What exactly is "zero retention"?

Zero retention means we permanently delete all client data — audio, transcripts, extracted data — from our servers immediately after syncing it to your CRM. No archives, no backups, no training data. Once it's in your CRM, it's gone from ours forever.

How is AI Secretary different from other AI meeting tools?

The biggest difference is our Zero-Retention Architecture. Competitors store your client conversations on their servers to train their models. We delete everything. We also offer variable-specific data extraction — we auto-populate specific CRM fields like incomes, account values, and risk tolerance instead of just dropping text summaries.

What are Smart Actions?

Smart Actions are specific financial data points extracted from meetings: incomes, account values, risk tolerance changes, goals, life events, and compliance triggers. Instead of reading transcripts, you get structured data ready to push to your CRM in one click.

Which CRMs do you integrate with?

Currently: Redtail, Wealthbox, and Orion. Coming soon: Salesforce, eMoney, RightCapital, IncomeLab, and Altruist. Use a different CRM? We'll custom-build the integration.

Is AI Secretary SEC and Reg S-P compliant?

Yes. AI Secretary generates case notes meeting SEC recordkeeping standards and Regulation S-P privacy requirements. Our zero-retention model means there's no stored client data that could be compromised — exceeding what most compliance officers require. No separate application or certification is needed.

Do I need to record my meetings?

No. Beyond live Zoom, Google Meet, and Teams calls, you can also upload audio recordings from in-person meetings. AI Secretary processes them the same way — transcription, Smart Action extraction, and CRM sync. Then everything is deleted.

You are an Advisor. Not a Secretary.

AI that writes your case notes, reads your client documents, and syncs everything to your CRM — then permanently destroys the source data. Your clients trust you with everything. We never see any of it.

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No credit card required · Setup in under 2 minutes

Meetings

Documents

Household Income$285,000

Risk ToleranceModerate → Aggressive

401(k) Balance$1.2M

BeneficiaryJanet Morrison

Premium$4,200/mo

Target Retirement2034

CRM Synced

income

$285,000✓

risk_profile

Aggressive✓

retirement_bal

$1.2M✓

beneficiary

J. Morrison✓

Source Destroyed

0 BYTES

Household Income: $285,000

Risk Tolerance: Moderate → Aggressive

401(k) Balance: $1.2M

Beneficiary: Janet Morrison

By Advisors, For Advisors

Financial AdvisorsCertified Financial PlannersRegistered Investment AdvisorsWealth ManagersInsurance AdvisorsEstate PlannersRetirement SpecialistsIndependent Broker-DealersFinancial AdvisorsCertified Financial PlannersRegistered Investment AdvisorsWealth ManagersInsurance AdvisorsEstate PlannersRetirement SpecialistsIndependent Broker-Dealers

Trusted by Advisors

Patented Technology

Provisionally Patented

SEC & Reg S-P Compliant

Audit-Ready Architecture

Sound familiar?

Every hour on admin is an hour away from your clients and your family.

The 9 PM Session

Your last meeting ended five hours ago. Dinner is cold. You're still retyping what was said because there's no other way to get it into the CRM.

The Weekend Bleed

It's Saturday. Your daughter is playing soccer. You're at the kitchen table cross-referencing a 47-page Nationwide policy because Monday's review meeting won't prep itself.

Triple Entry

Household income: $285,000. You type it into Redtail. Then into MoneyGuidePro. Then into your meeting summary. Three systems. Same six fields. Every. Single. Client.

The Lost Note

There was a number. Or a name. Something the client said on Tuesday that changes the whole plan. Your handwriting says... $4K? $40K? The client calls in the morning.

The Audit Fear

SEC wants documentation of the meeting where your client moved from moderate to aggressive. You remember the conversation. You just never wrote it down.

The Real Cost

Every hour spent on admin is an hour you didn't spend advising clients, growing your book, or being present with your family.

It doesn't have to be this way.

30+

hours a month lost to admin

What would you do with an extra 30 hours?

30+

Hours saved per month

per advisor

$82K

Paraplanner costs replaced

per year

97%

Extraction accuracy

Smart Actions

Document processing

50-page policy

01 — AI Meeting Notes

Your meetings write themselves.

AI Secretary listens to your client meetings and pulls out the data that matters. Incomes, account values, risk tolerance, goals — structured and ready for your CRM with 97% extraction accuracy. No more retyping. No more notes at 9 PM.

Outcome: Your meeting ends. Your CRM is already updated. You're already with your next client.

