Stop Losing Meeting Insights. Start Closing More Deals.
MeetingIQ records, transcribes, and summarizes every meeting — in person or on Zoom, Microsoft Teams, and Google Meet — tracks your action items in a built-in Tasks dashboard, emails you the summary, and optionally syncs to AgencyIQ, Pipedrive, or HubSpot. Works with or without a CRM.
Stop Taking Notes. Stop Losing Action Items.
Insurance agencies run on meetings — client calls, producer huddles, 1-on-1s, renewal reviews. But hand-written notes get lost, action items fall through the cracks, and nobody remembers what was decided.
MeetingIQ captures every meeting, extracts the decisions and to-dos, and pushes them into your CRM — AgencyIQ, Pipedrive, or HubSpot — automatically, so your team actually follows through.
How MeetingIQ Works
Three steps. In person or on Zoom, Teams, and Google Meet. No complicated setup.
Record
Hit record on your phone or laptop for in-person calls — or connect Zoom, Microsoft Teams, or Google Meet and MeetingIQ captures your virtual meetings automatically. Already have the audio as a file? Upload it and it's transcribed the same way. Client calls, team huddles, 1-on-1s — no special hardware needed.
AI Summarizes
In minutes, get a full transcript with speaker labels, a structured summary with key decisions, and extracted action items with assignees and due dates.
Track or Sync
If you use AgencyIQ, Pipedrive, or HubSpot, notes post to the client contact and action items become assigned tasks automatically. No CRM? No problem — everything lives in your MeetingIQ Tasks dashboard and gets emailed to you with a link to the transcript.
Built for How Insurance Teams Meet
Records Your Virtual Meetings, Too
Not just in-person calls. Connect Zoom or Microsoft Teams and MeetingIQ captures the meeting from your platform's own cloud recording — no bot in the room. For Google Meet, or any call you don't host, a notetaker bot joins and records it for you. Every capture is transcribed, summarized, and turned into action items the same way.
Connect Your Calendar
Link Google Calendar and MeetingIQ surfaces your next seven days of video meetings. Send the notetaker to the calls you choose with one click — or paste any Zoom, Teams, or Meet link to capture an ad-hoc meeting on the spot.
Speaker Diarization
Know exactly who said what. AI identifies each speaker automatically and labels every line of the transcript, so you can trace every decision back to its source.
Action Item Extraction
Every to-do is captured with an assignee and optional due date — no more forgotten follow-ups, no more "wait, who was supposed to handle that?" after the meeting ends. Each one gets a short, scannable title, with the specifics that came out of the conversation — limits, carriers, what to send, what to say — written into a note underneath, so whoever picks it up can act on it without replaying the meeting.
E&O Coverage Record
Proof you offered the coverage. MeetingIQ builds a timestamped record of every coverage you raised in the call and what the client decided — accepted, declined, or deferred — each line backed by a verbatim quote you can play straight from the recording. Print it or save it as a PDF for the client file. Your defense if a claim is ever denied for coverage the client turned down.
Renewal Date Capture & Reminders
When a client mentions a policy renewal or expiration date, MeetingIQ captures it — policy type, carrier, premium, and the x-date itself. Then it emails you 60 days out and again at 14, so you can quote the rewrite before the renewal slips past. Every x-date in your meetings becomes a follow-up you can't miss.
Photograph Their Current Policies
A new-quote prospect walks in carrying their current policies. Snap the dec pages with your phone straight from the meeting page — the photos attach to the meeting, and MeetingIQ reads them into a Current Policy Snapshot of what they carry today: carrier, policy number, term, premium, named insureds, vehicles with VINs, drivers, and every coverage with its limit and deductible. Each field has a copy button and links back to the exact photo it came from, so you verify against the document as you key the quote into your rater or PolicyCenter — MeetingIQ never auto-fills another system. Photos auto-delete after 30 days; the snapshot stays with the meeting.
Tasks Dashboard
A running list of current and completed action items — whether extracted from a meeting or recorded as a quick voice memo on the go. Add notes, mark tasks complete, assign them to teammates. Your personal task hub, no CRM required.
