AI-Powered Project Management Software: Reviews & Deals

Project management tools are adding AI features, but the most practical AI gains for most teams come from meeting intelligence platforms that extract action items from calls and push them into task systems. Fireflies, Fathom, tl;dv, and Otter are designed to transcribe, summarize, and route meeting content into the project management tools you already use.

This roundup examines what each platform offers, where their pricing and storage models diverge, and which workflows justify the subscription cost.

Fireflies positions itself as an AI notetaker optimized for meeting capture across Zoom, Google Meet, Microsoft Teams, and other platforms. The platform transcribes meetings, generates summaries, and allows you to search across all recorded conversations. It claims 95% transcription accuracy across over 100 languages with speaker recognition and auto-language detection.

The platform's Tasks feature is designed to extract action items from meeting transcripts and surface them within Fireflies or push them to connected project management tools. This is the workflow hook that matters most for project teams: meetings produce tasks automatically rather than requiring manual note review and task creation.

Fireflies integrates with over 50 apps including CRMs like Salesforce and Pipedrive, collaboration tools like Slack and Microsoft Teams, and calendar systems like Google Calendar and Outlook. The platform also offers API access on Business tier and above, which allows technical teams to build custom workflows around meeting data.

Fireflies offers four tiers. Free is $0 and includes unlimited transcription with plan limitations, limited AI summaries, and 800 minutes of storage per seat. Pro is $10 per seat per month when billed annually and includes unlimited transcription, unlimited AI summaries, 8,000 minutes of storage per seat, plus AI Apps, Tasks, smart search filters, speaker talk-time analytics, and integrations with CRM, Zapier, and Slack.

Business is $19 per seat per month annually and adds unlimited storage, meeting video capture, conversation intelligence, team analytics, API access, unlimited integrations, and priority support. Enterprise is $39 per seat per month annually and includes custom data retention, a rules engine, SSO, private storage, HIPAA compliance, and dedicated support.

The storage mechanics are critical to understanding Fireflies pricing. Storage is counted in total meeting minutes stored, not file count. It includes recorded meetings, uploads, and imported recordings. On Free and Pro tiers, storage does not reset monthly—it is an all-time cap. Free offers 800 minutes per seat. Pro offers 8,000 minutes per seat. Business and Enterprise offer unlimited storage.

Storage can be pooled across team members. For example, three Pro users share a combined 24,000 minutes of storage. This pooling helps teams manage capacity collaboratively but does not change the fact that Free and Pro users eventually hit a lifetime limit unless they delete old meetings or upgrade to Business.

For teams recording frequent or long meetings, the storage cap on Pro tier becomes a constraint within months. Business tier's unlimited storage is designed for sustained usage without manual cleanup workflows.

Fathom offers a free tier with unlimited recordings and transcription, instant call summaries, clips, playlists, search, and integrations including CRM sync and Zapier. The platform promotes this as "free forever," which is a meaningful pricing position for teams that need basic meeting capture without budget approval.

The free tier includes premium features for five calls per month, which allows teams to test advanced capabilities before committing to a subscription. This trial-within-free approach reduces friction for teams evaluating whether Fathom's Premium features justify the upgrade.

Premium is $20 per user per month on monthly billing. It adds advanced call summaries with custom formats, AI-generated action items, the Ask Fathom conversational assistant, Asana action item integrations, and a customizable bot. Team tier is $18 per user per month with a minimum of two users and includes global search across team calls, playlists, comments, folders, keyword alerts, SSO, and custom vocabulary. Business tier is $28 per user per month with a minimum of two users and adds CRM field sync, deal view, coaching metrics, AI scorecards, and custom retention policies.

Fathom's pricing is structured around per-user access to advanced features rather than storage caps. The free tier does not impose explicit storage limits in the same way Fireflies does, which makes Fathom more accessible for long-term free usage at the cost of fewer AI capabilities on the free plan.

tl;dv positions itself as a free-forever meeting recorder and AI notetaker with unlimited recordings and transcriptions, AI notes, and support for over 30 languages. The platform works with Google Meet, Zoom, and Microsoft Teams.

The free tier's unlimited approach is similar to Fathom's positioning but with less clarity on which advanced features are gated behind paid plans. tl;dv's marketing emphasizes the free offering without the detailed tiering structure that Fireflies or Fathom provide, which makes it easier to start but harder to forecast when you'll need to upgrade.

The platform notes that it does not yet have a native mobile app, but auto-recording on mobile meetings is supported via the auto-recording feature. For teams that primarily use desktop or web-based meeting platforms, this is not a constraint. For teams with field or mobile-first workflows, the lack of a dedicated mobile app may limit usage.

Otter.ai offers transcription and meeting summarization with a pricing model based on monthly minute caps rather than lifetime storage. Pro tier is $8.33 per user per month when billed annually, or $16.99 monthly, and includes 1,200 minutes of transcription per month. Business tier is $20 per user per month annually, or $30 monthly, and includes 6,000 minutes per month. Enterprise pricing is custom.

This monthly reset model is simpler for teams with consistent meeting volumes but does not allow unused minutes to carry forward. If your team records 800 minutes one month and 1,600 the next, the Pro tier will cap you in the second month even though you were under budget in the first.

