The governance operating system for your organization
Stop digging through past minutes. Build governance memory instead.
Turn every meeting into an approved, searchable record — and an institutional memory that survives turnover. Board-ready minutes are how you start; continuity is what you keep.
Not a transcript. Not a folder of PDFs. A permanent record of how your organization is governed — that you can ask questions of, with citations from prior minutes.
No setup required. Upload a transcript or recording.
14-day free trial. No credit card. Board members always free.
Have a year of past minutes? Import the whole archive →
board mtg 4/17
6 present
budget approved 5-1
jen send notices by fri
roof bid accepted - ABC 46k
mike dissented on parking issue
adjourned 8:30
MINUTES OF THE BOARD OF DIRECTORS
April 17, 2026 · Quorum: 6 of 6 present · Called to order: 7:00 PM
Motion: Approve 2026 operating budget
Moved: M. Rodriguez · Second: L. Anderson · Vote: 5-1 · Passed
Action Item
J. Williams — Send assessment notices by Apr 21
Minutes, smithed in minutes — while everything is still fresh.
Ask your governance history
The questions a folder of PDFs can’t answer.
Pick one. See which part of MinuteSmith answers it — and where the answer comes from.
You ask
“What did we decide about the pool vendor?”
A cited answer drawn from four meetings — not a search-results list.
The board switched to AquaPro Services at $1,850/month, effective when the AquaCare contract expires in August. The decision closed a four-meeting thread:
- Initially raised in the Annual Budget Review (resident complaints about AquaCare).
- An RFP was authorized but responses came in slowly — David Romano flagged the delay as overdue.
- By the Insurance & Town Hall meeting, two bids were in (AquaPro and CleanWater Co.).
- Approved 7-0 at the Town Hall Recap meeting.
Sources
Built from real HOA workflows, MinuteSmith turns one meeting into clean minutes, action items, and a searchable record of what changed.
Built for
- HOA and property management teams
- Boards managing multiple committees
- Organizations with recurring meetings
A live view, not a filing cabinet
This is what your board has actually been spending time on — across the last 12 months.
Every meeting becomes part of a running picture: what’s rising, what’s overdue, what keeps coming back. One glance tells you where to spend the next 10 minutes.
Starts working after just a few meetings
- Trends appear automatically
- Recurring issues surface without tagging
- Action items roll up across boards
Already have a year of past minutes? Upload them all at once — even a single PDF — and MinuteSmith organizes them into searchable, board-ready records.
Continuity, not just notes
Each meeting builds on the ones before.
The hard part of governance isn’t writing one set of minutes — it’s tracking what happens between them. After a few meetings, three things start to compound.
Searchable institutional memory
Ask “what did we decide about reserves last year?” or “who’s the contractor we approved for the roof?” — and get the answer with citations to the prior minutes that decided it. Scoped to your boards only.
Continuity briefs before every meeting
Each meeting starts with what’s still open from prior sessions: overdue actions, deferred decisions, attendance signals, recurring topics. No more “wait, what did we say about that last time?”
Action accountability
Action items extracted from minutes get tracked, reminded, and surfaced in the next prep packet. Overdue items escalate; nothing slips between meetings just because the secretary moved on.
Customer data isn’t used to train AI models. Retrieval is scoped to your own boards at the database layer. See our security page for what’s actually shipped.
What compounds over time
Day one is a clean record. Year one is institutional memory.
MinuteSmith is more useful in month 6 than in month 1, and more useful in year 2 than in year 1. The product gets stronger the longer you use it — because every meeting deepens what the next meeting starts with.
Day 1
A clean record of one meeting
Paste notes, drop a recording, or upload a PDF of past minutes. MinuteSmith produces board-ready minutes with quorum, motions, votes, action items, and compliance flags — in under a minute.
Month 1
Ask AI activates across your meetings
After two or three meetings, ask the archive a question and get a cited answer — “what did we decide about the parking ordinance?” — with links back to the source minutes.
Month 6
Recurring topics surface themselves
The same topic keeps coming back — landscaping vendor, reserve study, short-term-rental policy. MinuteSmith notices and threads it across meetings, so the board can see the full arc of a discussion that’s spanned half a year.
Year 1
The archive outlives the people
When the secretary, the president, or the community manager turns over, the new person inherits a fully searchable record of every prior decision — not a binder, not a Dropbox folder, not someone’s memory. Continuity briefs walk them into their first meeting already caught up.
No additional setup at any horizon. Every capability above is active from your second meeting onward — and gets stronger as the archive grows.
Start with your archive, not from zero
Generic AI note apps start today.
