For HOA and condo boards, nonprofits, and property managers
Stop digging through past minutes. Build governance memory instead.
Board-ready minutes, plus a searchable record of every decision and a continuity brief before each meeting. Each session builds on the last.
Ask "what did we decide about the parking ordinance?" — get the answer 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.
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 this looks like in the product
Every meeting opens with what’s still unresolved.
Overdue actions, deferred decisions, recurring topics, and a short summary of the threads that carry forward — assembled deterministically from your meeting record.
Open Action Items (4)
Deferred Decisions (1)
Recurring Topic
Who this is for
Designed for organizations where the minutes record matters — for governance, for compliance, and for trust between the board and its members.
HOA & condo boards
Community associations meeting state-level recordkeeping and disclosure requirements.
Nonprofit boards
Charitable, educational, religious, and civic organizations with formal governance and audit obligations.
Property management
Community managers producing minutes consistently across portfolios of associations they administer.
Small corporate boards
Startup boards, family offices, and advisory boards where decisions need to be documented for the record.
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.
What it actually looks like
A real Ask AI answer, citing the meetings it came from.
Each answer is grounded in your meeting history and links back to the minutes that supported it. The example is from the “Riverbend HOA” sample board you can explore in-app.
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
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
- 1Upload a meeting
- 2Get structured minutes + insights
- 3See 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.