They break it because they pick the wrong first process.

I’ve seen this happen a weird number of times. Someone gets excited, opens a blank automation builder, connects Slack, Gmail, a CRM, maybe Airtable somewhere, and then tries to automate half the company by Friday afternoon. The workflow looks impressive for about 11 minutes.

Then somebody on the team asks, “Wait, who owns this when it fails?”

And yeah, that’s usually where the fun stops.

I think workflow automation is one of those things that sounds much cleaner in a blog post than it feels in a real team. In a real team, people have habits, shortcuts, undocumented rules, messy spreadsheets, and that one person who still knows why column F exists in the sales tracker (you probably have one).

So if you’re trying to figure out how to automate workflow without annoying everyone around you, I wouldn’t start with the most complex process.

I’d start with the most explainable one.

The first automation should be boring

This is probably the advice nobody wants, because boring workflows don’t look cool in screenshots.

But, boring is where automation usually works best first.

A good first automation might be something like moving new form submissions into a CRM, sending a Slack message when a support ticket hits a certain status, or creating a task when a contract is signed. Nothing fancy. Nothing that needs 19 conditional paths and a small emotional support spreadsheet.

Just something your team already understands.

What I mean by this is, if you ask 3 people on your team how the process works and they all give you roughly the same answer, that’s a pretty solid candidate. If they all give you different answers, or one person says “ask Marina, she handles that manually,” you may have found a process that needs cleanup before automation.

And cleanup is okay.

It’s just not automation yet.

Example 1: Automating lead handoff from a form to sales

Let’s say you have a website form that collects demo requests.

Right now, those leads probably go into an inbox, or a spreadsheet, or directly into your CRM if someone set that up 2 years ago and nobody has touched it since. Then a sales rep checks it, copies some details, maybe enriches the company manually, and sends the first message.

This can work when you’re getting 5 leads a week.

But if you’re getting 40, it starts getting sluggish.

A simple workflow here could pull the form submission, check if the email domain already exists in the CRM, create or update the contact, assign the lead based on region, and post a note in Slack. Oh, and before any of that is useful, you need to decide what happens with Gmail addresses, students, competitors, and people who type “asdf” into the company field.

That’s the part teams skip.

So I’d automate the handoff first, not the sales judgment. Let the automation handle the boring moving and tagging. Let the rep decide whether the lead is actually worth a call.

I like this as a first automation because the owner is obvious. Sales owns it. Marketing probably feeds it. Ops can monitor it. Nobody has to pretend an AI agent knows your ICP better than the person who closed 12 deals last month.

Example 2: Support tickets that need a human faster

I work in support, so I probably notice this one more than most people.

Support teams have a lot of small routing decisions that feel harmless until volume goes up. A ticket comes in from a paying customer. Another one has the word “refund.” Another one mentions “production is down,” which could mean a real outage or someone being dramatic at 2:13 AM.

You don’t want to automate the whole support response on day one.

But you can automate the alerting around it.

For example, a workflow can monitor new tickets, check the customer plan, look for certain keywords, and push urgent cases into a dedicated Slack channel. It can also create a follow-up task if nobody replies after 30 minutes. Simple stuff, but it saves time and honestly some sanity.

And the nice thing is that your team still keeps control.

The automation isn’t writing a delicate apology to a frustrated customer. It’s just making sure the right person sees the ticket before lunch.

Overall, if your team already has clear priority rules, this is a solid first workflow to automate. But if your support team still debates what “urgent” means every week, you should define that first in a boring little document.

Google Doc is fine.

Example 3: Finance reminders nobody wants to own

There are workflows that don’t create revenue directly, but they quietly remove a lot of internal friction.

Invoice reminders are a good example.

Someone signs a contract, the invoice gets generated, and then everyone assumes someone else is checking whether it got paid. Two weeks later, a founder is asking in Slack why the money didn’t arrive. I’ve seen this exact mess in small SaaS teams more than once.

A workflow here doesn’t need to be clever.

It can check unpaid invoices every morning, match them against customer records, and send a reminder to the account owner when something is 7 days overdue. Maybe it creates a task in ClickUp or Asana. Maybe it adds a note to the CRM. Maybe it just pings the finance channel and lets humans handle the awkward part.

The key detail is that you don’t want the first version sending aggressive payment emails automatically.

That’s where teams get nervous, and honestly, I get it.

Start with internal reminders. Once everyone trusts the workflow, you can add customer-facing steps later, if that still makes sense.

The weird little test I use before automating anything

Before I automate a workflow, I like to ask one annoying question.

Could I explain this process to a new hire in 5 minutes?

If the answer is no, I usually don’t automate it yet. Or at least I don’t automate the full thing.

Because the automation builder will happily let you create a monster. It doesn’t care if your naming conventions are messy, your CRM fields are half-dead, or your team uses “qualified” to mean 4 different things depending on the month.

The tool will just do what you tell it.

That sounds obvious, but it’s the part that trips people up.

I always tell people that you can only automate what you can articulate. And yes, I know that sounds like one of those lines people put on LinkedIn over a stock photo of a laptop, but it’s still pretty accurate.

How to choose your first process

I wouldn’t start by asking, “What can we automate?”

That question is too big.

Instead, ask where your team repeats the same manual step every week and already agrees on what should happen. Repetition matters, but agreement matters more. If a task repeats 50 times a week and nobody agrees on the rules, you’re going to automate confusion, which is just a faster kind of confusion.

Look for a workflow that has a clear trigger.

A new form submission. A ticket status change. A signed contract. A new row in a spreadsheet. A failed payment. Something concrete.

Then look for a simple output.

Create a task. Send a Slack message. Update a CRM field. Add a label. Move a record. These are small actions, but they give your team a visible result without changing their entire day.

And finally, pick something where failure is annoying but not catastrophic.

If your first workflow fails and someone has to manually move 8 leads, that’s fine. If it fails and 900 customers get the wrong email, you’re going to have a very bad Tuesday.

A simple first automation plan

Here’s how I’d do it if I were starting from zero.

I’d pick 1 process that happens every week. I’d write down the current steps in plain English, including the weird exceptions. Then I’d build the smallest useful version of the workflow and run it quietly for a few days before telling everyone it’s “done.”

Actually, I wouldn’t use the word done at all.

I’d call it version 1.

That gives you room to fix the parts you missed, because you will miss something. Maybe the CRM field is empty more often than expected. Maybe support tags aren’t consistent. Maybe the webhook fires twice because a form tool does something weird after an edit.

All of that is normal.

The mistake is pretending the workflow is perfect because it ran correctly once in a test window.

Final thought

Workflow automation works best when your team feels less interrupted, not more managed.

So start with the boring process. Start with the workflow everyone already understands. Start with the one where the trigger is clear, the output is simple, and the risk is pretty low.

You can always automate more later.

But if the first workflow breaks your team’s flow, nobody is going to care how powerful the platform is.

The post Workflow Automation Examples: How to Choose the First Process to Automate Without Breaking Your Team’s Flow appeared first on .

Whether you want to automate repetitive tasks, manage projects, schedule meetings, collect data, or share documents more securely, connecting Notion with other tools can help streamline your workflow.

To help you find the best options, I researched and evaluated a range of Notion integrations across different use cases.

In this guide, you’ll find the best Notion integrations for automation, communication, document sharing, scheduling, project management, and more, along with what each one does best and who it’s most suitable for.

Let’s dive in!

The best Notion integrations at a glance

My top Notion Integrations

Let’s see the best Notion integrations I have tested so far!

Papermark

Rating: 4.5 out of 5.

4.4/5

Papermark is a secure document-sharing and virtual data room platform that enhances Notion with advanced sharing controls, viewer analytics, and access management features.

Full Papermark review Visit Papermark

Best for secure document sharing

Quick verdict

• Best for:

Notion users and teams who need a secure way to share documents while tracking engagement and controlling access

• Not ideal for:

Individuals who only need basic document sharing without analytics, access controls, or virtual data room features

• Biggest strength:

Detailed page-by-page analytics and document engagement tracking

• Biggest weakness

Many advanced features require a paid plan

What I liked about Papermark

What could be improved

What you get after connecting Papermark to Notion

Pricing

• Free plan available (more than enough for most Notion sharing use cases)
• Pro plan: €24/month
• Business plan: €59/month
• Data Rooms plan: €99/month
• Data Rooms Plus: €249/month
• Data Rooms Premium: €549/month
• Data Rooms Unlimited: €999/month
• Data Rooms Custom: Custom pricing

How to connect Papermark to Notion

First, open the Notion page you want to share, click ‘Publish’, and copy the public link. Then go to Papermark Documents, More Add Notion page, and finally, paste the Notion link. From there, you can add a custom domain, password, expiration date, or other controls before sending the final link.

