Meetings drive business decisions, but capturing every detail can be overwhelming. Choosing the right tool matters, and this article dives into Fireflies vs Otter.ai for Businesses to help you find the best fit for your team.
Both tools are among the best meeting assistant software, offering features like transcription, note-taking, and workflow automation. In this Fireflies vs Otter.ai comparison, we will explore how they stack up in terms of accuracy, integrations, and pricing.
If you are searching for an AI meeting assistant for businesses or considering the most reliable AI transcription tools for business, this Fireflies vs Otter.ai review is your ultimate guide.
Key Takeaways
- Fireflies and Otter.ai both improve meeting productivity, but they cater to slightly different user needs.
- Fireflies excels in workflow automation and CRM integrations, while Otter.ai is better for live captions and team collaboration.
- Pricing and scalability differ significantly. Otter.ai is cost-effective for small teams, while Fireflies suits enterprises.
- Businesses should choose based on integration needs, compliance requirements, and budget.
What Are Fireflies and Otter.ai?
Before diving into the comparison, let us break down what each tool offers and why they matter to businesses looking for the best meeting assistant software.
From transcription tools to smart workflow integrations and real-time collaboration, Fireflies and Otter.ai approach productivity in very different ways.
What is Fireflies?
Fireflies.ai is an AI meeting assistant for businesses that helps teams record, transcribe, and analyse conversations seamlessly.
It automates note-taking during meetings and integrates with popular tools to improve workflow efficiency. Designed for busy professionals, Fireflies goes beyond transcription by offering actionable insights and collaboration features.
Below is an overview of the app:
| Category | Details |
|---|---|
| Developer | Fireflies.ai Inc. |
| Founded | 2016 |
| Headquarters | San Francisco, California, USA |
| Purpose | AI-powered meeting assistant for recording, transcribing, summarising, and analysing meetings |
| Core Functions | Meeting recording (audio/video) AI transcription in multiple languages Smart search and filtering |
| Advanced Features | Conversation intelligence Sentiment analysis Automated task creation Topic tracking |
| Supported Platforms | Zoom, Google Meet, Microsoft Teams, Webex, Skype, BlueJeans, and more |
| Key Integrations | Salesforce, HubSpot, Slack, Asana, Notion, Zapier, Trello, CRM systems |
| Collaboration Tools | Shared workspaces, comment tagging, searchable knowledge base |
| Security & Compliance | SOC 2 Type II certified, GDPR compliant, enterprise-grade encryption |
| Pricing | Free plan Pro- $10/user/month Business- $19/user/month Enterprise- Custom pricing |
| Languages Supported | English (primary) + limited support for other major languages |
| Ideal For | Sales teams, project managers, customer success, HR, and enterprises managing frequent meetings |
| Unique Selling Point | Automates entire post-meeting workflow, from transcription to CRM updates and analytics |
| Website | https://fireflies.ai |
See Also: Best AI Tools for Business According to Business Leaders- 12 Game-Changing Apps
What is Otter.ai?
Otter.ai is an AI-powered transcription and collaboration tool that helps businesses, educators, and professionals capture meeting conversations in real time.
Known for its live transcription and captioning, Otter.ai is popular among teams that prioritise accessibility, speed, and collaboration. It provides searchable transcripts, highlights, and easy sharing options, making it an essential tool for teams working remotely or hybrid environment.
Below is a quick overview of Otter.ai
| Category | Details |
|---|---|
| Developer | AISense, Inc. (Otter.ai) |
| Founded | 2016 |
| Headquarters | Mountain View, California, USA |
| Purpose | AI transcription and meeting assistant for real-time captions, note-taking, and collaboration |
| Core Functions | Real-time transcription Meeting recording (audio) Searchable notes & highlights |
| Advanced Features | Live captions during video calls Speaker identification Custom vocabulary |
| Supported Platforms | Zoom, Google Meet, Microsoft Teams, Cisco Webex |
| Key Integrations | Google Calendar, Microsoft Outlook, Dropbox, Zoom |
| Collaboration Tools | Shared folders, comment threads, team libraries, export in TXT/PDF formats |
| Security & Compliance | AES-256 encryption, TLS, GDPR compliant, Enterprise security standards |
| Pricing | Basic- Free Pro- $10/month Business- $20/user/month Enterprise- Custom Pricing |
| Languages Supported | English (primary) |
| Ideal For | Teams needing live transcription, educators, journalists, SMEs |
| Unique Selling Point | Strong real-time transcription and collaboration with live captions |
| Website | https://otter.ai |
Fireflies vs Otter.ai For Businesses: Key Features Comparison
Both Fireflies and Otter.ai are leading AI meeting assistants for businesses, but they serve different needs.
