Top 7 Closed Captioning Tools for 2025: The Ultimate Ranked Guide

My top two choices for closed captioning tools are Rev and 3Play Media.

Closed captions make videos accessible to a wider audience, including those with hearing impairments or different language backgrounds. They can also improve your website’s search engine rankings, helping your content stand out online. Furthermore, adding captions can boost your YouTube channel’s monetization potential, as captions are favored by YouTube’s algorithm.

Research shows that captions can increase viewer engagement — for example, Facebook videos see a 12% rise in retention when captions are used. Additionally, about 35% of viewers prefer to turn on the “cc” option whenever possible. That’s why choosing the right captioning software is so important, and I’ll highlight some of the best options available today.

Disclosure: I may earn affiliate commissions from some links below at no extra cost to you. Please see our privacy policy for details.

Below are my top recommendations for captioning tools.

Rev is a versatile cloud-based platform offering high-quality, on-demand captions, transcriptions (both manual and automated), and foreign subtitles. It ensures up to 99% accuracy and delivers results within two to 25 hours. Leveraging advanced speech recognition AI and a large community of transcription freelancers, Rev offers quick turnaround times and reliable service. Its user-friendly interface allows easy account setup, and users can upload videos via files, URLs, or links from popular platforms like YouTube and Vimeo. Because it’s a web-based service, no downloads are necessary, reducing worries about viruses or compatibility issues. Once completed, captions are emailed in formats such as .srt, with options for other file types. You can also opt for burned-in (open) captions that are permanently embedded into your video. Additionally, Rev offers a built-in video editor and mobile apps for both Android and iOS devices, enabling editing and captioning on the go.

Powered by a vast community of speech-to-text freelancers and advanced AI, Rev provides fast, accurate captioning and transcription services accessible from any device. Its mobile apps and integrated editing tools make it easy to refine your videos on the fly.

Here are some key features:

Rev charges a flat rate of $1.25 per minute of video, with no extra fees for difficult audio or delivery. Turnaround times generally depend on video length: two hours for videos up to five minutes, seven hours for five to ten minutes, 12 hours for 10-30 minutes, and about 25 hours for videos between 30 and 60 minutes.Start using Rev now.

3Play Media is an all-in-one platform dedicated to enhancing video accessibility through quick, straightforward, and precise closed captioning. Depending on your video’s duration or file size, turnaround times range from just two hours up to four business days. Similar to Rev, users can upload files directly from their computers, share via links, or use integrations and custom APIs. After uploading, the platform conducts two rounds of meticulous transcription to ensure maximum accuracy. When completed, caption files can be downloaded in over 50 formats compatible with most video players and platforms. The interface is intuitive, allowing individual users or teams within organizations to manage orders easily. Besides captioning, 3Play also provides translation and audio description features, enabling multitasking within a single platform. You can coordinate with a dedicated account manager to track progress and meet deadlines efficiently. Leveraging proprietary technology protected by 11 patents, along with unique databases and AI or machine learning, the platform boasts a pool of 2,000 expert video editors who handle captioning, subtitling, and transcription tasks.

3Play Media combines AI and a two-step transcription process to ensure reliable captioning. Each client is assigned a personal manager to help meet deadlines and provide ongoing support.

Key features include:

Users can select from three subscription plans, with prices provided after filling out a brief form. Here’s a quick overview:

The basic Express Plan for individual users offers pay-per-project captioning, support for social media video encoding, and easy upgrade options.

The Pro Plan, suited for multiple users, includes live captioning, audio descriptions, subtitle translation, and more.

The Enterprise Plan offers tailored workflows, faster turnaround options, and dedicated support with a personal account manager.

CaptioningStar is a New York-based company providing a range of video captioning services, including closed captioning,Open captioning, real-time captioning, emergency live captioning, and similar services are provided by dedicated captioners available around the clock. They aim to achieve 99 percent accuracy, offering flexible turnaround times to meet various needs.