Voice Memos for Tasks
Thought of something while driving? Tap record, talk through it, and MeetingIQ turns your voice memo into assigned tasks — for yourself or anyone on your team. No typing required.
Works With or Without a CRM
Use AgencyIQ, Pipedrive, or HubSpot? Meetings and tasks sync automatically to your contacts. Don't use a CRM? MeetingIQ still delivers — emailed summaries, transcript links, and a built-in Tasks dashboard keep you on top of every action item.
Team Meetings
Not just client calls — record internal team meetings, assign action items, and keep everyone accountable. Team Meeting mode works without needing a client contact.
Know Who Wrote It Up — and What’s Still Open
The producer records it; a CSR writes it up. Hand any meeting to the teammate who owns the follow-through, and the dashboard shows the queue at a glance: who owes each write-up, who signed it off by name, and which meetings are still waiting to reach your CRM. Filter to what’s outstanding and work the list down.
Some Meetings Stay Yours
Not every conversation belongs to the whole agency — a performance review, a sensitive call with a friend you also insure. Mark any meeting private and it stays yours alone: hidden from your teammates, out of the review queue, and never pushed to a shared CRM record. You still get the transcript, summary, and action items.
HIPAA-Defensive by Design
Bank-grade encryption, PII redaction, UUID-only filenames, and structured audit logging. Built from the ground up for the privacy demands of insurance.
Sensitive-Info Detection & Removal
When a client reads out a Social Security number, credit card, or bank account mid-meeting, MeetingIQ flags it automatically — checksum-verified and context-aware, so a misheard digit still gets caught while renewal dates and policy numbers don't false-alarm. One click highlights exactly where each value sits, plays back the moment it was said, and lets you dismiss anything flagged in error. Then, once the intake is in your management system, one button permanently removes every flagged value from the transcript, summary, intake form, and records — and permanently silences those moments in the recording itself — so it's no longer stored anywhere.
Web App + Native Mobile App
Record from any browser today — install the web app straight to your home screen. And the native MeetingIQ app is on the App Store and Google Play — iPhone, iPad, and Android — built for the meetings where coverage is worst.
Record at the Kitchen Table — Even With No Signal
The native MeetingIQ app is on the App Store and Google Play — iPhone, iPad, and Android. It was built for one truth of insurance field work: the best client conversations happen where cell coverage is worst.
A Recording You Can't Lose
Every recording is saved to your phone first — then uploaded when you're back in coverage. Dead zone, dropped signal, phone restart mid-meeting: the audio is already safe on your device, plays back offline, and uploads itself the moment a connection returns.
Keeps Recording in Your Pocket
Lock the screen, check a quote, take a photo of the dec page — the recorder keeps running in the background until you stop it. No babysitting the app through a 45-minute meeting.
Live Meeting Checklists
Attach an agenda or intake form before you hit record and a tickable checklist stays on screen through the meeting. Walking into an unplanned one? Write the agenda on your phone right there — it saves to your library and attaches on the spot. Intake answers are pulled from the conversation automatically afterward — you glance, you cover the next item, nothing gets missed.
Linked to Your CRM From the First Tap
Type a client's name and your Pipedrive or HubSpot contacts appear. Pick one, and the summary and action items sync to the right record when processing finishes — no copy-paste back at the office.
Free with a MeetingIQ Recorder seat — sign in with the same account.
Your Whole Office, Not Just Your Producers
A few people run the meetings. Everybody else works what came out of them. Only the first group needs a recording seat — so the rest cost $20, not $60.
$60
per seat / month
or $48/seat billed annually ($576/yr)
- Unlimited recordings — in person, Zoom & Teams
- Google Meet & guest calls via notetaker bot
- Unlimited transcriptions & summaries
- The iPhone & Android app — record anywhere, even offline
- Everything in a Viewer seat
$20
per seat / month
or $16/seat billed annually ($192/yr)
- Every meeting the agency records — summaries & transcripts
- Draft the follow-up email, pull coverages and renewal x-dates
- Fill and finalize client intake forms
- Tasks, transcript search, and Q on any meeting
- Does not record — pair with Recorder seats
Both seats include CRM sync (AgencyIQ, Pipedrive, or HubSpot) and HIPAA-defensive encrypted storage. Mix them freely — three producers on Recorder and six CSRs on Viewer is $300/month, not $540.