Fireflies focuses on automation and deep integrations, while Otter.ai excels at real-time transcription and collaboration.
Below is a detailed comparison of their core features to help you choose the best meeting assistant software for your business.
| Feature | Fireflies.ai | Otter.ai |
|---|---|---|
| Primary Focus | Automating workflows, analytics, and CRM syncing | Real-time transcription and live captions |
| Meeting Recording | Audio and video recording across multiple platforms | Audio recording only |
| Transcription Accuracy | High accuracy, AI-driven and supports accents | High accuracy with real-time updates |
| Live Transcription | Available, but not as interactive as Otter | Strong real-time transcription with live captions |
| Search & Notes | Advanced keyword search, tags, and sentiment analysis | Searchable notes, highlights, and speaker tags |
| Integrations | 50+ integrations (Salesforce, HubSpot, Slack, Zapier, CRMs) | Limited integrations (Google Calendar, Zoom, Dropbox) |
| Collaboration Tools | Shared workspaces, comments, team dashboards | Shared folders, note editing, team collaboration |
| Analytics & Insights | Conversation intelligence, keyword trends, and activity reports | Limited analytics; focuses on transcription and summaries |
| Security & Compliance | SOC 2 Type II, GDPR compliance, and enterprise-grade security | AES-256 encryption and GDPR compliant |
| Pricing | Free + Paid tiers starting at $10/user/month | Free + Paid tiers (Pro: $10, Business: $20/user/month) |
| Best For | Large teams, sales, customer success, and automation-driven businesses | SMEs, educators, journalists, and teams prioritising live captions and affordability |
See Also: How to Incorporate AI into Your Business- A Step-by-Step Guide For Entrepreneurs
Pricing Plans Comparison Of Fireflies vs Otter.ai for Businesses
Pricing is a major factor when choosing between Fireflies vs Otter.ai for businesses. Both tools offer free plans, but their paid tiers differ in terms of features, scalability, and overall ROI.
Fireflies is ideal for companies looking for automation and integrations at scale, while Otter.ai is more cost-effective for small teams focused on transcription and collaboration.
Below is a side-by-side comparison of the pricing plan for both apps:
| Plan | Fireflies.ai | Otter.ai |
|---|---|---|
| Free Tier | Limited transcription and storage | Basic transcription with limited minutes |
| Pro Plan | $10 per user/month – More transcription hours, advanced search, and integrations | $10 per month – Additional transcription hours and file imports |
| Business Plan | $19 per user/month – CRM integrations, analytics, and team workspaces | $20 per user/month – Team collaboration and advanced security |
| Enterprise | Custom pricing – Includes SOC 2 Type II compliance and API access. | Custom pricing – Advanced administrative controls and SLA |
ROI Analysis of Fireflies and Otter.ai For Businesses
The value of an AI meeting assistant goes beyond transcription; it lies in automation, collaboration, and long-term productivity gains.
Here is a quick ROI breakdown to help businesses choose the tool that delivers the most value based on team size and objectives.
| Factor | Fireflies.ai | Otter.ai |
|---|---|---|
| Best For | Medium to large teams needing automation, analytics, and CRM integration | Startups, educators, and small teams focused on real-time transcription |
| Primary Value | Automates post-meeting workflows, saves hours on CRM updates and offers insights. | Provides quick, accurate real-time transcription and team collaboration |
| Productivity Impact | High for sales, customer success, and project teams with complex workflows | Moderate for note-taking, remote meetings, and educational sessions |
| Cost Efficiency | Higher upfront cost but significant time savings and process automation ROI | Lower cost, ideal for small budgets but limited in advanced automation |
| Scalability | Excellent – Designed for enterprise growth and workflow automation | Limited – Best for SMEs and collaboration-driven teams |
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Security and Compliance Comparison Of Fireflies and Otter.ai for Businesses
When choosing an AI meeting assistant for businesses, security and compliance are critical, especially for organisations handling sensitive client data or operating in regulated industries.
