Meeting notes that replaced a leading AI notetaker

Situation

The firm paid for a subscription to a leading AI notetaker for client meetings. The service worked apart from the firm's CRM and from the advisor assistant its staff used every day. Advisors wanted meeting notes in the firm's template and follow-up emails in their own style, without moving between separate systems.

Solution

The advisor starts a recorder inside the advisor assistant when a client meeting or call begins, whether on a video call or by phone. When the meeting ends, two drafts appear together: the CRM note in the firm's template and a follow-up email in the advisor's own style. The email style is modeled on sample emails that the advisor can edit.

Both drafts draw on what the firm already knows about the household, such as its members and recent notes. Templates cover review meetings and other client calls, and advisors can change them.

Design decisions

Jeff Hunt considered a cloud transcription service and chose speech-to-text that runs on the advisor's own PC, so the recording never leaves it. The audio is deleted once the drafts are written, and only the text of the conversation goes to the AI service. Nothing is sent or saved automatically. The email opens as a draft for the advisor to send, and the CRM note is saved only after the advisor confirms it.

Outcome

The firm ended its notetaker subscription. The replacement costs less, works inside the assistant advisors already use and saves each note to the CRM once the advisor confirms it. After each client meeting or call, the advisor reviews two drafts instead of writing them.