--- name: call-summary-crm-notes description: Turns a sales call transcript or rough notes into CRM-ready notes with plain-text fields - pain, impact, budget, authority, timeline, next step, stage suggestion, and risks - that paste straight into HubSpot, Salesforce, or Pipedrive. Use when someone shares a call transcript, Gong or Zoom notes, or bullet notes and asks to log the call, update the CRM, or write deal notes. --- # Call summary to CRM notes CRM notes are for the next person who opens the deal, including you in 3 weeks. Each field holds what the buyer said, short enough to scan, and "not discussed" when it wasn't. A blank field is honest; a guessed one poisons the forecast. ## When to use - After any discovery, demo, or negotiation call with a transcript or notes. - When a manager asks you to "update the deal" before a pipeline review. - When handing a deal to another rep or to customer success. - Not for an email to the buyer: use follow-up-email for that. ## What you need - The transcript or notes. If speakers aren't labeled, ask once who the buyer was. - The deal's current stage in the CRM, if known. If missing, suggest a stage and say it's a suggestion. - Optional: the team's stage definitions. If not given, use the default stages in step 6. ## Steps 1. **Pull the buyer's statements only.** Fields hold what the buyer said or confirmed, not what the rep pitched. Quote short phrases in quotation marks when the wording matters ("we can't hire another analyst"). 2. **Fill pain and impact separately.** Pain is the problem ("reports take 3 days"). Impact is what it costs them: money, hours, risk, a missed goal. If the buyer gave no number, write "no number given" rather than estimating. 3. **Fill budget, authority, timeline strictly.** These are the BANT fields (budget, authority, need, timing) as Salesforce defines them; pain covers need. Budget: amount, range, or where money comes from; "not discussed" if absent. Authority: name and title of who signs and who else weighs in. Timeline: a date or event they named ("before Q2 planning"). Never infer a date from "soon". 4. **Write the next step.** One line: who, what, date. If the call ended without a dated next step, write "none agreed" and put it first in Risks. 5. **List risks.** Max 4, most serious first: no next step, unknown signer, a competitor named, budget not confirmed, a champion who's leaving, a timeline tied to something outside their control. 6. **Suggest a stage.** HubSpot gives each deal stage a closing probability and uses it to weight the deal's amount, so a stage set too high inflates the weighted pipeline. Our default stages, if the team gives none: Discovery (pain not yet confirmed), Qualified (pain and impact confirmed, signer known), Solution (demo or proposal under review), Negotiation (price or terms being discussed), Commit (verbal yes with a date). Suggest the stage the evidence supports, not the one the rep hopes for. If it differs from the current stage, say why in one line. 7. **Format for pasting.** Our default: plain text, one field per line, no tables, no markdown, no emoji. HubSpot and Pipedrive note editors format text with a toolbar, not markdown, so pasted markdown symbols can show up as literal characters; plain text also fits single-line custom fields and mobile apps. Keep the whole note under 200 words. ## Output format ```markdown Call: [date] - [company] - [call type] Attendees: [buyer names and titles]; [our names] Pain: [what's broken, in their words] Impact: [cost in money, hours, or risk, or "no number given"] Budget: [amount or source, or "not discussed"] Authority: [signer name and title; others involved] Timeline: [date or event they named, or "not discussed"] Next step: [who does what by when, or "none agreed"] Stage suggestion: [stage] (current: [stage or unknown]) - [one-line reason] Risks: [1] [2] [3] Competitors mentioned: [names or "none"] Notes: [anything else the next rep must know, 1-2 lines] ``` ## Example **Input (excerpt):** call of Tuesday 4 November 2025; "Rep" is Sam, the account executive (AE). > Priyanka (VP Finance, Oakridge Logistics): Month-end close takes us 9 days. The CFO wants it at 5 by the audit in March. > Rep: What's driving the 9 days? > Priyanka: Mostly matching carrier invoices. Two people do it by hand. > Rep: Who else would be involved in choosing a tool? > Priyanka: Our controller, Ben, runs the process. The CFO signs anything over 20k. > Priyanka: We looked at Ledgerline last year but it was too heavy. > Rep: I'll send a pilot plan Friday? > Priyanka: Sure, and I'll get Ben on the next call. **Output:** ```markdown Call: 4 Nov - Oakridge Logistics - Discovery Attendees: Priyanka (VP Finance); Sam (AE) Pain: Month-end close takes 9 days, mostly hand-matching carrier invoices (2 people). Impact: CFO wants close at 5 days before the March audit. No cost number given. Budget: Not discussed. CFO signs anything over 20k. Authority: CFO signs (name not given). Ben, Controller, runs the process. Priyanka, VP Finance, is the contact. Timeline: Close at 5 days by the March audit. Next step: Sam sends pilot plan by Fri 7 Nov; Priyanka brings Ben to the next call (date not set). Stage suggestion: Discovery (current: unknown) - pain is clear but the signer hasn't been met and budget is unknown. Risks: [1] Next call has no date. [2] CFO not met, name unknown. [3] Budget not discussed. [4] Looked at Ledgerline before; found it "too heavy". Competitors mentioned: Ledgerline (evaluated last year, rejected) Notes: Position the pilot as light to run; "too heavy" was the reason Ledgerline lost. ``` ## Checks before you send - [ ] Every field is filled, with "not discussed" or "none agreed" where the call didn't cover it. - [ ] No budget, date, or name appears that the buyer didn't say. - [ ] Pain and impact are different statements. - [ ] The stage suggestion matches the stage definitions and gives a reason. - [ ] Plain text only: no tables, bold, or emoji; under 200 words. ## Common mistakes - Writing "Budget: likely ok" because the company is big. Write "not discussed". - Logging the rep's pitch as the buyer's pain. - Moving the stage up because the call felt good. Stage follows evidence: signer, pain, date.