After a client meeting, the account manager has to record what was agreed in HubSpot or Pipedrive, but usually does it in the evening from memory, or not at all. AI transcribes the Teams meeting, extracts a summary, agreements and deadlines, and prepares a CRM record and tasks in Jira or Asana, and the account manager approves.
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The head of a professional services firm wants to see in HubSpot, Pipedrive or Dynamics 365 Sales which stage each client is at and what was agreed in the last conversation. After a Teams meeting the account manager has three more calls, so the CRM record appears in the evening, short and from memory, or not at all. Agreements on deadlines stay in notes, tasks for the team in Jira or Asana are created a week later, next steps live in a calendar visible to one person, and when the account manager goes on holiday, a colleague has nothing to take over from. Managers do not trust CRM reports because they know they are filled in retroactively.
The solution uses recordings of Teams meetings and calls that participants agreed to record, transcribes them and extracts from the transcript: a summary of the conversation, what was agreed, the needs and concerns the client expressed, and next steps with owners and deadlines. Right after the meeting, the result is delivered to the account manager in Teams as a draft: within a minute they check it, correct whatever the AI understood inaccurately and approve. The approved record appears in the client record in HubSpot, Pipedrive or Dynamics 365 Sales as an activity with a summary, an update to the deal stage is suggested, next steps become tasks with deadlines in Jira, Asana or Planner, and suggested follow-up meetings are created in the Outlook calendar. Unapproved drafts never reach the CRM. We deploy Copilot Studio and Power Automate in your Microsoft 365 tenant: recordings and transcripts stay in your environment, and we integrate with HubSpot, Pipedrive, Jira or Asana through an API, file export or an email flow, depending on your plan; Dynamics 365 Sales connects directly. We align the recording rules and the notice to participants with your data protection requirements under GDPR.
Four steps from input to a record in your system, with human approval wherever there is risk.
The meeting or call in Teams is recorded under your rules, with participants seeing a recording notice. When the meeting ends, a Power Automate flow picks up the transcript and links it to the client record in HubSpot, Pipedrive or Dynamics 365 Sales by participants' addresses.
A Copilot Studio agent extracts from the transcript a summary, the client's needs and concerns, what was agreed, and next steps with owners and deadlines, and suggests a deal stage for the CRM. It does not add anything that was not said in the conversation, and it marks unclear points with a question for the account manager.
The account manager receives the draft in Teams, corrects it and approves it. Only then does the activity appear in the client record in HubSpot, Pipedrive or Dynamics 365 Sales, next steps become tasks with deadlines in Jira, Asana or Planner, and suggested meetings become draft Outlook calendar events. Corrections are logged.
For meetings without a recording, the account manager can dictate a short note in Teams, which is processed the same way and goes to the same CRM record. Conversations you mark as sensitive are not transcribed. We track how often corrections are made and tune how the agent tells agreements from deliberations.
Teams recording settings, the notice to participants and retention periods, aligned with your GDPR requirements and internal policy.
An agent in your Microsoft 365 tenant with a summary structure that matches your HubSpot, Pipedrive or Dynamics 365 Sales fields: stage, needs, agreements, next steps.
Power Automate flows that move the approved record into HubSpot, Pipedrive or Dynamics 365 Sales through the API, create tasks in Jira, Asana or Planner, and create draft Outlook calendar events.
Training account managers, monitoring through the first month, analysis of corrections, and tuning the summary structure to what the manager wants to see in CRM reports.
Copilot Studio + Power Automate + HubSpot, Pipedrive or Dynamics 365 Sales integration + tasks in Jira or Asana. We choose the integration method with the CRM and the task system after checking your plans. For more on this service and its limits, see the service page.
Yes. Teams shows a recording notice, and before launch we align the recording procedure, retention periods and notice text with your data protection requirements. If a client does not agree, the meeting is not recorded, and the account manager can dictate a note after the conversation.
Yes. HubSpot, Pipedrive, Jira and Asana have public APIs, through which Power Automate logs the activity, updates the stage and creates tasks. Where your plan limits the API, we use file export or an email flow. Dynamics 365 Sales and Planner connect directly inside the Microsoft 365 tenant. We choose the integration method after a check at the start of the project.
The draft always goes first to the account manager in Teams, who was in the conversation and sees an inaccuracy within a minute. The agent flags the points it is unsure of, and only approved text reaches HubSpot or Pipedrive. Corrections are collected and help tune the agent.
Everything lands in the shared info mailbox in Outlook and the website form: pricing questions, document requests, complaints and serious enquiries.
Procedures sit in SharePoint, rules in Bitrix24 or in emails, and material from earlier projects in Jira and in colleagues' heads, so staff ask…
A proposal or contract is prepared by copying the last Word document and changing the details, and a mistake in a name or an amount is noticed…
Staff fill in Clockify or Harvest on Friday from memory, so some client hours are never invoiced.
This service is delivered by specialists with valid international certifications. Their expertise is confirmed by independent organisations, not by us.
AI systems are deployed with protection against data leakage and model abuse.
The AI security programme and its controls are managed following the ISACA methodology.
AI risks are identified and managed like any other IT risk.
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