VexaScribe transcribes your meeting recording with speaker labels and timestamps, then generates an AI summary with key points, decisions, and action items. Upload a recording or use the meeting bot to capture live. Export to TXT or DOCX for your minutes template.
After minutes are generated, the follow-up questions start. “What did we decide about Q3 hiring?” “Who owns the vendor evaluation?” “What was the objection to the new pricing?” AI chat searches the full transcript (not just the condensed minutes), so nuance the summary cuts isn't lost. Every answer links back to the timestamp so you can verify context in one click. Available on paid plans.
VexaScribe produces the raw material (transcript + AI summary + chat). For formal minutes formatting (Robert's Rules, board templates), you structure the output in your document tool.
Best for: Board meetings, standups, client calls, all-hands, and any meeting that needs a record.
Meeting Minutes vs. Meeting Notes vs. Meeting Transcript
These three terms are often confused. Understanding the difference matters for compliance and productivity.
| Transcript | Notes | Minutes | |
|---|---|---|---|
| What it is | Every word spoken, with timestamps | Key points and informal summaries | Formal structured document |
| Volume | 8,000+ words/hour | 500-1,000 words | 1-2 pages |
| Contains | Raw verbatim text | Highlights, personal reference | Attendees, decisions, motions, action items |
| Legal use | Backup/reference | No formal standing | Often legally required |
VexaScribe produces transcripts + AI summaries (which serve as notes). You build minutes from these. See also: AI meeting summary and meeting transcription.
What Meeting Minutes Must Contain
Formal / Corporate Minutes
Board meetings, corporate governance, compliance
- Date, time, and location
- List of attendees with roles
- Approval of prior minutes
- Motions made, votes taken, results
- Key decisions and rationale
- Action items with owners
- Adjournment time
Modern Team Minutes
Standups, project meetings, 1-on-1s
- Attendees
- Topics discussed (brief summaries)
- Decisions made
- Action items with owners and deadlines
- Next steps / follow-up items
- Timestamps linked to recording
How It Works
Upload recording or send bot
Upload your meeting recording (any format) or paste the meeting link for the VexaScribe bot to join Zoom, Meet, or Teams live.
AI transcribes + extracts minutes
Speaker labels, timestamps, decisions, and action items are automatically identified and structured from the conversation.
Download and finalize
Export as DOCX or TXT. Paste into your minutes template, add agenda items and formal structure, then distribute.
Two Ways to Capture
Upload Recording
Record with your phone or laptop, or export from Zoom/Teams/Meet, then upload to VexaScribe.
Best for: Past meetings, recordings from others, when bots aren't allowed.
Meeting Bot
Paste the meeting link and the VexaScribe bot joins and records. AI summary generated automatically after the meeting ends. Uses 3x credits.
Best for: Live meetings where you want hands-free capture.
40% of enterprises now restrict third-party meeting bots (Gartner). If your company restricts bots, the upload workflow is the alternative.
What You Get
Everything you need to produce structured meeting minutes from any recording.
Speaker identification
Know who said what — essential for assigning action items and attributing decisions to the right person.
Decisions and action items
AI automatically extracts decisions made and action items with owners from the conversation flow.
Meeting bot for Zoom, Meet, Teams
Paste the meeting link and the bot joins live, records, and transcribes. AI summary generated automatically after the meeting ends.
100+ languages
Works for multilingual team meetings. Transcription and summaries generated in the language spoken.
Export to DOCX
Download your transcript and AI summary as DOCX. Paste directly into your minutes template for distribution.
Affordable for teams
From $2/month for individuals. Team plan at $5/seat/month with meeting bot included.
Meeting Minutes Template
Copy this template and fill it with VexaScribe output. Speaker labels become attendees, AI summary sections become agenda items.
