Let me tell you a quick story.

A few weeks ago, I was working with a local service business — they run appointments and quotes via Zoom because it's faster, easier, and clients actually show up.

They were doing most things right… delivering great service, having solid conversations, and sending follow-ups when they remembered.

But here’s what changed everything for them: they started using Fathom to record their Zoom calls and Zapier to send those transcripts straight into their CRM.

The result? More follow-ups. Better quotes. And most importantly — more sales.

Here’s how it works.

The Problem: Too Much Info, Not Enough Follow-Up

When you’re quoting jobs or advising clients over Zoom, the conversation moves fast.

You say “I’ll shoot that through tomorrow” or “Let me get back to you on that,” but then… another job, another call, and the details start to fade.

That’s where follow-up breaks down — and good leads go cold.

The Fix: Let Tech Do the Tracking

This system isn’t about adding more apps. It’s about making sure the conversations you’re already having don’t go to waste.

Here’s the setup:

1. Record Your Zoom Calls with Fathom

Fathom is an AI tool that joins your Zoom calls, records the meeting, and gives you:

• A full transcript
• Time-stamped call summaries
• Smart notes and key moments tagged automatically

It’s like having a digital assistant on every call — one that never forgets a detail.

2. Send the Transcripts to Your CRM with Zapier

Zapier is the connector. With one automation, you can:

• Send call summaries and transcripts from Fathom straight into your CRM
• Automatically log notes on the contact’s file
• Create follow-up tasks or pipeline updates based on what was said

Now you’ve got a full call history tied to each contact — no more digging through your inbox or trying to remember what you promised.

Extra Cool Things You Can Do with This Setup

Once you’ve got Fathom + Zapier + CRM talking to each other, here’s where it gets really handy:

• Search your transcripts for keywords like “quote,” “timeline,” or “budget” to quickly spot next steps
• Pull key points into a daily summary email so you or your team knows what happened and what needs doing
• Tag calls with reasons for lost sales (e.g. price objection, wrong fit) and track trends inside your CRM
• Turn recurring questions into FAQs or sales script improvements
• Use highlights to train your team — especially if you’re scaling and want others to model your best calls

It’s not just admin cleanup — it’s fuel for better decisions, better systems, and faster sales.

3. Use Your CRM to Close the Loop

Once all that detail’s logged in your CRM, you can:

• Send automated follow-ups referencing specific call points
• Set smart reminders so nothing slips
• Track how many calls turn into jobs, quotes, or sales — and why

This turns your CRM from a digital Rolodex into a real conversion tool.

Here’s What I’d Do Next

If you’re already using Zoom to meet with clients:

1. Install Fathom — pick a plan that suits your volume.
2. Set up a Zap that sends transcripts into your CRM.
3. Build a simple follow-up system inside your CRM based on those insights.

If that sounds useful but a bit “too much to figure out” — that’s what we help with inside the Small Business Growth Accelerator. We help local business owners set this up properly so they can focus on closing deals — not fiddling with software.

Let your conversations do the heavy lifting — not your memory.

With a smart setup like this, every Zoom call becomes a step closer to a closed deal.

If you want help putting this in place, book a call with me. I’ll walk you through it.

 John Bellamy

Helping Small Business Owners Simplify, Automate & Grow