Bundle multiple tools for additional discounts — ask us about our multi-tool pricing.
Ask Q About Any Meeting — It Already Read the Transcript
After MeetingIQ records and transcribes a client meeting, open Q on it and ask anything. Q already has the full transcript, the summary, and the action items — so every answer is grounded in what was actually said, not a generic chatbot guess.
Not a bolt-on chatbot. A built-in expert.
Most software bolts on a chatbot that has read a help doc and nothing else — you ask it about your work and it knows nothing about your work. Q is the opposite. Q is an insurance-literate assistant that is already reading the file in front of you: it has the full context before you type a word, answers in plain English a busy agent can use, and points you at the next step.
It is built by people who run insurance agencies, for the way agents actually work — on a call, mid-renewal, prepping for a meeting. Not a robot that knows nothing. An expert that has read the file.
On any recorded meeting, ask Q:
- What did the client agree to on coverage?
- What are my follow-ups from this call?
- Did we talk about the umbrella policy — and what did we say?
More on AI for Insurance Agencies
Deeper reads on how AI saves time, where to start, and what the foundation has to be.
What's new
What's New in MeetingIQ: AI That Starts Working When the Meeting Ends
Ask Q on every recorded meeting, intake forms that fill themselves, no-bot Zoom/Teams capture, and processing you can walk away from.
Read article →Comparison
MeetingIQ vs Fathom & Fireflies: When Insurance-Specific Beats Generic
The honest version of when a generic recorder is fine for an agency — and when the insurance-specific build earns its keep.
Read article →Pairs with
Add CalendarIQ to Auto-Record Every Booked Meeting
CalendarIQ schedules the meeting (annual review, quote intake, claims walk-through) and fires MeetingIQ recording automatically — virtual, phone, or in-person. Pipedrive sync built in.
Learn more →MeetingIQ Questions
How does recording work?
Open MeetingIQ on your phone or laptop, tap record, and place the device where it can hear everyone. Audio is captured locally and uploaded with end-to-end encryption.
What if the person I'm meeting isn't in my CRM yet?
Create them from the New Meeting screen and keep going. Type the name, and if nothing matches, MeetingIQ offers to create the contact in your CRM right there — name, phone, email, and company — then links the new record to the meeting before you start recording. A walk-in or a referral you haven't written up ends up as a real contact rather than a meeting with nowhere to file. You can also attach more than one person to the same meeting, which is how a couple on a homeowners review or two partners on a commercial renewal get filed. One of them is the primary, and the primary is the only contact your CRM note posts to — linking a second person never puts a duplicate note in your book.
What if the AI gets a name or a number wrong?
You fix it, and the fix carries. Transcription mishears names, carriers, and dollar figures, so MeetingIQ lets you correct the transcript line by line and rewrite any part of the summary — the recap, the topics, the decisions, the participants. The original transcription is never overwritten: it stays behind a "view original" toggle so you can always compare or undo. Once corrected, the fix follows the meeting everywhere — search, your follow-up email draft, the coverage and x-date extraction, and Q all read the corrected version, not the first pass. If the summary already posted to your CRM, the correction rewrites that note in place rather than leaving the first draft sitting on the client's record.
Can I upload a recording I already have?
Yes. If the audio was captured somewhere else — a phone voice memo, a dictation app, an export from another tool — upload the file on the New Meeting screen and MeetingIQ transcribes and summarizes it exactly like one it recorded itself. It accepts m4a, mp3, wav, webm, and ogg. Long files upload in resumable chunks, so a dropped connection resumes where it stopped instead of starting the whole file over.
Can MeetingIQ record my Zoom, Teams, and Google Meet calls?
Yes. Connect Zoom or Microsoft Teams and MeetingIQ ingests the meeting from your platform's own cloud recording — nothing joins the call. For Google Meet, or any meeting you don't host, MeetingIQ sends a notetaker bot that joins, records, and leaves. Either way, the transcript, summary, and action items land in your dashboard.
