AI Meeting Assistant for Finance Teams: How to Save Hours and Stay Compliant

Client conversations are the foundation of financial advisory work. Whether you're reviewing investment strategies, planning for retirement, or navigating estate planning, those discussions contain critical details that shape your clients' financial futures.

The problem? Most of that intelligence disappears the moment the meeting ends.

Financial advisors jot down abbreviated notes, forget context within days, and spend hours manually updating CRMs after back-to-back client calls.

One wealth management director put it bluntly:

"40 to 50% of information comes from meetings, but there's no real way to access or probe that information."

That's exactly why we built Fellow for finance teams.

Fellow is the secure AI meeting assistant that captures every client conversation, syncs intelligence directly to your CRM, and lets you search across all your meetings to find exactly what you need. No manual note-taking. No lost context. No compliance gaps. Try Fellow for free today →

Why finance teams need an AI meeting assistant

Financial professionals face unique pressures that make manual meeting documentation particularly costly. Fellow addresses each of these challenges directly.

The time burden is substantial

Industry research shows that less than 20% of a typical advisor's time is actually spent in client meetings. The rest gets absorbed by documentation, CRM updates, and administrative work. When you're running three, four, or five meetings back-to-back, there's simply no time to complete thorough notes before the next client arrives.

"Stacked meetings, you know, where you got three, four, five meetings in a row," explained one financial services operations leader. "The problem then of course, is you forget to go back to meeting one, copy notes over or whatever the case may be."

Fellow solves this by automatically recording, transcribing, and generating AI meeting notes for every client call. Notes sync to your CRM without manual data entry, so you can move from meeting to meeting without administrative backlog.

Context degrades rapidly

Abbreviated notes lose meaning within days. A financial planning consultant described the challenge:

"You abbreviate or jot down a note ,and because you're not capturing the totality of thoughts, next week you forget why you said what you said. Why did I write that down? I can't remember now."

With Fellow, every word is captured with timestamps and speaker identification. Go back to any moment in any conversation. Search across months of client meetings. Never lose context again.

Compliance requirements demand accurate records

SEC-registered investment advisors face strict record-keeping requirements. An IT director at an asset management firm noted:

"We're an SEC-registered Investment Advisor. So there are all these rules around communication and how we store and transmit transcripts. So we've been a little cautious."

Fellow is built for regulated industries. SOC 2 Type II certified, HIPAA compliant, GDPR compliant, and we never train AI models on your data. Your client conversations stay yours, with privacy controls that let you set exactly who can access what.

Client experience suffers when advisors take notes

When advisors focus on note-taking during meetings, they can't fully engage with clients.

One solo advisor admitted:

"I feel like I've dropped the ball, from an experience level for clients, of really reiterating what we talked about, where we're at, what we're doing next."

Fellow lets you stay fully present. The tool captures everything automatically, then generates professional recaps you can share with clients to reinforce discussions and next steps.

If losing context between client meetings and spending hours on CRM updates sounds familiar, Fellow was built specifically to solve these problems for finance teams.

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What makes Fellow the best AI meeting notetaker for finance teams

Fellow isn't a generic transcription tool adapted for financial services. It's purpose-built for teams that need enterprise security, deep CRM integration, and organization-wide meeting intelligence.

Enterprise-grade security financial institutions require

Fellow maintains the certifications and policies that regulated industries demand:

• SOC 2 Type II certified with verified security controls

• HIPAA and GDPR compliant for handling sensitive client data

• No data training with contractual guarantees through special agreements with AI sub-processors

• Permission-based access aligned to organizational roles

One financial advisor that uses Fellow explained their evaluation criteria:

"My main concerns given what I do is security and data privacy. That's a big one."

Fellow addresses these concerns directly.

Native CRM integration that eliminates manual data entry

Fellow integrates natively with Salesforce and HubSpot, including support for custom objects. This means:

• Meetings automatically associate with contacts, companies, and deals

• Notes and summaries push to activity timelines

• Action items become CRM tasks with owners and due dates

• Custom fields can be pre-populated (with human review for accuracy)

"It can automatically populate the CRM, which is wonderful," said one financial services professional. "That's important to me because we do tend to get into stacked meetings."

