Best AI tools for Google Workspace users

Updated 16 Oct 2026 · Prices from vendor pages only · How we rank →

The short answer

Each of these tools connects to Gmail, Drive, Docs, Sheets, Meet or Google Calendar. Google Gemini comes first: low-cost entry tier and deep ties to Google storage, Search and creative tools. The cheapest verified paid plan here is Google Gemini Lower paid tier ($4.99/month). 8 of the 10 have a free plan we could confirm. Every price below is from the vendor’s own page, checked 16 Oct 2026.

Ranked shortlist

Google Gemini: Low-cost entry tier and deep ties to Google storage, Search and creative tools. Plan: Lower paid tier: $4.99/month
2x Free usage, 200 Google Flow credits
Otter.ai: Meeting transcription and AI notes. Plan: Pro: $8.33/user/month annually or $16.99 monthly
Krisp: Noise cancellation and meeting notes. Plan: Core: $8/user/month annually or $16 monthly
Unlimited AI note-taker, bot-free
NotebookLM: Answers grounded in your own sources, free for personal use, with Audio and Video Overviews. Plan: In Google AI Pro: $19.99/month (Google AI Pro)
4x limits, 300 sources
Reclaim.ai: AI time-blocking for calendars. Plan: Not yet verified
Apollo.io: B2B contact database and sales engagement with AI-written outreach. Plan: Not yet verified
Gemini for Google Workspace: AI inside the Google Workspace apps teams use daily. Plan: Business Starter: $7/user/month
Fireflies.ai: Unlimited transcription even on the free plan, across Zoom, Meet and Teams. Plan: Pro: $10/seat/month annual ($18 monthly)
Fathom: Free AI meeting notetaker for Zoom, Meet and Teams. Plan: Team: $15/user/month annually or $19 monthly
2 user minimum
Brisk Teaching: Chrome extension that helps teachers create, give feedback and differentiate. Plan: Not yet verified

Tools come from several ToolRank categories, so they are grouped by category and then by each category’s editorial rank. Anything we couldn’t confirm on a vendor page says “Not yet verified”.

Side by side

Rank	Tool	Relevant plan	Starting price	Free plan	Best for	Main limitation	Last checked
#1	Google Gemini	Lower paid tier: $4.99/month 2x Free usage, 200 Google Flow credits	$4.99/month	$0/month with a Google Account (Flash model, base usage limits)	People already in Google's ecosystem (Gmail, Drive, Photos)	Higher usage limits and the top model sit behind AI Pro ($19.99/month) or Ultra ($99.99+/month).	16 Oct 2026
#2	Otter.ai	Pro: $8.33/user/month annually or $16.99 monthly	$8.33/user/month (Pro, billed annually; $16.99 monthly)	Basic: free forever	Meeting transcription and notes for individuals and small teams	Promotional discounts were shown on the pricing page; check the current price at checkout	16 Oct 2026
#3	Krisp	Core: $8/user/month annually or $16 monthly Unlimited AI note-taker, bot-free	$8/user/month (Core, billed annually; $16 monthly)	7-day free trial, no card	Bot-free meeting notes and noise cancellation	No permanent free plan listed, only a 7-day trial	16 Oct 2026
#4	NotebookLM	In Google AI Pro: $19.99/month (Google AI Pro) 4x limits, 300 sources	Included in Google AI Plus (see Google AI plans)	Standard chat/generation limits, up to 50 sources per notebook	Students and researchers working from their own documents	Free plan: standard limits and up to 50 sources per notebook; more needs a Google AI plan.	16 Oct 2026
#5	Reclaim.ai	Not yet verified	Not yet verified	Lite: free forever	Calendar time-blocking for Google Calendar users	Paid prices not verified	16 Oct 2026
#6	Apollo.io	Not yet verified	Not yet verified	Free plan for light usage; Gmail only for sending	Prospecting database and outbound email	Paid prices not verified	16 Oct 2026
#7	Gemini for Google Workspace	Business Starter: $7/user/month	$7/user/month (Business Starter; promo $3.50 shown)	✕ None listed	Teams on Google Workspace	Priced per user per month as part of Workspace plans (max 300 users on Starter-Plus).	16 Oct 2026
#8	Fireflies.ai	Pro: $10/seat/month annual ($18 monthly)	$10/seat/month (Pro, billed annually; $18 monthly)	Unlimited transcription, limited AI summaries, 400 mins storage/team, 20 AI credits	Teams that want searchable meeting notes	Free plan: limited AI summaries and 400 mins storage per team.	16 Oct 2026
#9	Fathom	Team: $15/user/month annually or $19 monthly 2 user minimum	$15/user/month (Team, annual; $19 monthly, 2-user minimum)	Free forever: unlimited recordings and instant summaries	Free meeting recording and summaries	Team plans require at least 2 users	16 Oct 2026
#10	Brisk Teaching	Not yet verified	Not yet verified	Free to install and get started	Teachers creating lessons and feedback in the browser	School pricing not verified	16 Oct 2026

