AI transcripts and summaries
How Phone Clover picks up a recorded call, transcribes it, writes a summary, and what gets skipped along the way.
For admins · Updated Sep 23, 2026
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This page covers how the AI notes add-on actually processes a call, once your sub-account is entitled to it. See AI notes overview first if you haven’t turned it on yet, since this page assumes the entitlement is already on and focuses on what happens after a call ends.
How a call gets processed
A background job checks for calls that qualify, a few at a time, so processing isn’t instant. A call qualifies when it:
- belongs to a sub-account that is opted in and entitled to the add-on,
- has a recording attached,
- and started within the last 2 days.
The audio is transcribed first, then summarized into 2 to 5 bullet points plus a line starting “Next step:”. Both the transcript (capped at 4000 characters) and the summary are written to the contact as a note in HighLevel.
What gets skipped, and never billed
- Calls under 10 seconds.
- Silent recordings.
- Recording files over 20MB.
None of these are attempted, so none of them are billed.
Warning: A failed transcription is final. There is no automatic retry, which also means it cannot double-bill the same file, but it also means a call that failed to transcribe will not try again on its own.
Where the output lands
Both the transcript and the summary land as notes on the contact in HighLevel, not inside the Phone Clover phone UI. If you want to see them alongside the call, open the dashboard on the full Phone page and expand the call row, which shows the AI summary and a collapsible transcript there too.
Limits
- Processing works through a small number of calls at a time in the background, so a summary does not appear the instant a call ends.
- Only calls started within the last 2 days are picked up. An older recorded call that was never processed will not be picked up later.
- Transcript text is capped at 4000 characters.
- No speaker labels, and no language selection beyond auto-detect.
Troubleshooting
A recorded call has no transcript or summary. Check whether the call is under 10 seconds, has a recording attached, and started within the last 2 days. Any of these on their own will stop it from being picked up. Also confirm the sub-account is entitled to the add-on; see AI notes overview.
A transcript looks empty or very short. The recording may have been mostly silent, which is skipped rather than transcribed into nothing useful.
A call that should have qualified never got a summary, and it’s been more than a couple of days. Transcription does not retry automatically. If it failed once, it will not try again on its own. Contact support with the call details.
A summary reads oddly, mixes up who said what, or leaves out something important. The summary is generated automatically from the transcript and is meant as a quick reference, not a verbatim record. For anything that matters, play the recording itself; see Call recording settings for where recordings live.