MinuteSmith can start with years of history.
Drop a folder of past minutes — PDFs, Word docs, even scanned-and-OCR’d copies. MinuteSmith parses them into structured meetings, extracts attendees and decisions, and indexes everything for cross-meeting search.
A year of past minutes typically becomes searchable in minutes. Ask AI works across the imported archive on day one — no waiting until you’ve generated new meetings to get value.
- PDF, Word, and image-scanned minutes all supported
- Attendees, decisions, and action items extracted per meeting
- Continuity briefs immediately reflect the imported history
- Unlimited import included on Pro and Portfolio
What an import looks like
… 8 more files
12 meetings imported · 38 action items · 14 decisions
Searchable as of 2 min ago. Ask AI is active.
Run your organization like a real entity
Beyond minutes: MinuteSmith keeps your documented decisions, governance records, and institutional history organized over time — governance continuity, not legal advice.
Documented decisions
Resolutions, written consents, and authorized decisions — with who approved them and when.
Governance continuity
A cadence you keep, an organized records vault, and a timeline of how the organization has operated.
A continuity packet
Export an organized PDF to hand to your attorney, CPA, or advisors — organized source material, not certification.
Who this is for
Designed for organizations where the record has to outlive the people. Every decision, every action item, every motion — searchable across years and across leadership turnover.
HOA & condo boards
Community associations keeping a clear record across owner-turnover, board-turnover, and management-firm-turnover.
Nonprofit boards
Charitable, educational, religious, and civic organizations with formal governance and board rotation every 2–3 years.
Property management
Community managers producing consistent minutes across portfolios of associations — each one with its own searchable archive.
LLCs & founder-led businesses
Operating agreements expect documented decisions. MinuteSmith makes keeping them a habit, not a backfill.
Advisory & small corporate boards
Startup boards, family offices, and quarterly advisory boards where the decisions made between meetings need to survive them.
Standing committees
Audit, finance, governance, and nominating committees — each on its own thread, with its own action items, history, and chair-turnover continuity.
Built specifically for board minutes — not transcription, not generic AI, not a document store.
Compared to general AI tools
General AI drafts text. MinuteSmith provides a compliance workflow — motions, votes, board review, approval, and a searchable record.
Compared to transcription services
Transcripts capture what was said. Minutes require structure, decisions, and action items the board can formally review and approve.
Compared to board portals
Portals store files. MinuteSmith produces the minutes themselves, surfaces missing details, and tracks the approval workflow.
How it works
Capture your meeting
Paste notes, upload a transcript, record in your browser, or scan handwritten pages.
Generate structured minutes
Motions, votes, quorum language, and action items drafted in a consistent format in about a minute.
Understand board activity
Each meeting joins a live view of focus areas, trends, and overdue items — so you see the whole board at a glance.
Outcomes your board will notice
Designed around the four areas where boards lose the most time — and the most credibility.
Consistent minutes, every meeting
Every set of minutes follows the same structure, regardless of who took notes or which secretary is on duty.
Defensible record integrity
Missing quorum language, incomplete motions, and unclear vote records are surfaced for correction before the board approves.
Less administrative burden
Hours that secretaries and managers spent reformatting notes return to actual board work. Board-member access is always free.
Board alignment and memory
Every member reviews the same draft and knows what was decided. New members can read prior minutes to understand standing decisions without scheduling a call.
Why it matters
- Recurring issues surface before they become problems
- See what your board actually spends time on
- Track action items across all boards
- Stop digging through old minutes
Built for boards that need a defensible record
Three things every board minutes solution should do — and what MinuteSmith does specifically.
Cuts post-meeting work
Notes, transcripts, scans, or recordings become a structured draft in about a minute — review and approve instead of typing from scratch.
Consistent format every time
Motions, votes, quorum language, and action items follow the same structure regardless of who took notes — what auditors and successor boards actually need.
Drafts before you leave the room
Draft minutes are ready in minutes — often while details are still fresh.
Simple pricing for the boards you manage
Board members you invite are always free.
Free
Try it out with 2 meetings per month
Solo · $29/mo
For one or two boards that want the full workflow
Pro · $79/mo
For managers and administrators handling multiple boards
Start with your most recent meeting.
Bring notes, a transcript, or a recording. Get a review-ready draft in about a minute — and a live view of your board’s focus areas, trends, and open issues from the very first meeting.
What happens next
- Upload a meeting
- Get structured minutes and insights
- See trends across your boards
Most teams start with one recent meeting.
Minutes, smithed in minutes.
No setup required. Upload a transcript or recording.
14-day free trial. No credit card. Cancel anytime.