Fireflies replacement for Microsoft Teams: what happens to your meetings after the call?

The strongest Fireflies replacement for Microsoft Teams is amaiko: your meetings land in a persistent corporate memory in Teams, are read together with your email, earlier decisions and, with the HubSpot or Business Central specialist added per seat, your CRM, and stay hosted in Germany. With the Meeting Notetaker add-on, amaiko costs €61.57 per user per month billed annually.

What you’ll take away from this article:

• The search for a Fireflies replacement rarely starts with transcript quality. It starts with where meetings are processed, where your team works with the notes, and what a question about last quarter costs.
• amaiko’s Notetaker joins the call as a visible bot, the same mechanism Fireflies uses. It can also pick up the platform’s own transcript, or capture the conversation in the room with a paired recorder.
• Hosting: amaiko is hosted in Germany on every plan, with AI processing in the EU. Fireflies stores and processes data in the US by default; its Enterprise-only Private Storage changes where data is stored, and processing stays in the US.
• After the meeting: amaiko reads decisions against your projects, email and earlier decisions, and against your CRM with the HubSpot or Business Central specialist added per seat, right in your Teams chat. Fireflies posts notes to a Teams channel, and questions go to AskFred in the Fireflies app.
• Usage: amaiko comes with unlimited tokens. Fireflies charges AskFred per request in AI credits: each plan includes 20 to 50 once, at sign-up, and more are sold as a recurring add-on (AI credits guide).
• Price: €41.58 + €19.99 = €61.57 per user per month billed annually with the Notetaker. Fireflies is cheaper per seat; the amaiko seat is the whole assistant.

Why are teams looking for a Fireflies replacement?

Fireflies’ pricing page lists a free plan with 400 minutes of storage per team, Pro at $10, Business at $19 and Enterprise at $39 per seat per month billed annually.

The search for a replacement starts when your data-protection officer asks where the recordings are processed. Fireflies’ security FAQ answers: “All your data is stored and processed in the US cloud infrastructure by default.” Private Storage, listed on the Enterprise plan only, puts the data in a storage location you choose, and Fireflies’ Private Storage guide says processing stays on its servers in the US. It starts when the archive is full and still nobody knows what was promised in the customer meeting back in March. And it starts when the notes land in a Teams channel while every question about them has to be asked in another app.

Does amaiko need a recording bot in the call?

Yes. amaiko’s Meeting Notetaker is a paid add-on with three ways into a meeting:

• Notetaker bot. Joins the online meeting as a named participant and captures live, on every platform our notetaker infrastructure covers. Visible to everyone. Technically the same mechanism as Fireflies or Read.ai.
• Transcript pickup from the platform. No bot in the call: your team records or transcribes in the meeting platform itself, and amaiko collects the transcript afterwards. This route is weaker: nothing runs live, and somebody has to switch transcription on.
• Paired recorder on site. A Hey Pocket device captures the conversation at the table rather than on the screen. Pairing happens straight from the chat, and the transcript arrives in amaiko like any other meeting.

Responsibility for lawful recording sits with the recording company in all three modes: informing participants, obtaining consent, observing works-council rights. With the on-site recorder, amaiko does not notify the people present; that part is on you.

All three modes need the add-on, and all three feed the same corporate memory.

What happens to the knowledge after the meeting?

This is the difference that lasts. Fireflies sends the recap to your email, the Fireflies Notebook or a Teams channel, and questions about past meetings go to AskFred in the Fireflies app, charged per request in AI credits. amaiko writes the result into a persistent corporate memory: what was decided, who owns it, which customer and which project it touches, in the same memory as your email, your documents and your connected business systems, across quarters and staff changes. The meeting turns into assigned tasks in Microsoft To Do, and you ask about it later in the same Teams chat. Why searching and knowing are two different things is set out in AI that doesn’t forget.

When experience walks out of the building with every resignation, a searchable pile of transcripts does not keep it: losing knowledge costs more than an annual salary. Measured across 200+ daily users, amaiko delivers 57 % shorter onboarding and 35 % less time spent searching, with no separate app and no new interface. Book a demo and see it in your own tenant.

What does a Fireflies replacement with amaiko cost?

amaiko costs €41.58 per user per month billed annually (€499 per user per year), or €49.90 billed monthly, with unlimited tokens and a minimum of 5 seats. Meeting minutes are not part of the base plan: the Meeting Notetaker add-on costs €19.99 per user per month on top and covers all three capture modes. With it, amaiko costs €61.57 per user per month billed annually. Details on pricing.