Both Fireflies and Otter.ai offer robust security measures, but the depth of compliance varies. Here is how they compare side-by-side:
| Security Aspect | Fireflies.ai | Otter.ai |
|---|---|---|
| Encryption | End-to-end encryption and enterprise-grade security | AES-256 encryption and TLS during data transfer |
| Compliance Standards | SOC 2 Type II certified, GDPR compliant | GDPR compliant |
| Enterprise Controls | Advanced admin controls, audit logs, role-based access | Advanced admin controls in Business and Enterprise plans |
| Data Storage | Secure cloud storage with encryption | Secure cloud storage with encryption |
| Custom Security Options | Available in Enterprise plan, including private deployment options | Available in Enterprise plan |
Fireflies offers deeper compliance (SOC 2 Type II), making it more appealing for enterprise-level organisations, while Otter.ai ensures secure encryption and GDPR compliance, suitable for most SMEs.
Fireflies vs Otter.ai Pros and Cons
Both tools have strong features, but their strengths and weaknesses depend on your business needs. Here is a quick breakdown:
Fireflies AI Pros and Cons
Fireflies AI is built for businesses that want AI-driven automation, seamless CRM syncing, and conversation intelligence.
It is a powerful tool for sales, project management, and enterprises that run multiple meetings daily. However, its advanced capabilities come at the cost of complexity and pricing.
| Pros | Cons |
|---|---|
| Automates transcription, summaries, and CRM updates for efficiency. | Requires time to configure integrations and features. |
| Works with multiple platforms including Zoom, Google Meet, and Teams. | Most advanced features are only available on paid plans. |
| Provides advanced analytics such as sentiment analysis and keyword trends. | Limited real-time captioning during live sessions. |
| Offers strong compliance with SOC 2 Type II and GDPR standards. | Free plan has strict limits on minutes and storage. |
| Integrates with Salesforce, HubSpot, Slack, Zapier, and major CRMs. | May be too complex for very small businesses with basic needs. |
Otter.ai Pros and Cons
Otter.ai focuses on real-time transcription, simplicity, and affordability. It is ideal for educators, SMEs, and teams that need quick, shareable notes during virtual or in-person meetings.
While it excels at collaboration, it lacks the deep automation and analytics offered by Fireflies.
| Pros | Cons |
|---|---|
| Delivers real-time transcription with accurate live captions. | Does not support video recording, only audio. |
| Affordable pricing suitable for startups and small teams. | Limited integrations and no advanced workflow automation. |
| Provides team collaboration features like shared folders and comments. | Offers basic analytics with no conversation intelligence. |
| Easy to use with a minimal learning curve for fast adoption. | Does not meet SOC 2 compliance for enterprise security needs. |
| Great for education and accessibility use cases like lectures. | Cannot automate tasks or connect with critical business systems. |
Which Tool Should Your Business Choose?
The right choice between Fireflies vs Otter.ai for businesses depends on your team size, budget, and workflow requirements. Both tools deliver excellent transcription capabilities, but their strengths target different business needs.
Here is a side-by-side recommendation table:
| Criteria | Fireflies.ai | Otter.ai |
|---|---|---|
| Ideal For | Sales-driven businesses, customer success teams, and large enterprises | SMEs, educators, startups, and collaboration-focused teams |
| Why Choose It | Provides automation, CRM syncing, analytics, and compliance for enterprise needs | Offers simple, real-time transcription and collaboration at an affordable price |
| Strengths | Workflow automation, deep integrations, sentiment analysis, SOC 2 compliance | Live transcription, user-friendly interface, and strong collaboration tools |
| When to Use | When you need end-to-end meeting automation and advanced insights | When you want fast, shareable notes without complex setup |
In conclusion, Fireflies.ai is best for businesses that want automation, analytics, and security, while Otter.ai is best for smaller teams that prioritise simplicity and live transcription.
Alternatives and Future Trends In AI Meeting Assistants
While Fireflies vs Otter.ai for businesses remains a top discussion, it is important to explore alternative solutions and future developments in this rapidly evolving market.
As businesses seek AI meeting assistants that do more than transcription, competitors and new technologies are introducing powerful features for the future.
