Minutes written
before everyone leaves the call
A meeting that ends without written minutes relies on everyone remembering the same things, which they never quite do. We build an agent that transcribes the meeting as it happens and sends out clean minutes, decisions and action items, within minutes of the call ending.
The process today
A meeting ends, everyone agrees it went well, and within a day or two three different people remember three different versions of what was actually decided, because nobody was assigned to take notes, or the person who was got pulled into the discussion and stopped writing halfway through.
Action items fare worse: a task mentioned verbally in passing, someone should look at the pricing page, often never makes it onto anyone’s actual to-do list, since turning a spoken aside into a tracked task requires someone to remember to do it after the fact.
The cost shows up clearest a few weeks later, when a decision someone thought was final turns out to have been only a tentative suggestion in someone else’s memory, and resolving the disagreement means trying to reconstruct a conversation nobody wrote down at the time.
What the agent does
The agent transcribes the meeting as it happens, whether on a call platform or recorded in a room, and structures the transcript into minutes: what was decided, what was discussed but left open, and what action items came up, each with an owner and a due date where one was mentioned or clearly implied.
Minutes are sent automatically to attendees shortly after the meeting ends, and action items can be created directly in your project tool so they do not depend on anyone transferring them from a document into a task list later.
Because the full transcript stays attached to the summarised minutes, anyone unsure whether a decision was really final, or exactly how a number was arrived at, can check the original wording in seconds instead of relying on a possibly imperfect summary or someone’s memory of the meeting.
Searching across a quarter of past meetings for a specific topic, what did we decide about this before, becomes a matter of a text search instead of asking around the team and hoping someone remembers which meeting it came up in, which turns the minutes archive into a genuinely useful reference rather than a filing obligation nobody revisits.
What stays with humans
A designated attendee reviews the minutes before they are treated as final, catching anything the summary got wrong or missed nuance on. Deciding what to actually do about an open question stays with the team, not the summary. Deciding what the team actually does with an open question raised in the meeting stays with the team; the agent’s job stops at making sure the question was recorded clearly.
Guards
The full transcript stays available alongside the summarised minutes, so anything condensed too far can be checked against what was actually said. The summarisation style is tuned against a batch of real past meetings before launch, so it captures what your team actually cares about. Recurring meetings build a searchable history over time, so a question like what did we decide about this three months ago has an actual answer instead of requiring anyone to remember. Access to the minutes archive follows the same permissions as the meetings themselves, so a sensitive discussion is never summarised to a wider audience than attended it.
Price and timeline
| Option | Price | What it covers | Timeline ||—|—|—|—|| Single automation | from $500 | One meeting type, transcription, structured minutes, action item sync | 3 to 7 days || Department package | from $2,500 | Meeting minutes plus voice notes to tasks and call summary to Telegram together | 2 to 4 weeks | Running cost is usually $10 to $50 a month in model usage depending on call volume, with a budget cap set before launch.
Related
Pair this with meeting notes action items, voice notes to tasks, podcast and webinar transcription to cover the rest of your voice workflow. The full package breakdown is on the AI agents service page and the automation-everything overview; if your team is further along in handing off routine work, see the routine-takeover service. For a sense of how this plays out in practice, see analytics hub ai analyst two brands, ai brain product kan router.
Ready to see what this looks like for your meeting recording to minutes? Get in touch and we will map your call flow in the first call.
Tired of doing this by hand? We can take the whole routine off your team, not just this step: Routine takeover, from $400 →
FAQ
How much does this automation cost?
From $500 for one meeting type, for example weekly team syncs, live in 3 to 7 days.
Which meeting platforms does it work with?
Zoom, Google Meet, Microsoft Teams, and in-person meetings recorded on a phone or a dedicated recorder.
Does it just transcribe everything that was said?
No, it summarises into decisions, action items and open questions, which is far more useful than a raw transcript, though the full transcript stays available if anyone wants it.
Who reviews the minutes before they go out?
A designated attendee gets a short review step before minutes are sent as final, so an obvious misunderstanding can be caught before it goes to the whole team.
Can action items sync to our project tool?
Yes, each action item can be created directly in Notion, Trello, Asana or your tool of choice, with the owner and due date already attached.