Does MeetingIQ connect to my calendar?
Yes. Link Google Calendar and MeetingIQ shows your upcoming video meetings for the next seven days — send the notetaker to the ones you choose with one click. You can also paste any Zoom, Teams, or Meet link to capture a meeting on the spot.
Do I need a CRM to use MeetingIQ?
No. MeetingIQ works great with or without a CRM. If you use AgencyIQ, Pipedrive, or HubSpot, meetings and action items sync automatically to your contacts. If you don't, MeetingIQ emails you the summary and a link to the transcript, and tracks your action items in a built-in Tasks dashboard you can update and check off.
Do I need to install anything?
Your choice. MeetingIQ works as a web app you can install straight from your browser, and the native MeetingIQ app is on both the App Store and Google Play — iPhone, iPad, and Android — with offline recording, an on-device recordings library, and live meeting checklists built in. The mobile app is the recording surface, so it's for Recorder seats; Viewer seats work from the web app.
How much does MeetingIQ cost per user?
Two seat types, because most agencies don't need everyone recording. A Recorder seat is $60 per seat per month ($48 on annual billing) and covers unlimited recording — in person, Zoom, Teams, Google Meet — plus the mobile app for iPhone and Android. A Viewer seat is $20 per seat per month ($16 on annual billing) and includes everything except starting a recording: every meeting the agency records, summaries, transcripts, search, follow-up email drafting, coverage and renewal extraction, intake forms, tasks, and Q. An agency buys both — three producers on Recorder plus six CSRs on Viewer is $300 a month rather than $540.
What is the difference between a Recorder seat and a Viewer seat?
One thing: whether that person can cause a meeting to be recorded. Recorder seats start recordings, upload audio, and send the notetaker bot. Viewer seats do everything after the meeting — read the summary and transcript, draft the follow-up, pull coverages and x-dates, fill and finalize intake forms, run tasks, and ask Q. Both seats see every non-private meeting in the agency, so the back office is working from the same record the producer created. One person holds one MeetingIQ seat; your agency admin picks which type when they assign it.
How does the CRM integration work?
Optional. MeetingIQ connects to AgencyIQ, Pipedrive, and HubSpot — pick your provider in Settings (AgencyIQ needs no token; it runs on the same Applied AI account). Your meeting summary posts as a note on the client's contact and action items become tasks assigned to individual team members. If you don't use a CRM, everything lives in your MeetingIQ Tasks dashboard and gets emailed to you.
What is the Tasks tab?
A running list of all your current and completed action items — whether they came from a meeting transcript or a quick voice memo you recorded on the go. You can add notes to any task, mark them complete, and assign them to yourself or other team members. It's a lightweight task tracker built for agents who don't want another standalone to-do app.
How does MeetingIQ handle HIPAA and sensitive data?
MeetingIQ is built HIPAA-defensive throughout: audio is stored with AES-256 encryption on AWS S3 in the United States, filenames use UUIDs so they carry no client information, transcripts are never logged in plain text, PII is redacted before logging, and access is audit-logged. Meeting content is never used to train AI models and is never sold or shared. Where a covered engagement requires a Business Associate Agreement, we execute one as part of contracting. Full detail is on our Security page at /security/.
Does MeetingIQ detect Social Security numbers and payment details discussed in a meeting?
Yes. Every meeting is scanned automatically as it's processed for five kinds of sensitive information clients read out loud when binding a policy or setting up payments: Social Security numbers, credit card numbers, bank routing and account numbers, dates of birth, and driver's license numbers. Card numbers are checksum-verified, and when a digit is misheard or misread the value still flags if the surrounding conversation makes clear what it was — so a garbled Social Security, card, or bank number doesn't quietly slip through. Dates only flag near birth-date context, so renewal dates and policy numbers don't trigger false alarms. When something is found, the meeting shows a warning with what was detected — for example, 1 SSN and 1 credit card — across the transcript and the intake form, and a Highlight button marks exactly where each value appears: click a highlighted value in the transcript to play back the moment it was said, and dismiss anything flagged in error. Your team can also mark anything the patterns miss — select text in the transcript or flag an intake field by hand, and it's treated exactly like a detected value. The detection record itself stores only masked previews like •••-••-6789, never the full value, and automated detection is a review aid, not a guarantee — your team should still review before sharing.
