not mean secret. Whatever the client sees on screen, you still owe them a disclosure — covered in the next section.
Do you need the client's consent?
Yes — tell them, and in all-party-consent jurisdictions get their agreement before you record. As Fathom puts it, removing the bot notification removes the notification, not the disclosure obligation. A tool that is invisible on screen does not remove your duty to disclose; it just removes the tool's help in doing it.
A one-line script works for most client calls: "I take notes with an AI assistant that transcribes the call on my computer — happy to turn it off if you'd prefer." For all-party-consent states and jurisdictions, see our guide to recording consent laws by state.
If you would rather the tool handle disclosure for you, Fireflies Desktop auto-plays a consent message by default. Notta and Granola leave the disclosure to you, which keeps the call quiet but puts the responsibility squarely on the person recording.
Does it work when the client hosts on their own Zoom or Teams?
Yes. Desktop capture records your computer's audio, so it works whatever the client's meeting settings are — you do not need host permission, admission from a lobby, or a bot the client's administrator has to let in. That matters in practice: on Teams, bots may be sent to the lobby and require host admission, and on Meet a client can deny bots outright.
This is the core advantage of bot-free capture on client calls. The client controls their meeting; you control your computer. Notta Desktop, Granola, Fireflies Desktop, Fathom's bot-free mode and Krisp all work this way.
If it is your own employer blocking bots rather than the client, see our guide to using an AI note taker when meeting bots are blocked.
What happens to the client's words after the call?
Three things to check: whether the audio is stored, whether the client's words can train AI models, and what retention controls you have. Notta's Privacy Mode keeps the audio on your computer and transcribes locally, which is the strongest answer when a client's data rules are strict; Enterprise plans add a no-data-training commitment. Granola stores no audio at all, but on Basic and Business anonymised data may train its models unless you opt out per user. Fireflies Desktop saves no audio and offers zero data retention with no AI training. Fellow does not use your data for training. Otter uses de-identified data for its proprietary models.
One caveat before you share notes: The Verge reported on 2 April 2026 that Granola's shared links were viewable by anyone with the link by default. If you share Granola notes with a client, check that setting first — and review any AI summary before it goes out (see our guide to reviewing notes before sharing them).
For confidential meetings where the client's contract forbids cloud AI entirely, see the section below.
Which picks keep speaker names?
Speaker attribution matters when client notes need to record who said what. Fathom's bot-free mode on Mac keeps speaker attribution. Fireflies Desktop and Read AI's local mode do not — both use generic speaker labels.
Notta's cloud transcription labels speakers. If you use Privacy Mode, confirm that speaker labels survive local processing on your account before you rely on them for attribution in client notes.
What if the client's contract forbids cloud AI?
Use Notta's Privacy Mode, which transcribes locally and keeps the audio on your computer, or MacWhisper for fully local transcription — or do not record at all. A bot-free desktop capture that uploads audio to the cloud does not satisfy a no-cloud-AI clause on its own; the transcription has to happen locally too.
For a step-by-step workflow, see our guide to transcribing sensitive meetings without a bot, and our comparison of built-in, cloud and local meeting transcription.
Is a bot ever the better choice with clients?
Sometimes. When the client wants a shared transcript or a visible record of the meeting, a bot is the honest choice: it appears in the participant list, and everyone can see it is there.
Notta covers both preferences. Its desktop capture is bot-free by default for the calls where nothing should join, and it offers a bot you can send when a client prefers a visible notetaker with a shared transcript. That flexibility is one reason it is our overall pick for client calls.
For the fuller decision framework, see our guide to meeting bots versus bot-free recorders for consultants.
Frequently asked questions
Is it rude to use an AI note taker on a client call?
Not if you disclose it. Clients rarely object to being recorded for notes; they object to being recorded without being told. Say one line — "I take notes with an AI assistant that transcribes the call on my computer" — and offer to turn it off. With Notta's desktop capture, nothing joins the meeting, so a one-line disclosure is all it takes. If you want the tool to disclose for you, Fireflies Desktop auto-plays a consent message by default.
Can clients tell if I'm using Notta?
No. Notta's desktop capture records your computer's audio, so nothing joins the meeting — no participant entry, no chat notice and no audio prompt — and in Privacy Mode the audio stays on your computer. But invisible does not mean secret: you still owe the client a one-line disclosure before you record.
What should I say to a client before recording?
Keep it to one line: "I take notes with an AI assistant that transcribes the call on my computer — happy to turn it off if you'd prefer." In all-party-consent jurisdictions, get their agreement before you start. Our guide to recording consent laws by state covers the details.
Can I share the AI notes with the client?
Yes, and it often builds trust — but review the summary before it goes out (see our guide to reviewing notes before sharing). With Granola, check the shared-link default first: links were reported viewable by anyone with the link by default. With Notta, you control what you export and to whom.
Does a bot-free note taker work on the client's Teams?
Yes. Desktop capture records your computer's audio, so it works regardless of the client's meeting settings — no host permission, no lobby admission, no bot for the client's admin to approve. Notta Desktop works this way on any meeting platform the client hosts. Bots, by contrast, may be sent to the Teams lobby and require host admission, and can be denied outright in Meet.