Purchasing Guides / Client Meeting Follow-up

Client Meeting Follow-up

A purchasing guide to buying a workflow that turns your client meeting transcripts into accurate notes, action items and follow-up drafts.

Yearly running cost

Assuming 6,000 meetings a year

By hand
$30K / year
1,000 hours of work
Subscription
$168+ / year
This workflow
$288 / year
Machine usage only; setup, hosting and review are extra.
Your follow-upWhat should happen after each meeting?

Turn your transcript into notes, actions and a follow-up draft. Add approved CRM updates if you need them.

What is included

Turn your transcript into structured notes, an action list and a follow-up draft. Link claims to transcript passages and leave missing details unknown.

Start with an authorised, speaker-labelled English transcript of up to 6,000 words. Recording and transcription are not included. You review every draft; the workflow never sends emails.

The CRM option covers notes and tasks in HubSpot. Other connectors and historical imports need a separate scope.

AccuracyHow closely should it check commitments?

Catch agreed actions without inventing promises, owners or deadlines. Missing details should stay unknown.

How accuracy is checked

These are proposed acceptance targets, not measured results. Use meetings kept out of tuning, labelled by your team. Check both missed commitments and invented ones.

Targets for your selected checks
What is checkedTarget
Agreed actions capturedCorrectly captured agreed actions divided by all agreed actions in the independently labelled transcript. Omitted actions and missing outputs count as misses.≥90%
Action items genuinely agreedSupported commitments divided by all generated action items. A suggestion must not become a promise. Duplicate actions are not extra correct results.≥98%
Facts supported by the transcriptSupported atomic factual claims divided by all factual claims in notes and drafts. A citation must point to a passage that supports the claim; missing or irrelevant citations fail.≥98%
Correct owners and datesCorrect owner and deadline fields divided by both fields for every labelled action. Omitted actions fail; unknown is correct only when the source is unknown. Report stated and unknown fields separately.≥95%

Check decision coverage as well as facts. Empty output cannot pass by avoiding mistakes. Report unknown fields separately. Any unapproved write or automatic email send blocks acceptance.

SpeedHow soon do you need the draft?

Choose the time from uploading a transcript to receiving complete notes, actions and an email draft.

Timing details

At least 95% of agreed test meetings should meet this target, with 1 processing at a time. Include queueing, model calls, retries and export. Transcription, human review and CRM writes after approval are separate.

Running-cost targetHow much should each meeting cost to process?

Set the AI workflow budget per transcript. This may affect the model, number of checks and retries.

Cost details

Reference machine cost: $0.07 – 0.09 per meeting at 500 meetings a month. Includes core model calls, retries and allocated hosting. Recording, transcription, review labour, CRM subscriptions, caller-agent costs and maintenance are separate.

The selected budget is a target, not a measured bill. Confirm it with the accuracy and speed targets in your chosen environment.

Your environmentWhere can your meeting data go?

Choose where the workflow runs and whether it can use an external model. Use only transcripts you are authorised to process.

Data access and retention

Run the workflow in your cloud account, with your access and retention rules.

Send authorised transcript text to your approved model provider. Agree retention and access before processing client information.

Agree retention, client access and provider permissions. A local model can still use a separately approved CRM connector; it does not mean the whole workflow is offline.

InterfaceHow do you want to use it?

Use your existing agent, a dedicated agent or a review page. Choose more than one if needed.

Anything else your provider should know?

Optional. Tell them about your meeting format, CRM or budget. We include your selections automatically.

Common questions

When should I buy this instead of subscribing to a meeting assistant?

Use a subscription if its notes and integrations already fit. Buy a workflow when you need your own templates, source checks, approval process or deployment, and have enough recurring work to justify maintaining it.

Does it record or transcribe my calls?

No. The guide starts with an authorised text transcript with speaker labels. Ask for recording or transcription separately, including participant permissions and the extra running cost.

Will it send emails or update my CRM automatically?

It never sends emails. The CRM option previews the client record, notes and tasks for approval before writing. The draft-only option does not write to your CRM.

What if nobody agreed an owner or deadline?

It should mark the field unknown and ask you to confirm it, not invent a commitment. The same applies to unclear speaker names or conflicting statements.

Can I use another CRM or my own meeting format?

Yes. Include it in your brief so the provider can agree the connector, fields and tests. The displayed connected estimate covers HubSpot notes and tasks, not every CRM or historical migration.

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