Agency Hero vs Fathom
Fathom is a great free AI note-taker for recording and summarizing calls. Agencies use Agency Hero when they need those meetings to turn into structured tasks, scope-creep alerts, expansion opportunities, and renewal proof inside a system built for client work.
Fathom is a powerful AI meeting assistant that records, transcribes, and summarizes virtual meetings so you don't have to take notes. It's especially helpful for sales and customer-facing teams that want searchable transcripts, highlights, and CRM-friendly summaries.
Agency Hero builds on the same idea of never losing what was said in a meeting, but goes further for agencies and consultancies. Instead of stopping at notes, Agency Hero turns every client conversation into structured tasks, decisions, risks, expansions, and proofs that live in one workspace. Where Fathom excels at capturing meetings, Agency Hero focuses on helping agency teams actually execute the work that follows — while protecting profit margins and driving expansion and renewals.
Feature Comparison
Primary purpose
Agency Hero
AI meeting-to-work OS for agencies and consultancies. Agency Hero turns client meetings into tasks, registries (decisions, risks, questions, proofs, expansions), and a daily attention queue that guides what revenue teams should do next.
Fathom
AI meeting assistant and note-taker. Fathom records, transcribes, and summarizes Zoom, Google Meet, and Microsoft Teams calls, then provides highlights, action items, and notes for easier follow-up.
Best for
Agency Hero
Agencies, consultancies, and professional services firms where client meetings drive most of the work, and leaders care about billable utilization, margin, expansion, and renewals.
Fathom
Individual professionals and teams who mainly want a free or low-cost way to record and summarize meetings, especially in sales, customer success, and remote collaboration.
Meeting follow-up and productivity
Agency Hero
Automatically turns meeting intelligence into tasks with assignees and due dates, links tasks back to the exact moments in the call, and (with ABox) is designed to cut follow-up from long manual sessions to a fast daily attention queue.
Fathom
Generates summaries, highlights, and action items from calls and can sync those into tools like CRMs and docs. Follow-up is still managed across separate inboxes, CRMs, and project tools.
Scope creep and profit protection
Agency Hero
Captures decisions, risks, and changes in dedicated registries so account and project managers can see when work is drifting out of scope and address it before it erodes margins.
Fathom
Makes it easier to review what was said in a meeting, but does not provide a dedicated structure for tracking scope decisions or flagging potential scope creep over time.
Expansion & upsell capture
Agency Hero
Detects and stores expansion and upsell signals in an Expansions Registry, tied to deals and client workspaces, so opportunities raised in meetings become trackable pipeline instead of being forgotten.
Fathom
Expansion ideas and buying signals can show up in summaries and transcripts, but they are not organized into a dedicated expansion pipeline inside Fathom itself.
Renewals & proof tracking
Agency Hero
Builds a structured Proofs Registry that links testimonials, wins, and outcomes to specific clients and meetings, so renewal and QBR decks are almost pre-assembled from the history of calls.
Fathom
Stores recordings, transcripts, and summaries that can be used to find quotes or wins, but does not offer a purpose-built proof library tied to renewal and expansion motions.
GTM knowledge & playbooks
Agency Hero
Provides an agency-specific knowledge hub: ICPs, buyer personas, objection handling, proof libraries, proposal templates, SOPs, offer catalog, and custom pipelines — all connected to meetings and tasks.
Fathom
Focuses on meetings as a searchable library of calls and notes. It does not model ICPs, personas, objections, proposals, or GTM playbooks as first-class objects.
How it fits with your PM & CRM tools
Agency Hero
Designed to sit alongside tools like ClickUp, Asana, and HubSpot. Meetings become structured work inside Agency Hero, and tasks and insights can be synced out into your existing delivery stack.
Fathom
Integrates with CRMs like HubSpot and Salesforce and productivity tools so notes and action items can be pushed into those systems, but Fathom itself is not a central work management hub.
Which Should You Choose?
Choose Agency Hero if...
Choose Agency Hero if:
- You run an agency or consultancy where most work begins in client meetings.
- You care about reclaiming billable hours by cutting manual follow-up after calls.
