The problem
The coach was the entire business. Every call carried action items, commitments, and decisions that lived only in her head. Recaps got written when energy permitted. Otherwise skipped.
Twelve hours weekly burned on post-call admin. Inconsistent follow-up cost client trust and renewal momentum. The bleed compounded silently.
The approach
Three automation layers: transcription, structured extraction, CRM sync. AI at this leverage requires engineering judgment. A naive extractor mis-tags commitments, pollutes the CRM, and damages the very trust the system is supposed to protect.
The build
Three-week scoped engagement. The bar: walk out of a call, return to the desk, find structured recap and draft email ready.
Highlights:
- Fireflies capturing every transcript automatically.
- Claude extraction tuned to the coach's terminology and methodology.
- Structured GHL update: action items, commitments, decisions, tone notes in dedicated fields.
- Draft follow-up email generated in voice. Human review before send. No auto-fire.
- Weekly pattern review surfacing themes, stuck points, momentum signals across clients.
The outcome
Twelve hours weekly recovered. 100% follow-up rate. Client retention strengthened. Pattern review surfaced themes invisible in real time. The system runs without her.
The structural shift: The coach stopped being the bottleneck of her own practice. Admin no longer competes with the work.
Tech stack
Fireflies (transcription). Claude API (structured extraction). GoHighLevel (CRM). Trigger.dev (orchestration). Zapier (lightweight glue). Solo build.
Calls falling through the cracks?
If the business runs on conversations, the recap layer matters more than the call. Every missed follow-up is leaked revenue.
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