Prices as listed by each vendor on the last-checked date, USD, before tax. Plans and limits change, so follow the sources below.

Who should pick which

Pick Google Gemini for people already in Google's ecosystem (Gmail, Drive, Photos) (Lower paid tier: $4.99/month); think twice if you don't use Google services and want a standalone assistant. Pick Otter.ai for meeting transcription and notes for individuals and small teams (Pro: $8.33/user/month annually or $16.99 monthly). Watch out: promotional discounts were shown on the pricing page; check the current price at checkout. Pick Krisp for bot-free meeting notes and noise cancellation (Core: $8/user/month annually or $16 monthly). Watch out: no permanent free plan listed, only a 7-day trial. Pick NotebookLM for students and researchers working from their own documents (In Google AI Pro: $19.99/month (Google AI Pro)); think twice if you need open web search as the main source. Pick Reclaim.ai for calendar time-blocking for Google Calendar users (free plan: Lite: free forever). Watch out: paid prices not verified. Pick Apollo.io for prospecting database and outbound email (free plan: Free plan for light usage; Gmail only for sending). Watch out: paid prices not verified. Pick Gemini for Google Workspace for teams on Google Workspace (Business Starter: $7/user/month); think twice if you're a Microsoft 365 shop.

FAQ

Which of these is cheapest?

Google Gemini Lower paid tier ($4.99/month) is the lowest paid price we verified on this list (https://gemini.google/subscriptions/, checked 16 Oct 2026). Check the vendor page for tax, billing period and usage limits.

Which of these have a free plan?

Google Gemini: $0/month with a Google Account (Flash model, base usage limits); Otter.ai: Basic: free forever; NotebookLM: Standard chat/generation limits, up to 50 sources per notebook; Reclaim.ai: Lite: free forever; Apollo.io: Free plan for light usage; Gmail only for sending; Fireflies.ai: Unlimited transcription, limited AI summaries, 400 mins storage/team, 20 AI credits; Fathom: Free forever: unlimited recordings and instant summaries; Brisk Teaching: Free to install and get started.

How were these tools chosen?

They are the tools in ToolRank's rankings with a Google Workspace app listed as an integration, confirmed on the vendor's own website on 16 Oct 2026. Tools we could not verify are left out rather than guessed, and anything unconfirmed is marked Not yet verified.

Sources

Google Gemini: Google AI plans checked 16 Oct 2026
Otter.ai: Otter.ai pricing checked 16 Oct 2026
Krisp: Krisp pricing checked 16 Oct 2026
NotebookLM: Gemini Notebook (NotebookLM) plans checked 16 Oct 2026
NotebookLM: Google AI plans checked 16 Oct 2026
Reclaim.ai: Reclaim.ai pricing checked 16 Oct 2026
Apollo.io: Apollo.io pricing checked 16 Oct 2026
Gemini for Google Workspace: Google Workspace pricing checked 16 Oct 2026
Fireflies.ai: Fireflies pricing checked 16 Oct 2026
Fathom: Fathom pricing checked 16 Oct 2026
Brisk Teaching: Brisk Teaching pricing checked 16 Oct 2026

Related comparisons

All comparisons →

Profiles: Google Gemini · Otter.ai · Krisp · NotebookLM · Reclaim.ai · Apollo.io · Gemini for Google Workspace · Fireflies.ai · Fathom · Brisk Teaching

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