An executive coach closing $500K a year was running her entire follow-up game from memory and a notebook. Calls happened. Calls ended. Whatever didn't make it into the notebook in the next ten minutes vanished. Here's the system that fixed it.
The coach was the entire business. Every call was a high-stakes conversation. Action items, commitments, next steps, all of it lived in her head between sessions. The follow-up process consisted of carving out an hour at the end of the day to write recap emails (when she had the energy) or skipping them (when she didn't).
Twelve hours a week were going into post-call admin. Some weeks the follow-ups happened. Other weeks they didn't. Clients noticed.
Three layers of automation, each handling a different part of what was previously manual: transcription, structured extraction, and CRM sync.
Three weeks. Smaller in scope than the multi-location engagements but no less precise about what "done" meant. The coach had to be able to walk out of a call, eat lunch, and find the structured recap waiting for her with a draft email ready to send.
Highlights:
Twelve hours a week back. 100% follow-up rate. Clients started noticing how detailed and timely the follow-ups had become. The coach started using the weekly pattern review to spot themes she hadn't noticed in real time. The system runs whether she has the energy or not.
The structural shift: The coach went from being the bottleneck of her own practice to being the only part of it that needed to be human. The administrative half was no longer competing for her attention.
Fireflies (transcription), Claude API (structured extraction), GoHighLevel (CRM), Trigger.dev (orchestration), Zapier (lightweight glue). Three weeks from kickoff to live. Solo build.
If your business runs on conversations, the recap layer matters more than the call itself. The discovery call covers how to systematise it.
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