What should you look for in an AI assistant or AI note-taker?
An AI note-taker or email assistant reads and hears everything your customers say and write. So first check where that data goes, how you inform participants and whether Dutch is recognised well, and only then look at the features.
Telling participants that notes are being taken
Some note-takers join visibly as a bot, others listen in invisibly through your own laptop. With the latter nobody notices anything, so you have to say yourself that an AI is taking notes.
Ask the vendor
Does a participant see or hear that the call is being recorded, and can I have a notice or consent request sent?
We do not have a filter for this yet. Ask the vendor.
Does it recognise Dutch conversations
A note-taker that does not understand Dutch well gives messy notes, especially with jargon or a mix of Dutch and English. Check whether the vendor itself lists Dutch among the transcription languages.
Ask the vendor
Is Dutch among the languages for transcription and summaries, and can I switch language halfway through a conversation?
We do not have a filter for this yet. Ask the vendor.
Where recordings, transcripts and email are stored
Most AI assistants come from the US and process your conversations and email there, often also with a separate AI model. Check where it is stored and on what basis it leaves the EU.
Ask the vendor
In which country are my recordings, transcripts and emails stored, and which AI models get to see them?
Show tools with data in the EU1 of 14 tool meets thisMore about data in the EU
Data processing agreement for customer conversations
If conversations with customers or their emails go through the AI, the vendor processes personal data for you. A data processing agreement then belongs with it, preferably one that applies automatically to every plan.
Ask the vendor
Does your data processing agreement apply to every plan, and which AI vendors are on the list of sub-processors?
Show tools with data in the EU and a data processing agreement1 of 14 tool meets thisMore about the data processing agreement
Price per user or by usage
Note-takers and email assistants usually charge per user, AI agents in Slack often in credits per workspace. With credits, the bill depends on how much you have them do.
Ask the vendor
Do I pay per user or per credit used, and what happens if my credits run out halfway through the month?
Sort by lowest price9 of 14 tools have a public price
Starting free with real meetings
A free plan of a note-taker is often limited in history or number of recordings. Know what happens to your old notes if you do not start paying.
Ask the vendor
How many meetings or credits do I get for free, and how long are my notes kept on the free plan?
Show tools with a free plan9 of 14 tools meet this
Trying it in your own work
Whether an AI imitates your email style well or neatly writes up your dictation, you only notice after a few days of normal work. A free trial without a credit card is the most pleasant then.
Ask the vendor
How long can I try the paid plan, do I need a credit card for it and will I be charged automatically afterwards?
Show tools with a free trial5 of 14 tools meet this
Integrations with your CRM and notes
A summary or action item is only really useful if it ends up in your CRM, task list or notes app. Otherwise you still copy everything by hand.
Ask the vendor
Does the assistant put summaries and action items in my CRM, task list or notes app automatically?
Sort by most integrations13 of 14 tools list integrations
Frequently asked questions about choosing AI assistants
What should you look for in an AI assistant or AI note-taker?
Look mainly at telling participants that notes are being taken, does it recognise Dutch conversations, where recordings, transcripts and email are stored, data processing agreement for customer conversations, price per user or by usage, starting free with real meetings, trying it in your own work and integrations with your CRM and notes. For each point we explain why it matters and which question to ask the vendor.
Which questions should you ask a vendor of AI assistants?
Does a participant see or hear that the call is being recorded, and can I have a notice or consent request sent? Is Dutch among the languages for transcription and summaries, and can I switch language halfway through a conversation? In which country are my recordings, transcripts and emails stored, and which AI models get to see them? Does your data processing agreement apply to every plan, and which AI vendors are on the list of sub-processors?
How many AI assistants in the guide can you use or try for free?
Of the 14 AI assistants in our guide, 9 have a free plan and 5 can be tried for free, according to the vendor's site.
Sources
- Autoriteit Persoonsgegevens: Transferring personal data to the US (in Dutch)
- Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)
Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.
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