For specialized financial CRMs built on Salesforce, Fellow's integration works seamlessly.

Fellow also offers an API and MCP Server for custom workflow automation with tools like Zapier and n8n.

Ask Fellow: query across all your client meetings

This is where Fellow fundamentally differs from basic transcription tools. Ask Fellow lets you search and query across your entire meeting library with natural language.

Finance teams use Ask Fellow to:

• Surface common client objections across all sales calls

• Find specific commitments made to clients or by vendors

• Identify trends in client concerns over time

• Catch up on conversations they missed: "Summarize what I missed in the last two weeks"

• Generate custom summaries: "Create a recap under 250 words for the client"

One wealth management director explained the value:

"Fellow aggregates all of the information, and gives us the ability to put in prompts to scan through it and get what we need."

Unlike built-in AI from Zoom or Teams, which one user described as notes that "live in a vacuum," Fellow makes your meeting data searchable and actionable across your entire organization.

Flexible recording options for every meeting type

Finance teams work in varied environments. Fellow captures them all:

• Video calls: Zoom, Google Meet, Microsoft Teams

• In-person meetings: Record via laptop or phone with multi-speaker detection

• Slack huddles: Capture quick conversations that often contain important decisions

• Option to record with a bot or botless: Depending on your clients' wants and needs, you can have a visible bot on the call or choose to go with Fellow's botless recording option

This flexibility matters. Some clients, especially in wealth management, prefer not to see recording bots. Fellow's botless option maintains the professional appearance of your meetings while still capturing everything.

Granular admin controls for compliance

Fellow provides the enterprise controls finance teams need:

• Restriction policies: Automatically prevent recording when legal, HR, or specific executives attend

• Keyword-based rules: Use "DNR" (do not record) in meeting titles to exclude sensitive discussions

• Domain controls: Restrict recordings based on attendee email domains

• Custom branding: Replace Fellow's logo with your company branding and rename the bot to "[Your Firm] Notetaker"

How finance teams use Fellow in practice

Based on conversations with financial planning firms, wealth managers, and financial services organizations, here's how teams apply Fellow to their daily work.

Client advisory meetings

Financial advisors use Fellow to stay fully present during client conversations. Fellow captures every detail automatically, generating transcripts with speaker identification and structured summaries with timestamps.

After meetings, advisors share professional recaps with clients to reinforce discussions and next steps. This improves client experience and creates documentation for compliance.

"We have a very technical operational area. Very, very technical," explained one financial firm CEO. "This begins to let us move across all of those things, capture everything, coach everybody where they need to be, and transmit that information accurately so that we're never telling clients things that are different."

Compliance and record-keeping

For SEC-registered advisors and regulated entities, Fellow creates timestamped, searchable transcripts that satisfy compliance requirements and simplify audits.

Teams configure restriction policies to maintain control: automatically excluding recordings when legal counsel attends, blocking recording in specific conference rooms, and using keywords to exclude sensitive discussions.

Vendor accountability

Financial firms deal with numerous vendors making commitments. Fellow provides documented proof of what was actually promised.

"I use it to hold vendors accountable for all the things they tell me they're going to do," said one financial firm CEO.

Sales coaching and objection handling

Managers use Fellow's recordings and transcripts to coach advisors and identify successful patterns across top performers. Ask Fellow helps teams build objection libraries and standardize responses.

"We have been creating a library of responses because our top three, four, five objections tend to be the same across most people," noted one firm leader. Ask Fellow makes it easy to extract these patterns across hundreds of calls.

Knowledge management with channels

Finance teams organize meetings into Fellow channels by type: sales calls, client service conversations, internal syncs, and vendor meetings. This structure enables cross-team visibility and helps new team members learn from past conversations.

Ask Fellow searches across entire channels, not just individual calls. This makes it possible to surface trends, identify common client concerns, and extract insights from months of meeting data.

Setting up Fellow for your finance team

Implementing Fellow in regulated environments requires thoughtful configuration. Here's what works for finance teams.

