Best Call Transcription Software for Small Businesses

Have you ever been flooded with too much information from calls?

Don’t worry, you’re not alone. Imagine a solution that lightens the load and moves your business ahead.

This is where call transcription software helps by turning spoken phone conversations into written text.

In this blog, we’ll explore how AI-powered call transcription software works for businesses of all sizes to handle call floods.

What is Call Transcription Software?

Call transcription software is a technology that automatically converts spoken words from phone calls, video calls, or speech into written text. It uses advanced algorithms, including speech recognition and natural language processing, to analyze audio data and produce accurate transcripts in real-time or after the call.

This software eliminates the need for manual note-taking, ensuring that every detail of the conversation is captured and easily accessible for review, analysis, or record-keeping.

It is widely used in industries like customer service, sales, and legal to improve efficiency, enhance training, and maintain compliance.

Benefits of Using Call Transcription Software for Small Businesses

Call transcription software is an empowering tool for small businesses. It simplifies communication, saves time, and improves customer service by translating conversations into clear, actionable text.

It allows businesses to be organized, compliant, and growth-oriented. Here are some benefits of using call transcription software for small businesses:

1. Improved Communication and Coordination

Transcripts serve as a precise written account of communications that can be easily revisited or referred to later. This helps when working with remote teams or complicated discussions.

2. Improved Accuracy and Documenting

Transcriptions are good for compliance (legal) and training reasons when exact records are needed as they document everything that has been said – all words. Even with poor and/or fuzzy audio, the latest AI technology will provide an accurate transcription.

3. Boost in Productivity

Users can save time by searching for specific information quickly rather than having to listen to the entire call. Automated transcription also saves time that can be used for productive tasks.

4. Cost Savings

Automated transcription is less expensive than hiring a person to transcribe. It saves money and is accessible to small and large businesses as well.

5. Improved Customer Service

Transcripts help customer service agents by giving them the ability to easily review calls, recognize repeat issues, and resolve problems quickly, improving the overall customer experience.

6. Integration with AI and Analytics

Some modern tools also provide AI-based insights from the transcripts including sentiment and even trend analysis, so that companies can make decisions based on data, as well as spot opportunities.

7. Compliance and Legal Protection

Transcripts are official records, helping companies meet regulatory requirements and acting as evidence in case of a dispute.

8. Accessibility

Transcripts enable conversations to be accessed by everyone, such as those with hearing impairments or those who prefer reading over listening.

9. Streamlined Workflows

Integration with CRM tools and other software offers direct access to transcripts, which saves time and increases team collaboration.

10. Enhanced Training and Development

Transcripts can be utilized for training employees by listening back to their performance, learning from successful interactions, and improving their skills.

Key Features to Look for in Call Transcription Software

When choosing call transcription software, focus on features that truly matter. The best tools should be reliable, easy to use, and versatile enough to suit your business needs, allowing you to work smarter and more efficiently.

1. Real-Time Transcription

The software listens to conversations in real-time and transcribes them, making information and action items immediately available. It is especially useful during live calls or meetings when prompt follow-up is needed.

2. High Transcription Accuracy

Advanced speech recognition technology ensures transcriptions are highly accurate even when handling technical terms, varying accents, or noisy environments. This high accuracy minimizes errors and maintains reliability.

3. Multi-Language Support

The software supports multiple languages for global teams and customers, naturally accommodating regional accents and dialects.

4. Integration Capabilities

Seamless integration with customer relationship management tools, conferencing services, and other business software enhances productivity by reducing the need to switch between applications.

5. Security and Compliance

The software adheres to industry data security standards, including data protection and encryption, and complies with crucial regulations such as GDPR and HIPAA for handling sensitive or confidential information.

6. Additional Analytical Tools

Features like sentiment analysis, AI summarization, and keyword detection empower businesses to extract actionable insights from conversations, helping to identify trends, enhance customer support, and inform data-driven decisions.

Best Call Transcription Software for Small Businesses

Finding the best call transcription software for your small business can make a big difference. The right tool saves time, improves accuracy, and boosts productivity, helping you stay organized and focused on growth.

I. Dialaxy

Dialaxy is a call transcription tool that is developed with small businesses in mind. It provides real-time call transcription and is engineered to fit right into your current communications toolkit.

Dialaxy differs by pairing strong AI-driven speech recognition with a user-friendly interface so that even less technically inclined users can easily record and transcribe calls.

Key Features

• Real-Time Transcription
• AI-Powered Accuracy
• Seamless Integration
• User-Friendly Dashboard
• Customizable Exports

Pricing

• Basic Package: $10 per month
• Plus Package: $ 20 per month
• Pro package: $30 per month
• Enterprise Package: Contact us for pricing

II. Otter

Otter is one of the best call transcription apps renowned for its high-quality AI-powered transcription. It’s a favorite among professionals who need to have precise conversations in real-time. Otter’s ease of use and collaborative features make it a favorite of small businesses and remote teams.