If you are building a Notion data room, Papermark also offers a “Connect Notion” flow where you link your workspace and select the page that will serve as the data room homepage. Any pages nested under that parent page are automatically included in the data room.

Read my full review: Papermark Review 2026: Here’s What I Liked (And What I Didn’t)

ClickUp

Rating: 4.5 out of 5.

4.3/5

ClickUp is an all-in-one project management platform that complements Notion with advanced task management, team collaboration, automation, and workflow customization.

Full ClickUp review Visit ClickUp

Best for advanced task management

Quick verdict

• Best for:

Teams that want to manage tasks and projects across Notion and ClickUp

• Not ideal for:

Users looking for a simple, lightweight workspace with minimal setup

• Biggest strength:

Advanced project management features and customization options

• Biggest weakness

Can feel overwhelming for new users

What I liked about ClickUp

What could be improved

What you get after connecting ClickUp to Notion

Pricing

• Free plan available
• Unlimited plan: $7/user/month (annual billing)
• Business plan: $12/user/month (annual billing)
• Enterprise plan: Custom pricing
• ClickUp AI: Available as a separate add-on

How to connect ClickUp to Notion

First, open Settings → My connections in Notion and connect your ClickUp account. Once connected, you can paste ClickUp task links directly into Notion pages and choose Paste as preview to view task details without leaving Notion.

You can also connect Notion inside ClickUp by opening App Center → Notion, authorizing your Notion workspace, and granting the required permissions. After connecting the two tools, you’ll be able to search Notion pages and databases directly from ClickUp and keep project documentation and task management closely connected.

Read my full review: My Honest ClickUp Review After Using It For +3 Months (2026)

Zapier

Rating: 4.5 out of 5.

4.3/5

Zapier is a no-code automation platform that connects Notion with thousands of other apps, allowing users to automate repetitive tasks and build workflows without writing code.

Visit Zapier

Best for workflow automation

Quick verdict

• Best for:

Users who want to automate workflows between Notion and thousands of other apps

• Not ideal for:

Users who only need a few basic integrations and do not require automation

• Biggest strength:

Connects Notion with thousands of apps through powerful no-code automations

• Biggest weakness

Costs can increase quickly as workflow usage grows

What I liked

What could be improved

What you get after connecting Zapier to Notion

Pricing

• Free plan available
• Professional plan: $19.99/month
• Team plan: $69/month
• Enterprise plan: Custom pricing

How to connect Zapier to Notion

First, create a Zap in Zapier and connect your Notion workspace. Then choose Notion as either the trigger or action app, select the database you want to use, and configure the workflow. Once activated, Zapier will automatically move information between Notion and your other apps.

Softr

Rating: 4.5 out of 5.

4.4/5

Softr is a no-code app builder that lets users turn Notion databases into client portals, internal tools, directories, and other data-driven applications without writing code.

Full Softr review Visit Softr

Best for building apps from Notion

Quick verdict

• Best for:

Building client portals, internal tools, and business apps from Notion data

• Not ideal for:

Users who need highly custom frontend design or full coding flexibility

• Biggest strength:

Turns Notion databases into functional apps without code

• Biggest weakness

More limited than fully custom development

What I liked

What could be improved

What you get after connecting Softr to Notion

Pricing

• Free plan available
• Basic plan: $49/month
• Professional plan: $139/month
• Business plan: $269/month
• Enterprise plan: Custom pricing

How to connect Softr to Notion

First, open your Softr app and go to Data → Add Data Source. Select Notion from the list of available data sources.

A Notion authorization window will then open. Click Select pages, choose the pages you want to share with Softr, and grant access. Once approved, your Notion data will be available inside Softr and ready to use in your app.

Read my full review: Softr Review 2026: I Spent $1,668 To See How It Actually Performs

Jira

Rating: 4.5 out of 5.

4.3/5

Jira is an issue tracking and project management platform that helps software teams manage development workflows, bugs, sprints, and engineering projects while keeping progress visible inside Notion.

Full Jira review Visit Jira

Best for software development teams

Quick verdict

• Best for:

Software and engineering teams that want to connect project documentation with development work

• Not ideal for:

Non-technical users looking for a simple task management solution

• Biggest strength:

Syncs Jira projects and issues directly into Notion

• Biggest weakness

Requires time to learn and configure properly

What I liked about Jira

What could be improved

What you get after connecting Jira to Notion

Pricing

• Free plan available
• Standard plan: $9.05/user/month
• Premium plan: $18.30/user/month
• Enterprise plan: Custom pricing

How to connect Jira to Notion

First, open Settings → My connections in Notion and connect your Jira account. Once authorized, copy the URL of the Jira project you want to sync. Then paste the link into a Notion page and select Paste as database. Notion will automatically create a synced database containing your Jira issues.

After the database is created, Jira issues will stay synced with Notion automatically. You can filter, sort, and organize the data using Notion views while continuing to manage the actual issues in Jira.

Read my full review: Brutal Honest Jira Review 2026 | Before You Use It

Slack

Rating: 4.5 out of 5.

4.3/5

Slack is a team communication platform that lets users share Notion pages, receive database notifications, and turn conversations into actionable work without leaving Slack.

Visit Slack

Best for team communication

Quick verdict

• Best for:

Teams that want to connect communication with project documentation

• Not ideal for:

Individuals who don’t collaborate through Slack channels

• Biggest strength:

Brings Notion content directly into team conversations

• Biggest weakness

Most of the value depends on your team actively using Slack

What I liked

What could be improved

What you get after connecting Slack to Notion

Pricing

• Free plan available
• Pro plan: $4.38/user/month
• Business+ plan: $9/user/month
• Enterprise+ plan: Custom pricing

How to connect Slack to Notion

First, open Settings → My connections in Notion and connect your Slack workspace. Once authorized, you’ll be able to use Slack notifications, page previews, and message-to-database features.

To receive database updates in Slack, open the Notion database you want to track, click ⋯ → Automations, create a trigger, and select Send Slack notification to… as the action. Then choose the Slack channel where you want updates to appear.

After setup, you can share Notion pages directly in Slack with rich previews, send Slack messages to Notion databases, and receive notifications whenever important changes happen in Notion.

Final thoughts on best Notion integrations

Notion is a great workspace on its own, but the right integrations can help you get much more out of it.

Whether you want to automate workflows with Zapier, improve communication through Slack, share documents securely with Papermark, build apps with Softr, or manage projects through ClickUp and Jira, there’s an integration for almost every use case.

Hopefully, this list helped you find the right Notion integration for your workflow. As always, I’ll continue updating it as new integrations and features become available.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently Asked Questions

What are the best Notion integrations?

There are many great Notion integrations available today. Zapier is excellent for automation, Slack helps teams collaborate, Papermark improves document sharing, Softr turns Notion databases into apps, and Jira works well for software development teams. Other popular Notion integrations include Google Calendar, Figma, Miro, Asana, Trello, and Google Sheets.

Can I connect Notion with Google Calendar?

Yes. You can connect Notion with Google Calendar to sync Google Calendar events, deadlines, and reminders. This helps keep meetings, project timelines, and tasks in one centralized location instead of switching between multiple apps.

Can Notion automate repetitive tasks?

Yes. By connecting Notion with automation tools like Zapier, you can automate repetitive tasks such as creating database entries, sending notifications, updating records, syncing data between platforms, and reducing manual data entry across your everyday work apps.

Can I sync a Notion database with Google Sheets?

Yes. Many users sync a Notion database with Google Sheets to work with real-time data, build reports, create embeddable charts, and perform more advanced analysis. This setup is particularly useful for teams that rely on data-driven decisions and need information from multiple systems in one place.

Can Notion replace project management tools?