Top Alternatives to Fireflies and Otter.ai
Other AI transcription tools and meeting assistants are emerging with specialised features that target specific industries such as sales, customer support, and enterprise collaboration.
| Alternative | Core Focus | Key Features |
|---|---|---|
| Chorus.ai | Sales teams and revenue operations | Conversation analytics, call recording, deal insights, and sales coaching tools |
| Gong.io | Enterprise sales intelligence | Tracks buyer engagement, integrates with CRM, and uses AI for predictive analytics. |
| Microsoft Teams Transcription | Built-in tool for Teams users | Real-time transcription, cloud storage, seamless integration with MS Office apps |
| Rev | High-accuracy transcription and captions | Offers both AI-based and human transcription, supports 31+ languages |
| Sonix | Businesses needing multi-language transcription | Automated transcripts, time-stamped captions, video editing and export features |
Future Trends in AI Meeting Assistants
AI meeting assistants are moving beyond basic transcription to become smart, workflow-driven platforms that automate decision-making processes and enhance team productivity. Here are the most impactful trends shaping the future:
| Trend | Impact on Businesses |
|---|---|
| Real-Time Multilingual Transcription | Businesses with global teams will break language barriers through instant translation and captions. |
| AI-Powered Meeting Summaries | Tools will generate actionable summaries, reducing manual follow-ups and improving accountability. |
| Workflow-First AI Assistants | Deep integrations with CRMs, project tools, and collaboration platforms will streamline operations. |
| Voice Intelligence & Sentiment Analysis | AI will analyse tone and engagement, helping businesses predict customer behaviour and sales trends. |
| Stronger Privacy & Compliance Standards | Growing regulations will push platforms toward enhanced encryption and robust compliance frameworks. |
The next wave of AI assistants will move from passive transcription to active business intelligence, making meetings more actionable and data-driven than ever before.
Conclusion
The choice between Fireflies vs Otter.ai for businesses depends on your priorities. Fireflies is best for automation, CRM integration, and analytics, while Otter.ai excels at real-time transcription and affordability.
As AI meeting assistants evolve, expect smarter summaries, multilingual support, and deeper workflow automation. Choose the tool that aligns with your business needs today and future goals.
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Frequently Asked Questions (FAQs)
What is Fireflies.ai used for?
Fireflies.ai is an AI meeting assistant that records, transcribes, and analyses meetings. It helps automate note-taking, integrates with CRMs, and provides analytics for businesses.
What is Otter.ai best for?
Otter.ai is ideal for real-time transcription, live captions, and team collaboration. It is widely used by SMEs, educators, and professionals who need fast and accurate note-taking.
Is Fireflies or Otter.ai better for enterprise use?
Fireflies is better for enterprises because it offers workflow automation, deep integrations, analytics, and enterprise-grade compliance (SOC 2 Type II). Otter.ai suits smaller teams due to its simplicity and cost-effectiveness.
Do both tools integrate with Zoom and Google Meet?
Yes, both Fireflies and Otter.ai integrate with major video conferencing platforms like Zoom and Google Meet. Fireflies supports more integrations, including CRM and project management tools.
Which tool is more affordable for small businesses?
Otter.ai is more budget-friendly for SMEs and educators, offering strong real-time transcription and collaboration features at lower price points than Fireflies.
Are these tools secure for handling sensitive business data?
Yes. Fireflies offers SOC 2 Type II compliance and GDPR adherence, while Otter.ai uses AES-256 encryption and is GDPR compliant, making both secure for most business use cases.
Which tool supports more integrations?
Fireflies supports over 50 integrations including Salesforce, HubSpot, Slack, and Zapier. Otter.ai offers limited integrations primarily with Zoom, Google Calendar, and Dropbox.
Can I use these tools for multilingual transcription?
Currently, Fireflies offers limited multilingual transcription options, while Otter.ai primarily supports English. Future updates may include broader language support.
Which tool provides better analytics?
Fireflies offers advanced analytics such as sentiment analysis, keyword tracking, and conversation intelligence. Otter.ai provides basic transcription search and highlights without deep analytics.
Do Fireflies and Otter.ai offer free plans?
Yes. Both tools provide free versions with limited features. Fireflies offers restricted transcription hours, while Otter.ai gives a capped number of minutes per month.
