Published by James Hurst | The Marketing Show
If you’re running a service business, managing an agency, or working with clients who take dozens of calls per day, you know the pain: frantically scribbling notes while trying to stay present in the conversation, forgetting to capture critical details, and spending hours later trying to figure out which leads are actually worth following up with.
What if every phone call could automatically document itself? What if AI could listen to your conversations, extract names, addresses, and project details, score lead quality, and even flag spam calls – all without you lifting a finger?
That’s exactly what I discovered while helping my handyman client transform his call management process using Call Recap AI inside High Level CRM.
The Challenge Most Service Businesses Face with Phone Calls
Here’s the reality: when you’re in the middle of a customer call, you’re juggling multiple tasks simultaneously. You’re listening, asking questions, building rapport, AND trying to remember to write down their address, project details, timeline, and whether they’re actually ready to buy.
For agency owners, there’s an additional challenge: how do you prove to your clients that you’re generating quality leads? How do you differentiate between a genuine prospect and a telemarketer trying to sell Google Ads services?
Many businesses resort to paying staff members to listen to recorded calls and manually categorize them. It’s time-consuming, expensive, and creates a lag between the call happening and actionable insights being available.
What is Call Recap AI?
Call Recap AI is a High Level marketplace app (currently $30/month) that transforms how you handle phone conversations. It integrates directly with your High Level phone system to automatically transcribe, analyze, and extract valuable information from every call.
The tool uses your OpenAI API key to power transcription and analysis, which means minimal additional usage costs on top of the monthly subscription.
Key Features and Benefits
Automatic Call Transcription and Summarization
Every call that comes through your HighLevel system gets automatically converted to text. But Call Recap AI goes beyond simple transcription – it creates intelligent summaries based on prompts you customize.
Instead of reading through entire call transcripts, you get concise 3-4 sentence summaries highlighting exactly what you need to know: customer name, project details, scope, urgency, budget discussions, and specific requests.
Lead Quality Scoring (1-10 Scale)
This feature alone is worth the subscription price. Call Recap AI analyzes each conversation and assigns a quality score from 1-10 based on buying signals and qualification criteria you define.
For example, you might set it up so that:
- A “10” is someone with cash ready to start immediately
- A “9” is someone wanting to begin within a week
- A “1-2” is someone just price shopping or saying “I’ll call you back when I get my tax return”
You can then sort your contact list by score and focus your follow-up energy on the nines and tens instead of wasting time on leads that aren’t ready to convert.
Automatic Contact Detail Extraction
Here’s where it gets really powerful: Call Recap AI can pull specific information directly from the transcript and populate custom fields in your High Level contact record.
If someone says “Hi, this is Amanda Hurst, my address is 100 North 200 South in Mapleton, and I need some drywall replaced,” the AI extracts:
- Name: Amanda Hurst
- Address: 100 North 200 South, Mapleton
- Project Type: Drywall replacement
No more manual data entry. The contact record updates itself while you focus on the conversation.
Intelligent Call Tagging
Call Recap AI includes several automated tagging options:
AI Tags – Chooses from tags already in your system and applies relevant ones based on call content. If you have “Qualified Lead” and “Spam Call” tags, it will automatically apply the appropriate one.
AI Spam Detection – Identifies telemarketing calls (people trying to sell you Google or Facebook services) and automatically marks them as DND (Do Not Disturb) and deletes the conversation from your inbox.
AI Tasks – Listens for commitments made during calls. If you say “I’ll send you an email on Tuesday,” it creates a task reminder automatically.
AI Reviews – Identifies positive feedback during calls that could be used for testimonials, then triggers your review request workflow with the customer’s own words pre-populated, making it easy for them to leave a Google review.
Real-World Applications
For Service Contractors (Handymen, Plumbers, Electricians)
These businesses typically receive 5-15 calls per day, often while in the field working. With Call Recap AI, the business owner can focus on the conversation without worrying about documentation. At the end of the day, they can review scored leads and prioritize callbacks.
For Marketing Agencies Managing Client Calls
Agencies can demonstrate ROI by showing not just call volume, but call quality. The scoring and tagging features provide concrete data: “We generated 23 qualified leads this month (score 7+) and filtered out 8 spam calls.”
For Multi-Location Businesses
Owners can monitor call quality across locations, identify training opportunities, and ensure no qualified leads slip through the cracks because someone forgot to take proper notes.
Getting Started: Step-by-Step Installation
Step 1: Install from High Level Marketplace
Navigate to your High Level account, click on “App Marketplace” in the left sidebar, and search for “Call Recap AI” (all one word). Click install and choose whether to charge the fee to your agency account or pass it through to your sub-account client.
Step 2: Create Your Account
You’ll receive an email with a link to create your Call Recap AI account. You’ll need your High Level Location ID (found in the URL too) and will create a password.