Key Features

• Live Transcription
• Speaker Identification
• Collaboration Tools
• Searchable Transcripts
• Integration with Conferencing Platforms

Pricing

• Basic Package: Free
• Pro Package: $ 8.33 per month
• Business package: $20 per month
• Enterprise Package: Schedule a demo

III. Gong

Gong is not just a transcription tool—it’s a conversation analytics end-to-end platform that seeks to provide sales teams with actionable insights to help them make data-informed decisions.

By transcribing and analyzing your sales calls, Gong helps small businesses optimize performance and drive revenue using data-informed decisions.

Key Features

• AI-Driven Transcription
• Conversation Intelligence
• Integration with CRM
• Performance Insights
• Customizable Feedback

Pricing

• For up to 49 users: Gong pricing is $5,000 (base price) + $1,600 per user per year billed annually.
• For 50 – 99 users: Gong pricing is $5,000 (base price) + $1,520 per user per year billed annually.
• For 100 – 249 users: Gong pricing is $5,000 (base price) + $1,440 per user per year billed annually.
• For 250+ users: Gong pricing is $5,000 (base price) + $1,360 per user per year billed annually.

IV. Rev

Rev is a well-known transcription service that offers both automated and human transcription. Having both alternatives allows you to choose the type of accuracy that suits your business best, whether you need the speed of automation or the precision of human transcriptions.

Key Features

• Automated TranscriptionHuman Transcription: Offers high accuracy for complex calls, technical jargon, or when the audio quality is subpar.
• Flexible Service Options
• Easy Integration
• Clear Pricing Transparency

Pricing

• Free Package: Free
• Basic Package: $9.99 per user/month
• Pro Package: $20.99 per user/month
• Enterprise Package: Custom

V. Scribie

Scribie is a low-cost and versatile transcription service. It provides both manual and automatic transcription services, making it a suitable choice for small businesses that require budget-friendly yet reliable call transcriptions.

Scribie is very popular among businesses that favor detailed time-stamping and accuracy verification.

Key Features

• Automated Transcription
• Manual Transcription
• Time-Stamped Transcripts
• Review and Edit Platform.
• Customizable Turnaround Times

Pricing

• Basic Package: Free
• Pro Package: $12 per seat/month
• Enterprise Package: $23 per seat/month

Tabular view of 5 best call transcription software available in the market

How to Choose the Right Call Transcription Software?

Choosing the right call transcription software starts with understanding your needs. Focus on features, ease of use, and affordability to find a tool that fits your business and helps you work smarter.

1. Assess Your Needs

Determine the call volume, usage scenario, and purpose (e.g., compliance, training, or analytics). This establishes what capabilities and features you require.

2. Evaluate Key Features

Prioritize high accuracy and performance, especially for diverse accents or technical terminologies. Ensure the software integrates well with your existing tools (e.g., CRM, conferencing systems) and is straightforward to use. Verify security compliance for handling sensitive data.

3. Consider Cost and Scalability

Choose a solution that fits your budget and offers needed features. It must grow with your company as call volumes increase without compromising performance.

4. Look for Additional Analytical Features

Sentiment analysis, AI summaries, and export customization provide more insight and automate processes, making reporting and follow-up easier.

5. Read Reviews and Trial Tests

Read user comments from businesses of a similar size and type to your business. Use free trials to try out the software in your specific circumstances.

Future of Call Transcription Software

The call transcription software has a bright future that’s full of promise. With AI, real-time translation, and more robust call center analytics continuing to evolve, it’s going to get even smarter, quicker, and more valuable to business.

I. Smarter AI and Machine Learning

AI will be smarter, delivering more accuracy, better contextual understanding, and real-time analysis on calls.

II. Improved Multilingual Support

The software will support more languages and dialects, making it easier for international businesses to communicate.

III. Real-Time Transcription and Translation

Real-time transcription and simultaneous translation will improve accessibility and make global communication easier.

IV. Advanced Analytics and Sentiment Detection

Tools will provide more advanced insights, such as sentiment analysis and predictive analytics, to allow companies to fine-tune strategies and improve customer interactions.

Final word

Unleash a new level of insight in your business calls. With AI-driven call transcription, every call is an opportunity to glean important insights and increase productivity.

Ready to gain a deeper understanding and make more informed decisions? Read our guide and learn how you can transform your calls today!

FAQs

How do I transcribe on my phone?

Simply download a transcription app from your app store, record your call, or upload an audio file, and let the app convert the audio into text.

How does call transcription software work?

It uses speech recognition technology to listen to your calls and automatically converts the spoken words into written text.

Can these services handle calls with multiple speakers?

Yes, many transcription tools can identify and separate different speakers, making the transcript easier to follow.

How can I transcribe online for free?

There are free online transcription tools available that allow you to upload an audio file and receive a basic text transcript. Just keep in mind that free versions might have some limitations.

What integrations should I look for in call transcription software?

Look for software that easily connects with your favorite tools like Zoom, Microsoft Teams, or Google Meet, as well as CRM systems and other productivity apps to help streamline your workflow.

What are the main benefits of using call transcription software?

It helps capture every detail of your conversations, saves you time by making information easy to search and share, and improves overall communication and record keeping.