Adding call recordings and notes to a lead

The discovery call is where the prospect tells you what they want, what they expect and what went wrong with their last agency. Agency OS keeps the recording and a written recap on the lead, and the Proposal Builder uses them as context.

Before you start

• Claude is connected to Agency OS. See Connecting Claude to Agency OS.
• You record calls in Zoom (Pro plan or higher, for recordings and transcripts) or Google Meet (an eligible Google Workspace plan).

Set it up

1. In Claude, connect the tools you record calls with: Zoom, Google Drive (for Meet recordings), or both.
2. In Agency OS, open Library and choose Add sales call recordings and notes to CRM. Click Copy prompt.
3. Paste it into a new Claude chat. Fill in the FILL IN line with how your recordings are titled, for example "Prospect Name: Event Type." Only use one platform? Delete the step you don't need.
4. Send it once. Claude matches recent recordings to leads, writes notes from the transcript and tells you what it attached.
5. When it's working, tell Claude to run it on a schedule. The Library suggests: "Run this every day at 9:00pm and 7:00am."

It won't attach the same recording twice. Anything it can't match to a lead is flagged in its summary, so nothing gets lost.

Where to find them

Open the lead. Calls are under Recorded calls, each with a link to play it back and a recap: attendees, current situation, what they want, recommendation, pricing and next steps.

Talked on the phone, or forgot to record? Click Add call on the lead and paste your own notes.

How the notes are used

When you click Generate proposal, the call notes go into the Proposal Builder with the lead. See Starting a proposal.