Post-call Admin Work Automated for Sound Board Venture Fund.
We’ve built an automation for Sound Board Venture Fund that copies Fathom data and pastes into relevant Google Drive folder. Ensures everything lands in the right folder category (screening vs. due diligence)
This saves them 30-40 minutes everyday!
The Problem
Veronica Fey and her team at SoundBoard Venture Fund were losing hours each week to post-call admin work. After every investor meeting, the same tedious routine: copy the Fathom.ai summary, transcript, and video link. Switch to Google Drive. Hunt for the company folder, does it exist? Where is it? Create new folders for first-time prospects. Figure out the right category, screening or due diligence? Paste everything in the right place.
The Solution
We built an automation that eliminates the busywork entirely. Now Veronica opens a Tally form, enters three things; company name, call type, and Fathom ID. And she's done.
The automation handles everything else: retrieves the Fathom summary, transcript, and video link, searches Google Drive for existing folders, creates new ones for first-time prospects, and files everything in the correct category automatically.
How It Works
STEP 1: As soon as a Zoom call is completed, the Fathom call information is sent, processed and saved to google drive.
STEP 2: They upload the the call information into a simple-to-use Tally form.
Step 3: Their tally input is saved in Sheets and the workflow triggers.
Step 4: It searches for the Fathom information file that it saved in google drive.
Step 5: Routes by call type. If its a DD call or a screening call.
Step 6: Checks if company folder exists. If not, create one. If it exists, add the file their and rename it to the call title.
Step 7: Everyday at 10 pm, a CRON triggers. It lists all the calls on that day.
Step 8: Filters all the calls that have the correct naming structure.
Step 9: Updates Airtable record with Fathom notes for that company they had the call with.
The Result:
What used to take 30-40 minutes of manual work per call now takes 30 seconds. No more context switching, no more folder hunting, no more filing decisions. Just consistent, automatic organization that lets the team focus on finding great investments.