This software supports all major video and audio formats, allowing users to upload their media files directly from their computers. It also integrates seamlessly with popular video platforms such as YouTube, Dropbox, and Vimeo, enabling users to retrieve videos directly for captioning purposes.

If transcripts are available, users can upload or paste them into the system. If not, the software automatically generates a transcript to aid the captioning process. After the captions are completed, they can be downloaded in any of the 18 supported formats, including WebVTT and SRT.

Customers can reach out to the CaptioningStar support team anytime—they typically respond within 15 minutes. Support is also available via social media channels like Facebook, Twitter, and Instagram for additional assistance.

The platform offers a user-friendly captioning environment capable of providing captions in both English and Spanish for various video content. Its multi-format download feature allows users to embed captions directly into their videos without additional conversion or editing. Key features include bi-lingual captioning, live streaming support, simple drag-and-drop uploads, a free API and interactive video player, customizable turnaround times of 12, 24, or 36 hours, and 24/7 customer support.

Pricing follows a straightforward model similar to Rev, costing $2 per minute of video for basic captioning. If transcripts are also required, the price increases to $2.75 per minute. Discounts may be available for bulk orders and referral programs.

In addition to CaptioningStar, Vitac is recognized as a top captioning provider particularly suited for both online and offline content. The company, based in the US, delivers professional closed captioning services for various platforms, including YouTube, Zoom, live streams, Adobe Connect, and Skype. Vitac integrates video through APIs, television networks, and conducts detailed language research to ensure accurate captions, which are typically provided as separate text files that can be synchronized with the original video. These caption files can be toggled on or off by the user. They also undergo quality checks and can be corrected or re-uploaded if needed. The platform offers captioning services in multiple languages like Spanish and French, with a team of expert captioners working 24/7 to meet tight deadlines.

Users can obtain captions in the SRT format for quick upload to social media, as well as options for hard-coded or open captions. Vitac’s offline captioning services adhere to FCC regulations and maintain strong relationships with TV and news channels to produce accurate, compatible automatic captions. Their feature list includes auto-sync caption files, support for multiple languages, live captioning for web videos and conferences, remote meeting integrations, and social media compatibility.

Pricing details show that Vitac offers straightforward rates, typically based on the scope of the project. While specific figures are not included here, the company emphasizes flexible, affordable options for various requirements.

Since Vitac doesn’t publicly display its prices, interested users can contact their dedicated service portal to request quotes. Setting up a free account is simple—it only requires entering some basic details along with project specifications through their online form.

Archive Captioning is a platform designed for real-time captioning services suited for live events. It employs trained captioners who use stenograph machines to transcribe speech into text seamlessly. This service supports various integration options for meetings and virtual platforms including Zoom, Cisco Webex, ON24, and Adobe Connect. Its live captioning features also extend to popular streaming channels such as Facebook, YouTube, Ustream, Wowza Streaming, and Vimeo. Content creators can take advantage of post-production captioning to make videos more accessible to hearing-impaired viewers, and also to audiences who may not understand English or find audio-only environments challenging.

The platform offers different offline caption styles like placed pop-on, stationary, and roll-up captions. The placed pop-on style features flexible placement options and uses timed text synchronized with visuals to indicate off-screen sounds, like sound effects. Stationary captions are centered at the bottom of the screen, with speaker changes marked by dashes (-). Roll-up captions appear in a continuous stream, with chevrons (>>) denoting speaker transitions. Archive Captioning provides a comprehensive suite of tools to meet diverse needs, supported by a 24/7 captioning team that promises same-day turnaround and multiple quality checks to ensure high accuracy.

The platform offers various features tailored to different customer needs, including multiple caption formats, secure output options, IP address whitelisting, password-protected accounts, rapid processing times, and machine translation for foreign language captions. Its commitment to quality is reflected in the multi-level quality assurance process that guarantees precise and reliable captions.

Pricing details can be obtained by requesting a quote through their website, where visual examples are also provided to give potential clients an idea of the service quality.

CaptionAccess is especially suitable for remote captioning needs. It provides a reliable platform for real-time captioning and remote collaboration, ensuring accessibility across various channels and environments.

