The best AI tool for meeting notes & action items
for project managers
We tested the best AI tools for meeting notes & action items for project managers in 2026. Here's what won, and what the runners-up are good for.
Fireflies.ai
After testing against real project managers workflows in Q1 2026, Fireflies.ai is the clear winner for meeting notes & action items. It excels where other tools fall short: meeting transcription & action items. The gap between Fireflies.ai and the runners-up is meaningful in day-to-day use.
What separates Fireflies.ai from the competition is how it handles the edge cases that come up in real project managers work, not just the showcase demos. For project managers specifically, that distinction matters more than raw benchmark scores.
What it gets right
- Accurate transcription and clean summaries
- Auto-extracts action items and owners
- Integrates with task tools and CRMs
Where it falls short
- A bot joining calls can feel intrusive
- Action-item accuracy needs a quick check
- Best features need a paid tier
The runners-up
Otter.ai
Otter records and transcribes meetings with a conversational interface to query past discussions, useful for PMs tracking decisions across many meetings. It focuses on meeting content rather than cross-tool synthesis. A solid, widely supported alternative to Fireflies for reliable transcription and searchable recall of what was decided.
Fathom
Fathom offers an unlimited free tier with fast, accurate summaries and action-item extraction, making it a strong value pick for PMs capturing their own meetings. It trails Fireflies on integration breadth, but for clean notes and follow-ups without cost, it is hard to beat. A fit for individuals and lean teams.
tl;dv
tl;dv records and transcribes across many languages with a generous free tier, useful for distributed, multilingual project teams. It captures highlights and integrates with common tools. A fit when meetings span languages and time zones and you want accessible capture, with the caveat that free-tier recordings may expire after a few months.
Common questions about AI for meeting notes & action items
How accurate are the transcripts?
High for clear audio; names, jargon, and crosstalk still need a quick review. Action-item extraction is good but worth verifying.
Do I have to tell people they're being recorded?
Yes, disclose recording per your jurisdiction and norms. Most tools can announce their presence on the call.
Can it create tasks from action items?
Fireflies and Fellow push action items into task tools; check the integration with your specific stack.
What's the best free option?
Fathom's free tier is the standout for summaries and highlights at no cost.
Not a project manager?
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