AI for Advisors · Meetings and Client Records
The entropyFA notetaker joins your client calls, transcribes them, and files the notes to the right household — where the accounts, documents, plan, and tax picture already live. What was said becomes part of the record, not a document in a folder.
Zoom, Google Meet, and Teams; phone and in-person meetings logged manually.
What it handles
Send the entropyFA notetaker into a Zoom, Google Meet, or Teams meeting. It records, transcribes, and writes structured notes, then files everything against the right household. Phone calls and in-person meetings are logged manually — paste or type the notes and the same processing runs.
Each meeting carries four things: the prep briefing generated beforehand from the household's financial picture, the agenda, the AI notes, and the full transcript. All four are searchable across every meeting in the firm.
The post-meeting review reads the transcript and applies what it learned to the household record — new facts about people, goals, and life events land where the rest of the analysis can use them, rather than sitting in a document nobody reopens.
How it works
Meeting prep is generated from the household's accounts, documents, plan, and open items — not from last meeting's notes. You walk in current.
It joins the virtual call and records and transcribes it. For phone and in-person meetings, log the call afterward and paste the notes; everything downstream works the same.
AI notes and the transcript are filed to the household. The review applies new facts to the record, and follow-ups become tasks with owners and due dates that you can resolve, snooze, or reopen — every change kept in an audit ledger.
The client record
Why it is different
A general-purpose CRM knows the client mentioned retiring early. It does not know their tax lots, their allocation drift, or what that retirement date does to the plan — so the note goes in a field and the analysis happens somewhere else, later, by hand.
Here the record and the analysis are the same system. The meeting note and the Monte Carlo run read from one household.
↳ See the planning capabilitiesBeing straight with you
The notetaker is one capability of a full client record. What the meeting produces lands in the same place the rest of the relationship already lives.
Households move from prospect through onboarding to client, so the relationship and its stage live on the same record as the analysis.
Connect Google Workspace or Microsoft 365. Inbound mail routes to the right household with its evidence shown; outbound sends only on explicit confirmation.
Meetings, notes, email, documents, and tasks resolve into one household timeline instead of four separate histories.
Follow-ups carry owners, due dates, and workflow steps, and roll up into outcome-owned work cases across the book.
FAQ
Yes. The entropyFA notetaker joins Zoom, Google Meet, and Teams calls, records and transcribes them, and files structured notes against the right household. Phone and in-person meetings are logged manually and then processed the same way. Every meeting keeps its prep briefing, agenda, notes, and transcript, and all of it is searchable across the firm.
Yes. entropyFA carries the pipeline from prospect through onboarding to client, the people and typed relationships behind each household, notes, tasks, calendar, email, documents, and one relationship timeline. What separates it from a conventional advisor CRM is that planning, tax, portfolio, and estate analysis run on the same record, so the client history and the analysis are not in two different systems. Marketing campaigns and list segmentation are not part of it today.
A standalone note taker captures what was said and pushes a summary to your other systems. Here the notetaker sits on top of the household's actual financial picture, so the prep beforehand is generated from real accounts, documents, and plan data, and the follow-up work after the meeting — the tax question, the rebalancing question, the estate question — is answered in the same system rather than handed to another one.
There is a Wealthbox connector that imports contacts and relationships into entropyFA. It is an early one-way import, not a two-way sync, and it exists precisely because firms keep their CRM running alongside entropyFA.
You do, and it is configurable. Virtual meetings joined by the notetaker are recorded and transcribed, with the transcript and notes stored against the household. If you would rather not record, on a given meeting or as firm policy, log the meeting manually instead and capture the notes without a recording. Recording and retention are configured to your firm's policy.
It lives in your firm's isolated environment — AES-256 at rest, TLS 1.3 in transit, per-household isolation, US-only processing, SOC 2 audited infrastructure. Client data is not used to train AI models.
Next step
The clearest way to judge it is one real meeting: the prep beforehand, the notes after, and what the record looks like once it lands.