Create Meeting Minutes with AI: Workflow and Example

BonusVoice turns a meeting recording into a transcript with speaker labels and a summary. Use these as the starting point for minutes that record decisions, owners, deadlines and unresolved questions.

From recording to reviewed minutes

1. Establish permission to record and the intended use. Agree the recording with participants and follow your organisation's requirements.
2. Test the microphone and audio source. You can record through the browser microphone or upload an audio file. The Windows desktop app for system audio is listed from the Pro plan upwards; an Android app is also available.
3. Upload MP3, M4A, WAV, FLAC, OGG or audio WebM. The limit is 1 GB per file. Extract the audio track from MP4 or other video recordings first.
4. Open the processed transcript, name the speakers and check important names, numbers and statements against the audio.
5. Review the summary and tasks. Separate suggestions from decisions and clarify missing owners or deadlines.
6. Put the reviewed result into your minutes template and approve it for the intended recipients. BonusVoice supports PDF, Markdown and text exports.

Processing takes place after recording or upload. Completion time depends on recording length and service load; the app displays the status.

Example: a conversation becomes meeting minutes

This example is fictional and explanatory. It is not a customer recording or a measured AI result.

Project lead: We want to publish the new website on Friday, provided the form check is complete.

Quality assurance: I will check the contact form by Thursday at 3 pm and report the result.

Project lead: Good. We will explicitly approve the publication date after that. The newsletter integration is out of scope for this release.

Field	Reviewed entry
Decision	Newsletter integration is outside the scope of this release.
Task	Check the contact form and report the result.
Owner	Quality assurance; add the specific person before sharing.
Deadline	Thursday, 3 pm; add the calendar date.
Open issue	Explicitly approve Friday's publication after the check is complete.

“The website will launch on Friday” would omit the condition. The conversation does not yet contain final approval. Look for this difference when checking an AI summary.

Download a template

Download the meeting-minutes text template without creating an account, then edit it in your preferred text editor.

Meeting / topic:
Date and time:
Participants:
Reviewed by:

Decisions:
- Decision, reason and any conditions:

Tasks:
- Task | Owner | Deadline | Status

Open questions:
- Question | Who will resolve it? | By when?

Reservations / differing views:
Next meeting:
Approval status and recipients:

Before sharing

Check speaker assignments, names, figures and dates against the recording. Similar voices and interruptions can cause mistakes. Confirm that each task was actually accepted by its named owner. Clarify missing details rather than guessing them. Consider which information each recipient needs.

Formal minutes may have additional requirements set by your organisation or governing body. An automatic summary does not replace required approval.

Processing and plans

BonusVoice stores meeting content with Hetzner in the EU and processes it with Mistral AI in the EU. See the DPA and privacy policy for the services involved. Payments and optional Google sign-in are separate data flows.

The free account includes 30 minutes per month for initial recordings and uploads. Features and allowances vary by plan. Additional AI actions, such as translation or anonymization, can consume minute allowance. See the current plan comparison, which lists the Windows desktop app from Pro upwards.

Create a free account and try a short recording you are entitled to process. Review the full workflow from upload to finished minutes.