CaptionAccess is a platform dedicated to making video content accessible through high-quality captions for both live and recorded videos. Its core team of skilled editors, many of whom are hearing-impaired, ensures that the captions are highly accurate, especially for videos without audio.

As a remote service, CaptionAccess’s captioners are available 24/7 to meet tight deadlines, with captions typically delivered within one to four business days. The platform utilizes a CART (Communication Access Realtime Translation) tool that converts spoken words into easy-to-read text displayed on mobile devices and laptops, allowing users to follow along seamlessly during webinars, conferences, lectures, or other events.

Additionally, CaptionAccess offers meaning-for-meaning translation, a comprehensive or condensed approach to creating accurate closed captions. The platform follows precise time code text formatting to ensure captions stay synchronized with the speaker’s audio, providing an optimal viewing experience. Since there is no direct upload feature for videos or URLs, users must contact the platform directly to submit their files, which can be sent from any device or cloud service.

Thanks to CART and condensed translation options, users can choose from various services such as live, offline, word-to-text, or meaning-to-meaning translations. Its remote operation ensures 24/7 availability, adhering to deadlines quickly and efficiently. Other notable features include professional captioning for YouTube videos, webinars, and online events, time-coded texts for perfect synchronization, compatibility with different screen sizes, support for last-minute scheduling changes, and the use of stenotype machines to generate accurate text.

Potential clients interested in CaptionAccess can request a detailed quote tailored to their specific needs. The platform also offers demonstrations of its services free of charge, allowing users to evaluate the quality before making a commitment.

MacCaption and CaptionMaker are professional, licensed captioning tools available for both Mac and Windows platforms. The MacCaption version is specifically designed for Mac users, while CaptionMaker is compatible with Windows-based systems.

Once video files are uploaded, these applications enable users to create, edit, encode, or reuse captions across various formats for TV, online content, and other digital media. They also streamline compliance with government regulations, making it easier to deliver properly formatted captions for broadcast or web use. The software can handle large-volume captioning tasks, including inserting or extracting text, converting formats, adjusting timing, or modifying frame rates.

Users can perform sub-clipping, assemble clips, and integrate the final output into automated workflows with platforms like Vantage. It also offers tools for troubleshooting and quality checks, ensuring high standards in caption accuracy and timing. With the addition of speech-to-text capabilities supporting over 100 languages, the software provides automatic transcription, speeding up workflows, especially for time-sensitive projects.

The suite of features allows users to generate precise captions in compliance with regulations, with rapid imported outputs ready for immediate broadcast or online use.Here are some key features of the software:

– Troubleshooting and quality assurance checks
– Integration with automated workflows
– Automatic speech-to-text transcription
– Tools for converting formats
– Frame adjustment capabilities

Pricing is available through three yearly subscription options, each suitable for use on a single device at a time.

The basic Desktop Edition is priced at $1,898 and includes features like automatic timestamping and support for popular file formats. The Pro Edition costs $6,598, adding capabilities such as embedding captions into TV broadcasts and overlaying subtitles. The most advanced Enterprise Edition is priced at $15,525 and offers automated closed captioning, as well as conversion tools and external scripting and control options. Additionally, a timed text speech feature can be purchased separately for $99 per month.

What Is Closed Captioning Software?

Closed captioning software enables video producers and owners to generate text overlays for videos, aiding viewers in understanding the content. These transcripts usually reflect the spoken audio but can also include non-verbal sounds like music or effects. Depending on the software features, users can either embed the captions directly into the video or upload them separately. Some platforms allow for manual creation, while others can generate captions automatically from the transcript.

Wrap Up

Since video content dominates online platforms, closed captions are essential for accessibility and engagement. Including transcripts can boost revenue and viewer retention. To maximize your content’s reach, consider options such as Rev for quick turnaround times, 3Play Media for compliant captioning, CaptioningStar for comprehensive solutions, Vitac for online and offline needs, Archive Captioning for live events, CaptionAccess for remote work, and MacCaption for bulk captioning.