For simple workflows, Notion can work as an all-in-one workspace for documentation, tasks, databases, and knowledge management. However, teams with more complex project management needs often connect Notion with dedicated tools like Jira, ClickUp, Asana, GitHub, or Microsoft Teams to access advanced workflows, custom workflows, issue tracking, and team collaboration capabilities.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

The post 6 Best Notion Integrations I Swear By In 2026 appeared first on .

To help you find the right MS Teams AI note taker, we tested and selected the tools that go beyond transcription, generating summaries, identifying key decisions, and keeping meeting information searchable and easy to share.

Here are the AI note-takers we choose from 20+ tested options:

How These MS Teams AI Note Takers Compare

How We Test AI Note-Takers

To keep our reviews and final scores fair and consistent, we evaluate every AI note-taking tool using a standardized testing framework built on real-world usage and hands-on experience.

We reviewed and personally tested every AI note-taker featured in this list, and you will find links to the full review articles for each tool. Based on our hands-on testing, we assigned an overall score using our standardized scoring system.

While these overall review scores influenced the rankings in this article, we also considered specific use cases, workflows, and standout strengths to recommend the best AI note-takers for different needs and teams.

Our scoring breakdown after testing 20+ AI note-takers:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Breaking Down the Best MS Teams AI Note-Takers in 2026

Fellow

Rating: 4.5 out of 5.

4.5/5

Fellow is a secure AI meeting assistant and note-taker that captures conversations, turns them into transcripts and summaries, and helps teams manage everything from meeting agendas to follow-ups in one place.

Full Fellow review Visit Fellow

Best overall

Quick verdict

• Best for Teams users who:

Enterprise teams on Microsoft 365 that need bot-free recording, compliance controls, and structured follow-ups.

• Skip it if:

You’re looking for a basic low-cost note-taking tool.

• What stood out in Teams meetings:

Botless recording means no bot joins the call — Fellow captures audio locally, which matters for compliance-sensitive teams. Backed by SOC 2 Type II, SSO, SCIM, and RBAC, with strong action-item tracking and integrations with Salesforce, HubSpot, and Jira.

• Main limitation:

Limited free version

Who Fellow is best for

Who Fellow is not ideal for

Fellow highlights

Fellow drawbacks

Use this link to sign up and get 10% off the paid plans if you upgrade

Testing Fellow for Microsoft Teams meetings

I tested Fellow with Microsoft Teams meetings to see whether it could do more than generate transcripts and summaries. While note-taking is one of its core features, I found that Fellow focuses on the entire meeting process, from planning discussions to tracking what happens afterward.

Getting started was straightforward. Fellow joined Teams meetings automatically, recorded the conversation, generated a transcript, and created an AI summary once the meeting ended. The transcripts were highly accurate, even during longer discussions with multiple participants.

One feature I used frequently was meeting agendas. Fellow allows you to prepare discussion points before a meeting and keep notes directly alongside the agenda during the call. Having everything in a single workspace really helped me keep meetings organized.

After each meeting, Fellow automatically generated action items and highlighted key decisions. Instead of reviewing the entire transcript, I could quickly see the next steps and assign tasks to team members. This was one of the most valuable parts of the experience.

I also liked how Fellow organized meeting information. Transcripts, recordings, summaries, action items, and past discussions were stored in a searchable library, so it was easy to find information from previous meetings.

I also spent some time exploring features outside of note-taking. Fellow includes shared agendas, meeting templates, and action item tracking, which helped keep meeting preparation, discussions, and follow-ups in the same workspace instead of spreading them across multiple tools.

Another thing I noticed while researching the platform was its strong focus on security and privacy — Fellow is built for regulated industries, not bolted on as an afterthought. Fellow is SOC 2, HIPAA, and GDPR compliant, doesn’t train its AI on customer data, and offers controls you rarely see in this category: Zero-Day Retention, which deletes recordings and transcripts after AI processing while preserving the summary and action items, and transcript redaction for stripping out sensitive details. For teams in finance, legal, or healthcare — or anyone who regularly discusses confidential client information in meetings — that level of control is a real differentiator.

Overall, Fellow delivered accurate meeting notes while also helping manage agendas, decisions, and follow-ups. For Microsoft Teams users who want meeting management features alongside AI transcription, it offers a more complete solution than many note-taking tools I’ve tested.

Cost breakdown

• Free plan: AI recording, recaps, transcriptions, collaborative notes, agendas, meeting timers, and integrations with Zoom, Slack, Microsoft Teams, and Google Meet. Great for testing the platform.
• Team plan ($7/user/month with annual billing): Includes higher limits, meeting automation, and integrations with Notion and project management tools.
• Business plan ($15/user/month with annual billing): Unlimited recordings and transcription minutes, organization-wide templates, sales AI recaps, and expanded integrations.
• Enterprise plan ($25/user/month with annual billing): Advanced security, custom recording controls, governance features, and increased recording and transcription capacity.

Read my full review: Fellow Review: My Thoughts After +12 Months (2026)

Use this link to sign up and get 10% off the paid plans if you upgrade

Bluedot

Rating: 4.5 out of 5.

4.4/5

Bluedot is a bot-free AI note taker that records meetings, generates transcripts and summaries, and helps teams share insights and follow-ups without inviting a meeting bot.

Full Bluedot review Visit Bluedot

Best for botless recording

Quick verdict

• Best for Teams users who:

Want bot-free meeting recording with AI-generated transcripts, summaries, and follow-up tools.

• Skip it if:

You need a generous free plan or prefer local processing over cloud-based note generation.

• What stood out in Teams meetings:

Bot-free recording, accurate transcripts, and well-structured meeting notes with minimal setup.

• Main limitation:

The free plan only includes five lifetime recordings.

Who Bluedot is best for

Who Bluedot is not ideal for

 Bluedot highlights

Bluedot drawbacks

Testing Bluedot for Microsoft Teams meetings

When testing Bluedot with Microsoft Teams, I was most interested in its bot-free approach. Many AI note takers rely on meeting bots to join calls, while Bluedot takes a different route and records meetings without adding another participant to the conversation.

First of all, the transcription quality was strong throughout my testing. Bluedot generated accurate transcripts and organized the meeting notes into clear sections, including summaries, action items, and timestamps. It automatically removed filler words, which made the transcripts easier to review afterward.

One feature I found useful was the ability to switch between meeting templates. Depending on the type of meeting, Bluedot could reorganize notes using different structures, and custom templates made it possible to focus on specific topics or questions.

I also spent some time using the AI chat feature. It allowed me to ask questions about individual meetings and quickly find key information. The responses were fast and included timestamps, allowing me to easily verify information and revisit specific parts of a conversation.

Another feature I appreciated was the follow-up workflow. Bluedot can generate AI-powered follow-up emails based on meeting discussions. Combined with its meeting insights and collaboration features, it offered more functionality than simple transcription alone.

Overall, Bluedot delivered a smooth experience during testing. The bot-free recording, accurate transcripts, flexible meeting templates, and AI-powered follow-up tools make it one of the best options for Microsoft Teams users who prefer not to use meeting bots.

Cost breakdown

• Free plan: Record and transcribe up to five meetings, with support for AI notes plus Slack and Notion integrations. Good for testing the platform, but not for long-term use.
• Basic plan ($14/user/month with annual billing): Includes unlimited recordings and storage, making it suitable for individuals and small teams that regularly rely on AI meeting notes.
• Pro plan ($20/user/month with annual billing): Adds longer recordings and custom meeting templates for more advanced workflows.
• Business plan ($32/user/month with annual billing): Unlocks HubSpot and Salesforce integrations, along with unlimited imports for teams that want to connect meeting data with their CRM.
• Enterprise plan (custom pricing): Includes SSO, advanced admin controls, custom retention policies, and other enterprise-grade security features. 

Read my full review: My Honest Bluedot Review After Testing 25+ AI Note-Takers

Fireflies AI

Rating: 4.5 out of 5.

4.4/5

Fireflies AI is an AI meeting assistant that records conversations, generates transcripts and summaries, and helps teams collaborate through meeting insights, analytics, and integrations.

Full Fireflies AI review Visit Fireflies AI

Best budget-friendly

Quick verdict

• Best for Teams users who:

Want a budget-friendly AI note taker with reliable transcription, collaboration features, and broad platform support.