# Meeting Minutes — [Date] **Meeting:** [name/topic] **Date/Time:** [date, start–end] **Location:** [room / Zoom link] **Attendees:** [names, from VexaScribe speaker labels] **Absent:** [names] ## Agenda Items ### 1. [Topic from VexaScribe summary] - Discussion: [key points from transcript] - Decision: [from AI summary "decisions" section] - Action: [owner] — [task] — [deadline] ### 2. [Topic] - Discussion: [...] - Decision: [...] - Action: [...] ## Action Items Summary | Action | Owner | Deadline | Status | |--------|-------|----------|--------| | [from AI summary] | [from speaker labels] | [date] | Open | ## Next Meeting - Date: [...] - Agenda: [...]
Who Needs Meeting Minutes?
Board meetings
45 of 50 US states require corporate board minutes to be on file. Failure means personal liability risk for directors.
Team standups & sprint reviews
Action items, blockers, and commitments captured automatically. Quick turnaround for distributed teams.
Client calls & sales meetings
Decisions, follow-ups, and commitments documented for CRM sync and relationship tracking.
All-hands & town halls
Company-wide communication record with Q&A captured. Essential for remote-first organizations.
Nonprofit board meetings
Often legally required by state law. Grant funders frequently request meeting minutes as part of audits.
Compliance-regulated industries
Healthcare (HIPAA), finance (SOX), legal — documentation requirements demand accurate meeting records.
Minutes vs summary vs notes vs action items — which do you actually need?
Marketing pages use these interchangeably. They’re not. Pick the format that matches your requirement.
Meeting minutes are formal documents recording who attended, what was decided, and signed by the presiding officer — with legal weight for board meetings. Meeting summaries are informal AI-generated overviews. Action items are extracted tasks. Notes are the raw text. Board and non-profit minutes require the formal format; team standups usually just need summaries.
Minutes
Attendees, decisions, votes, action items, signatures.
Use for: board meetings, HOAs, non-profits, corporate governance.
Summary
2-5 paragraph AI recap of key topics + decisions.
Use for: team standups, project meetings, catching up after missing.
Action items
Extracted list: task + owner + deadline.
Use for: project management, sprint standups, follow-up tracking.
Notes / transcript
Full text, verbatim or lightly cleaned.
Use for: reference archive, quote verification, research context.
| If your requirement is... | Choose format |
|---|---|
| Legal filing, board governance, non-profit compliance | Minutes (formal, signed) |
| Team catch-up, missed meeting recap | Summary |
| Sprint tracking, project management follow-through | Action items |
| Research reference, quote sourcing | Full transcript |
| Investor updates, executive briefs | Summary + action items |
When your meeting tool already generates minutes
Teams, Meet, and Zoom now have native summary features on paid plans. Honest guide to when they’re enough.
| Platform | Native feature | License required | When to use us instead |
|---|---|---|---|
| Microsoft Teams | Copilot meeting summary + transcript | M365 E3 / E5 / Business Std+ with Copilot add-on | You don't have Copilot, need template-driven format, or need meeting-independent format |
| Google Meet | Gemini meeting notes | Workspace Business Standard+ / Enterprise / Education | You need specific minute formats (board template, custom action items), or need upload-past-recording workflow |
| Zoom | AI Companion (summary + action items) | Zoom Business+ / Enterprise | Non-Zoom meetings, template flexibility, or 99-language support |
Honest verdict: if you already pay for one of these tiers and their output format works for you, native tools are often enough. Where VexaScribe helps: (1) template-driven minutes (board / project / standup / all-hands), (2) format flexibility (DOCX / PDF / Markdown / Google Docs), (3) 99-language support with same accuracy, (4) upload-past-recording workflow (native usually only works on live meetings), (5) platform-independent output (mix Teams, Meet, and Zoom recordings in one place), and (6) honest accuracy communication instead of “99%” marketing.
Are AI-generated meeting minutes legally valid?
AI-generated meeting minutes are legally valid when signed by the presiding officer and secretary (or your bylaws’ required signatories). The law regulates the final signed document, not the drafting method. Sign within your standard timeframe (usually 15-30 days) to avoid validity challenges.