Fireflies claims that Otter lacks Zapier integration and API access, though this comparison should be understood as vendor-authored and verified independently. Otter's integration ecosystem is narrower than Fireflies, which matters for teams building custom workflows or connecting meeting data to tools outside Otter's native integrations.

The value of meeting intelligence platforms scales with how deeply they integrate into existing project management and CRM workflows.

Fireflies claims over 50 app integrations and emphasizes connections to CRMs, project management tools, team chat, and Notion. The platform highlights Zapier integration and API access, which are critical for teams that need to route meeting data into custom systems or less common project tools. API access is gated to Business tier and above, which positions it as an enterprise feature rather than a standard capability.

Fathom integrates with CRM systems and offers Asana action item integrations on Premium tier. The platform's focus is tighter than Fireflies—fewer integrations but deeper optimization for the workflows it does support. For teams using Asana as their primary project management tool, Fathom's direct action item integration is simpler than routing through Zapier.

tl;dv's integration landscape is less documented in public materials. The platform's free-forever positioning suggests a focus on broad adoption over deep enterprise integration, which may limit custom workflow options compared to Fireflies or Fathom.

Otter's integration approach is narrower. The platform does not offer Zapier integration or API access according to vendor comparisons, which constrains automation possibilities for teams that rely on those tools to connect meeting data to broader workflows.

Understanding how storage limits work is essential for forecasting total cost of ownership.

Fireflies Free and Pro tiers impose lifetime storage caps that never reset. Free offers 800 minutes per seat. Pro offers 8,000 minutes per seat. A team recording one hour-long meeting per day will exhaust the Pro tier's 8,000-minute cap in approximately 133 days, or just over four months. Storage pooling helps multi-user teams extend this, but the fundamental constraint remains unless you upgrade to Business for unlimited storage.

Fathom does not impose explicit storage caps on its free tier in the same way. The platform's pricing focuses on feature access rather than storage consumption, which makes it more sustainable for long-term free usage if you don't need advanced AI features.

tl;dv's unlimited free recordings and transcriptions claim suggests no storage cap, though the platform's documentation does not provide detailed limits for paid tiers or clarify whether unlimited applies to all features or only specific capabilities.

Otter's monthly minute model avoids lifetime storage caps but imposes monthly usage limits that reset. This is cleaner for budgeting but less flexible for teams with variable meeting loads.

The decision between these platforms hinges on whether you prioritize free unlimited usage, deep integrations, or advanced AI features.

Fireflies Free offers 800 minutes of lifetime storage, which is enough to test the platform but not sustainable for ongoing production use. Pro at $10 per user per month annually provides 8,000 minutes and unlocks Tasks, smart search, and integrations, making it the entry point for teams serious about meeting-to-task workflows. Business at $19 per user per month annually is necessary for unlimited storage and API access, positioning it for teams with high meeting volumes or custom integration needs.

Fathom Free offers unlimited recordings and transcription forever, which is the strongest free-tier value for teams that only need basic summaries and don't require AI-generated action items. Premium at $20 per user per month is expensive compared to Fireflies Pro but includes advanced summaries and action items without storage caps. Team and Business tiers add collaboration and CRM features for larger deployments.

tl;dv's free-forever model is similar to Fathom but with less clarity on paid-tier differentiation. It's best for teams that want to avoid budget conversations entirely and are willing to accept fewer advanced features.

Otter Pro at $8.33 per user per month annually is the lowest entry price for a paid plan, but the 1,200-minute monthly cap is constraining for active teams. Business at $20 per user per month annually provides 6,000 minutes, which is more sustainable but still a monthly cap rather than unlimited storage.

For most teams that need AI-generated action items pushed into project management tools and want deep integration options including Zapier and API access, Fireflies is the better choice because its Pro tier at $10 per user per month annually unlocks Tasks, smart search, and broad integrations at a price lower than Fathom Premium. The 8,000-minute storage cap on Pro is sufficient for moderate usage, and Business tier at $19 per user per month annually provides unlimited storage for high-volume teams. Fireflies emphasizes integration breadth and automation potential, which matters most for teams building custom workflows or connecting meeting data to multiple systems.

Fathom is a stronger choice if you want unlimited free recordings and transcription without storage caps and are willing to pay $20 per user per month for advanced AI-generated action items and custom summary formats. The free tier's unlimited approach makes Fathom sustainable for long-term usage without a subscription, and the Premium tier's focus on Asana integration and conversational assistant features is optimized for teams using those workflows heavily. Fathom is better suited for teams that value a generous free tier and don't need the integration ecosystem breadth that Fireflies offers.

tl;dv is best for teams that want a free-forever meeting recorder and AI notetaker and are comfortable with fewer advanced features and less documented integration depth. The platform's unlimited free recordings and transcriptions across Google Meet, Zoom, and Microsoft Teams make it accessible for teams avoiding budget approval processes, though the lack of a native mobile app and less clear paid-tier structure may limit scalability for larger or mobile-first teams.

Otter is a reasonable option if you prefer monthly minute caps that reset rather than lifetime storage limits and want a lower entry price at $8.33 per user per month annually for Pro. The 1,200-minute monthly cap on Pro is restrictive for active teams, and the lack of Zapier integration or API access limits workflow automation compared to Fireflies. Otter fits teams with predictable, moderate meeting volumes who don't need custom integrations.