Meeting notes, filed
Every client meeting ends with a file note waiting for your yes.
After each meeting or call, Claude drafts the note in your template, with each action and who owns it. The person who ran the meeting reads it, fixes a word if needed, and approves it. Only then is it filed.
From $5,000 + GST for one workflow. Final figure confirmed on the call.
File note: tax planning meeting
Harbour Joinery Pty Ltd · Zoom · 6 October
Action: Priya to send a depreciation estimate by 13 October.
Approved by Priya Nair, accountant
One meeting
From the call to the client file.
Step 1 of 4 · Record
The meeting happens
A meeting agent joins the call with the client’s consent. Nobody takes notes, so the accountant can listen.
Tax planning · Harbour JoineryRecording with consentPriya NairAccountantSam OrtizDirector, clientSam agreed to the recording at the start of the call.
Sam: We’re thinking about a second van before June.
Priya: Let’s look at the timing before you commit.
Step 2 of 4 · Read
Claude reads the client file
The meeting sits next to what the practice already knows about the client: last year’s return, the engagement letter and the notes from earlier meetings.
Harbour Joinery Pty LtdRead only- Today’s meetingRecording, 45 minutes
- 2025 tax returnLodged August
- Engagement letterSigned July 2024
- File note, 12 SepBAS query call
Step 3 of 4 · Approve
A draft waits for the accountant
The file note is drafted in the practice’s template, with the action and who owns it. Priya reads it, changes a word, and approves it.
Drafted after the callWaiting on you · 1File note: tax planning meeting
Attendees: Sam Ortiz (director), Priya Nair (accountant). Zoom.
Client told us: the business expects a stronger second half and is weighing a second van.
Advice given: options for timing the purchase, and what to keep on file for it.
Action: Priya to send a depreciation estimate by 13 October.
Nothing is filed until Priya says yes.
Step 4 of 4 · File
It lands where the practice works
The note goes on the client record, the action goes on the task list, and a follow-up email is drafted for the accountant to send.
Approved by Priya NairLogged- Client recordFile note added to Harbour Joinery Pty LtdFiled
- Task listSend depreciation estimate · Priya · due 13 OctAssigned
- Email to SamDraft: Following up on today’s meetingReady to send
An example for a fictional accounting practice. Names, businesses and dates are illustrative.
Where the note goes
Your tools in. The same tools out. A person in the middle.
Comes in from
- Video calls
- Phone calls
- Team chat
Claude, set up for your business
- Reads the meeting and the client’s file
- Drafts the note in your template
- Lists the actions, each with an owner
A named person approves it
Nothing is filed or sent until they say yes.
Goes back into
- Client records
- Task lists
- Shared folders
- Email drafts
Which systems we connect depends on what you use. We confirm them on the call.
Why this job first
The advice you give in the meeting still has to reach the client file.
For accounting practices this is a rule, not a habit. The Tax Practitioners Board’s guidance says registered tax practitioners must keep records of the advice they give and receive, orally as well as in writing, made as soon as practicable after the service.
Source: TPB(GS) 52/2024, Obligation to keep proper client records. Read 3 November 2026.
Law firms, advice practices and brokers keep file notes for the same reason. The template and the approver change; the shape of the job doesn’t.
What you can hold us to
You approve every note. You own what we build.
A named person approves
Nothing is filed or sent until someone in your business says yes, and every approval is logged.
Your template, your words
The note follows the template you already use, so it reads like your practice wrote it.
It stays yours
It stays in your own storage and under your own accounts. What we write for your business is yours once it’s paid in full, to use inside the business.
Questions
Yes. The meeting agent only records with the client’s consent, given at the start of the call, and the note records that they agreed.
Want your next client meeting to end with the note already drafted?
Book a free call. We’ll look at how your meetings are recorded and filed today, and tell you whether this is the right job to start with.
Book a free callFree, up to 45 minutes with Joel.