If you’re using Fathom.ai to record and summarise your calls, and HighLevel to manage your contacts, there’s a gap most people do not realise exists until it starts costing them.
Your calls are full of useful information. But unless that information ends up in your CRM in a structured way, it gets lost.
This is how you fix that.
Why You Would Want to Do This
Every Call Is Logged, Structured and Shared
The main reason I built this is simple.
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Every Zoom, Teams or Google Meet call is transcribed, summarised, turned into action points, and logged against the contact in HighLevel.
No manual notes. No guesswork. No chasing your memory.
And importantly, anyone in your team can see exactly what was discussed.
If you’ve ever had to pick up a client conversation halfway through, you’ll know how valuable that is.
Better Follow-Up Without Thinking About It
Most businesses do not have a lead problem. They have a follow-up problem.
This helps solve that.
Instead of notes sitting in random places, action points being forgotten, and promises to follow up slipping through the cracks, you get clear next steps, consistent records, and a proper audit trail inside your CRM.
You can then plug this into automation.
- Create tasks
- Move opportunities
- Trigger follow-ups
Everything Lives in One Place
Instead of information being spread across call recordings, emails and Slack messages, it all sits inside HighLevel.
That means one source of truth, better client history, and easier team collaboration.
It Scales With You
Whether you’re doing a handful of calls a week or running a busy sales team, the process stays the same.
Call happens. Notes created. Stored in CRM.
No extra effort required.
The Integration Setup (Simple Overview)
Here’s the exact setup I use:
Fathom.ai > Pabbly > ChatGPT > HighLevel
What’s happening behind the scenes:
- Fathom.ai records and transcribes the call
- A webhook sends the data into Pabbly Connect
- ChatGPT cleans it up into a summary, action points, and key notes
- HighLevel adds it as a note on the contact
Clean. Simple. Reliable.
Why I Don’t Integrate Fathom Directly with HighLevel
You can connect Fathom straight into HighLevel using a webhook.
I chose not to.
Here’s why.
Flexibility Going Forward
By using Pabbly Connect in the middle, I’ve effectively created a control layer.
That gives me options.
If I want to add another tool, change the logic, or extend the workflow, I can do it without rebuilding everything.
A good example of where this is heading is AI-generated proposals.
Call happens. Transcript processed. AI drafts 80 percent of the proposal. I refine the final 20 percent.
That is much easier to build when everything flows through Pabbly.
Cost
I’ve got a lifetime licence for Pabbly Connect. (Which saves a great deal when compared with Zapier)
So this setup costs me nothing extra to run.
That matters.
More Control Over What Goes Into HighLevel
I do not want raw transcripts dumped into my CRM.
I want clean summaries, relevant action points, and structured notes.
Using Pabbly and ChatGPT lets me control that.
Easier to Manage and Fix
If something goes wrong, I can see exactly where, replay the workflow, and tweak individual steps.
That’s much harder with a direct integration.
A Few Practical Tips
Contact Matching
You need to match the call to the correct contact.
Best option. Use email address.
Fallback. Create a new contact if one doesn’t exist.
Transcript Size
Long calls can create very large transcripts.
You may need to trim content, or summarise before sending to ChatGPT.
Small Delay
There will be a delay of a few minutes after the call while Fathom processes the transcript.
That’s normal.
Where This Gets Interesting
Once you’ve got this working, do not stop at notes.
You can build on it.
- Automatically create tasks
- Move deals in pipelines
- Trigger follow-up emails
- Feed context into AI agents
At that point, you’re not just logging calls. You’re building a proper system.
If you’re interested in the wider role AI can play inside HighLevel, you may also like my post on using ChatGPT and AI tools in practical marketing workflows.
Want to See How This Fits Into a Bigger Setup?
This is exactly the kind of thing I help businesses implement inside HighLevel.
If you want to see HighLevel works, including automation, pipelines and AI, take a look at MarketerM8 (HighLevel Agency).
Final Thought
Most people are already having the conversations that would grow their business.
They’re just not capturing them properly.
This fixes that.
Written by Julian Mills – HighLevel consultant and marketing strategist. About Julian Mills.
