Your copy. Your pace.

Advisory call & time capture

Convert an approved call transcript into a draft CRM note, follow-up tasks, and a proposed time entry. Match the conversation to the right client, preserve recording permissions, and require staff to confirm actual work and billing rules. The workflow records review decisions and never invoices estimated or fictional time.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

A useful conversation can disappear into personal notes. Capture the administrative record while separating three decisions: may this call be recorded, which client does it belong to, and what work is actually billable?

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Check recording permissions

Use the firm-approved recording and consent process before capturing a conversation. Exclude meetings that cannot be recorded.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Match the client

Use meeting and CRM IDs. Multiple possible matches go to staff; an email domain is not enough to identify the correct engagement.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Draft structured notes

Extract action, owner, due date, and cited transcript timestamp. Mark uncertain facts as unknown instead of inventing commitments.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Propose a time entry

Use actual recorded activity as a starting point. A professional confirms time, task, client, and whether it is billable.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Approve follow-up

Staff reviews the summary and external email separately. Save only the approved note and apply the transcript retention policy.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
meeting_id	source_key	One note draft per meeting
client_id	engagement_id	Resolve ambiguous matches
recording_permission	consent_reference	Use the approved consent record
actual_duration	draft_minutes	Reviewer confirms billable work
action_owner	task_assignee	No owner means review required

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

An unconsented meeting is excluded.Two client matches block automatic filing.An empty transcript produces no invented summary.A reviewer can reject the time entry without losing the CRM note.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.