The MeetingMate Vision

Rethinking Meeting Management

At MeetingMate, we believe the way you manage your meeting content should serve you—not lock you in. We built MeetingMate to set a new standard: open access, best-in-class AI, and full user control, without compromise.

Why MeetingMate Exists

The current landscape is full of walled gardens, restrictive exports, and subscriptions that silently ratchet up. We created MeetingMate because we were frustrated by legacy platforms—ones that gate your data, lag on AI innovation, and make it difficult to leave. We wanted something better: an app designed for people who care about owning their history, always having the sharpest tools, and knowing exactly what they’re paying for.

With MeetingMate, your access is future-proof. You get uncompromising transcription and AI that stays at the leading edge, with no risk of your data ever being held hostage.

Data Freedom by Design

Your meetings, your data—full stop. Download all your content whenever you wish, no hoops to jump through. There’s no fine print: delete something, and it’s gone from our systems entirely. We don’t hoard your information, we don’t use it for secret model training, and we won’t charge you for storing data you no longer want. It’s your digital memory—not our business asset.

• Download all your data at any time—no proprietary formats, no exit barriers.
• Delete means delete—no retention, no hidden archives.

Access to the Latest AI—Without Lock-In

Everyone should benefit from advances in AI, not just the companies building them. MeetingMate plugs into the best available transcription and language models, always keeping you at the frontier—no legacy tech, no lag. When better models arrive, you get them immediately. This means more accurate transcripts, smarter insights, and improved privacy—without waiting for “quarterly update” cycles.

API First

From the ground up, MeetingMate is built as an API-first platform. This means every core capability—transcription, AI-driven insights, data management, and export—is accessible via robust, well-documented APIs, not just through the user interface. Being API-first empowers developers, teams, and integrators to automate workflows, embed MeetingMate features in their own apps, or extend meeting intelligence into custom dashboards and business systems. It unlocks true interoperability: you can connect MeetingMate to your calendar, CRM, project management tools, or proprietary platforms, with minimal friction and maximum flexibility.

This approach isn’t just about technical convenience; it’s about ensuring users are never boxed in, can build on top of their own meeting data, and always have programmatic access to their full meeting history—future-proofing your knowledge assets as your stack evolves. For forward-thinking organisations and power users, MeetingMate becomes a foundational building block, not just another silo.

Transparent, Cost-Plus Pricing

Most SaaS pricing is a black box—layered with bundles, seat fees, and surprise charges. We believe you should know exactly what you’re paying for. MeetingMate uses a cost-plus model: we pass through the actual costs from our providers and add a flat 20% margin. No hidden fees, no unpredictable price hikes, no confusing “tiers”—just transparent pricing built for trust.

Here’s how it works:

• Transcription: You pay exactly what our transcription provider charges us, plus 20%.
• AI/LLM Features: When you use advanced AI features (like summarisation or analysis), you pay the exact cost from the large language model provider (currently OpenAI), plus 20%.
• Data Storage: Your storage cost is calculated based on the number of megabytes you store, using current storage rates from AWS S3, plus 20%.

Currently, we do not charge for general hosting or database operations—but if these costs rise significantly as the platform grows, we’ll share the full breakdown and distribute them proportionally, always with complete transparency.

• Transparent cost breakdown—every line item is visible before you pay.
• No hidden fees or forced upgrades, ever.
• In the setting page you see the price we were charged, and what was passed on to you.

How Billing Works

MeetingMate uses a simple prepaid credit system—no monthly invoices or surprise bills. You add credits to your account, and each time you use a service (transcription, AI, storage), we deduct the cost (including our transparent 20% margin) from your budget in real time.

• Pay as you go: Top up your budget with credits when you need them. No subscriptions or minimums.
• Real-time billing: As you use transcription, AI features, or store audio, each charge is deducted from your credit balance at the cost-plus rate.
• Full visibility: See every transaction in your Budget tab. Want even more detail? The Logs tab shows exactly what each provider charged us—down to the cent.
• Usage-based controls: When your budget reaches zero, you’ll still be able to access all your existing meetings and notes, but advanced features (like new AI calls or transcripts) will pause until you top up.
• Audio storage safety: Your meeting audio remains safely stored and accessible as long as you have credits. If your balance drops below zero, storage costs will continue to accrue until your budget reaches -$3. At this point, we delete your audio from S3, but your transcripts and AI insights remain available—your records, always in your hands.

We designed billing to be as transparent and fair as possible—no lock-in, no hidden surprises. You stay in control of your costs and your content, always.

Building for a Better SaaS Future

MeetingMate isn’t just an app—it’s our vision for where workplace software should go. Tools should earn your trust every day, not hold you hostage. We’re open about our choices, relentless about improvement, and committed to putting users first, always.

If you’re ready for meeting software that respects you, your data, and your future—welcome to MeetingMate. Let’s build the next era of work together.