Meeting Notes Software Cost for 5 Users

Overview

A five-person agency is the awkward size for AI meeting notes. It is too big for the single-seat plans that carry the lowest advertised prices, and too small to justify the enterprise tiers where the useful features usually live. The number that gets quoted, which is the entry paid seat, is rarely the number that gets paid.

This guide prices the realistic setups at five users, using figures read from each vendor's own pricing page on 20 October 2026. Every scenario below is a complete monthly cost for five people, not a per-seat rate, and each one states the catch that comes with it.

The comparison of what each tool does is in AI meeting notes for small agencies. This guide is only about the bill.

What a five-person agency actually needs

Before the numbers, three questions decide which plan tier is the right one, and each of them moves the price by more than the difference between vendors.

How many people attend client calls? In most agencies of five, two or three people run the calls and everyone else reads the outcome. On a product that charges per recorder seat, that is a smaller bill. On a product that charges per member, it is the same bill as a five-person team where everyone records.

How many hours of meetings are there in a month? A five-person agency with two client calls a day at 45 minutes is around 30 hours a month across the team. That is above MeetGeek Pro's 20 hour allowance and above tl;dv's free tier, and it is well above Otter Basic's 300 minutes. Transcription volume, not headcount, is often the real ceiling.

Does the notes need to reach the CRM? On Fathom, CRM sync is a Business feature at $25 a user. On Otter, it is on Pro at $8.33. On Notta, it is on Business at $16.67. That single requirement can double the bill, and it is worth deciding whether it is genuinely needed before comparing tiers.

The costs below assume the agency stays inside every published allowance. The hidden fees guide covers what happens when it does not, and the break-even guide converts the same verified rates into the hours that have to come back each month for the subscription to be neutral.

Scenario one: the cheapest setup that works

The cheapest complete setup at five users is not a five-seat purchase at all. Avoma charges only for meeting recorder seats and states that viewers and collaborators are always free, so an agency where two people run client calls pays for two seats rather than five.

Two Startup recorder seats at $19 each, billed annually, is $38.00 a month, or $456.00 a year. Monthly billing at $29 a recorder seat would be $58.00 a month, or $696.00 a year. Startup allows up to 25 paid seats, so this configuration can grow to eight recorder seats before the tier changes.

The catch is the tier structure. Conversation Intelligence and Revenue Intelligence are $29 per seat a month each, and Lead Router is $19 a month annual, so an agency that wants the sales features is not on a $38 bill.

Scenario two: the cheapest bill for five named users

If every one of the five needs their own seat, the cheapest working option is Otter Pro. At $8.33 a user a month billed annually, five users is $41.65 a month, or $499.80 a year. Pro includes 1,200 in-app recording minutes a month per user, a 90 minute maximum per conversation, unlimited storage, and Salesforce, HubSpot and Zapier integrations, which makes it the cheapest route to CRM sync in this comparison.

The catch is decisive for an agency of exactly five. Otter states that Pro allows a maximum of 5 billed users. An agency at five is at the ceiling on the day it subscribes, so the sixth hire forces a move to Business at $19.99 a user a month billed annually, which is $99.95 a month for five, or $1,199.40 a year. That is 2.4 times the Pro bill for the same headcount.

An agency that expects to hire within the year should price the Business tier rather than the Pro tier, because the Pro price is temporary.

Scenario three: the cheapest bill with no user ceiling

MeetGeek Pro is $9.99 a user a month billed yearly, which is $49.95 a month for five, or $599.40 a year. It includes 20 hours of transcription a month across the account, a year of transcript storage, extra hours at $0.50 each, bot and bot-free recording, and native integrations with HubSpot, Salesforce, Pipedrive, Slack and Notion.

The catch is the 20 hour allowance. An agency running 30 hours of meetings a month would buy 10 extra hours at $0.50, which is $5.00, taking the bill to $54.95. That is still below every five-seat alternative except Otter Pro, and the overage is priced rather than blocked.

MeetGeek Business at $17 a user a month billed yearly is $85.00 a month for five, or $1,020.00 a year, and removes the transcription limit with unlimited transcription and 12 months of video storage. The step from Pro to Business is $35.05 a month at five users, which is the price of removing the ceiling.

Scenario four: the cheapest bill that can grow

Fireflies Pro is $10 a seat a month billed annually, which is $50.00 a month for five, or $600.00 a year. It includes unlimited transcription and AI summaries, 8,000 minutes of storage per seat, 720p video, 3 public channels and API access.

The seat rule is what makes it work at this size. Fireflies states that any teammate added to the workspace counts as a seat, but that individual meeting recap links can be shared with participants or other users without adding them to the team or incurring a charge. An agency where two people record and three people read can therefore run on two seats for $20.00 a month, with the other three consuming recaps.

