The Best Transcription Software in 2025
[8+ Tools Reviewed]

Best overall transcription software

Caption.Ed

Caption.Ed is a transcription platform designed to work wherever you do: whether that’s a live lecture, an online meeting, or reviewing pre-recorded content. Unlike most tools that only focus on one area (like meetings or human transcription), Caption.Ed covers the full range: live captions, file-based transcription, and powerful AI summaries. It’s trusted across sectors such as education, healthcare, and finance because of its strong security credentials and accessibility-first design.

By combining real-time captions with AI-powered productivity features, Caption.Ed helps users not only capture what was said but also turn it into something actionable, from concise summaries to key action points. Add in ISO 27001 certification, SSO support, and cross-device compatibility, and it becomes clear why Caption.Ed is often positioned as the all-rounder.

Pros:

• Exceptional accuracy, both for live and pre-recorded content.
• Provides real-time captions for online and in-person meetings.
• Powerful AI features, including summaries and AI Actions for faster workflows.
• Enterprise-grade security with ISO 27001, SSO, and strong data protection.
• Works seamlessly across devices (Mac, Windows, Chromebook, and mobile) and major video conferencing tools (Zoom, Teams, and Google Meet and more).
• Built-in accessibility features designed with neurodivergent and disabled users in mind.
• Free for users eligible for Access to Work (AtW) or Disabled Student Allowance (DSA).

Cons:

• No permanent free plan for individual users outside of AtW and DSA.

Pricing:

• Free trial available.
• Individual Lite: £25/month or £300/year
• Individual Pro: £50/month or £600/year
• Enterprise: Pricing varies by number of licenses. Contact Caption.Ed to find the most cost-effective plan for your organisation.

Rev balances AI transcription with highly accurate human-powered services, making it one of the most recognised names in transcription. It’s especially useful for journalists, researchers, and businesses who need near-perfect accuracy, with human transcriptionists delivering up to 99%. The platform also supports captioning and subtitling for videos and includes collaborative editing tools, though some users find the AI features less polished than competitors.

Pros:

• Human transcription accuracy up to 99%.
• Fast turnaround and collaborative editing features.
• Mobile app for recording and uploading on the go.

Cons:

• AI summaries can feel robotic.
• Speaker identification isn’t always reliable.
• Free plan is limited.

Pricing:

• AI Transcription: $0.25/minute or $14.99/user/month (20 hours).
• Human Transcription: $1.99/minute.
• Free 14-day trial available.

Platforms: Web, iOS, Android.

GoTranscript specialises in affordable human-powered transcription, offering accuracy of up to 99% across industries like legal, medical, and academic research. Its flexible turnaround options make it appealing for users working to deadlines, and with wide language support, it’s a solid choice for international projects. That said, its automated service doesn’t hold up against newer AI-first platforms.

Pros:

• High accuracy (up to 99%).
• Affordable compared to other human services.
• Industry-specific expertise.
• Wide language support.

Cons:

• Automated transcription is weaker.
• No dedicated mobile apps.
• Website can feel clunky.

Pricing: Based on file length and turnaround time.

Platforms: Web.

Scribie uses a hybrid model, combining an initial AI transcript with human editing to achieve high accuracy at lower costs than pure human services. It’s a practical option for users who want reliable transcripts without premium pricing, though the lack of mobile apps and limited advanced AI features may be a drawback for some.

Pros:

• Hybrid process balances cost and accuracy.
• Easy-to-use web interface.
• Faster turnaround than pure human transcription.

Cons:

• No mobile apps.
• Limited advanced AI features.

Pricing: Pay-as-you-go per minute.

Platforms: Web.

Otter.ai is widely used for transcribing live conversations in meetings and lectures. Its real-time transcription and generous free plan make it popular with both students and professionals, while its AI assistant helps summarise key points. However, accuracy can dip with accents or technical jargon, and the free plan limits pre-recorded uploads.

Pros:

• 300 minutes/month free live transcription.
• Real-time meeting transcription.
• AI assistant for summaries and insights.
• Works with Zoom, Teams, and Google Meet.

Cons:

• Accuracy struggles with accents.
• Pre-recorded uploads are limited on the free plan.
• Speaker identification can be hit-and-miss.

Pricing: Free plan available. Paid plans start at $8.33/user/month (billed annually).

Platforms: Web, iOS, Android.

MeetGeek focuses on turning meetings into actionable notes. It automatically records and transcribes calls, then generates AI-powered summaries that can be customised to match your team’s needs. While it integrates smoothly with conferencing platforms, the free plan is restrictive, and transcripts can occasionally miss minor words.

Pros:

• AI summaries with customisable templates.
• Integrates with major video conferencing platforms.
• Automates meeting transcription.

Cons:

• Limited free plan.
• Can miss minor words.

Pricing: Free plan available. Paid plans unlock unlimited transcriptions.

Platforms: Web.

Fireflies.ai works as a meeting assistant that joins calls, transcribes them in real time, and produces AI summaries with action items. It integrates with popular tools like Slack, Zoom, and Notion, making it handy for busy teams. The trade-off is that its most useful features are locked behind paid plans, and speaker identification isn’t always consistent.

Pros:

• Automatic meeting recording and transcription.
• AI generates summaries and action items.
• Integrates with Zoom, Slack, Notion, and more.

Cons:

• Speaker identification inconsistencies.
• Best features require a paid plan.

Pricing: Free plan with limited features. Paid plans available.

Platforms: Web.

HappyScribe is best known for its extensive language support, covering over 120 languages and accents. It offers both AI and human transcription, making it versatile for international projects. However, while the platform is easy to use, its automated accuracy is only around 85%, and the human-powered option comes at a steep price.

Pros:

• Wide language support.
• Offers both AI and human transcription.
• User-friendly platform.

Cons:

• Human transcription is expensive ($120/hour).
• AI accuracy is lower (around 85%).
• Free trial is restrictive.

Pricing: Free plan available. Paid plans from $19/month.

Platforms: Web.

Free or paid transcription software?

It’s tempting to stick with free transcription apps and for light, occasional use, they can do the job. Tools like Otter.ai or oTranscribe are great if you just need the odd transcript and don’t mind a few inaccuracies. The main drawback is that free tiers usually come with strict limits on recording length, monthly usage, or file uploads. Accuracy can also be inconsistent, especially with different accents or technical vocabulary, and accessibility features are often missing.

Paid tools, on the other hand, are designed for reliability. They tend to offer better accuracy, more robust AI features, and fewer restrictions. This matters if you’re relying on transcription every day, sharing notes across a team, or working in a professional or academic setting where precision is essential.

That’s where Caption.Ed sits. It combines the ease of live captions with powerful AI features and enterprise-level security — all in one platform. You get accurate transcription across devices, smart AI summaries, and accessibility built in from the ground up. If you want to see how it compares to free alternatives, you can try it out with a free trial of Caption.Ed.