• Skip it if:

You need the highest transcription accuracy or a feature-rich free plan.

• What stood out in Teams meetings:

The balance between transcription quality, collaboration features, integrations, and pricing.

• Main limitation:

The free plan is more limited than some competing AI note takers.

Who Fireflies AI is best for

Who Fireflies AI is not ideal for

Fireflies AI highlights

Fireflies AI drawbacks

Testing Fireflies AI for Microsoft Teams meetings

My experience with Fireflies AI in Microsoft Teams meetings was consistently solid. While it wasn’t the most advanced tool I tested, it offered a strong combination of transcription quality, collaboration features, and affordability.

Fireflies automatically joined my MS Teams meetings, recorded the conversations, and generated transcripts and meeting summaries afterward. While the transcription accuracy wasn’t quite on the same level as some of the best-performing tools I tested, it was consistently reliable.

The meeting summaries were another highlight. Fireflies organized discussions into key points, action items, and timestamps. I also liked that meeting notes could be edited and shared with other team members in just a few clicks.

I also spent some time using Fireflies’ collaboration and analytics features. Team members can comment on transcripts, leave reactions, and collaborate on meeting notes, while conversation intelligence provides insights such as speaker talk time and meeting sentiment.

Another feature I found useful was Fireflies’ AI assistant, Fred. It allowed me to ask questions about meetings and quickly find specific information. I also liked the Soundbites feature, which makes it possible to create and share short clips from longer conversations.

Overall, Fireflies AI delivered a dependable MS Teams experience with reliable transcription, strong collaboration tools, useful meeting analytics, and affordable pricing. While it may not lead the market in any single category, it offers one of the best overall value propositions among the AI note takers I tested.

Cost breakdown

• Free plan: Includes unlimited storage and transcription for shared bot meetings, but advanced features and file transcription limits make it better suited for occasional use.
• Pro plan ($10/user/month with annual billing): Includes unlimited transcription minutes, meeting recaps, AI assistant access, and advanced search capabilities.
• Business plan ($19/user/month with annual billing): Adds conversation intelligence, meeting analytics, team insights, and advanced collaboration features.
• Enterprise plan ($39/user/month with annual billing): Includes dedicated onboarding, enhanced support, and enterprise-grade administration capabilities.

Read my full review: Fireflies AI Review: Why is EVERYONE using it for meeting notes?

Microsoft Copilot

Rating: 4.5 out of 5.

4.3/5

Microsoft Copilot is Microsoft’s built-in AI assistant that helps Teams users generate meeting summaries, identify action items, answer questions about discussions, and catch up on missed meetings.

Visit Microsoft Copilot

Best built-in option

Quick verdict

• Best for Teams users who:

Already use Microsoft 365 and want AI meeting assistance built directly into Teams.

• Skip it if:

You want a budget-friendly AI note taker or don’t work primarily inside the Microsoft ecosystem.

• What stood out in Teams meetings:

Native Teams integration and the ability to ask questions about meetings during and after calls.

• Main limitation:

Full functionality requires a Microsoft 365 Copilot license on top of an eligible Microsoft 365 subscription.

Who Microsoft Copilot is best for

Who Microsoft Copilot is not ideal for

Microsoft Copilot highlights

Microsoft Copilot drawbacks

Testing Microsoft Copilot for Teams meetings

Since Microsoft Copilot is built directly into Microsoft Teams, I could access AI features from the same place where I was already joining meetings, checking chats, and reviewing recaps. This created a more seamless experience than using a third-party tool.

One of the most useful features was the ability to ask Copilot questions about a meeting. During and after meetings, I could ask for a summary of what had been discussed, key decisions that had been made, or action items that were assigned.

After meetings ended, Copilot generated structured recaps that highlighted discussion points, decisions, and follow-up tasks. I also liked how it highlighted action items and follow-up tasks mentioned during conversations and surfaced them alongside the meeting recap.

One of Microsoft Copilot’s biggest advantages is its deep integration with Microsoft 365. Teams that already rely on Microsoft tools will likely get the most value from it.

While it doesn’t offer some of the dedicated meeting management features found in specialized AI note takers, its native Teams integration, meeting recaps, action item tracking, and conversational AI capabilities make it a compelling choice for Microsoft 365 users.

Cost breakdown

• Free plan: Included with eligible Microsoft 365 subscriptions, and offers secure AI chat.
• Microsoft 365 Copilot Business ($18/user/month with annual billing):Includes Copilot in Teams, Outlook, Word, Excel, PowerPoint, and other Microsoft 365 apps.
• Microsoft 365 Copilot ($30/user/month): Enterprise-focused plan for larger organizations that want Copilot across Microsoft 365.
• Enterprise deployments: Additional security, compliance, governance, and administration capabilities are available depending on your Microsoft 365 licensing setup and organization size.

Krisp

Rating: 4.5 out of 5.

4.2/5

Krisp is a bot-free AI note taker that combines meeting transcription and summaries with industry-leading noise cancellation, accent conversion, and real-time audio enhancement.

Full Krisp review Visit Krisp

Best for noise cancellation

Quick verdict

• Best for Teams users who:

Need AI meeting notes and background noise cancellation in a single tool.

• Skip it if:

You’re looking for a free AI note taker or advanced meeting analytics.

• What stood out in Teams meetings:

The combination of accurate AI notes, bot-free recording, and real-time noise cancellation.

• Main limitation:

Noise cancellation is not available on mobile devices.

Who Krisp is best for

Who Krisp is not ideal for

Krisp highlights

Krisp drawbacks

Testing Krisp for Microsoft Teams meetings

One of the main reasons I wanted to try Krisp was its noise cancellation features. I was curious to see how well they worked in real Microsoft Teams meetings and whether they could improve both call quality and transcription accuracy.

The first thing I noticed was how easy it was to get started. Krisp worked quietly in the background and captured meeting content without disrupting the call. The transcription quality was strong throughout my testing, and transcripts were available within minutes after meetings ended. I also liked that transcripts included speaker identification and timestamps.

The AI-generated meeting notes were well structured and covered key discussion points, decisions, and action items. I found the summaries easy to skim, and Krisp did a good job highlighting the most important takeaways from meetings. It also assigned action items to participants, which made follow-ups easier to manage.

I also spent some time using the AI chat feature. Whether I wanted to review decisions, action items, or specific discussion points, the AI chat provided fast answers and helped speed up post-meeting work.

Finally, I tested Krisp’s main differentiator: noise cancellation. During testing, it effectively reduced background sounds and nearby conversations, creating cleaner audio and more accurate transcripts. I also found the accent conversion feature interesting, particularly for teams that regularly collaborate with international clients or colleagues.

Overall, Krisp delivered accurate meeting notes while offering audio features that most competitors don’t provide.

Cost breakdown

• No free plan available, only 7-day free trial
• Core plan ($8/user/month with annual billing): Includes unlimited audio and video recording, AI meeting notes, action items, AI chat, multilingual summaries, and support for in-person meetings.
• Advanced plan ($15/user/month with annual billing): Adds accent conversion, increased storage, SSO/SCIM, manager view, and advanced admin controls.
• Enterprise plan (custom pricing): Includes advanced security features, private on-device transcription, dedicated account management, and usage analytics. 

Read my full review: My Brutal Honest Krisp Review 2026 | Is It Worth It?

Granola

Rating: 4 out of 5.

3.6/5

Granola is a lightweight, bot-free AI note taker that transcribes meetings, generates AI notes, and turns your own meeting notes into structured summaries.

Full Granola review Visit Granola

Best for simplicity

Quick verdict

• Best for Teams users who:

Want a simple, distraction-free AI note taker without meeting bots.

• Skip it if:

You need meeting recordings, advanced collaboration features, or deeper meeting analytics.

• What stood out in Teams meetings:

The clean interface and the ability to combine personal notes with AI-generated summaries.

• Main limitation:

Doesn’t offer meeting recording capabilities.

Who Granola is best for

Who Granola is not ideal for

Granola highlights

Granola drawbacks

Testing Granola for Microsoft Teams meetings

The first thing I noticed right away while testing Granola was how little there was to learn. Instead of trying to be an all-in-one meeting assistant, it focuses on a simpler experience centered around transcription and AI notes.

