AI Notetaker Adoption by Company Size

Data sources

We estimated AI notetaker adoption using three signals. First, G2 review volume and growth rates for the top 15 AI notetaker products (Fathom, Otter, Fireflies, tl;dv, Grain, Avoma, and others). Second, job postings that mention specific meeting tools in their tech stack or "tools we use" sections (scraped from major job boards). Third, integration marketplace data from Salesforce AppExchange, HubSpot Marketplace, and Slack App Directory.

This methodology captures tools that companies use publicly enough to mention in reviews, job postings, or marketplace installations. It underestimates stealth adoption (teams using tools without leaving a public signal).

Adoption by company size

Estimated percentage of companies using at least one AI notetaker, by company size:

• 1-10 employees: 28% (driven by free tiers; Fathom and Otter dominate)
• 11-50 employees: 52% (early adopters, tool-curious teams)
• 51-200 employees: 68% (series B+ companies formalizing their stack)
• 201-1,000 employees: 74% (highest adoption; enough meetings to justify, small enough to deploy fast)
• 1,001-5,000 employees: 61% (drops due to IT procurement friction and security reviews)
• 5,000+ employees: 43% (lowest; enterprise security, compliance, and "shadow IT" concerns slow adoption)

Peak adoption is at 201-1,000 employees. These companies have enough meetings to feel the pain but not enough bureaucracy to block the solution. Enterprises lag because AI notetakers trigger security reviews, GDPR questions, and "is this tool recording my calls without consent?" concerns from legal.

Adoption by vertical

• SaaS / tech: 72% (highest; early adopters, remote-first, tool-friendly culture)
• Consulting / professional services: 58% (client calls are the product; recording is valuable)
• Recruiting / staffing: 54% (interview recording is a natural use case)
• Financial services: 31% (compliance concerns dampen adoption)
• Healthcare: 22% (HIPAA requirements limit options to compliant tools only)
• Government: 11% (FedRAMP requirements, procurement cycles)

Most adopted tools

Estimated market share among companies using an AI notetaker (based on G2 review volume and growth rate):

• Fathom: 26% (fastest growing; 6,645 G2 reviews, 5.0 rating, aggressive free tier)
• Otter.ai: 22% (largest installed base; 464 G2 reviews, brand recognition from early mover status)
• Fireflies.ai: 16% (strong mid-market; 736 reviews, good CRM integrations)
• tl;dv: 9% (European market leader; strong GDPR positioning)
• Gong: 8% (enterprise sales teams; also counted as revenue intelligence)
• Others (Grain, Avoma, MeetGeek, Tactiq, etc.): 19% combined

Fathom's share has roughly doubled in 12 months. Its free-forever individual plan is the on-ramp: individuals sign up, invite their team, and the company converts to paid. This bottom-up motion is outpacing every competitor's top-down sales approach.

Growth trajectory

Year-over-year adoption growth:

• 2023 to 2024: AI notetaker adoption grew from ~25% to ~41% (+64%)
• 2024 to 2025: ~41% to ~55% (+34%)
• 2025 to 2026: ~55% to ~67% (+22%)

Growth is decelerating as the early majority fills in. We estimate the category will plateau around 75-80% adoption in tech companies by 2028. The remaining 20-25% are organizations where security, compliance, or cultural resistance prevents adoption.

The next wave of growth will come from non-tech verticals (financial services, healthcare, education) as compliant tools mature and regulatory clarity improves around AI recording.