If you’re looking for more than just meeting notes — if you want a tool that actually helps move work forward — Proactor is built for you.
While tools like Otter have paved the way with fast, accessible transcription, Proactor is the evolution of AI meeting assistants: it listens, understands, and responds — all in real time.
In this article, I’ll walk through how Proactor stacks up against Otter, and why I made the switch.
But first, here’s a quick overview of what Otter brings to the table — and why it’s earned its place as one of the most well-known tools in the space.
What Otter Offers
Otter.ai is a well-known AI meeting assistant that provides real-time English transcription with speaker identification and automated summaries. It includes features like Otter Chat for querying transcripts, auto-joining meetings from calendar integrations, and syncing to tools like Dropbox and Slack. It’s widely used by professionals, educators, and remote teams who need a reliable meeting recorder.
That said, as more teams seek to extract real-time insight and drive post-meeting execution, Otter starts to feel more like a static note-taker than an active participant.
Why I Switched to Proactor
I’ve used both tools extensively in real sales and project meetings. Otter has served me well in many scenarios — it’s accurate, easy to use, and dependable.
But over time, I realized I needed more than just transcription. I needed a meeting assistant that could help me take action. That’s when I started using Proactor, and it quickly became my go-to.
Next, I’ll break down what each tool does, where Otter still shines, and why Proactor ultimately helps me work smarter.
What I Noticed Using Both Tools
| Feature | Otter.ai | Proactor |
|---|---|---|
| Core Function | Transcription + summaries | Real-time AI assistant + transcription + tasks |
| Target Users | Students, journalists, general professionals | Sales teams, consultants, PMs, decision-makers |
| Languages Supported | English, Español, Français | 8 languages (English, Español, Français, 日本語, 中文, Deutsch, Italiano, العربية) |
| Free Plan | Yes | Yes (includes AI preview, limited usage) |
| Paid Plan (Pro) | $16.99/month | $15.99/month (annual) |
| Paid Plan (Business/Team) | Custom | $39.99/month (annual) |
How I Experienced Transcription Quality
Both tools offer accurate transcription, with speaker separation and timestamps.
Otter:
- Great for basic speech-to-text.
- Includes keyword highlighting and filler word detection.
- Currently supports English (US and UK), Spanish, and French. (Proactor supports 8 languages including 中文, 日本語, and العربية.)
Proactor:
- Transcription is just the start.
- Captures tone, urgency, and buyer intent cues in sales conversations.
- Links moments to action items, follow-ups, and task generation.
Verdict: Otter wins on language variety. Proactor wins on context and actionability.
What Happened in Real-Time
Otter:
- Passive recorder: you get the transcript and summary after the meeting.
- No in-meeting suggestions or dynamic tracking.
Proactor:
- Acts like a real-time copilot with context memory.
- Surfaces insights proactively during meetings:
- Detects blockers, risks, and follow-up points in real time
- Identifies objections, budget flags, and next steps
- Auto-captures action items with owners
- You can interact with your meeting using Potor, a context-aware AI chat that references your entire meeting history.
- Supports proactive AI Advice: real-time strategic suggestions based on goals, client objections, or task gaps.
Verdict: Otter listens. Proactor thinks.
What Each Tool Delivered After Meetings
Otter:
- Transcript with speaker labels and timestamps
- Automated summary with highlights and action items
- Otter Chat: ask questions like “What were the next steps?”
- Shared folders and collaborative editing
- Calendar integration to auto-join and record meetings
- Cloud sync (Dropbox, Google Drive) and export options
Proactor:
- Transcript + full AI summary tailored to your goals
- Meeting Wiki auto-generated after every call:
- Task list by speaker or topic
- Key takeaways grouped by theme
- Strategic AI suggestions (e.g., proposal timelines, client readiness)
- Potor AI chat: ask context-aware follow-ups like “What did they say about budget last week?”
- Meeting memory: retains insight across sessions so you don’t repeat questions
Verdict: Proactor transforms meetings into structured knowledge.
What I Paid (and What I Got)
| Plan | Otter.ai | Proactor |
|---|---|---|
| Free | Limited mins & exports | 30 mins/month + 100 AI credits |
| Pro | $16.99/month | $15.99/month (1,350 mins + 3,400 AI credits) |
| Business | Custom pricing | $39.99/month (3,600 mins + 9,100 AI credits) |
| Enterprise | Custom | Custom (unlimited team access & API) |
Proactor also includes priority support for Business and above, full access to real-time AI Advice, unlimited meeting memory, and access to its structured meeting intelligence platform — no other tool ties insight to action this tightly.
Verdict: Proactor delivers more value per dollar, especially for teams who act on meetings.
Which One Made Sense for Different Scenarios
| Use Case | Choose Otter If… | Choose Proactor If… |
|---|---|---|
| Basic transcription | You just want accurate speech-to-text | You want insight, not just information |
| Multilingual meetings | You need support for 20+ languages | You run English-heavy meetings (for now) |
| Task & action tracking | You use other tools manually | You want AI to suggest and assign tasks in real time |
| Sales & follow-up intelligence | You manage notes manually post-call | You want follow-up nudges and decision support |
| Project momentum | You rewatch recordings or reread notes | You want a Wiki you can reference or ask questions to |
Final Thoughts & Call to Action
Otter was an amazing first step into AI-powered meetings. But in 2025, transcription alone isn’t enough.
Proactor doesn’t just document your meetings — it helps you move forward. It’s like having a teammate who remembers everything, thinks for you, and nudges you at the right time.
For teams who care about decision-making, follow-up, and turning conversations into action — Proactor is the smarter choice.
👉 Ready to upgrade? Try Proactor for free and experience the difference yourself.