After installing the desktop app, Granola transcribes meetings without requiring a bot to join the call. The transcripts were accurate, and real-time transcription was useful for following discussions as they happened.

The feature that impressed me most was Granola’s note-taking workflow. It combines your own notes with the meeting transcript to create structured AI summaries. I often take quick notes during meetings, and Granola did a surprisingly good job turning them into structured summaries afterward.

I also tested Ask Granola, the platform’s AI assistant. It helped me find information from meetings, identify action items, and draft follow-ups. The responses were fast and generally relevant to the questions I asked.

Another feature I liked was the template system. Granola includes templates for different meeting types and allows you to customize them by adding or removing sections.

The biggest limitation I encountered was the lack of recording functionality. Unlike many competing AI note takers, Granola doesn’t provide meeting recordings or support audio and video uploads. Depending on your workflow, that may be a dealbreaker.

Overall, Granola delivered a simple and distraction-free Microsoft Teams experience.

Cost breakdown

• Free plan: Includes AI meeting notes, Ask Granola, shared folders, custom note templates, and multi-language support. Meeting history is limited, but the free plan is generous enough to thoroughly test the platform.
• Business plan ($14/user/month): Includes unlimited meeting history and notes, advanced AI models, integrations, and consolidated billing.
• Enterprise plan ($35/user/month): Adds SSO, enterprise-grade security, priority support, usage analytics, and advanced administrative controls.

Read my full review: Granola Review 2026: Why It Won’t Work for Everyone

Bottom line

MS Teams has improved its own meeting capabilities over the years, but for many teams, built-in recaps still aren’t enough. Dedicated AI note takers can provide more detailed summaries, stronger search capabilities, better collaboration features, and clearer follow-ups after meetings.

The good news is that there’s now an MS Teams AI note taker for almost every workflow, team, and budget.

I hope this list helped you narrow down your options and find a tool that fits the way you work. Wishing you more productive Microsoft Teams meetings!

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

What is the best AI note taker for Microsoft Teams?

The best AI note taker for Microsoft Teams depends on your workflow. Some tools focus on automatic meeting notes and AI-generated summaries, while others offer advanced follow-ups, meeting insights, noise cancellation, or collaboration features.

If you regularly participate in Microsoft Teams meetings, a dedicated AI note-taking app can save time by capturing conversations and organizing key information automatically.

Can an AI note taker replace manual note taking in Teams meetings?

In many cases, yes. Modern AI note takers can generate meeting transcripts, summarize key points, identify action items, and create structured notes automatically.

While some users still prefer to add manual notes during important discussions, AI-generated notes can significantly reduce the amount of manual note taking required after meetings.

Do Microsoft Teams AI note takers work with Google Meet and other platforms?

Many AI note-taking apps support more than just Microsoft Teams. Depending on the tool, you may also be able to use it with Google Meet, Zoom, Webex, and other virtual meetings platforms. This can be useful for teams that collaborate with external clients or use multiple meeting tools.

Can AI note takers help with follow-up meetings and future meetings?

Yes. Most AI note takers generate meeting summaries, action items, and follow-ups that can be shared with team members after a meeting ends. Some tools also maintain meeting history, making it easier to review past meetings, prepare for upcoming meetings, and keep track of decisions across multiple discussions.

What features should I look for in a Microsoft Teams AI note taker?

The most important features depend on your needs, but common options include real-time transcription, AI-generated summaries, meeting highlights, meeting transcripts, cross-meeting search, meeting audio capture, and integrations with your Teams calendar.

Customer success teams, revenue teams, and other organizations that spend a lot of time in meetings may also benefit from analytics, conversation insights, and automatic meeting recaps.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

The post 6 AI Note-Takers I’d Use for Microsoft Teams Meetings After Real Meetings appeared first on .

These are the key points that I explored during the Nitro vs UPDF clash:

• UPDF is a more budget-friendly option than Nitro.
• UPDF has more extensive AI features than Nitro.
• Both Nitro and UPDF have great PDF editor tools.
• Both Nitro and UPDF are versatile and work on Windows, Mac, iOS, and Android devices.
• Nitro is slow sometimes, particularly when working with more PDFs.

Now, let’s dive into the side-by-side comparison of Nitro vs UPDF!

Verdict

Here’s the quick verdict if you don’t want to read the full Nitro vs UPDF review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

My ratings: Nitro vs UPDF

How We Test PDF Editors

To keep our reviews and final scores fair and consistent, we evaluate every PDF editor using a standardized testing framework built on over 3 years of hands-on experience testing these tools in real-world scenarios.

Our scoring breakdown after testing 30+ PDF editors:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Key differences between Nitro and UPDF

Here is a short overview of the key differences I found in the Nitro vs UPDF showdown:

Comparison: Nitro vs UPDF

First, I show my experience with both PDF editors when using them on a day-to-day basis. Afterward, I reveal their ideal use cases, as well as strengths and weaknesses based on my testing.

Furthermore, I will break down the features I tried, the pricing plans I discovered, and their alternatives.

How these PDF editors performed in my daily workflow

I used both UPDF and Nitro for several days for my PDF workflows. Below, you will see how this went with each PDF editor.

How Nitro fits into my workflow

Nitro has a robust feature set when it comes to working with PDF forms and documents. You can find everything you need to read, edit, and review PDF documents.

The PDF editing experience was smoother than I expected. One thing I immediately noticed was how precisely Nitro handled text selection, while offering the flexibility to select lines or sections.

The image editor was also outstanding compared to other PDF editors I tried. Adjusting size, position, brightness, colors, and resolution worked well, and I did not run into formatting issues while moving elements around.

Besides standard password protection and redaction tools, the Smart Redaction feature was one of the most useful features I found after testing 30+ alternatives.

The e-signature and form tools were another highlight. Nitro Sign works as a dedicated e-signature app, with custom fields, audit trails, and document workflows that make sense for business users.

The interface was clean and easy to navigate overall. However, I missed the function to switch between multiple open documents, and organizing pages could be faster with a more visual drag-and-drop layout.

Overall, Nitro PDF delivered one of the strongest all-around PDF editing experiences I tried. It combines advanced features with a user-friendly interface, making it a capable choice for professionals and businesses working with PDFs regularly.

Who should choose Nitro?

Who should NOT choose Nitro?

How UPDF fits into my workflow

UPDF has a clean user interface, so even new users can learn all the features quickly. I loved that I could access every tool with one or a maximum of two clicks.

Another thing that stands out is how easy it is to edit PDFs. You can change every element in a PDF file to fit your needs. Compared to other PDF editors, it provides high flexibility for managing all aspects of your PDF files.

Besides the above-described functionalities, I tried other tools as well. For instance, it has an efficient feature for cropping or organizing pages. But you can also combine multiple PDFs into one. These are pretty helpful for saving time and nerves when working on PDFs.

Lastly, my favorite part during the UPDF review was the AI features. I think AI tools can be highly effective when dealing with text-based content. Fortunately, the AI features work nicely with UPDF. If you are someone who has to deal with many PDFs, these AI tools can be life-savers.

Who should choose UPDF?

Who should NOT choose UPDF?

Nitro’s pros and cons

These are the pros and cons I found when testing Nitro.

Nitro’s pros

Nitro’s cons

UPDF’s pros and cons

Here are the wins & trade-offs I saw when using UPDF.

UPDF’s pros

UPDF’s cons

Key features

Let’s start the Nitro vs UPDF clash with their key features!

Nitro’s features

PDF editing features

If you click on the edit button on the left side of the top toolbar, you can edit PDF documents with Nitro. You can create new text or edit the existing content.

What I noticed first, compared to other PDF editors, is how flexible it is when selecting which text you want to edit. It can either select the whole block or just a line, which is a nice touch for more precise PDF editing.

In contrast, I tried numerous PDF editors where it selected the whole page when I wanted to edit only a section.

When making changes in the text, you can adjust font type, size, color, alignment, spacing, and position. Similar to other PDF editors, you can edit both text and images, and insert new ones.

When it comes to the pictures, you can adjust resolution, brightness, color, size, and position. The picture editor worked smoothly during testing and did not encounter any issues.

After you finish editing, you can move the text blocks and pictures around by dragging and dropping them.