Can I remove sensitive information from a meeting after I've processed it?
Yes. Once your team has moved the intake into your management system, one button permanently removes every flagged value from everything MeetingIQ stores about that meeting — the transcript, the AI summary, the intake form, the E&O coverage record, renewal records, and Q conversation history. Removed values are replaced with visible [REDACTED] markers so the record stays readable, and the recording itself is scrubbed too: the seconds where each value was spoken are re-encoded as permanent silence — the audio is destroyed, not hidden behind a player mute — and the original file is deleted from storage. The highlight view shows those moments as amber bands on the audio timeline before you commit, and a built-in editor opens with those same moments already loaded as editable sections: drag a section's edges along the timeline and the recording scrubs with your cursor, press play to hear exactly what sits inside it, add sections anywhere the automatic windows missed by dragging across the track, and silence them all permanently in one pass. Values you dismissed as not-sensitive are kept, and you can delete the entire recording instead if you prefer. Removal is immediate on the live system and cannot be undone; backup copies age out automatically on their retention schedule (database backups within 7 days, offsite copies within 30 days). If a meeting summary was already synced to your CRM before removal, that CRM copy is outside MeetingIQ — the removal dialog reminds you to clean it up there.
Does MeetingIQ document coverage a client declined?
Yes. MeetingIQ builds an E&O Coverage Record for each meeting — every coverage you offered and what the client decided (accepted, declined, or deferred), with a verbatim quote from the recording and the exact timestamp you can play back. Print it or save it as a PDF for the client file, so you have a defensible record that the coverage was offered if a claim is ever denied for something the client turned down.
Does MeetingIQ track policy renewal dates?
Yes. When a renewal or expiration date comes up in a meeting, MeetingIQ captures the x-date along with the policy type, carrier, and premium — then emails you a reminder 60 days before it hits and again at 14 days. No spreadsheet of x-dates, no renewal slipping past unnoticed. You can turn reminders off anytime in Settings.
Can MeetingIQ pull policy details from photos of a client's current policies?
Yes — this is built for the walk-in quote. When a prospect brings their current policies to an in-person meeting, open the meeting page in your phone's browser and tap Take Photo: dec pages, auto ID cards, even a VIN plate. From a desktop you can drag in photos or PDF scans instead (JPEG, PNG, WebP, and PDF are accepted). The photos attach to the meeting, and within seconds MeetingIQ extracts a Current Policy Snapshot of what the client carries today — carrier, policy number, term dates, premium, named insureds, vehicles with VINs, drivers, and each coverage with its limit and deductible. Every extracted field carries a confidence flag and links to the exact photo it was read from, so you verify against the document before you key it — and each field has a copy button, built for keying the quote into your rater or Guidewire PolicyCenter. MeetingIQ never auto-fills any external system; your agent stays the author of the quote. A blurry or glared page gets a 'retake this page' note instead of a confident guess. You can also ask Q things like 'what bodily injury limits do they carry now?' and it answers from the photos, citing which one. Photos are stored encrypted in the United States and auto-delete after 30 days — the extracted snapshot stays with the meeting — and they're covered by the sensitive-info scan and removal flow, which can delete the photos themselves on the spot. Long-term policy document storage is PolicyIQ's job; this is quote-time capture.
Can I use it for internal team meetings too?
Absolutely. MeetingIQ has a dedicated Team Meeting mode — record, transcribe, summarize, and assign action items to your team without needing a client contact.
What is Q in MeetingIQ?
Q is the AI assistant built into every Applied AI tool. In MeetingIQ, you open Q on a recorded meeting and ask anything — Q already has the full transcript, summary, and action items, so it answers grounded in what was actually said, in plain English. Unlike a bolt-on chatbot that knows nothing about your work, Q reads the file in front of it. The same Q rides along in PolicyIQ (your policy library), CalendarIQ (bookings), ChatIQ (website conversations), and AgencyIQ (client records) — one expert across the whole suite.
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