Avoma Buyer's Checklist: Seats, Add-ons, Zoom and Security

Before you sign with Avoma, settle six questions: who records, which one plan fits them all, which add-ons you need, how each meeting platform is captured, how the CRM syncs, and whether security forces Enterprise. Only recorders pay. Startup costs $19 per recorder seat per month billed annually or $29 per recorder seat per month billed monthly, for up to 25 recorders. Organization costs $29 per recorder seat per month billed annually or $39 per recorder seat per month billed monthly, for up to 100. Enterprise costs $39 per recorder seat per month, billed annually only, with a minimum of 10 recorder seats.^[1] Need the API, MCP, translation or custom templates? Organization is your floor. Need SSO, SCIM or HIPAA support? Only Enterprise qualifies.

Count the people who record, then fit them into one plan

A recorder seat is the paid license for anyone who records, transcribes and analyzes their own meetings. Everyone else, such as a manager who only listens, a product lead skimming notes or an executive commenting on a renewal call, joins as a free user, with no limit on how many. That split drives the bill. By our arithmetic, five recorders plus twenty viewers on Startup billed annually come to $1,140 a year, because the twenty viewers cost nothing.

• List every person who must capture their own calls; everybody else stays a viewer.
• Flag dialer users: calls from connected dialers are analyzed only for members holding a paid recorder seat.
• Know the ceiling: at the seat limit, new users arrive as viewers until an admin upgrades or buys seats. Nothing upgrades on its own.

One plan, one cap, and what the step up buys

Every recording user must sit on the same plan, so managers on Organization and reps on Startup is not an option; only add-ons are assigned person by person. Past 25 recorders Startup is out, past 100 Organization is out. Moving up adds $10 per recorder seat per month at either billing term, or $120 per recorder seat a year by our arithmetic. That step buys API access, webhooks, the MCP connector, translation, custom vocabulary, custom note templates and Smart Topics, Custom Trends, rule-based Smart Playlists (also part of the Conversation Intelligence add-on), and audit logs.

Limits loosen too: four AI-note regenerations per meeting instead of two, 10 uploads per user per month instead of five, and 30 days of usage-dashboard history instead of seven. Group, round-robin and embedded scheduling are included from Organization; Startup reaches them only through the Lead Router add-on. Expert onboarding is included from Organization, while Startup buyers pay an optional $1,000 one-time fee for it. If RevOps wants Claude or ChatGPT to query meetings, Startup will not do. The MCP connector's write tools only set a meeting's outcome, purpose or privacy; notes and transcripts stay untouched.

Price each add-on per person, not per team

Add-ons sit on top of a base plan, cost extra per seat per month, and go only to the users who need them. They follow the base plan's billing cycle, so an annual plan cannot carry a monthly add-on. Conversation Intelligence and Revenue Intelligence each cost $29 per seat per month billed annually or $35 per seat per month billed monthly; Lead Router costs $19 per seat per month billed annually or $25 per seat per month billed monthly.^[2] Match each use case to its add-on before the quote arrives:

• Coaching: AI coaching recommendations, AI scorecards with auto-scoring, the Live Answer Assistant and Global Ask Avoma come with Conversation Intelligence. Ask Avoma on a single meeting is on every plan.
• Pipeline: forecasting, deal risk and Deal Health, win-loss, the Dealboard, deal-level Ask Avoma, 2-way CRM field updates and native email sync come with Revenue Intelligence. Deal Health needs the deal owner to hold it.
• Routing: routing rules, form qualification and SDR-to-AE hand-off come with Lead Router. Whoever manages the router or receives its bookings needs a Lead Router add-on seat, and inbound forms must be HubSpot or Marketo forms.

Per-person assignment is where the savings live. By our arithmetic, ten recorders on Organization billed annually with Conversation Intelligence on five of them come to $5,220 a year, against $6,960 a year with the add-on on all ten; the same five-of-ten mix on Startup billed annually comes to $4,020 a year. Avoma's help center adds a bundle discount on add-on fees only, never the base plan: 10% off any two add-ons and 15% off all three.

