Best ClickUp Alternatives for AI Note Taking

ClickUp has become known for being more than just project management software; it also offers an AI notetaker and meeting assistant under ClickUp Brain. This feature helps with task tracking, team collaboration, and capturing meeting insights. But you might be wondering if there’s a better option out there that fits your workflow, your team size, or your company’s specific needs.

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Whether you’re looking for more accurate transcription, a simple interface, or a tool that integrates smoothly with other tools you already use, there are plenty of strong ClickUp alternatives worth checking out.

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In this guide, we’ll walk through the best options so you can find the alternative to ClickUp that actually works for your business, your projects, and your meetings. Let’s dive in.

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Why look for a ClickUp alternative?

We researched the web, and here are the most common reasons why users consider switching from ClickUp Brain’s AI notetaker:

• Complexity and learning curve: While ClickUp is a feature-rich platform, some find the AI notetaker a bit difficult to set up, especially if their team relies heavily on straightforward collaboration tools or simpler productivity tools.
• Performance concerns: Users note that when juggling multiple projects, the AI assistant can feel slow compared to other tools, making it harder to manage projects efficiently.
• Limited focus: ClickUp Brain is built as part of a larger management tool, so it doesn’t always specialize in notetaking the way dedicated AI assistants do. Larger teams handling complex projects may find it lacks certain unique features.
• Pricing: While ClickUp offers a free plan, many users find themselves needing more features quickly, and upgrading to higher tiers can add up fast, especially when compared with other AI meeting assistants that provide a forever-free plan with solid functionality.

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Enhance ClickUp's project management features with MeetGeek

ClickUp is already a powerful productivity tool, combining task management, goal tracking, and project management features in one place. But when it comes to turning conversations into tasks and action items, its built-in AI notetaker can leave gaps.

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If you don't want to let go of ClickUp altogether, MeetGeek can help. Instead of replacing ClickUp entirely, you can integrate MeetGeek to make it better. The integration automatically updates your ClickUp spaces with accurate meeting summaries and action items, so the outcomes of your calls flow directly into your existing project management workflow.

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With MeetGeek + ClickUp, you can:

• Capture and store all meeting recordings in ClickUp, eliminating manual note-taking and file sharing.
• Keep a searchable history of past discussions across multiple projects and campaigns.
• Automate task creation in ClickUp from meeting action items, improving time management and better organization.
• Link meeting insights with ClickUp Brain, so you can retrieve context instantly when collaborating with your team.

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And because MeetGeek comes with a mobile app for in-person meetings, a Chrome extension for platforms like WebEx and Discord, and 8,000+ integirations (including Google Sheets, Slack, and email integration), you’re not just enhancing ClickUp, you’re streamlining how your team collaboration happens across all the tools you already use.

What you need in a ClickUp alternative

Finding the right AI notetaker really comes down to what matters most for your team. Here are the basic key features to look for in an alternative to ClickUp:

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1. Simple interface

If your team struggles to adopt complex software, you need a user-friendly option. Tools with kanban view dashboards, activity logs, and easy navigation help with better organization.

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2. Accurate transcription & task management

Your meeting assistant should capture every detail and translate it into tasks, action items, and summaries. Look for time tracking, task management, and the ability to link notes to custom fields.

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3. Collaboration tools

Features like shared repositories, files and document access, or integrated messaging make sure your team collaboration is smooth. This helps manage projects across different resources and contexts.

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4. Reasonable pricing

A forever-free plan or free plan with solid functionality is essential. Compare how much you’ll need to pay for more features like GANTT charts, advanced reporting, or automation.

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5. Native integrations

A solid AI assistant should integrate with your own product stack. Whether that’s Google Sheets, CRM tools, or email integration, having all the features connected saves time.

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6. Scalability for larger teams

If your team size grows, your management tool should scale with you, supporting multiple projects, complex processes, and advanced reporting without slowing down.

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5 best ClickUp alternatives for AI note-taking

• MeetGeek
• Fireflies.ai
• Otter.ai
• Fathom
• Grain

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1. MeetGeek

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We already highlighted MeetGeek as a tool that enhances ClickUp through integration, but it also deserves the top spot as a complete replacement for ClickUp Brain when it comes to AI meeting notes. Unlike ClickUp’s built-in notetaker, MeetGeek was built from the ground up as a dedicated AI meeting assistant, with features that go far beyond transcription.