PDF reader

Nitro offers practical PDF reading features. You can choose from numerous view options to review your PDF documents.

The default view shows only one page at a time. However, you can easily change this view to facing pages, continuous facing pages, or full-screen mode.

Moreover, you can zoom in and out when viewing your PDF documents.

What I missed when viewing PDFs is the option to switch between dark and light modes, but aside from that, Nitro has the essential tools for PDF reading.

Annotate PDF documents

During my Nitro PDF review, I discovered that Nitro is a solid PDF annotator. With its markup tools, you can highlight text, insert notes, callouts, stamps, shapes, and more.

In addition to the essential annotation features, Nitro PDF lets you attach files and draw.

Overall, these features are useful for small businesses and for users who frequently collaborate on PDF documents.

Sign PDFs

Nitro PDF has a built-in quick signature option that you can use to create your signature and sign documents fast. You can get your signature by drawing, webcam, file insertion, and typing.

Nevertheless, if you need more advanced PDF signing, you can use Nitro Sign, which works as a full-featured e-signature platform. That said, you can insert numerous field types, such as name, date, title, company, signature, and more.

Afterward, just add the recipients and share the document for signing. Nitro Sign also provides an audit trail and a secure record of all actions taken during the signing, making it an ideal choice for businesses.

PDF forms

Nitro offers several tools to help you fill out forms. You can add items such as checkboxes, lists, barcodes, buttons, and more.

When you insert an item, you can easily drag and drop them, duplicate fields, and use more detailed formatting.

I found the Smart Automatic Form Creation a valuable feature here to instantly detect and convert static form elements into interactive fields. Based on my experience, only a few PDF editors offer similar features for faster form creation.

All in all, Nitro PDF has capable form creation tools that are excellent for users who regularly work with PDF forms.

Organize PDFs

If you go to the page layout option on the top toolbar, you can organize your PDF files. You can reorder, delete, rotate them, and more.

The only thing I missed here is an interface that lets me quickly drag and drop pages to rearrange them. In my opinion, it is faster to organize your pages compared to the solution Nitro PDF offers.

PDF Protection and redaction

Security is key when it comes to PDFs, as they can include a lot of sensitive data. With Nitro PDF, you can add an open password and a permission password.

In the case of open passwords, you have to add a password that must be entered each time you access the PDF file. You can set a permission password to allow others to edit and print the PDFs. They are both useful for protecting your PDFs and restricting their accessibility.

In addition, you can mark parts of the documents for redaction, and once you are ready, just click on the Apply Redaction for removal. Nitro PDF not only hides the information but permanently removes it from the document.

One thing that stood out to me is the Smart Reduction feature, which automatically redacts sensitive data from PDFs using AI, such as bank info, email addresses, and more.

After testing some of the most advanced PDF editors, such as Adobe Acrobat, PDF-Xchange, and Tungsten Power PDF, I did not find a more efficient redaction removal method.

PDF conversion and compression

Nitro PDF allows you to convert PDFs into Word, Excel, PowerPoint, and image formats. The conversion is almost instant, and you get the file in the desired formats.

Nitro also offers PDF compression features to strip unnecessary objects and compress images to the minimum size. Based on my testing, it worked well and reduced the files’ size by more than 50%.

Optical character recognition

I was curious how Nitro PDF handles scanned documents, so I tried its OCR capabilities. And honestly, the result was better than I expected.

It transformed the scanned document into an easily editable PDF file that I can edit and annotate. The process took about 20-40 seconds, and you can choose whether to make it searchable or editable.

Overall, I was satisfied with the entire process and the OCR output accuracy.

Smart Tools

The Smart Tools are only available from the Web version.

Nitro Assistant helps you summarize and ask questions about your PDF document. The first time I used Nitro’s AI features around 2023 and 2024, I experienced slow response times. However, it’s not the case in 2026.

I got the answers in 10-15 seconds, and the output was reliable.

Besides the AI assistant, you can access Nitro’s table and form extract features to automatically get the key data points from tables and forms. If you deal with many forms and tables daily, this can be a practical solution.

Admin Portal and Analytics

Using the Admin Portal, you can control access, allocate seats, and turn AI tools on/off. This is a unique feature, as neither Adobe Acrobat nor Foxit offers similar features for admins.

With the Analytics feature, you can track the time saved by signing, including an ROI calculator and a productivity score for your users. Such features give you insight into your team’s PDF workflows, making Nitro an appealing option for businesses with serious PDF needs.

UPDF’s features

Let’s see UPDF’s features!

Text editing

While most PDF editors only allow you to add text boxes or comments, UPDF offers way more options to customize and edit the text in your PDF file. You can edit all the elements of the PDF documents smoothly, and the text is no exception.

You can add, remove, and change existing PDF text, which is even more useful than you think. I really loved that I could change the original text in PDF documents, so I did not need to make the changes in the Word document and convert it into PDFs again.

It is also great that you can use custom text. You can customize the text’s color, font, and alignment. Besides these options, you can highlight text similarly to other PDF editors.

Insert images

UPDF offers many functionalities you may need to edit images in PDF files. With UPDF, you can add, crop, replace, rotate, delete, and extract images with a few clicks. Furthermore, it supports drag-and-drop functionality to easily add or replace images.

In a nutshell, UPDF provides all the editing options you need to customize images in PDFs.

Add sticky notes and stickers

When reviewing a PDF file, sticky notes are an excellent way to add comments or notes. With UPDF, you can insert small notes in different places in a PDF file to give feedback or expand information.

Nevertheless, my favorite tool from the edit mode was the stickers during the UPDF review. UPDF has some unique stickers that you can use when editing PDF documents. They can be quite valuable when you need to review PDFs quickly and want to highlight some parts.

Signatures

Many businesses use digital signatures for PDF documents to reduce the chance of fraud and authenticate documents. UPDF offers an easy way to add your signature anywhere on the PDF. Also, you can adjust the field size and edit its properties by double-clicking on it.

Annotation tools

I already mentioned some annotation tools previously, like sticky notes or stickers, but there are some additional tools you may want to try. Such annotation tools can significantly improve your experience with PDFs, especially when it comes to team collaboration.

You can add annotations to your PDF files, including text callouts, strikethrough, and more. I found the openable attachment to be the best annotation tool.

It was so good that I could insert other documents in different parts of the PDFs. Simply put, it makes referencing much easier and more accessible for anyone reading PDFs.

Let’s take a closer look at what AI features this PDF software offers for us!

Summarize PDFs

I do not know about you, but dealing with PDFs is a burdensome and time-consuming task for me. I always try to find a way to make this process faster. Fortunately, UPDF’s AI features made me faster and more productive when working with PDFs.

The AI summaries are useful for digesting documents faster. Thanks to UPDF’s integration with ChatGPT, you can ask AI to summarize your PDF document without switching between apps. It is a pretty efficient way to understand long PDF files without reading the whole document.

The structure of the summary changes every time you ask UPDF, so you need to include your precise instructions in the prompt. My preferred structure for the summary was section-based. It essentially collects the main takeaways for each section, and you can get an overview of what the PDF is about.

Chat with PDFs

Moreover, UPDF has an AI chat feature. Simply put, imagine interacting with ChatGPT; you can ask UPDF to rewrite specific parts of the PDF or just answer your questions regarding the document.

Overall, the AI chat feature is an excellent way to digest PDFs faster and move on to the next task.

Translate PDFs

If you are working in a multicultural environment, the translation tool could be valuable. You can ask UPDF to translate content directly on the page, so you do not need to switch between translators and PDF editors. With just a few clicks, you can translate documents in seconds.

You can find it step-by-step in the above video if you are interested in the whole process and the outcome.

Create mind maps from PDFs

Finally, one of the most exciting features is the mindmaps. You can convert your PDF to a mind map quickly. It not only helps you understand and document faster, but also provides a way to show the overall structure of a subject.

Once UPDF generates the mind map, you can download it in various file formats, such as PDF or JPG.

Pricing

Let’s check their pricing!

Nitro’s pricing

The Nitro Pro Standard costs $180 annually per user and includes all advanced features, from PDF editing to AI tools.

The Nitro PDF Classic is $270 per license. This is a one-time purchase, and the Nitro PDF includes PDF editing features.