On list price Fireflies is cheaper: Pro at $10, Business at $19 and Enterprise at $39 per seat per month billed annually. Fireflies’ price buys a meeting assistant processed in the US, with AskFred on a credit meter. The €61.57 buys the assistant your team uses all day in Teams and Outlook, with your meetings in it: morning briefings, email triage, research and documents, with a growing agent marketplace for specialists you add per seat. If you would otherwise run a second AI tool next to a notetaker, count both.

amaiko is hosted in Germany on its own infrastructure on every plan, with AI processing in the EU, GDPR-compliant and ISO 42001-conformant. At Fireflies, the Enterprise tier buys a storage location, and every meeting is still processed in the US. Details on the security page.

Fireflies replacements compared: what separates the options?

Criterion	amaiko	Fireflies
Recording in the online call	Visible Notetaker bot (add-on), or bot-free transcript pickup	Visible bot in the call
Hosting / data protection	Hosted in Germany on every plan, AI processing in the EU, GDPR-compliant, ISO 42001-conformant	Stored and processed in the US by default; Private Storage (Enterprise) changes the storage location only
Persistent memory	Persistent corporate memory across meetings, email, documents and systems	AskFred searches past meetings and connected apps, charged in AI credits
AI features beyond meetings	Growing agent marketplace: email triage, research, documents, briefings; unlimited tokens	AskFred, Daily Digest, Email Assistant; 20 to 50 one-time AI credits for AskFred
Training effort	No separate app, no new interface	Work happens in the Fireflies app; Teams receives notes in a channel
Cost	€61.57/user/month billed annually (€41.58 plan + €19.99 Notetaker)	$10 / 19 / 39 per seat/month, billed annually

Fireflies costs less per seat and processes your meetings in the US. amaiko is hosted in Germany, turns each meeting into company knowledge and answers questions about it in your Teams chat, with no credit meter. Market overview: Fireflies alternatives.

Want to see your meetings, in the call and in the room, become company knowledge? Book your free live demo.

Frequently Asked Questions

What is the best Fireflies replacement for Microsoft Teams?

amaiko, for companies that work in Microsoft Teams. Its Meeting Notetaker add-on captures online meetings and, via a paired recorder, conversations in the room, and amaiko reads the result together with your email and earlier decisions in a persistent corporate memory, and with your CRM once the HubSpot or Business Central specialist is added per seat. Hosted in Germany, €61.57 per user per month billed annually with the Notetaker.

Does amaiko send a recording bot into the call?

Yes, with the Meeting Notetaker add-on. The bot joins the online meeting as a named participant and captures live, the same mechanism Fireflies and Read.ai use. amaiko can also pick up a transcript the meeting platform produced itself; that route needs no bot, but it is weaker, because nothing runs live and somebody has to switch transcription on.

Can amaiko take minutes for a meeting with no online call?

Yes, through a paired Hey Pocket recorder, which the Meeting Notetaker add-on covers. The device captures conversations on site, at the table, and the transcript arrives in amaiko like any other meeting. You supply the device.

Who is responsible for telling participants about the recording?

The customer, in all three capture modes. amaiko supplies the technology; informing participants, obtaining consent and observing works-council rights sit with the recording company. With the on-site recorder, amaiko does not notify the people present.

What does Fireflies cost, and what does amaiko with meeting minutes cost?

Fireflies lists Pro at $10, Business at $19 and Enterprise at $39 per seat per month billed annually, and charges AskFred questions in AI credits. amaiko costs €41.58 per user per month billed annually; with the Meeting Notetaker add-on the all-in price is €61.57. On list price Fireflies is cheaper. The €61.57 buys an assistant that also takes minutes, with unlimited tokens and hosting in Germany.

How does the hosting differ from Fireflies?

amaiko is hosted in Germany on its own infrastructure on every plan, and AI processing stays in the EU. Fireflies’ security FAQ says data is stored and processed in the US by default. Its Private Storage, available on Enterprise only, lets you choose where data is stored, and processing stays on Fireflies’ servers in the US.

Why is a transcript archive not a corporate memory?

A transcript archive answers when you search it. amaiko consolidates your conversations into lasting company knowledge every night and reads a decision against your CRM, projects, email and earlier decisions. That knowledge stays available long after the person who sat in the meeting has left.

How much training does moving to amaiko take?

None: no separate app, no new interface. amaiko lives in Microsoft Teams and Outlook, where the work already happens. Measured across 200+ daily users, that means 57 % shorter onboarding and 35 % less time spent searching.