What this means practically: board secretaries can use AI to draft minutes, review for accuracy, and sign the final version — same standing as manually typed minutes. Errors in the minutes remain the signatories’ responsibility regardless of drafting method.
Confidence flag: this is general guidance based on the common-law principle that the signed document (not the drafting method) is what has legal weight. Jurisdiction-specific requirements vary — corporate law, non-profit statutes, and HOA bylaws each have their own conventions. Not legal advice. For jurisdiction-specific detail, see our Swedish mötesprotokoll guide (cites Aktiebolagslagen 8:24) or Spanish minuta de reunión guide (cites Código de Comercio + LGSM).
Simple, Affordable Pricing
Meeting minutes generation is included with every plan at no extra charge. You pay only for transcription minutes. Meeting bot uses 3x credits (~$0.90/hr).
$2/mo
Starter
200 min (~3 meetings)
$5/mo
Basic
1,000 min (~16 meetings)
$5/seat/mo
Team
+ $3/1,000 min
Team plan includes meeting bot, shared workspace, and admin controls.
See all plansMeeting Minutes Generator FAQ
What is the best AI meeting minutes generator?
For upload-based meeting minutes, VexaScribe ($2/mo) produces transcripts with speaker labels and AI-extracted action items. For live meeting capture with deeper integrations, Otter.ai ($8.33/mo) and Fireflies ($10/mo) offer calendar auto-join and CRM sync. For formal minutes templates, Fellow ($7/user/mo) has the best customizable formats.
Can I generate meeting minutes from a Zoom recording?
Yes. Export your Zoom recording (MP4 or M4A from Zoom cloud or local recording) and upload to VexaScribe. You'll get a transcript with speaker labels and an AI summary with decisions and action items — the core content for meeting minutes.
How much do AI meeting minutes tools cost?
VexaScribe: from $2/month. Otter Pro: $8.33/month. Fireflies Pro: $10/month. Fellow: $7/user/month. tl;dv: $18/seat/month. For teams, VexaScribe Team at $5/seat/month is the most affordable option with meeting bot included.
Are AI meeting minutes legally valid for board meetings?
AI-generated meeting minutes are legally valid when signed by the presiding officer and secretary (or your bylaws' required signatories). The law regulates the final signed document, not the drafting method. Sign within your standard timeframe (usually 15-30 days) to avoid validity challenges. AI-generated drafts have the same standing as manually typed drafts — the signatures make them official. This is general guidance, not legal advice; consult counsel for jurisdiction-specific requirements.
Can AI handle meetings with 10+ speakers?
AI speaker identification works well with 2–5 speakers (90–95% accuracy). With 10+ speakers, accuracy drops and some speakers may be mislabeled. For large meetings, review and correct speaker labels before finalizing minutes.
Do I need a meeting bot or can I upload a recording?
Both work. The meeting bot joins Zoom/Meet/Teams live and records automatically. Upload works for past recordings, recordings from others, or when meeting bots are restricted by company policy (40% of enterprises now restrict bots).
What's the difference between meeting notes, meeting minutes, and meeting summary?
Meeting minutes are formal documents recording who attended, what was decided, and signed by the presiding officer — with legal weight for board meetings and corporate governance. Meeting summaries are informal AI-generated overviews for quick review. Action items are extracted tasks with owners and deadlines. Meeting notes are the raw text (either verbatim transcript or annotated highlights). Board and non-profit minutes require the formal signed format; team standups usually just need summaries. VexaScribe produces the raw material — you choose the format.
What about Teams / Meet / Zoom native transcription — do I still need this?
It depends on your license tier. Microsoft Teams (E3/E5) includes Copilot meeting summaries. Google Meet (Workspace Business Standard+) offers Gemini-generated meeting notes. Zoom AI Companion (Business+) provides summaries. If you already have these tiers AND their output format works for you, native tools are often enough. Where we help: format flexibility beyond native output, template-driven minutes (board / project / standup), 99-language support, upload-past-recordings workflow (native usually only works live), and consistent output across meeting platforms.
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