Discovery and sales call notes for freelancers and solo founders

TrackHeros is an AI note taker for sales calls made by people who sell their own work: freelancers, solo founders and small studios, not sales teams. It joins the discovery call on Google Meet or Microsoft Teams as a visible participant, records and transcribes it, and writes a summary with what the prospect said, the decisions, the next steps with owners and dates, and any milestones that were discussed. Each prospect can have a workspace of their own, and the transcript is there when you write the proposal.

Why are discovery call notes the ones you most need?

A discovery call is the one meeting where you cannot take notes. You are listening for the real problem behind the stated one, asking the next question, and quietly deciding whether you want the work. Writing at the same time means missing the pause before "well, the budget is flexible". So you do not write, and three days later you sit down to draft the proposal from memory.

Memory is not good at this. The prospect said a number, or they said "we have some budget set aside", and the difference is the difference between a proposal that lands and one that gets a polite reply. They mentioned that the previous developer left in March and that the board wants something by the end of the quarter. They said which two features were "must" and which one was "nice". Every one of those details belongs in the proposal, and every one of them fades.

Sales call notes for freelancers do not need a pipeline, a forecast or a call-scoring model. They need the prospect's words, attributed and timestamped, and a place for each prospect that does not bleed into the others, because the prospect you are talking to on Tuesday may well know the one you spoke to on Monday.

How does an AI note taker for sales calls work?

1. Connect your Google accounts

Connect the Google account your prospects book calls with. Calendar sync is push-based, so a booking appears in TrackHeros as soon as it lands in your calendar. An account belongs to exactly one workspace, so everything from that calendar is filed there by default. For a call you would rather keep with a particular prospect, paste the link, or the whole invitation, into TrackHeros, pick the prospect's workspace, and send the bot from there. Connecting a Microsoft account is not yet available; a Teams call is joined from its link.

2. The bot joins

About two minutes before the start, a participant called TrackHeros Notetaker joins the call. The prospect sees it in the participant list, and it can post a short greeting in the meeting chat, which is a good moment to say that you take notes so you can listen. If the prospect hosts and has a waiting room, the bot waits to be admitted like anyone else. Auto-join is decided per meeting, per recurring series, then by the account default; one switch keeps it out of a call you would rather not record.

3. Notes land in the right workspace

When the recording is ready the transcript is made in two passes: platform captions first, with real speaker names, then an audio pass over the recording for the authoritative text. The Project meeting profile writes the summary, decisions, discussion by topic, milestones and action items from it and stores them in the workspace. A call that arrives without a workspace goes to one called Unassigned, which follows the same rules as every other one.

4. Ask later

When you sit down to write the proposal, open the prospect and ask what they said about budget. The answer quotes the prospect, cites the moment, and links to it in the recording. See ask your meetings.

What do you get after the call?

There is no sales-specific profile; that is on the list at the bottom of this page. The Project meeting profile turns out to fit a discovery call well, because a discovery call is a project meeting held before the project exists.

Artefact	What is in it on a discovery call
Summary	A short account of the call. If the audio was unusable it says so rather than inventing one
Discussion by topic	What the prospect said, grouped by subject: the problem, the current setup, the timeline, the budget, who decides
Decisions	What was agreed on the call, attributed
Milestones	Dates the prospect mentioned, which become the proposal timeline
Action items	Next steps with an owner as heard and a due date kept verbatim and resolved to a date; "send the proposal by Friday" gets a Friday
Agenda	From the invitation, or reconstructed from the conversation and marked as such
Transcript	Real speaker names; a line that cannot be attributed is marked Unknown rather than guessed
Minutes	A formatted document you can send back as a record of the call, exportable as PDF or copied for email
Recording	Playable inside the app through short-lived, meeting-bound links

Kept separate by design

A prospect is a workspace like any client. Every query the app runs is scoped to one workspace before it runs; an unscoped query is an error, not a leak. Postgres row-level security sits behind that as a second layer. When the prospect signs, the workspace you opened for the discovery call is the one their project runs in, with the discovery call at the top of its history; the freelance developers page covers what the workspace does from there. The client isolation page explains the mechanism, and the privacy section of the homepage says what we do with your data.

Separate does not mean scattered. A global, read-only view shows every upcoming call and every open next step across prospects in one list, each row labelled with the workspace it belongs to, and nothing can be changed from there. It is the view for Monday morning; the workspace is the view for writing the proposal.

What did they say about budget?

Ask the workspace's assistant and you get the prospect's words with a citation: the speaker, the timestamp, and a link that plays the recording from that moment. "We were thinking somewhere around the cost of a part-time hire" is a very different answer from "the budget is fixed", and the difference is the whole proposal. Ask as many questions as you like; there are no credits and no monthly cap.

Answers export as Markdown, PDF or email-ready HTML, so a cited answer can go straight into the proposal draft or into a message to the prospect confirming what you heard. If you would rather talk than type, dictate the question: speech goes through the same pipeline and comes back as text in the composer, and the audio is not stored.

How do I write the proposal from the transcript?

The transcript is the source of truth for the proposal. It carries the prospect's own phrasing of the problem, which is the phrasing they will recognise when they read your first page. It carries the two "must" features and the one "nice". It carries the dates they mentioned, which the summary already lists as milestones. Draft the timeline from the milestones, the scope from the discussion by topic, the next steps from the action items, and quote the prospect back to themselves where it helps. The discovery call notes guide has a checklist of what to ask so the transcript has what the proposal needs.

If the prospect wants a record of the call, the minutes are a formatted document with attendees, discussion by topic, decisions and next steps, in a template you set per workspace. Export a PDF or use "Copy for email" and send it yourself; nothing goes out on its own.

Correction rules per workspace keep the prospect's vocabulary right across calls: the name of their product, the acronym their industry uses, the name of the tool they are replacing. Rules apply to future calls in that workspace and a past call is fixed by re-summarising.

What about the calls after the first one?

A prospect rarely signs on the first call. There is the discovery call, then the walk-through of the proposal, then the call where the scope shrinks and the timeline moves, and each of those lands in the same workspace. Ask what changed between the first call and the third and the answer cites both. The milestones from the last call are the ones the contract should carry, and the action items tell you who still owes what: the prospect's "we will send the brand guidelines" gets an owner and a date, and so does your "I will revise the estimate by Thursday". An owner who was not on the call is flagged rather than trusted. If the calls become a recurring series once the project starts, an English-only series learns to skip the extra audio pass after it has been seen clean several times, and one sighting of a second language turns it back on for good.

What happens when the call went badly?

A summary is only useful if it is honest about the material. If the prospect's audio was unusable, or the call was mostly in a language the workspace was not set up for, the summary says so instead of producing a confident paragraph out of nothing. Speaker attribution is never guessed: a line that cannot be attributed is marked Unknown. An action item assigned to someone who was not on the call is flagged for you to check. On a sales call that honesty matters more than usual, because a made-up "they agreed to a two-week pilot" in your notes turns into an awkward email.

Which languages does it handle?

English and Arabic, including calls that switch between the two mid-sentence. Expected languages and the language the notes are written in are set per workspace. See the Arabic and English page.

What does it not do yet?

The items below are the sales-tool features people ask about, and none of them exists today.