- You need better visibility into scope creep, risks, and decisions that impact margin.
- You want to systematically capture expansions and proofs to grow accounts and renewals.
- You're happy to keep using your existing project management tools, but want a meeting-to-work OS built specifically for agencies.
Choose Fathom if...
Choose Fathom if:
- You mainly need a free or low-cost AI note-taker to record and summarize Zoom, Google Meet, or Microsoft Teams calls.
- Your team already has a solid project management and CRM stack and just needs better notes.
- You want quick summaries, highlights, and CRM-friendly call notes without changing how you manage work today.
- You don't need an opinionated GTM knowledge model or a daily attention queue — just better meeting documentation.
Save time on meeting follow-up
Fathom excels at eliminating manual note-taking by instantly recording, transcribing, and summarizing your meetings. Agency Hero builds on that by turning the intelligence from those meetings directly into tasks, registries, and a daily attention queue so account and project managers can clear their follow-up in a fraction of the time.
Protect profit margins from scope creep
In client services, profit is often lost in small, untracked decisions. Agency Hero's decisions and risks registries give leaders a clear view of what was agreed to and where scope is expanding, so they can reset expectations or adjust pricing before margin disappears.
Grow revenue from every account
Where Fathom helps you remember what was said, Agency Hero also tracks where clients express new needs or interest in additional services. Those expansion signals are captured in an Expansions Registry tied to deals and client workspaces, making it much easier to turn casual 'we might also need…' moments into concrete pipeline.
Make renewals easier with built-in proof
Because Agency Hero treats proofs and testimonials as first-class objects linked back to meetings, agencies can walk into renewals and QBRs with a ready-to-use record of outcomes and client quotes. Instead of digging through old recordings, the value story is already organized by account.
How to Switch from Fathom
- 1
Start capturing your client meetings in Agency Hero
Connect your calendars and configure meeting recording so key client and sales calls are captured into Agency Hero workspaces. You can keep using Fathom during this period if you want a side-by-side comparison.
- 2
Wire meetings into client and deal workspaces
Link each meeting to the right deal or client workspace so action items, decisions, risks, and expansions land where your team already manages work and relationships.
- 3
Switch follow-up into Agency Hero tasks
Have account managers and project leads start using Agency Hero tasks and registries as the primary way they process post-meeting work, while still syncing key tasks or notes into your existing PM and CRM tools.
- 4
Decide whether to keep Fathom for non-agency use cases
Once your core client work is flowing through Agency Hero, you can choose to keep Fathom for generic internal meetings, or simplify your stack by consolidating meeting capture for client-facing work into Agency Hero.
Frequently Asked Questions
Is Agency Hero a replacement for Fathom?
Agency Hero can replace Fathom for agencies and consultancies that want meetings to turn into structured work, not just notes. If you only need recording and summaries, Fathom may be sufficient. Many teams start by using Agency Hero for client and sales calls, where margin, expansion, and renewals matter most.
Do I still need my project management tool if I use Agency Hero?
Yes. Today, Agency Hero is designed to sit alongside tools like ClickUp, Asana, or Teamwork. It focuses on turning meetings into structured tasks, registries, and a daily attention queue, then you can sync key work into your existing delivery tools.
How does Agency Hero save more time than a typical AI note-taker?
AI note-takers like Fathom remove the burden of taking notes, but follow-up still lives across separate inboxes, task lists, and CRMs. Agency Hero goes further by automatically creating tasks, linking them back to the exact moments in the meeting, and (with ABox) giving each person a single queue to clear each day.
How does Agency Hero help protect profit margins compared to Fathom?
Agency Hero captures decisions, risks, and changes from meetings in dedicated registries. That makes scope creep visible and actionable so you can renegotiate or adjust before it quietly eats into margins. Fathom helps you review what was said, but does not provide the same structured view of scope and risk.
Can Agency Hero and Fathom work together?
Yes. Some teams may keep Fathom for generic internal meetings while using Agency Hero for client-facing and revenue-impacting calls. Over time, many agencies prefer to consolidate so that the meetings that matter most to revenue are fully connected to tasks, registries, and GTM knowledge inside Agency Hero.