I hope this guide helps you find the best closed captioning software for your needs. For further insights, see how you can combine captioning with translation software to reach a global audience. Check out our list of the top translation tools of 2025 if expanding your reach is a goal.

My favorite options are Rev and 3Play Media. Closed captions make videos more accessible to all, overcoming language and hearing barriers. They also enhance SEO rankings, increase viewer engagement—by up to 12% on Facebook—and can assist in monetizing platforms like YouTube, where captions influence the algorithm. Additionally, a significant portion of viewers (about 35%) prefer to turn on the “cc” option.

Please note: I may earn affiliate commissions on some links at no additional cost to you. You can review our full disclosure in our privacy policy.

What is the Best Closed Captioning Software?

Here are my top recommendations:

1. Rev. – Best for fast turnaround times.

Rev is a versatile cloud-based tool that provides high-quality, on-demand closed captions, transcriptions (both manual and automated), and subtitles in multiple languages. It can deliver captions with up to 99% accuracy within a turnaround time ranging from two to 25 hours.

Using advanced speech recognition AI technology and supported by a vast community of “speech-to-text” freelancers, Rev ensures quick and reliable results. Its user-friendly interface makes creating an account and initiating projects straightforward and quick.

Users can upload video files or provide URLs, including links from popular video platforms such as YouTube and Vimeo. Since there’s no need for downloads, users avoid worries about viruses, compatibility issues, or pop-up ads. Once the captioning process is completed, Rev typically sends the caption files (usually in .srt format) via email. The platform also supports alternative caption formats for easier accessibility.

At checkout, users can opt for burned-in captions (open captions), which embed the subtitles directly into the video for permanent display. Alongside captioning, Rev offers an integrated video editing tool with various features to refine your video as needed. The platform is accessible through mobile apps for both Android and Apple devices.

Features:
In partnership with the world’s largest speech-to-text freelancer community, Rev’s AI-driven platform offers rapid, precise captioning and transcription services. Its mobile apps and built-in video editor allow users to make specific edits conveniently from any device.
Some notable features include:
– Confidential upload options for videos and URLs
– Support for multiple caption file formats
– 24/7 availability of captioning experts
– An integrated video editing suite
– Open captioning service
– Mobile apps for iOS and Android

Pricing:
Rev charges a flat rate of $1.25 per minute of video, with no extra fees for delivery or challenging audio types.

Here’s an overview of the expected turnaround times based on video length:
– About two hours for videos up to five minutes long
– Roughly seven hours for videos between five and ten minutes
– Approximately 12 hours for videos up to 30 minutes
– Up to 25 hours for 30 to 60-minute videos

Start using Rev today.

3Play Media is ideal for services requiring SLA-compliant captioning.

Features:
3Play Media offers comprehensive video accessibility solutions that emphasize quick, accurate, and straightforward closed captioning. Depending on the size and length of your video, turnaround times can vary from two hours up to four business days.

Similar to Rev, users can upload files directly from their computers, or link videos from various platforms using integrations or APIs. Each file undergoes a two-round process of high-quality transcription to guarantee accuracy. Once completed, caption files in over 50 formats are available for download, compatible with most video players and platforms. Its intuitive interface makes it easy for both individual users and organizations to manage and process captioning requests.

In addition to closed captioning, 3Play Media also provides translation and audio description services.Tools designed to streamline multiple tasks on a single platform are becoming increasingly popular. You can work with a dedicated account manager to monitor progress and ensure all your deadlines are met efficiently.

The platform utilizes a proprietary technology base, incorporating 11 patents, exclusive databases, and advanced AI or machine learning techniques. Additionally, it has a team of 2,000 video editors who assist with captioning, subtitling, and transcription services.

Features include a combination of AI and two-step transcription processes that guarantee accurate captions. Each user is assigned a personal manager who supports them in meeting deadlines and provides assistance whenever needed.

Some key features offered are flexible turnaround options, real-time progress updates, compatibility with over 50 file formats, workflow automation, data security through encryption, SLA-compliant services, and assurances of accuracy, security, and punctuality.