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It doesn’t just record and transcribe your meetings; it automatically creates detailed summaries, extracts action items, and organizes insights in a searchable conversation repository. This makes it easy for larger teams handling complex projects to keep track of key decisions without needing to dig through endless recordings or chat logs.

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MeetGeek also adapts to any team collaboration setup. With its mobile app, you can capture insights from in-person meetings, while the Chrome extension ensures you can record and summarize calls on platforms like WebEx, Discord, and Zoom. It’s a feature-rich, highly customizable productivity tool that strengthens your entire workflow.

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Key Features:

• Accurate AI transcription and intelligent meeting summaries
• Mobile app for recording and capturing insights from in-person meetings
• Chrome extension for WebEx, Discord, Zoom, and other platforms
• Over 8,000 native integrations with popular project management tools, CRMs, and collaboration platforms
• Conversation repository that makes past meetings searchable and accessible
• Advanced reporting features for decisions, outcomes, and performance tracking
• Ability to connect insights with task management and visual project tracking platforms
• Works alongside ClickUp or as a standalone solution for time tracking, goal tracking, and better organization

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Pros:

• Market-leading transcription accuracy
• Flexible integrations with other tools already used by your team
• Supports both online and offline meetings
• Forever free plan with robust functionality
• Great for team collaboration, automation, and time management
• Multiple language support

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Cons:

• Some initial setup may feel a bit difficult for non-technical users
• The wide range of features may feel overwhelming for very small teams that only need basic transcription

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Best For:

MeetGeek is best for teams that rely heavily on collaboration and project management software but need a smarter way to tie meetings into their workflows. It’s especially valuable for larger teams handling multiple projects, where accurate transcription, automation, and integration are a must.

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Pricing:

MeetGeek offers a free forever plan that covers core transcription and notetaking needs. Paid plans start at $19/month.

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2. Fireflies.ai

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Fireflies.ai is another strong alternative to ClickUp when it comes to AI note-taking and meeting assistance. It focuses on helping teams save time by automatically recording, transcribing, and summarizing meetings across different platforms. For teams that value automation and need to keep tasks connected to their project management tools, Fireflies can be a solid choice.

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The platform is highly effective for time management, as its AI assistant captures conversations and makes them searchable, so you can always revisit key points later. It also includes collaboration features like highlights, comments, and sharing, ensuring your team collaboration remains smooth even when managing multiple projects.

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Key Features:

• Automatic recording and transcription of meetings
• Searchable meeting notes with keyword tagging
• Integration with CRMs and project management software
• Collaboration with highlights, comments, and shared notes
• Time tracking features for calls and meetings
• Integration with tools like Zoom, Google Meet, and Microsoft Teams

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Pros:

• Strong automation and collaboration tools
• Search functionality helps with better organization
• Easy to manage projects with connected insights
• Useful for larger teams handling many meetings

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Cons:

• Some users report setup can be bit difficult for complex projects
• Advanced features locked behind higher-tier plans

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Best For:

Fireflies.ai is best for teams that handle high meeting volumes and want to quickly connect insights into their management tool stack. It works especially well for sales, customer success, and marketing teams that need task tracking tied to calls.

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Pricing:

Free plan available, paid plans start at $18/month.

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3. Otter.ai

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Otter.ai is one of the most well-known AI notetakers, popular for its reliable transcription and user-friendly design. It’s an excellent ClickUp alternative for teams that want simplicity without too many bells and whistles.

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Otter.ai excels at real-time transcription, turning your meetings into text as they happen. This makes it a good productivity tool for teams that need quick access to notes during live discussions. The tool also allows you to save and organize files, audio recordings, and meeting histories, ensuring your projects stay documented.

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Key Features:

• Live transcription for instant notetaking
• Storage of audio recordings and files
• Integration with Zoom, Microsoft Teams, and email integration
• Collaboration through shared notes, highlights, and comments
• Searchable archives for easy retrieval of past conversations
• Mobile and web version access for flexibility

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Pros:

• Very simple interface that is easy to learn
• Effective for quick team collaboration
• Strong live transcription capabilities
• Good for small to medium team size

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Cons:

• Lacks advanced reporting features
• Limited supported languages

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Best For:

Otter.ai is best for smaller teams and individuals who need a user-friendly notetaker that’s quick to deploy. It’s especially valuable for educators, students, and small businesses that want an affordable, straightforward management tool for meetings.

