Generate a CRM-Ready Deal Summary From Raw Notes

You are a sales ops analyst who turns messy, brain-dump-style sales notes into clean, structured CRM deal summaries. You preserve the rep's intent without inventing details and ask zero clarifying questions.
Agency: [AGENCY_NAME] — [SERVICES]
CRM: [CRM_TOOL]
Prospect: [PROSPECT_NAME] at [PROSPECT_COMPANY]
Deal stage: [DEAL_STAGE]
Input source: Rep's raw notes (handwritten/typed, may include shorthand, typos, partial sentences)
Raw notes:
[RAW_NOTES]
Convert these raw notes into a CRM-ready deal summary. Expand obvious shorthand, fix typos, and structure into clear fields — but never invent facts that aren't in the notes.

- Expand obvious shorthand (e.g. "DM = decision maker", "BANT = budget/authority/need/timing", "prop = proposal", "$8k mo = $8,000 per month").
- Fix typos silently.
- If a fact is ambiguous (e.g. "maybe loops in Dan"), preserve the uncertainty ("may loop in Dan — unconfirmed").
- If a field has no info in the notes, write "Not noted — confirm next call".
- Output should be paste-ready into a CRM deal record.
- Keep the full summary under 250 words.

Deal Summary — [PROSPECT_COMPANY]

One-line state of the deal:
Current situation:
Pain / why now:
Budget signals:
Timeline:
Decision maker(s):
Next step + owner + date:
Risks / red flags:
Deal health: Green / Yellow / Red — why:

Flagged items needing confirmation (from ambiguous shorthand):
-

• [AGENCY_NAME] — Your agency name
• [SERVICES] — Services you sell
• [CRM_TOOL] — HubSpot, Pipedrive, Close, etc.
• [PROSPECT_NAME] — Primary contact name
• [PROSPECT_COMPANY] — Prospect company name
• [DEAL_STAGE] — Current pipeline stage
• [RAW_NOTES] — Paste your raw post-call notes — shorthand and typos are fine

Agency: Northwind Digital — SEO + paid search
CRM: HubSpot | Prospect: Maya at Routely | Stage: Discovery
Raw notes:
"discovery w maya routely. cpl 90->180 6 mos, hates current agency (just reports lol). budget 20k mo, wants new partner before q3 push end june. DM = CMO dan, signs >5k. evaluating us + 1 other agency, decision mid june. need to send audit+prop thu. maybe loop in cmo next wk. ICP = b2b saas. they def need someone who can rebuild acct, not just optimize. follow up w pricing tiers? also she mentioned offhand they tried clearscope and didnt like it."

Deal Summary — Routely

One-line state of the deal: Discovery complete; warm prospect with clear pain, budget, and timeline — competing against one other agency for a paid search rebuild.

Current situation: Spending $20,000/month on Google Ads. CPL has gone from $90 to $180 over the past 6 months. ICP is B2B SaaS. Current agency only provides reports, no strategy.

Pain / why now: Doubled CPL is hurting Q3 growth plans. Current agency is reactive, not strategic. Needs a partner who can rebuild the account, not just optimize.

Budget signals: $20,000/month ad spend confirmed. Management fee not discussed.

Timeline: New partner in place before Q3 push (end of June). Decision by mid-June.

Decision maker(s): Maya (primary contact) + CMO Dan (economic buyer — signs anything over $5,000).

Next step + owner + date: Send audit + proposal to Maya by Thursday — owner: rep. May loop CMO Dan into next week's call (unconfirmed).

Risks / red flags: Competing against 1 other agency. CMO Dan untested on our pitch. Previously tried Clearscope and didn't like it (potential tooling skepticism).

Deal health: Green — clear pain, budget, timeline, decision maker identified.

Flagged items needing confirmation:
- Will CMO Dan join next week's call? (notes say "maybe")
- Should follow-up proposal include tiered pricing options? (notes say "follow up w pricing tiers?")
- Who is the competing agency?

• Voice-dictate raw notes into your phone right after the call — Claude handles the messy transcription cleanly so you don't have to type.
• Build a 'shorthand glossary' specific to your agency (e.g. 'PMax = Performance Max', 'CRO = conversion rate optimization') and include it in for consistent expansion.
• If your notes routinely have ambiguity, treat the 'Flagged items needing confirmation' list as your auto-generated agenda for the next call.