Otter vs Fireflies vs Fathom for Realtors: Best AI Note-Taker for Agents (2026)
Short answer: For most solo agents, start with Fathom's free plan: it gives unlimited recordings, transcription and instant AI summaries for Zoom, Meet and Teams. Pick Otter.ai if you want to record in-person listing appointments on your phone (its free iOS and Android apps transcribe live, with 300 free minutes a month) or want Salesforce or HubSpot sync on Pro ($16.99/user/mo, or $8.49/mo billed annually for first-time subscribers). Pick Fireflies.ai for a cheap paid plan with downloads and video recording (Pro $10/seat/mo billed annually). Always get consent before you record.
Updated October 26, 2026. Prices come from vendors' official pricing pages and change often.
Prices and free plans, side by side
| Fathom | Otter.ai | Fireflies.ai | |
|---|---|---|---|
| Free plan | Free forever: unlimited recordings and transcription, instant AI summaries | Basic: 300 transcription minutes a month, 3 lifetime file imports, live transcription, mobile apps | Free: unlimited transcription, limited AI summaries, 400 minutes of storage per team, 20 AI credits |
| Individual paid plan | Premium: $20/mo, or $16/mo billed annually | Pro: $16.99/user/mo monthly, or $8.49/mo billed annually (first-time subscriber offer); 1,200 minutes, up to 90 min per meeting | Pro: $18/seat/mo monthly, or $10 billed annually; unlimited AI summaries, 8,000 minutes of storage per seat |
| Team plan | Team: $19/user/mo, or $15 annually (2-user minimum) | Business: $30/user/mo, or $24 annually; unlimited meetings, up to 4 hours per meeting | Business: $29/seat/mo, or $19 annually; unlimited storage, conversation intelligence |
| CRM-focused plan | Business: $34/user/mo, or $25 annually (2-user minimum), with CRM field sync | Enterprise (contact sales): custom CRM and dialer integrations | Enterprise: $39/seat/mo, annual only |
From each vendor's official pricing page, checked October 26, 2026. Otter's discounted annual Pro price is marked as an offer for first-time subscribers.
Which works for how agents actually meet clients
| Situation | Best fit | Why |
|---|---|---|
| Zoom or Google Meet buyer consultations | Fathom Free | Unlimited recordings and summaries at no cost. All three join Zoom, Meet and Teams. |
| In-person listing appointments | Otter.ai | Otter's free iOS and Android apps record and transcribe live. Fireflies also has mobile apps. Fathom's pricing page focuses on video calls and doesn't list a mobile recorder. |
| Long seller meetings or team trainings | Otter Business or Fireflies Business | Otter Pro caps meetings at 90 minutes; Business allows up to 4 hours. Fireflies lists per-meeting recording limits of 2–4 hours depending on plan. |
| Pushing notes into your CRM | Fathom Business or Otter Pro | Fathom Business syncs CRM fields after each meeting. Otter Pro syncs notes to Salesforce or HubSpot. Most real estate CRMs aren't on those lists, so check whether yours connects through Zapier, which Otter Pro and Fathom both support. |
| Phone calls through a dialer | Check before you buy | Otter lists dialer integrations only on Enterprise. Fireflies' FAQ mentions dialer transcription, with rate limits. None of the three is a phone recorder out of the box. |
Recording consent comes first
Recording laws vary by state, and several require every party's consent. Say at the start of each call that you're recording and why, and get a yes on the record. A note-taker bot joining the call isn't the same as consent. Otter's higher plans add a recording disclaimer email and recording permission controls. Don't record a client who says no, and don't paste client financial details from a transcript into consumer AI apps. Our client data safety guide explains why.
What agents do with the transcripts
- Buyer needs summary: turn a 40-minute consultation into must-haves, deal-breakers and budget, then paste it into your CRM.
- Follow-up email: all three draft action items. Edit before sending, since summaries can mishear numbers and addresses.
- Listing presentation prep: pull the seller's priorities from the transcript into your pitch. See how to use AI for a listing presentation.
- Coaching: Fathom Business adds coaching metrics and scorecards, and Fireflies Business adds conversation intelligence, both useful for team leads.
Our pick
Start with Fathom Free for video calls. If you also meet sellers in person, add Otter.ai Basic on your phone; both are free. Pay only when you hit a limit: Otter's 300 minutes, Fireflies' 400-minute storage cap, or the need for CRM sync. For more assistants, see the general AI tools list and the best free AI tools for realtors.
Tools mentioned
| Tool | Best for | Pricing |
|---|---|---|
| Fathom | Free-tier meeting summaries | Free for individuals; Premium $20/mo ($16 annually); Team $19/user/mo ($15 annually); Business $34/user/mo ($25 annually); 2-user minimum on team plans (as of 2026-10-26, from official pricing page) |
| Otter.ai | Notes from client calls and meetings | Basic free (300 min/mo); Pro $16.99/user/mo monthly or $8.49/mo annually (first-time offer); Business $30/user/mo ($24 annually) (as of 2026-10-26, from official pricing page) |
| Fireflies.ai | Searchable call records | Free; Pro $10/seat/mo and Business $19/seat/mo billed annually ($18/$29 monthly); Enterprise $39/seat/mo annual only (as of 2026-10-26, from official pricing page) |
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FAQ
Otter vs Fireflies vs Fathom for Realtors: Best AI Note-Taker for Agents?
For most solo agents, start with Fathom's free plan: it gives unlimited recordings, transcription and instant AI summaries for Zoom, Meet and Teams. Pick Otter.ai if you want to record in-person listing appointments on your phone (its free iOS and Android apps transcribe live, with 300 free minutes a month) or want Salesforce or HubSpot sync on Pro ($16.99/user/mo, or $8.49/mo billed annually for first-time subscribers). Pick Fireflies.ai for a cheap paid plan with downloads and video recording (Pro $10/seat/mo billed annually). Always get consent before you record.
Is Fathom really free?
Yes. Fathom's pricing page lists a free-forever plan for individuals with unlimited recordings, transcription and instant AI summaries. Premium ($20/mo, or $16 billed annually) adds advanced summaries, AI action items and the meeting assistant.
Which AI note-taker works for in-person meetings?
Otter.ai's iOS and Android apps transcribe in-person conversations live, and the free plan includes 300 minutes a month. Fireflies also has mobile apps.
Is Otter or Fireflies cheaper?
Billed annually, Otter Pro is $8.49/mo for first-time subscribers and Fireflies Pro is $10/seat/mo. Billed monthly, Otter Pro is $16.99 and Fireflies Pro is $18. Prices checked October 26, 2026.
Do these note-takers connect to Follow Up Boss or other real estate CRMs?
Not natively on their pricing pages. Otter Pro syncs with Salesforce and HubSpot, and Fathom Business has CRM field sync. For real estate CRMs, check for a Zapier connection.
Do I need permission to record a client call?
Often yes. Several states require every party to consent. Announce the recording at the start of every call and stop if anyone objects.