How to Build an AI Notetaker Across Zoom, Google Meet, Outlook, and Salesforce with a Unified API
October 31, 2025
Modern revenue and support teams spend hours capturing notes, updating CRMs, and scheduling follow-ups after every customer call. These repetitive workflows slow down productivity and create data gaps across systems.
Unified.to simplifies the entire process. With one unified API, your product can capture meeting recordings, generate AI notes and action items, sync them to CRM records, and automatically schedule follow-ups—without building or maintaining per-vendor integrations.
When to Use an AI Notetaker
With a unified API, you can:
- Auto-generate summaries, decisions, and action items from calls or meetings.
- Update CRM records with notes and next steps—no manual entry.
- Auto-schedule follow-ups or callbacks on the connected calendar.
- Unify calls and email threads into a single, real-time CRM timeline.
Unified Objects & Key Entities
| Object | Description | Notes |
|---|---|---|
| CRM Note / Activity | Where summaries and actions are written back | Linked to Contact, Company, or Deal; exact entity varies by CRM |
| CRM Contact / Company / Deal | Records associated with meeting outcomes | Association via email, phone, domain, or existing record ID |
| Messaging Thread / Message | Email context for pre/post-call insights | Optional; adds richer customer timeline |
| Meeting / Call Recording & Transcript | Source content for summarization | Use transcript or media file for AI generation |
| Calendar Event (Callback / Follow-up) | Scheduled next steps or reminders | Supports reschedule/cancel via webhooks |
| GenAI Prompt / Response | Summarization and action extraction | Configurable for any GenAI model or provider |
These normalized objects allow you to orchestrate end-to-end note-taking workflows across CRM, messaging, calendar, and AI providers—all from a single integration layer.
Supported Domains
Unified.to supports full AI notetaker workflows across CRM, messaging, calendar, and GenAI providers—all accessible through a single unified API.
- CRM (38+ integrations): Connect to leading systems like Salesforce, HubSpot, Pipedrive, Zoho CRM, Close, Copper, and more.
→ Explore CRM integrations - Messaging (12+ integrations): Integrate with Gmail, Outlook, IMAP, and collaboration tools like Slack to capture pre- and post-meeting context, email threads, and internal notes for richer timelines.
→ Explore Messaging integrations - Calendar & Meetings (19+ integrations): Connect to Google Calendar, Microsoft Outlook/Teams, Zoom, Webex, and others to fetch meeting events, recordings, and transcripts—or auto-schedule follow-ups and reminders.
→ Explore Calendar integrations - GenAI (11+ model providers): Power summarization and action extraction using OpenAI (GPT), Anthropic (Claude), Google Gemini, Mistral, Groq, and other supported providers through Unified GenAI.
→ Explore GenAI integrations
Data Flow for AI Notetaker
The workflow follows a simple, repeatable pattern across all connected systems:
- Connect — The user authenticates their CRM, messaging, calendar, and meeting providers through Unified's embedded authorization flow. Each integration returns a
connection_id, giving your product secure, real-time access to customer data. - Capture — Fetch recent meetings, recordings, or transcripts from the connected conferencing platform. Optionally, pull in related email threads from Gmail, Outlook, or Slack to add pre- and post-meeting context.
- Summarize — Create a GenAI prompt that includes transcript text and context to generate structured summaries, action items, or decisions. Unified GenAI handles the prompt orchestration and model routing.
- Sync to CRM — Write the summary and key outcomes back to the customer's CRM as a Note or Activity, automatically linked to the relevant Contact, Company, or Deal.
- Schedule Follow-ups — Create a new calendar event for callbacks or reminders and subscribe to updates to handle reschedules and cancellations automatically.
- Stay in Sync — Unified's webhooks monitor transcript updates, message replies, or CRM changes in real time, ensuring every note and task stays current without manual refresh.
This flow keeps every insight, follow-up, and customer interaction synchronized, without custom logic per vendor.
Why Product Teams Choose Unified.to
For PMs and engineers building AI-powered productivity tools:
- Build once, connect everywhere: one API for CRM, messaging, meetings, and GenAI.
- Reduce manual work: automate note-taking and scheduling from real-time data.
- Standardize output: normalized schemas ensure consistency across vendors.
- AI-ready infrastructure: Unified GenAI lets you plug in OpenAI, Anthropic, Gemini, or any provider.
Deliver AI-powered meeting notes, summaries, and follow-ups in your app—without writing vendor-specific code.
Start your free 30-day trial or book a demo to see how Unified.to accelerates AI workflow delivery.