Test capture on every platform your team meets on

Avoma records scheduled meetings through a Google or Outlook calendar connection (or by inviting assistant@avoma.com), and the capture method changes by platform. Zoom is the trap. Since October 2026, Avoma records Zoom meetings only when Zoom itself is connected to Avoma, by an admin for the workspace or by each member; a calendar connection alone is no longer enough.^[3] When your company hosts, Avoma records directly through Zoom, with Zoom desktop 6.5.5 or newer for you and the host. When another company hosts, the Avoma Assistant joins only if someone from your organization with Zoom connected attends. Zoom Cloud Recording is not affected, though it needs a paid Zoom license.

• Zoom: connect it at admin level before go-live. Webinars are not recorded; breakout rooms are captured from the main room only.
• Microsoft Teams: bot-free cloud recording needs a Microsoft cloud-recording license and a tenant admin's approval, and gives no real-time transcript.
• Google Meet: native recording needs Meet recording enabled in the Workspace admin console and each user connecting Google Meet; otherwise a host must admit the bot.
• Webex: bot-free cloud recording works only when you host on a paid Webex license.
• GoToMeeting, BlueJeans, Lifesize, UberConference: the bot joins as a participant.
• In person: the mobile apps record in-person meetings. Desktop Local Recording runs without a bot, and whoever starts it carries sole responsibility for consent.

Confirm the CRM syncs the way your reps expect

Salesforce, HubSpot, Pipedrive and Zoho connect through one OAuth flow, while Copper and Zendesk Sell are assisted set-ups where an admin sends an API key to Avoma Support. Only one CRM can be connected at a time, the connection covers the whole organization, and it needs an admin in both systems. Disconnecting later goes through Support. Our CRM integration guide covers field mapping in detail.

• Notes auto-save to Account, Opportunity and Contact records on every plan.
• Meetings marked Private never sync automatically. Someone must push them by hand.
• Edits made inside Salesforce do not flow back into Avoma notes.
• Forecasting works with Salesforce and HubSpot only.

Run your security questionnaire against the Enterprise column

SSO over SAML or OIDC, SCIM provisioning, HIPAA support, mutually signed DPAs and custom data-retention policies are Enterprise features. Enterprise at its 10-seat minimum comes to $4,680 a year billed annually, by our arithmetic. Avoma says it holds a SOC 2 Type II certification; its plan matrix lists SOC II Compliance as an Organization and Enterprise feature, not on Startup, so buyers who need SOC 2 evidence in their contract should plan on Organization or Enterprise.

• HIPAA: Avoma says it supports HIPAA compliance on Enterprise through a BAA, per its October 2026 security post.
• Consent: the Acknowledgment and Permission consent modes are Enterprise features.
• Evidence: request the SOC 2 Type II report through the trust center; Avoma's October 2026 post says enterprise prospects get it under an NDA.
• Hosting: AWS in the United States, cloud only. EU data residency is a conversation with Avoma's enterprise team.
• AI training: Avoma says customer meeting data never trains AI models, and enterprise agreements can confirm this contractually.
• Subprocessors: 15, all in the United States, including OpenAI, Anthropic, Deepgram and Rev.

Read the billing terms, then use the trial on purpose

Monthly billing pays off only for short commitments: by our arithmetic, it is cheaper only if you stop within 7 months on Startup or 8 months on Organization. Added seats are prorated and charged immediately, while removals and downgrades wait for the next billing cycle. Avoma's Terms give no refunds or credits for partial or unused periods, except a pro-rated refund of prepaid fees if you terminate for cause or Avoma terminates for convenience.^[4] Ending for convenience takes 30 days' written notice, lands at the end of the current term and is not refunded. After termination you get 30 days to export.

The 14-day free trial covers Organization with all add-ons, needs no credit card, and lets you invite as many teammates as you like. Nothing is charged when it ends; the account becomes a viewer that keeps past recordings but cannot record until you buy seats. Avoma's pricing FAQ says you can email help@avoma.com to ask for a longer trial. Because every add-on is switched on, a team heading for Startup should note which features it leaned on. Those vanish on day 15. Full plan math sits in our Avoma pricing breakdown.

The bottom line

Avoma rewards buyers who do the counting first. Recorders pay and viewers do not, every recorder shares one plan, and coaching, forecasting and routing are per-person add-ons rather than tiers. Organization is the practical floor for teams that need the API, MCP or translation; Startup suits up to 25 recorders who mainly want notes, CRM saving and 1:1 scheduling links. Choose Enterprise only when SSO, SCIM, HIPAA support or signed DPAs are hard requirements. Connect Zoom on day one, and if the checklist points elsewhere, see our Avoma alternatives.