Meeting Notes Automation
Meeting transcripts turned into assigned monday.com action items
Decisions get made in meetings and lost right after them. I build a pipeline that takes each transcript from Fireflies.ai or Google Meet, uses Claude or OpenAI to pull out the summary and the action items, creates each item on the right monday.com board, assigns it to the person who owns it, and posts the summary to Slack, Notion, or email. The same pipeline runs for 20+ people, executives included.
Typical meeting-to-action-items builds: $3K–6K, 2–3 weeks. Fixed price, agreed up front. See ways to work together
Who this is for
- Leadership and project teams with daily meetings and nobody owning the follow-up
- Agencies that run client calls and need the actions on the client board
- Teams already recording meetings in Fireflies.ai or Google Meet
- Operations leads tired of chasing "who was doing that?" a week later
Problems I solve
- "We agree on actions in the meeting and nobody writes them down."
- "Someone spends an hour after every call writing notes and creating tasks."
- "The AI summary lists action items, but nobody puts them on a board or assigns them."
- "Tasks land on the wrong board, or with no owner, so they sit there."
- "We already pay for a notetaker and still do the admin by hand."
What you get
What I build
Transcript intake
New transcripts picked up automatically from Fireflies.ai, or from Google Meet transcripts saved to Drive, for the meetings you choose.
AI extraction
Claude or OpenAI produce a summary and action items as structured output: task, owner, due date, and source quote, validated before anything is written.
Board routing
Each meeting mapped to its monday.com board and group by meeting name or attendees, so items land where the work is tracked.
Owner assignment
Speakers matched to monday.com users, with a review step for anything the AI is not sure about rather than a wrong guess.
Summaries where people read them
Meeting summary posted to Slack, Notion, or email with links to the items created.
Alerts and handover
Failures reported with the meeting and the error, plus documentation of prompts, mappings, and costs.
Proof of work
Systems I've shipped
Real projects running in production, with the problem, the build, and the outcome.
AI · Workflow Orchestration
Meeting → Action-Items AI Pipeline
Transcripts become notes, summaries, and owner-assigned action items on the right task board, automatically.
- Rolled out to 20+ internal users across teams and CXOs
- Post-meeting admin and duplicate data entry sharply reduced
Automation · n8n
Monday.com Board Sync Suite
Webhook-driven n8n automations keeping client-facing, internal, project, and task boards in perfect sync.
- Cross-board data consistency without manual reconciliation
- Project health tracking reflects reality, on schedule
Pricing
Ways to work together
Fixed prices, agreed in writing before any work starts. No hourly billing. Typical meeting-to-action-items builds: $3K–6K, 2–3 weeks.
Automation Audit
$500
fixed, 100% credited to a build
The paid first step. I review up to 3 workflows or 1 process and hand you a prioritized build plan you can act on, with me or without me.
- Up to 3 workflows or 1 process reviewed
- Recorded Loom walkthrough of what I found
- Prioritized build plan with an ROI estimate
- Fee 100% credited if you go ahead with a build
Timeline: Delivered in 5 business days
Start the $500 Audit Or start with the free 30-min review callFixed-scope build
From $2,500
Typical meeting-to-action-items builds: $3K–6K, 2–3 weeks
One process taken to production at a fixed price agreed before any work starts. No hourly billing, no surprise invoices.
- One process built and running in production
- Error handling, retries, and failure alerts
- Documentation and a recorded handover
- 30-day fix guarantee: bugs against the agreed scope fixed free
Timeline: 2–4 weeks
Scope a buildCare plan
From $600
per month, cancel anytime
Someone on call for your automations after handover: alerts answered, fixes made when an API or portal changes, and room for small improvements.
- Monitor: about 4 hrs a month, $600/mo
- Partner: about 15 hrs a month, $1,800/mo
- Fixes when APIs, portals, or credentials change
- Cancel anytime, no lock-in
Timeline: Monthly, starts after handover
See care plans- 30-day fix guaranteeBugs against the agreed scope are fixed free for 30 days after handover.
- Audit fee creditedThe $500 Audit fee is 100% credited when you go ahead with a build.
- You own everythingWorkflows, code, and accounts live in your name. Offboarding is removing my access.
