The job
After every client meeting, the summary should become a note on the right Wealthbox contact or household, each action item a task with an owner and a due date, and the next meeting an event. Fathom writes the summary. The job is getting it into Wealthbox without anyone pasting it, and onto the right record.
Is there a native integration?
| Fathom | Wealthbox | |
|---|---|---|
| Native link to the other | None. Fathom’s CRM integrations are HubSpot, Salesforce and Close | None. Wealthbox’s directory doesn’t list Fathom |
| Zapier | Triggers only: New AI Summary, New Action Item, New Recording, New Transcript, New Highlight, New Download Video | Create Note, Create Task, Create Event, Start Workflow, Find Contact and more |
| Make | Watch Recordings trigger, Get a Summary and Get a Transcript | A verified app with Create a Note and Create a Task, and no triggers |
| API | A public REST API with webhooks | A personal access token for your own firm, or OAuth for partners |
Unlike Redtail, Wealthbox can take a real note through Zapier, so the do-it-yourself route here ends up close to a native integration.
First, check Wealthbox’s own notetaker
Wealthbox AI Notetaker records and transcribes video calls, phone calls and in-person meetings, then drafts a summary, highlights, a follow-up email and task ideas. A user saves the summary as a note in one click and edits each task before adding it, which gives you a review step that a Zap doesn’t. When we checked, it was a $49 per user per month add-on on every plan, which Wealthbox labels an introductory rate. If your client meetings are the ones that matter, it may cover them without connecting anything.
The do-it-yourself route
This is an outline from both vendors’ documentation. We haven’t run it in a live Wealthbox account, so test it on internal meetings first.
- In Zapier, start a Zap with Fathom’s New AI Summary trigger.
- Add a Filter step that continues only when at least one attendee’s email is outside your firm’s domain.
- Add Wealthbox’s Find Contact search to look the client up by the attendee’s email address.
- Add a Filter that continues only when exactly one contact came back, and send yourself an email when it didn’t.
- Add Wealthbox’s Create Note on that contact, with the summary and the Fathom link.
- Add a Create Task for each follow-up, with an owner and a due date.
- If the meeting starts a process, like onboarding a new client, add Start Workflow.
- Turn the Zap on, run it on an internal meeting, and check the note in Wealthbox before you trust it with clients.
You’ll need a paid Zapier plan, since the free plan only runs two-step Zaps, and a Fathom plan with full Zapier use. The same flow works in Make, starting from Fathom’s Watch Recordings trigger. Make’s free plan allows two active scenarios that run at most every 15 minutes, which is enough to try it.
What it doesn’t do: nothing reviews the summary before it lands, and the only log of what the Zap did is Zapier’s task history.
Where it breaks
- The client joined from a personal email that isn’t on their Wealthbox contact, so Find Contact comes back empty.
- A meeting with both spouses matches two contacts, and the note lands on one of them when it belongs on the household.
- A reprocessed meeting, or a summary someone edits and re-sends, creates a second note.
- The summary lists an action item nobody agreed to, and it becomes a task with a due date anyway.
- An account number read aloud in the meeting ends up in the note word for word.
- The Zapier connection’s login expires or the person who set it up leaves, and notes stop landing until someone notices the gap.
How we run it
We build the flow in your own accounts, starting with Wealthbox’s own notetaker if it fits. When Fathom stays in the picture, the automation reads each summary, matches the meeting to the right contact or household, and writes the note and the tasks, and every write is logged. For the first week a human on our team checks every write it makes, and after that we review the log as part of supervision. When the match is ambiguous, it asks instead of guessing, and it never deletes or merges records. CRM Keeper is the agent behind it.
A note on recordkeeping
If you’re an SEC-registered investment adviser or a broker-dealer, meeting notes, summaries and recordings can be records you have to keep, under SEC Rule 204-2 for advisers or FINRA Rule 4511 and SEA Rule 17a-4 for broker-dealers. Which records you keep, where and for how long are decisions for your compliance officer, so choose the notetaker and where its notes land with them. This page describes how the tools connect, and it isn’t legal or compliance advice.
