Every client contact needs a note, and nobody has the time
Responsible lending and the best interests duty both come down to what you can show afterwards. What the client told you, what you asked, what you considered and why you recommended what you did. The note is the evidence. It is also ten minutes of typing after every call, so it gets done from memory at the end of the day, or not at all, and that is what a file review picks up.
How CallNote works for a brokerage
- Take the call like normal. On Dialpad, Aircall, Teams or Zoom. Your system produces the transcript. CallNote never joins the call and never records it. After an in-person meeting, dictate a quick voice memo instead.
- The note writes itself. CallNote receives the transcript and writes the file note in your brokerage's format, using only what was said on the call. No invented figures, rates or lenders.
- Review while it is fresh. Check the note straight after the call. Anything the call did not cover is marked as not covered, so you can see what still needs asking.
- Review, then file. Check the draft against its source and correct anything that needs it. Copy it, export a PDF or publish it to a supported CRM. Later changes leave a timestamped history; a checksum helps detect changes.
- Send it where it needs to go. Link the client from your CRM and it goes to their record there, or copy the text and save a PDF to the client file. Nothing is sent until you choose Publish to CRM.
What the note looks like
A note in the shorthand a broker would actually write, built from a fifteen minute call. The clients are fictional.
Outbound call to clients (Sam and Priya T) | Re: refi of OO loan Date: 22/09/2026, 10.05am, 15 min OBJECTIVES - Refi existing OO P&I loan. Current rate has crept up, fixed period ended in July. - Priorities in their words: lower repayments first, keep the offset, no interest in fixing again. - Want $40k cash out for a bathroom reno. Quote in hand. POSITION (as stated on call, to be verified) - Both PAYG, full time. No change in employment in 3 yrs. - Est. property value $920k, balance approx $510k. LVR approx 60% incl. cash out. No LMI. - One car loan, 18 months remaining. One credit card, limit $8k. OPTIONS DISCUSSED - Three lenders compared on rate, offset, fees and cash out policy. - Clients prefer option 2: full offset, no annual fee, accepts reno quote as evidence for cash out. - Explained option 1 is slightly cheaper but has no offset. Clients confirmed offset matters more. NEXT - Clients to upload payslips, statements and reno quote. - We prepare the preliminary assessment and CPD once documents are verified. - Follow up booked for Friday.
Your own format, not ours. Paste one of your past file notes and CallNote builds a template that matches your headings and your shorthand.
Built around what a file review looks for
The note captures the client’s requirements and objectives in their own words, the inquiries you made, the options you put forward and the reasons for the recommendation. That is the record the NCCP Act and the best interests duty expect you to be able to produce. See how to write a compliant NCCP file note, best interests duty file notes and the compliance audit checklist.
Never records, and never stores your call audio
Tools that record the call, or send a bot to it, add a second copy of the conversation and a second set of consent questions. CallNote never records your calls and never stores call audio. It only receives the transcript your own phone or meeting system already produced. That system’s transcription still has to be switched on lawfully, so keep the notice it gives callers turned on. Data is hosted in Sydney and is never used to train AI models. More in AI file notes and broker compliance and can I record this call?
For the whole brokerage
Owners and admins see every note. Each broker sees only their own. Seats are $99 a month each on the Team plan, or $149 a month for a solo broker, with a 14-day free trial and no credit card.
Guides
Plain-English guides to file notes, the obligations behind them, and how to get through a file review.
Writing the note
What goes in, with templates you can copy.Compliance and audits
What the regulator, your aggregator and AFCA look at.Choosing a tool
Fair comparisons, including where others are the better pick.Getting connected
Make the note appear when the call ends.Free tools
Common questions
Does CallNote record my client calls?
No. CallNote never records a call and never joins a meeting. It receives a transcript your phone or meeting system already produced, or a voice memo you dictate after an in-person meeting, and writes the file note from that.
Can it get figures or lenders wrong?
Yes, AI can make mistakes. CallNote is instructed to use the source, but you still need to check names, figures, rates and products before you file or publish the note. Missing information must not be treated as confirmed.
Will the note be in my format?
Yes. Paste one of your past file notes and CallNote builds a template that matches your headings and shorthand. There is also a ready-made NCCP template.
Where is the data kept?
In Sydney, on AWS, encrypted. Transcripts and notes are never used to train AI models.
Does it work with my aggregator CRM?
There is no direct connection to aggregator CRMs. Save the PDF or paste the text into the client file. Transcript connections include Dialpad, Aircall and Microsoft Teams, subject to setup requirements. Explicit CRM delivery supports HubSpot and Clio; check the destination and contact before sending.
What does it cost?
Solo is $149 a month. Team is $99 per seat a month. Both start with a 14-day free trial, no credit card, unlimited notes.
Your last client call is already a file note.
Connect CallNote once and the note is waiting when the call ends: in your format, sealed, and ready for the client file in about two minutes. Never records. Built in Australia.