See how it works →

Join

Zoom, Google Meet, phone, or upload

Listen

Identifies financials in real time

Extract

Smart Actions, not transcripts

Sync

CRM, download, or email to yourself

Source data permanently destroyed after sync · Zero Retention

Supported Documents

Bank StatementsInvestment Account StatementsLife Insurance PoliciesDisability Insurance PoliciesLong-Term Care Insurance PoliciesCase Notes

Upload

PDFs, scans, or photos

Read

AI reads the full document

Extract

Pulls key data points

Deliver

CRM, download, or email

Document destroyed after extraction · Zero Retention

02 — Document Intelligence

50 pages in. 6 data points out. 4 seconds.

That 50-page Nationwide policy has 6 numbers you actually need. Doxi reads the full document and extracts beneficiaries, premiums, account values, and policy details — structured and ready for your CRM in seconds. Uses our provisionally patented extraction process.

Outcome: A 50-page policy becomes 6 structured data points in your CRM. In 4 seconds.

See how it works →

03 — The Differentiator

Zero-Retention
Architecture

Every competitor stores your client data on their servers. Some use it to train their models. We process it, sync it, and destroy it. Audio, transcripts, extracted data — all of it. Gone in seconds.

End-to-end encrypted processing in real-time.
Instant sync to your secure CRM environment.
Permanent, forensic-level data destruction within seconds.

Learn how it works →

$285,000Risk: ModerateJanet M.401(k): $1.2M

Process

Encrypted in real time

Sync

Pushed to your CRM

Gone forever

Data Lifecycle

Them

Store data forever

Used for model training

AI Secretary

Destroy within seconds

Nothing stored. Ever.

SEC & Reg S-P compliant · Audit-ready

Compliance is not optional.

Generic AI tools are a compliance liability. AI Secretary is the tool your compliance officer will actually approve.

SEC & Reg S-P Ready

Case notes meet SEC recordkeeping standards and Regulation S-P privacy requirements out of the box. When regulators ask for documentation, it's already in your CRM — timestamped and structured.

No Training on Client Data

We never use your client conversations to train our models. Unlike competitors who bury data usage in their terms of service, we permanently destroy everything. Your data remains your competitive advantage.

Full Audit Trail

Every extraction is logged. Every deletion is verified. Every CRM sync is timestamped. When your compliance officer asks 'where did this data come from?' — the answer is one click away.

What happens when SEC comes knocking?

Here's exactly what your compliance officer sees.

SEC requests meeting documentation

Pull timestamped case notes from your CRM

Show extraction log with sync timestamps

Confirm zero residual data on external servers

See the compliance details →

Works with your stack.

No copy-pasting. No friction. Data goes where it belongs.

RedtailCRM

WealthboxCRM

OrionPlanning

ZoomMeeting

Google MeetMeeting

PhoneCalls

Coming Soon

SalesforceeMoneyRightCapitalIncomeLabAltruist

Don't see your CRM? We'll build it for you.

View all integrations →

Simple Pricing. No Surprises.

One product. Every feature. Less than the cost of one paraplanner hour per month.

$99/mo

Maximum flexibility. Cancel anytime.

Everything Included

AI Meeting Assistant

Doxi Document Reader

Smart Action Extraction

CRM Integrations (Redtail, Wealthbox, Orion)

Zero-Retention Architecture

SEC/FINRA Compliant Notes

Unlimited Meetings & Documents

Email & Download Sync

Start Your Free Trial

14-day free trial · No credit card required

Enterprise? Contact us

Don't take our word for it.

1+ year user

“We've had AI Secretary for over a year now and honestly I don't know how we ran things before. It just gets it, like it actually understands what matters in an advisor-client conversation. Our whole CRM documentation process went from this painful thing nobody wanted to do to something that just happens.”

Joshua Mauk

TerraWealth

Wealth Management Firm

Home by 5 PM

“I used to stay at the office until 7 retyping meeting notes. Now I'm home by 5 most days. My wife noticed before I did. The ROI wasn't even a question after the first week.”

Sarah Kendall

Financial Advisor

Independent RIA, 3 advisors

Same-day compliance approval

“Our compliance officer is the hardest person to get a yes from. I showed her the zero-retention architecture and she approved it same day. I've never seen that happen with any software.”

David Lawson

RIA Principal

Boutique RIA, $120M AUM

45 min → 10 min

“The thing that sold me was Smart Actions. I don't have to read through 40 minutes of transcript looking for the one number the client mentioned. It just pulls it out. My post-meeting stuff takes maybe 10 minutes now, used to be 45.”

Marcus Thompson

CFP®

Solo practitioner, $85M AUM

No more evening work

“Had a meeting at 2, by 2:45 the case notes and all the key data were sitting in Redtail ready to go. I used to spend my whole evening doing that manually. Can't go back.”

Maria Gonzalez

Senior Financial Planner

Multi-advisor firm, 8 advisors

Zero data risk

“I looked at Fathom, Otter, all of them. They all keep your client data on their servers. As a fiduciary that's a non-starter. AI Secretary deletes everything. That's how it should work.”