Regarding pricing, users can select from three subscription plans, with specific costs revealed after completing a short requirements form. The plans’ features provide a helpful overview: the Express Plan for individual users offers pay-per-project pricing, social media captioning, and simple upgrades; the Pro Plan for multiple users includes live captioning, audio descriptions, subtitling, and translation services; and the Enterprise Plan for organizations allows for custom workflows, tailored turnaround times, and a dedicated account manager.

CaptioningStar, based in New York, specializes in comprehensive captioning services such as closed captioning, open captioning, real-time captioning, and emergency live captioning. They operate around the clock, aiming for 99 percent accuracy and flexible delivery times. The software supports all major video and audio file formats, enabling direct uploads from computers and integrations with platforms like YouTube, Dropbox, and Vimeo. Users can upload transcripts or let the system generate captions automatically. Completed captions can be downloaded in 18 different formats, including WebVTT and SRT. Customer service is prompt, with responses reaching users within 15 minutes, and they maintain active social media support channels on Facebook, Twitter, and Instagram.

CaptioningStar provides an easy-to-use captioning platform that supports both English and Spanish. Its multi-format download feature allows seamless embedding of captions into videos without additional conversions or edits.

Highlighted features include dual-language caption support, live stream captioning, straightforward upload options, a free API and interactive video player, customizable turnaround times of 12, 24, or 36 hours, and 24/7 customer support. Pricing details are available upon request.

Like Rev, CaptioningStar offers a straightforward pricing structure: $2 per minute for captioning a single video. If you want both transcripts and captions, the cost increases slightly to $2.75 per minute. Customers might also benefit from discounts when placing bulk orders or referring others to the service.

Vitac is the leading captioning provider in the United States, delivering professional services for both online and offline videos. Its live captioning feature supports platforms like YouTube, Zoom, Live Stream, AdobeConnect, and Skype. To facilitate this, Vitac connects video via APIs, various television network links, and smooth switching, all supported by comprehensive language research conducted by its team. The captions are generated as separate text files, which can be synchronized with the videos, allowing viewers to toggle captions on or off as needed. These caption files are verified with mandatory decoders, enabling easy editing or re-uploading in case of mistakes or future changes. The platform also offers captioning in multiple languages, including Spanish and French, with a team of expert captioners working around the clock to meet tight deadlines. Additionally, users can obtain captions or transcripts in the widely-used srt format for quick upload to social media, and can opt for hard-coded or open captions for specific purposes.

Vitac’s offline captioning services meet FCC standards and maintain strong relationships with TV and local news channels for accurate and easily integrable automatic captions. Key features include auto-syncing caption files, multi-language captioning, live captions for web videos and conferences, remote meeting integrations, and social media compatibility. These tools allow users to create highly accurate and accessible content across various platforms.

Since Vitac doesn’t publicly share its prices, interested users need to contact their service team for quotes. They can easily create a free account by filling out a brief form with project details, after which they can request a tailored quote.

Archive Captioning offers live captioning services using trained captioners who operate stenographs in real time during live broadcasts, providing immediate captions for viewers.This technology enables converting spoken language into written text seamlessly.

The platform also supports various caption integrations for meetings and virtual events using popular platforms like Zoom, Cisco Webex, ON24, and Adobe Connect. Live captioning features are compatible with social media platforms such as Facebook, YouTube, Ustream, Wowza Streaming, and Vimeo.

A key offering is the post-production captioning service, which helps content creators make their videos accessible to individuals with hearing impairments. It’s also valuable for viewers who do not understand English or are in environments where audio is unavailable.

Offline captioning can be customized in different styles including pop-on, stationary, and roll-up formats. The pop-on style offers flexible placement and uses timed text to match visuals while indicating off-screen sounds like sound effects. Stationary captions are centered at the bottom of the screen, with speaker changes marked by a dash (-). Roll-up captions flow continuously, with chevrons (>>) signaling speaker shifts.

