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Agent library / Client meetings / Meeting notes to CRM tasks

Meeting notes to CRM tasks

After a client meeting, PitCrew reads the notes, logs the meeting on the right client in your CRM, creates a task for each follow-up, proposes record updates and drafts the client email. The advisor approves before anything is written.

When it runsAfter each client meeting, when the notes arrive
Who approvesThe advisor
Works withYour CRM, Outlook and your notetaker
Get in touchDescribe your version of this task

How it works

5 steps. Nothing is written or sent until step 4.

  1. Reads the notesFrom your notetaker's summary email or an uploaded file: Word, PDF, text, or a Zoom or Teams transcript
  2. Finds the clientMatches the client and household in your CRM. Pauses if it is not certain
  3. Assigns the follow-upsOne task per action item, to the person named in the notes or by your routing rules
  4. A person approvesAdvisor reviewsApproves all, or approves, edits or rejects each item
  5. Writes what was approvedMeeting log and tasks in the CRM, email draft in the advisor's Outlook

What it reads and what it produces

Reads

  • Meeting notes or a transcript
  • Client and household records in your CRM
  • Your team list and routing rules (for example, paperwork to client service, trades to the trader)

Produces

  • A meeting summary on the client record
  • A task for each follow-up, with owner, due date and the line from the notes it came from
  • Proposed updates to address, phone, email or employer
  • The client follow-up email, as a draft in the advisor's Outlook
  • A run history: notes used, records matched, who approved what

Rules it follows

  • Never writesBeneficiaries, risk tolerance or investment objectives. It creates a review task for the advisor instead.
  • Stops and asksWhen two clients share a name, or the notes cover more than one household. It shows the candidates and waits.
  • Drafts, never sendsClient emails go to the advisor's drafts folder. The advisor sends them.
  • Warns on repeatsIf the same meeting was already logged for that client and date, it asks before going on.

Questions firms ask

Last updated: October 2026

Do we need a notetaker?

No. It works from the summary your notetaker emails (Jump, Zocks, or a Zoom or Teams recap), or from notes the advisor uploads.

Our notetaker already syncs notes to the CRM. Why do we need this?

The notetaker puts the summary on the record. This agent does the work the summary creates: a task for each follow-up assigned to the right person, record updates checked against your rules, the client email drafted, and the advisor's approval kept with the run.

Will it change our CRM records without asking?

No. Every update is shown to a person first. Nothing is written until it is approved.

What happens if two clients have the same name?

It pauses and shows both, with household and email, and the advisor picks the right one. It never guesses.

Does it email our clients?

No. It writes a draft in the advisor's Outlook. The advisor reviews and sends it.

Who gets each task?

The person named in the notes, if they are a CRM user. Otherwise your routing rules decide. Tasks are due 2 business days after the meeting unless the notes give a date.

How long does it take to set up?

5 working days from data access to the first production run. PitCrew experts connect your systems and enter your firm's rules.

More in Client meetings

See all of Client meetings →

Meeting prep briefBuilds a one to two page brief before each client meeting, with open items and missing documents.Review schedulingFinds households due for a review and drafts the invitations.Household facts from documentsAnswers questions about a household from its documents, with the page each answer came from.Conversation reviewReads meeting notes for promises made, complaints and topics compliance should see.
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