Start with a pilot team: Begin with external-facing teams like sales or client service. Use a 10-30 day trial with 5-10 power users, testing on enough meetings to evaluate quality and workflow fit.

"We'll want to pull in a couple members of the team," said one operations leader planning implementation. "Different teams have different use cases."

Create your free Fellow account here →

Configure restriction policies: This is critical for compliance and trust. Some examples include:

• Set rules to never record when legal counsel or HR attends

• Use keywords like "DNR" or "Private" in meeting titles

• Control which meetings auto-record versus manual selection

Customize branding for client calls: Replace Fellow's default appearance with your company branding. Rename the bot to "[Your Firm] Notetaker" and add your logo.

Be transparent with clients: Inform clients that the meeting is being transcribed and summarized by Fellow. Frame the benefits: ensuring accuracy, capturing action items, maintaining compliance.

How Fellow compares to other alternatives in the AI notetaking space

"Other AI assistants like Fathom and Fireflies have good summaries," noted one financial firm CEO evaluating options. "But they lacked on integrations, user experience, and customer support. Fellow is the best on these."

After thorough evaluation, they chose Fellow for its combination of accuracy, integrations, and enterprise controls.

Fellow also uses multiple AI processors that "argue against one another" to validate action items and summaries. This matters when financial discussions involve complex terminology and specific commitments.

Frequently asked questions

What is Fellow and how does it help finance teams?

Fellow is a secure AI meeting notetaker that automatically records, transcribes, and organizes client conversations for financial advisors, wealth managers, and finance teams. Fellow integrates with Salesforce and HubSpot to eliminate manual CRM updates, provides Ask Fellow for searching across all your meetings, and maintains SOC 2 Type II, HIPAA, and GDPR compliance for regulated industries. Finance teams use Fellow to stay present during client meetings while capturing every detail automatically.

Is Fellow secure enough for SEC-registered advisors?

Yes. Fellow is SOC 2 Type II certified, HIPAA compliant, and GDPR compliant. Fellow has special agreements with AI sub-processors ensuring your data is never used to train AI models. Granular privacy controls let you set restriction policies that automatically prevent recording sensitive meetings based on attendees, keywords, or meeting resources. Many SEC-registered investment advisors use Fellow for their compliance record-keeping requirements.

How does Fellow integrate with financial CRMs?

Fellow integrates natively with Salesforce and HubSpot, including support for custom objects. Meetings automatically associate with contacts, companies, and deals. Notes and summaries push to activity timelines. Action items become CRM tasks with owners and due dates. For specialized financial CRMs built on Salesforce, Fellow's integration typically works seamlessly. Fellow also offers an API and MCP Server for custom workflow automation.

Can I search across multiple client meetings in Fellow?

Yes. Ask Fellow lets you query your entire meeting library with natural language. Finance teams use this to find specific commitments made to clients, identify common objections across sales calls, surface trends in client concerns, and catch up on conversations they missed. You can organize meetings into channels by type and search within specific channels or across all meetings you have access to.

Does Fellow work for in-person client meetings?

Yes. Fellow captures in-person meetings through your laptop or phone with multi-speaker voice detection. This means in-office client meetings, lunch meetings, and conference conversations all flow into the same searchable library as your video calls. Fellow supports Zoom, Google Meet, Microsoft Teams, in-person meetings, and Slack huddles.

What if my clients don't want to be recorded?

Fellow offers multiple options. Botless recording means no visible bot joins the call. You can also configure specific meetings to exclude recording using keywords in the meeting title. For truly hesitant clients, advisors can offer manual notes as an alternative. Most clients appreciate the accuracy benefits once they understand recordings ensure nothing gets missed and create clear documentation of agreements.

Start using Fellow for your finance team

Every client conversation contains valuable information: commitments, concerns, decisions, and action items. Without the right tools, that intelligence disappears into abbreviated notes and forgotten details.

Finance teams using Fellow capture every critical conversation automatically, sync everything to their CRM without manual data entry, and search across months of client meetings to surface exactly what they need. All while maintaining the security and compliance standards that regulated industries require.

Join financial advisors, wealth managers, and finance teams who've made their meetings searchable and actionable with Fellow.

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