Step 3: Customize Your AI Prompts
This is the most important step. Define what information you want extracted from calls. For a handyman business, you might specify:
- Customer name and contact information
- Service address
- Specific repairs or projects needed
- Scope and size of project
- Timeline and urgency
- Budget or pricing discussions
- How they heard about you
Step 4: Set Lead Scoring Criteria
Define what makes a lead valuable to your business. Assign point values to buying signals like “has cash available” (10), “wants to start this week” (9), “just getting quotes” (3), or “will call back after tax return” (1).
Step 5: Connect Your OpenAI API Key
You’ll need an OpenAI account and API key. Navigate to platform.openai.com/api-keys, create a new key, and paste it into the Call Recap AI setup form. Usage costs are typically minimal (just a few dollars per month even with heavy call volume).
Step 6: Connect to High Level
Click “Ready to Connect” and authorize the integration. Make sure you’re connecting the correct sub-account if you manage multiple locations.
Step 7: Set Up Automation Workflows
You’ll need two simple workflows:
Summary Notification Workflow – Triggers when a note with “AI Summary” tag is added, then sends the summary to relevant team members via email or internal notification.
Retroactive Analysis Workflow – Allows you to analyze calls that occurred before installation by uploading call detail screenshots to a custom field.
Step 8: Configure Auto-Activation (Optional)
Create a workflow that turns on the AI Summary field for all new inbound calls automatically. Alternatively, manually toggle it on for contacts you want analyzed (recommended if using lead scoring, so the first scored call is an actual conversation, not a voicemail).
Pricing and Plans
Call Recap AI costs $30+/month through the High Level marketplace. Additionally, you’ll incur minimal OpenAI API usage charges (typically $2-5/month depending on call volume).
There are no per-call fees or hidden charges – just the flat monthly subscription and your own OpenAI usage.
For agencies, you can mark up the cost and charge clients $50-100/month as part of a comprehensive call management solution, creating a profitable add-on service.
My Assessment
After spending an afternoon installing and testing Call Recap AI with my handyman client, I’m genuinely impressed. The tool solves real problems that call-heavy businesses face daily.
What I Love:
- Lead scoring is incredibly valuable for prioritizing follow-up
- Custom prompt flexibility means it works for virtually any industry
- Retroactive analysis lets you process historical calls
- Spam detection saves mental energy and inbox clutter
- The review extraction feature is genius for reputation management
Areas for Improvement:
- I’d love to see a limited tag selection option (let me specify 3-4 tags for AI to choose from, rather than evaluating all existing tags) (this is out now!)
- Contact detail extraction requires well-named custom fields to work optimally
- Initial setup requires some technical comfort with workflows and webhooks
- First-time prompt configuration often needs refinement after testing a few calls
Bottom Line: If your business takes more than 10 calls per week, Call Recap AI could pay for itself in time savings alone. The lead scoring feature transforms how you prioritize your day, and the automatic documentation means you’ll never again lose a lead because someone forgot to write down their address.
Frequently Asked Questions
Q: Does this work with voice AI bots? A: Yes, it works with High Level voice AI. You’ll get two summaries (one from your voice AI, one from Call Recap), which can be redundant but provides additional context.
Q: Can I analyze calls that happened before I installed Call Recap AI? A: Yes, using the retroactive analysis workflow. Simply screenshot the call details from High Level and upload to the “Call for Summary” custom field on the contact record.
Q: What if the AI summary isn’t formatted how I want it? A: You can edit your prompt at any time. Chad (the developer) is responsive to tweaking prompts during initial setup to get the exact format you need.
Q: Does this work for outbound calls? A: Yes, though you’ll need to manually turn on the AI Summary toggle for outbound calls (or create a workflow that activates it when outbound calls are made).
Q: Will this slow down my High Level account? A: No, the analysis happens in the background. There’s typically a 30-60 second delay between the call ending and the summary appearing, but it doesn’t impact your account performance.
Q: What industries is this best suited for? A: Any call-heavy service business: contractors, home services, agencies, real estate, insurance, healthcare, legal services, etc. It’s particularly valuable when you need to qualify leads quickly and document specific details from conversations.
Next Steps
Ready to stop manually documenting every customer call? Here’s what to do:
- Watch the full tutorial at https://www.youtube.com/watch/OR-JXufQEiI for a complete walkthrough
- Get Call Recap AI at https://callrecapai.com/
- Sign up for High Level (if you haven’t already) at https://www.gohighlevel.com/main-page?fp_ref=go_highlevel – and get complimentary access to my Skool community
- Join our free Facebook group at https://facebook.com/groups/marketingshow to get help with setup and connect with other High Level users
- Prepare your OpenAI API key before installation to streamline setup
Call documentation and lead qualification don’t have to be manual, time-consuming tasks. With the right AI tools integrated into your High Level workflow, you can focus on what you do best – serving customers and growing your business – while automation handles the administrative burden.
Affiliate Disclosure: Some links in this post may be affiliate links, which means I may earn a commission if you purchase through them at no extra cost to you. This helps support the channel and allows me to continue creating free content for you!