Fixed-price packages
Meeting notes to monday.com action items
From $3,000Transcripts from your meeting tool turned into owner-assigned items on the right monday.com board, with a summary posted to your team channel.
- Fireflies.ai or Google Meet transcript intake
- AI extraction with structured output
- Board routing and owner matching
- Review queue for low-confidence items
Timeline: 2–3 weeks · Ask about this package
Already built and something broke? Workflow rescue: $400 fixed. See full pricing, care plans, and what is included
How it works
From first call to running system
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01
Free 30-min review
You walk me through the manual process. I tell you honestly whether automation makes sense and roughly what it involves.
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02
Audit or fixed-scope proposal
For a clear single process you get a written scope, timeline, and fixed price. For anything bigger, the $500 Automation Audit maps it first, and the fee is credited to the build.
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03
Build and test
I build with error handling, retries, and alerting from day one, and test against your real data and edge cases.
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04
Handover and care
You get documentation, a walkthrough, and a 30-day fix guarantee. After that, a care plan covers fixes when sites, APIs, or credentials change. See care plans
Guides
Read before you hire
Practical write-ups on costs, trade-offs, and how these builds work.
Workflow
Action Items Die After the Meeting: Getting Them onto the Right monday.com Board, Assigned, Automatically
Read the guideTutorial
Using the Monday.com GraphQL API with n8n: Queries, Mutations, and Webhooks
Read the guideGuide
Claude Skills for Operations Teams: Turning How Your Team Works into a Reusable Skill
Read the guideGuide
Connecting Claude to monday.com with MCP: What It Can Do, Where It Stops, and How to Keep It Safe
Read the guideGood to know
Questions about Meeting Notes to monday.com Action Items
How much does meeting notes automation cost?
Most builds cost $3K–6K at a fixed price and take 2–3 weeks; a single meeting tool feeding monday.com starts at $3,000. More boards, several meeting tools, or extra destinations such as Notion and email move it up the range.
What will it cost to run each month?
Your existing Fireflies.ai or Google Workspace plan, AI model usage paid from your own account (usually cents per meeting), and n8n hosting at $5–40 a month or an n8n Cloud plan. I estimate cost per meeting before building.
Who can see our meeting transcripts?
Only the systems you already use and the model provider, called through its API from your own account rather than a consumer chat app. We agree up front which meetings are processed; you can exclude HR, legal, or board meetings by name or calendar. Credentials stay in your n8n instance and I remove my access at handover.
What if the AI assigns a task to the wrong person?
Owners are matched against your monday.com user list, not guessed from free text. When a name is ambiguous or no owner was stated, the item goes to a review group or a named fallback owner instead of being assigned at random.
What is not included?
It is not a new notetaker app or a replacement for Fireflies.ai or Google Meet; it works from the transcripts they already produce. It also does not decide what your team should do: it records what was agreed in the meeting.
We use Zoom or Teams, not Fireflies. Does it still work?
Usually, if your tool can export transcripts through an API or to a shared folder. Fireflies.ai is what the delivered pipeline uses; other sources are checked on the free review call before I quote.
Who owns the workflows and code you build?
You do. Everything is built in your own accounts (n8n, Make, monday.com, CRM, cloud, Robomotion, or your servers), credentials stay in your vault, and the code and workflow exports are yours. There is no licence fee to me and no lock-in: offboarding is removing my access.
What happens after handover?
You get documentation, a recorded walkthrough, and a 30-day fix guarantee: any bug against the agreed scope is fixed free. After that you can run it yourselves, call me for a $400 workflow rescue when something breaks, or keep a care plan (Monitor at $600/month or Partner at $1,800/month, cancel anytime) so alerts are answered and changes in APIs or portals are handled.
You are in Dhaka. How do time zones and communication work?
I work from Dhaka (GMT+6). My afternoon and evening overlap with most of the UK and EU working day, and I take US calls in my late evening, which is the US East Coast morning, so calls are easy to schedule. Day to day we work async in Slack, email, or your project board, I reply within one business day, and every milestone comes with a short Loom so nothing depends on being online at the same time.
Tell me what's eating your team's hours
Describe the manual process and the tools involved. I'll reply within 1 business day with an honest take on whether automation can fix it, what it would involve, and what it would cost.
Not ready to talk yet? Size it up first with a free tool: Automation Readiness Scorecard.