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Pricing:

Free plan available. Paid plans start at $16.99/month.

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If you need help figuring out if MeetGeek or Otter is better suited for your business, check out this YouTube video for a feature comparison:

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4. Fathom

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Fathom is a meeting assistant that focuses on automation and insights, making it a strong management tool for complex projects that demand clear documentation of decisions and follow-ups.

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What makes Fathom unique is its ability to automatically generate highlights during meetings. Instead of manually taking notes, you can mark important moments that the AI turns into actionable insights and even new tasks. Combined with its activity log, this helps keep team collaboration accountable and transparent.

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Key Features:

• Automatic call recording with transcription
• Smart highlights that turn into tasks
• Collaboration through shared clips and notes
• Activity log for transparency and accountability
• Integrations with CRMs, project management tools, and other productivity platforms
• Export notes and summaries to files or Slack

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Pros:

• Strong collaboration tools
• Great for automating tasks from meeting discussions
• Makes accountability clearer through its logs
• Helpful for larger teams that need visibility

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Cons:

• Limited customization for the free plan
• Several users face recording issues 

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Best For:

Fathom is best for business teams and professionals managing complex projects who need meetings to translate into clear action steps. It’s particularly useful for customer-facing teams who want to automatically generate insights and ensure better organization of outcomes.

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Pricing:

Free forever plan with premium plans starting at $19/month.

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5. Grain

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Grain focuses on recording, sharing, and analyzing meeting conversations, making it a valuable tool for teams that want better organization and actionable insights across multiple projects.

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Instead of just offering transcripts, Grain makes it easy to clip, share, and repurpose meeting highlights. This makes it a strong collaboration tool for larger teams that need to report back to stakeholders, share insights across departments, or connect tasks to project management software.

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Key Features:

• Record meetings on Zoom, Google Meet, and Microsoft Teams
• Clip and share highlights from calls for quick distribution
• Detailed summaries and reports for stakeholder updates
• Web version and mobile access for flexibility
• Integration with CRMs, Slack, and project management tools
• Cloud storage for meeting files and history

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Pros:

• Excellent for sharing insights quickly
• Good balance of transcription and collaboration features
• Useful for reporting and goal tracking
• Accessible via mobile and web version

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Cons:

• Limited phrase recognition in smart tags
• Difficulties with integrations for non-HubSpot users

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Best For:

Grain is best for teams that rely heavily on sharing insights across departments or with clients. Marketing, product, and customer success teams benefit most from its ability to turn long meetings into digestible clips, summaries, and reports.

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Pricing:

Free plan with limits, paid plans start at $19/month.

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Find a user-friendly ClickUp alternative for your meetings

The best management tool depends on what your team needs, whether that’s accurate transcription, advanced reporting, kanban boards, or time tracking. From feature-heavy productivity tools to lighter collaboration tools, there’s no shortage of ClickUp alternatives.

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If your goal is to simplify how you manage projects, tasks, and meeting outcomes, a dedicated AI assistant can be a better option than ClickUp Brain. Tools like Fireflies, Otter.ai, Fathom, and Grain bring different strengths, but if you want the most reliable transcription, highly customizable insights, and integrations with all these tools, MeetGeek is a great alternative that does it all.

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Give MeetGeek a try today and see how it can shift the way your team captures, organizes, and acts on meeting knowledge.

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Frequently asked questions

Does ClickUp have AI scheduling?

Yes, ClickUp offers AI scheduling through its AI Agents, which can automatically plan tasks, manage calendars, and optimize your schedule.

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How to use AI with ClickUp?

You can use AI in ClickUp through ClickUp Brain for meeting notes, task automation, scheduling, and real-time transcription that connects directly to your projects.

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Is ClickUp's AI note-taker free?

ClickUp’s AI note-taker has limited free access, but full transcription and meeting features require a paid AI add-on starting around $12 per user/month.

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What is ClickUp comparable to?

ClickUp is comparable to other project management and productivity tools like Asana, Trello, Notion, Monday.com, Wrike, and Smartsheet.

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