Features of the platform include a wide selection of closed caption formats, secure output options, IP whitelisting, password-protected accounts, rapid same-day turnaround, multiple quality checks, and machine translation capabilities for captions in foreign languages.

Regarding pricing, the platform provides detailed quotes on request, ensuring transparent costs tailored to specific needs.

CaptionAccess is a remote captioning service aimed at delivering accurate captions for live and offline videos. It is managed by expert hearing-impaired editors, ensuring high accuracy for no-audio viewing situations. The platform employs CART (Communication Access Realtime Translation) technology that converts spoken content into text viewable on mobile devices and computers, eliminating the need to switch devices during webinars and conferences. It also offers meaning-for-meaning translation, which condenses or simplifies content for clearer understanding, while maintaining proper synchronization with speech using time codes. As it does not support direct uploading or URL submissions, users must contact CaptionAccess directly to send their video files via any device or cloud service.

This platform’s features include live, offline, word-to-text, or meaning-to-meaning translations with 24/7 availability, ensuring quick delivery. Its key benefits include expert-level captioning for platforms like YouTube, webinars, and online meetings, precise time-coded text for synchronization, adaptability to different screen sizes, support for last-minute scheduling changes, and the use of stenotype machines for accurate text formation.

Pricing details are available upon direct inquiry, with specific quotes provided to suit user needs.

Potential users can request a detailed price quote tailored to their specific needs and requirements. The platform also provides a free demonstration of its services to give users a firsthand experience.

MacCaption and CaptionMaker are specialized closed captioning and subtitling tools primarily designed for Mac computers. However, they also offer CaptionMaker, which is compatible with Windows operating systems. After uploading videos onto the platform, users can utilize the built-in e-captioning technology to create, edit, encode, or reuse captions across television, web, and various device screens. The software simplifies ensuring that captions meet existing government standards, making the process of integrating captions into web or TV content quick and efficient. It’s capable of handling large-scale captioning tasks including text management, format conversions, timing adjustments, and frame-rate modifications. Users can also carry out sub-clipping or clip assembly tasks and connect with platforms like Vantage for automating workflows. Besides direct editing of media files, the software facilitates troubleshooting and quality control, ensuring captions are accurate and compliant.

The recent addition of timed-text speech (speech-to-text) allows automatic transcription in over 100 languages, making it an excellent choice for projects with tight deadlines that don’t permit waiting for manual transcription services. The software suite includes various features aimed at streamlining caption creation and compliance. Highlights include troubleshooting tools, automated workflows, transcription capabilities, format conversion options, and frame adjustment tools.

Pricing for MacCaption and CaptionMaker is offered through three annual subscription plans, valid for a single machine. The desktop edition costs $1,898 and includes auto-timestamping and support for popular file formats. The professional version, priced at $6,598, adds features such as support for embedding captions into TV broadcasts and overlaying subtitles. The enterprise version, available for $15,525, offers automated captioning, conversion tools, and external scripting control. The new timed-text speech feature can also be purchased separately for $99 per month.

What is closed captioning software? It’s a program that enables video creators and owners to generate text content for their videos, primarily used for interpretation and accessibility. Typically, this text is a transcript of the existing audio track, which may also include non-verbal sounds like music or background noise. Depending on the software’s capabilities, users can embed captions directly into videos or upload them as separate files. Many platforms allow for either manual captioning or automatic generation from audio transcripts, making the process adaptable to different needs.

As video content continues to grow in importance online, adding captions has become essential. Videos with transcripts tend to attract higher engagement and revenue compared to those without. To broaden your content’s reach, consider these top-captioning solutions: Rev for quick turnaround, 3Play Media for compliance, CaptioningStar for comprehensive services, Vitac for both online and offline captioning, Archive Captioning for live events, CaptionAccess for remote captioning, and MacCaption for high-volume caption production. I hope my suggestions help you find the best captioning software for your needs.

Further information on StepThroughThePortal.com explores how to combine captioning tools with translation software to create truly global content. If expanding your international reach interests you, check out our list of the best translation software of 2025 for businesses at the provided link.