Fireflies Business at $19 a seat a month billed annually is $95.00 a month for five, or $1,140.00 a year, and adds unlimited storage, 1080p, conversation intelligence and team analytics.

Scenario five: no transcription limit at all

Two options remove the transcription ceiling at similar prices.

Notta Business at $16.67 a month billed annually is $83.35 a month for five seats, or $1,000.20 a year. It includes unlimited transcription, a 5 hour maximum per recording, 200 uploads and 200 AI summaries a month per account, plus CRM integration covering Salesforce, HubSpot, Pipedrive, Zoho CRM, Zendesk Sell, Salesflare and Freshsales. Note that Notta's cheaper Pro tier is a single-seat plan, so an agency of five cannot buy five Pro seats at $8.17.

MeetGeek Business at $17 a user a month billed yearly is $85.00 a month for five, or $1,020.00 a year, with unlimited transcription and 12 months of video storage.

The two are within $1.65 a month of each other, so the decision is not price. Notta's Business tier carries the broader published CRM list and more uploads. MeetGeek's carries video storage and a workflow automation layer. Either way, the unlimited-transcription tier costs roughly double the entry paid tier at this headcount.

Scenario six: the top of the range

For completeness, the most expensive common configuration at five users is tl;dv Business at $29 a seat a month billed annually, which is $145.00 a month, or $1,740.00 a year. It is advertised as having no usage-based AI fees and adds scheduled AI reports, playbook monitoring and team-wide automations.

Fathom Business is $25 a user a month, which is $125.00 a month for five, or $1,500.00 a year, and is the tier that adds CRM sync. On Fathom, the cheaper Team tier at $15 a user is $75.00 a month for five but does not sync to a CRM, and Premium at $16 is $80.00. The $50 a month difference between Team and Business at five users is entirely the CRM feature.

The five-seat table

All figures are per user or per seat per month billed annually, multiplied by five, at prices published on 20 October 2026. Avoma is shown at two recorder seats because viewers are free on every tier.

The monthly billing penalty

Paying month by month instead of annually costs more on every tool where both rates are published, and the size of the penalty varies more than the plan prices do. The gap between the two rates is only half the decision, though. The cancellation and refund terms behind each plan decide what an agency actually gets back if it changes its mind, and how long access lasts afterwards.

The widest penalty is on the cheapest plan, which is the opposite of what an agency trying to save money would expect. Otter Pro costs 2.04 times as much on monthly billing, so an agency that chooses Pro for its low entry price and pays monthly is paying $84.95 a month, which is close to Otter Business on annual billing at $99.95. In that specific case the annual Business plan is a better purchase than the monthly Pro plan.

Fathom is the mildest, at 1.25 to 1.27 times, and it is the only vendor here whose monthly premium is under a third.

The transcription allowances behind these bills, and the per conversation caps that force an upgrade, are compared in our guide to transcription software for consultancies.

What the free plans actually include

Free tiers do not carry a five-person agency, but they are worth pricing because several are usable enough to delay the decision by a month.

The distinction that matters at five users is between a free tier that limits people and one that limits volume. Otter's free tier caps workspace members at five, which is the agency's entire headcount. Fathom's and Fireflies' cap the summaries rather than the recording, so the agency can run the workflow and decide later.

Cheapest complete setup Avoma Startup $38.00 a month for 2 recorder seats, with 3 viewers free

Cheapest five-seat setup Otter Pro $41.65 a month, but capped at exactly 5 billed users

Best if the team will grow Fireflies Pro $50.00 a month with no user ceiling and shareable recap links

Best unlimited-transcription value Notta Business $83.35 a month for 5 seats with unlimited transcription

Worst value for the money Otter Pro on monthly billing $84.95 a month, more than Otter Business on annual billing

Our verdict

At five users, the annual bill for AI meeting notes runs from $38.00 to $145.00 a month, and the spread is caused almost entirely by three things rather than by tool quality: whether the vendor charges per member or per recorder, whether the tier that includes CRM sync is the entry tier or two steps up, and whether the transcription allowance matches the agency's actual meeting volume.

On pure cost, Avoma's recorder-seat model wins at this headcount, and it wins by more the larger the agency gets. On simplicity, Fireflies Pro at $50.00 a month with no user ceiling is the least likely to produce a surprise. On unlimited transcription, Notta Business and MeetGeek Business are within $1.65 a month of each other and the decision should be made on the integration list rather than the price.

The one configuration to avoid is Otter Pro on monthly billing at five users. It is the most expensive per-user plan in the table apart from the top two tiers, and it is capped at exactly the headcount being bought.

Frequently asked questions