If you are looking for a PDF editor for your business, you should check out the Nitro PDF Plus plan. However, you need to contact sales to get volume discounts.

If you need the e-signature features, you can purchase the Nitro Sign Standard for $180 to send documents for signatures, create forms with fields, and track the signing activity.ng. You need to contact sales to get volume discounts.

UPDF’s pricing

UPDF has three plans. The pricing structure changes whether you are an individual, student, or enterprise client.

The free plan includes limited AI assistant features (i.e., Analyze three files, ask 30 questions) and two file conversions per day. While you can use many editing features, UPDF will add watermarks to your document.

With the UPDF Pro license, you can access all the editing features without watermarks. If you are not interested in AI features, a lifetime license is an ideal option.

If you want to use the AI tools, opt for the UPDF with AI plan. Using this UPDF license, you can utilize all the editing and AI features without limits.

Related articles:

• 9 Best PDF Editors In 2026 | 30+ Personally Tested PDF Tools
• The 8 Best Adobe Acrobat Alternatives: 30+ PDF Editors Tested
• The 7 Best PDF Readers For 2026 (Only FREE Options)
• 5 Best Free PDF Editors (No Watermarks & Actually Free Picks)

Nitro and UPDF alternatives

If you feel like Nitro or UPDF is not perfect for you, here are the best alternatives:

Wrap-up: Nitro vs UPDF

Both Nitro and UPDF received the same score after testing them. Nonetheless, the same score doesn’t mean that they are the same.

UPDF is more suitable for individuals who need a PDF editor at a reasonable price, particularly if they want to use it on all their devices.

You should check Nitro in case you run a business or need a PDF editor for an enterprise. It offers advanced PDF management features with high security.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is there a better PDF reader than Adobe Acrobat?

Adobe Acrobat is a solid PDF reader and editor. However, there are great alternatives to Adobe Acrobat Reader and Pro on the market, such as UPDF or Nitro. They offer similar PDF features for a significantly lower price.

Which PDF editor is best?

The best PDF editors for me are Tenorshare PDNob, EaseUS PDF Editor, Smallpdf, pdfFiller, PDFgear, and Nitro. There are many other capable solutions, but these impressed me the most.

Is UPDF a good PDF editing software?

UPDF is a perfect and affordable choice for editing your PDFs. It also has extensive AI features that help you understand PDF documents faster.

Is UPDF safe?

After finishing my review and reading other UPDF reviews, I did not find anything suspicious regarding UPDF or Superace Software Technology, which is the owner of this product.

Based on my review and research, I can say that UPDF is a safe app. Furthermore, its security features help to keep your PDF documents safe on all your devices.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

The post Nitro Vs UPDF: Side-by-Side Comparison (2026) appeared first on .

I spent numerous hours with both PDF editors, and I am here to share the benefits and limitations of each tool to ensure you make the right choice.

These are the key points that I explored during the Foxit vs Nitro clash:

• Both PDF software have advanced PDF editing features.
• Nitro has admin & analytics features, while Foxit does not.
• It’s easier to organize pages with Foxit or work with multiple files at once.
• Nitro offers excellent security and redaction tools.
• Foxit supports Android devices, unlike Nitro.
• Nitro has more advanced e-signature features.

Now, let’s dive into the side-by-side comparison of Foxit vs Nitro!

Verdict

Here’s the quick verdict if you don’t want to read the full Foxit vs Nitro review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

My ratings: Foxit vs Nitro

How We Test PDF Editors

To keep our reviews and final scores fair and consistent, we evaluate every PDF editor using a standardized testing framework built on over 3 years of hands-on experience testing these tools in real-world scenarios.

Our scoring breakdown after testing 30+ PDF editors:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Key differences between Foxit and Nitro

Here is a short overview of the key differences I found in the Foxit vs Nitro showdown:

Comparison: Foxit vs Nitro

First, I show my experience with both PDF editors when using them on a day-to-day basis. Afterward, I reveal their ideal use cases, as well as strengths and weaknesses based on my testing.

Furthermore, I will break down the features I tried, the pricing plans I discovered, and their alternatives.

My hands-on experience with both PDF editors

I used both Foxit and Nitro for several days for my PDF workflows. Below, you will see how this went with each PDF editor.

My experience with Foxit PDF editor

Foxit has an intuitive user interface, and I found its tools easy to use. It is ideal for both work and personal use.

Essentially, it has similar features to Nitro, but Foxit is significantly cheaper. Another difference I noticed is that Foxit is a fast PDF reader. Even when I opened up larger PDF files, I did not have an issue with the loading time.

Overall, I had a very positive experience with Foxit.

Who should choose Foxit?

Who should NOT choose Foxit?

My experience with Nitro

Nitro has a robust feature set when it comes to working with PDF forms and documents. You can find everything you need to read, edit, and review PDF documents.

The PDF editing experience was smoother than I expected. One thing I immediately noticed was how precisely Nitro handled text selection, while offering the flexibility to select lines or sections.

The image editor was also outstanding compared to other PDF editors I tried. Adjusting size, position, brightness, colors, and resolution worked well, and I did not run into formatting issues while moving elements around.

Besides standard password protection and redaction tools, the Smart Redaction feature was one of the most useful features I found after testing 30+ alternatives.

The e-signature and form tools were another highlight. Nitro Sign works as a dedicated e-signature app, with custom fields, audit trails, and document workflows that make sense for business users.

The interface was clean and easy to navigate overall. However, I missed the function to switch between multiple open documents, and organizing pages could be faster with a more visual drag-and-drop layout.

Overall, Nitro PDF delivered one of the strongest all-around PDF editing experiences I tried. It combines advanced features with a user-friendly interface, making it a capable choice for professionals and businesses working with PDFs regularly.

Who should choose Nitro?

Who should NOT choose Nitro?

Foxit’s pros and cons

It is time to summarize the pros and cons of the Foxit vs Nitro battle. Let’s begin with Foxit!

Foxit’s pros

Foxit’s cons

Nitro’s pros and cons

These are the pros and cons I found when testing Nitro.

Nitro’s pros

Nitro’s cons

Key features

Let’s continue the Foxit vs Nitro clash with a look at their key features!

Foxit’s features

PDF editor

Foxit uses a drag-and-drop system when editing text in your PDF files. To access this feature, just go to the edit tab and select the edit text. When selecting a text box, you can move it around and insert text.

Besides editing existing text, you can add new text to your PDF. Hit the edit button, go to the edit content, and finally, click on the add text tool. This way, you can easily add rich text and move it to your pages by dragging and dropping it.

Also, Foxit PDF editor allows you to use a different font type for the text, adjust the size, and change the margins of a content block and paragraph alignment and spacing. You will see these options on the right side of the PDF editor when editing text.

Apart from text editing, you can insert pictures into PDF documents using Foxit. When inserting a picture, it also follows a drag-and-drop system.

After you insert the picture into the PDF file but want to move it somewhere else, you only need to click on the edited picture, and you can place it somewhere else smoothly.

PDF reader

Foxit has PDF reader tools as well. If you click on the view tab, you will have access to some valuable features to read your PDFs.

You can use the read mode, change to night view if you want, and change between numerous view options. Ultimately, Foxit has all the tools you need for convenient PDF viewing.

Annotate PDF documents

Annotating documents is crucial. It helps to review PDF documents faster and more efficiently, especially if you work as part of a team.

Foxit PDF editor has some useful features for commenting, reviewing, and highlighting text. If you click on the Comment tab on the top toolbar, you will quickly see all the features to annotate PDF documents.

You can choose from numerous options for highlighting text, adding callouts, or adding notes. Whenever you add one of these items, you can further customize it using the window that comesthat opens on the right.

PDF organizer

If you hit the Organize button on the top tools, you will see all the options to organize your PDFs. It has a page panel that allows you to organize pages by dragging and dropping their thumbnails.

Also, you can delete, insert pages, swap, flatten, crop, extract, and split them if you want. It offers a feature to compare documents, where Foxit highlights the parts where the two documents differ from each other.

Forms and signatures

If you want to create forms, Foxit is a good option. It has some useful and easy-to-use tools to create or fill forms within a PDF document. You can add text, drop-down lists, checkboxes, and buttons, so you can generate forms super easily.

If you need to sign your PDF documents, that is not a problem with Foxit PDF editor. You can create your own signature utilizing the Foxit eSign tool. After you generate your signature, you can smoothly add it with a few clicks anytime you need it.

Converting and Scan to PDF

First, Foxit allows you to convert PDFs into different formats, such as Microsoft Office formats or images. However, Foxit has the option to convert paper documents to electronic PDF files.

The best part is that Foxit utilizes OCR to convert scanned documents or images into editable text. I had a positive experience with the OCR and the whole process of converting documents into PDF files.

PDF protection

PDF protection is an essential tool you need for your documents. If you click on the project, you can easily add passwords to your PDFs and restrict access. Just a side note here: there is no way to recover the password from the PDF if you forgot it. So, make sure you save it somewhere else as well.

When restricting access to PDF files, you can choose from multiple options. You can only allow them to print or make changes, but if you want, you can just allow them to copy text.

AI assistant

Foxit has an AI assistant feature that increases productivity and effectively extracts information from your PDFs. The summary feature is especially useful for quickly understanding your PDF.

Nevertheless, you can ask questions about the PDFs, and it really works like an in-built ChatGPT for your PDF files.

Nitro’s features

Let’s see if Nitro PDF editor has better tools!

PDF editing features

If you click on the edit button on the left side of the top toolbar, you can edit PDF documents with Nitro. You can create new text or edit the existing content.

What I noticed first, compared to other PDF editors, is how flexible it is when selecting which text you want to edit. It can either select the whole block or just a line, which is a nice touch for more precise PDF editing.

In contrast, I tried numerous PDF editors where it selected the whole page when I wanted to edit only a section.

When making changes in the text, you can adjust font type, size, color, alignment, spacing, and position. Similar to other PDF editors, you can edit both text and images, and insert new ones.

When it comes to the pictures, you can adjust resolution, brightness, color, size, and position. The picture editor worked smoothly during testing and did not encounter any issues.

After you finish editing, you can move the text blocks and pictures around by dragging and dropping them.

PDF reader

Nitro offers practical PDF reading features. You can choose from numerous view options to review your PDF documents.

The default view shows only one page at a time. However, you can easily change this view to facing pages, continuous facing pages, or full-screen mode.

Moreover, you can zoom in and out when viewing your PDF documents.

What I missed when viewing PDFs is the option to switch between dark and light modes, but aside from that, Nitro has the essential tools for PDF reading.

Annotate PDF documents

During my Nitro PDF review, I discovered that Nitro is a solid PDF annotator. With its markup tools, you can highlight text, insert notes, callouts, stamps, shapes, and more.

In addition to the essential annotation features, Nitro PDF lets you attach files and draw.

Overall, these features are useful for small businesses and for users who frequently collaborate on PDF documents.

Sign PDFs

Nitro PDF has a built-in quick signature option that you can use to create your signature and sign documents fast. You can get your signature by drawing, webcam, file insertion, and typing.

Nevertheless, if you need more advanced PDF signing, you can use Nitro Sign, which works as a full-featured e-signature platform. That said, you can insert numerous field types, such as name, date, title, company, signature, and more.

Afterward, just add the recipients and share the document for signing. Nitro Sign also provides an audit trail and a secure record of all actions taken during the signing, making it an ideal choice for businesses.

PDF forms

Nitro offers several tools to help you fill out forms. You can add items such as checkboxes, lists, barcodes, buttons, and more.

When you insert an item, you can easily drag and drop them, duplicate fields, and use more detailed formatting.

I found the Smart Automatic Form Creation a valuable feature here to instantly detect and convert static form elements into interactive fields. Based on my experience, only a few PDF editors offer similar features for faster form creation.

All in all, Nitro PDF has capable form creation tools that are excellent for users who regularly work with PDF forms.

Organize PDFs

If you go to the page layout option on the top toolbar, you can organize your PDF files. You can reorder, delete, rotate them, and more.

The only thing I missed here is an interface that lets me quickly drag and drop pages to rearrange them. In my opinion, it is faster to organize your pages compared to the solution Nitro PDF offers.

PDF Protection and redaction

Security is key when it comes to PDFs, as they can include a lot of sensitive data. With Nitro PDF, you can add an open password and a permission password.

In the case of open passwords, you have to add a password that must be entered each time you access the PDF file. You can set a permission password to allow others to edit and print the PDFs. They are both useful for protecting your PDFs and restricting their accessibility.

In addition, you can mark parts of the documents for redaction, and once you are ready, just click on the Apply Redaction for removal. Nitro PDF not only hides the information but permanently removes it from the document.

One thing that stood out to me is the Smart Reduction feature, which automatically redacts sensitive data from PDFs using AI, such as bank info, email addresses, and more.

After testing some of the most advanced PDF editors, such as Adobe Acrobat, PDF-Xchange, and Tungsten Power PDF, I did not find a more efficient redaction removal method.

PDF conversion and compression

Nitro PDF allows you to convert PDFs into Word, Excel, PowerPoint, and image formats. The conversion is almost instant, and you get the file in the desired formats.

Nitro also offers PDF compression features to strip unnecessary objects and compress images to the minimum size. Based on my testing, it worked well and reduced the files’ size by more than 50%.

Optical character recognition

I was curious how Nitro PDF handles scanned documents, so I tried its OCR capabilities. And honestly, the result was better than I expected.

It transformed the scanned document into an easily editable PDF file that I can edit and annotate. The process took about 20-40 seconds, and you can choose whether to make it searchable or editable.

Overall, I was satisfied with the entire process and the OCR output accuracy.

Smart Tools

The Smart Tools are only available from the Web version.

Nitro Assistant helps you summarize and ask questions about your PDF document. The first time I used Nitro’s AI features around 2023 and 2024, I experienced slow response times. However, it’s not the case in 2026.

I got the answers in 10-15 seconds, and the output was reliable.

Besides the AI assistant, you can access Nitro’s table and form extract features to automatically get the key data points from tables and forms. If you deal with many forms and tables daily, this can be a practical solution.

Admin Portal and Analytics

Using the Admin Portal, you can control access, allocate seats, and turn AI tools on/off. This is a unique feature, as neither Adobe Acrobat nor Foxit offers similar features for admins.

With the Analytics feature, you can track the time saved by signing, including an ROI calculator and a productivity score for your users. Such features give you insight into your team’s PDF workflows, making Nitro an appealing option for businesses with serious PDF needs.

Pricing

Let’s check their pricing!

Foxit’s pricing

Foxit offers two plans. The PDF editor includes the essential features to edit PDF files for $129.99. By choosing this plan, you can create documents, edit them, fill out forms, add security, and more.

Essentially, you can have many advanced features with this plan; the real limitations of this plan are the limited AI credits and signing tools.

Nevertheless, if you need the eSign, smart redact features, and want to use Foxit on your mobile, you must go with the PDF Editor+. You can get this plan for $172.79 per year and access all the advanced features of Foxit.

Lastly, if you want to add AI Assistant, which includes 2000 credits per month, that is an extra $49.99/year.

Nitro’s pricing

The Nitro Pro Standard costs $180 annually per user and includes all advanced features, from PDF editing to AI tools.

The Nitro PDF Classic is $270 per license. This is a one-time purchase, and the Nitro PDF includes PDF editing features.

If you are looking for a PDF editor for your business, you should check out the Nitro PDF Plus plan. However, you need to contact sales to get volume discounts.

If you need the e-signature features, you can purchase the Nitro Sign Standard for $180 to send documents for signatures, create forms with fields, and track the signing activity.ng. You need to contact sales to get volume discounts.

Related articles:

• 9 Best PDF Editors In 2026 | 30+ Personally Tested PDF Tools
• The 7 Best PDF Readers For 2026 (Only FREE Options)
• 5 Best Free PDF Editors (No Watermarks & Actually Free Picks)
• I Tested +30 PDF editors for Windows | Here Are The 8 Best
• Adobe Acrobat Vs Foxit: I Tried Both and Found The BEST (2026)
• Adobe Acrobat Vs Nitro: A Honest Comparison (2026)

Foxit and Nitro alternatives

If you feel like Foxit or Nitro is not perfect for you, here are the best alternatives: