Most of our Sydney engagements start the same way: a 20-minute call where the owner describes a workflow we've heard before in shape but never in detail. AI meeting notes is then designed against the detail, not the shape.
Built and supported here - the way a Sydney business would actually use it.
Our goal is to give Sydney businesses a three-day weekend, so people can spend more time with their families and the people they love :)
What AI meeting notes actually does
Every call, site visit, or toolbox talk captured, summarised, and turned into action items in your CRM or project tool. No more 'who was meant to do that?'.
- 01 Works on Teams, Zoom, Meet, or in-person recordings
- 02 Action items auto-pushed to ClickUp, Asana, or Jira
- 03 Searchable history across every meeting your team holds
- 04 Confidentiality controls - what stays internal, stays
Built on: Whisper Claude Recall.ai Vercel
Without Koala Dynamics
With Koala Dynamics
What you actually get
Every engagement is scoped and quoted up front. This is what is in the box.
- A working pilot, in productionNot a prototype on someone's laptop. The first slice of AI meeting notes runs against real work within weeks.
- Your data stays yoursIt runs on your accounts and your tools. If we part ways you keep the system and everything in it.
- The workflow mapped before codeWe write down what good looks like for Sydney businesses first, so nobody is guessing at handover.
- Support after it landsThe people who built it stay reachable when the business changes shape around it.
How AI meeting notes compares
The two things most businesses do instead, and where each one runs out.
| Hiring for it | An off-the-shelf tool | Koala Dynamics | |
|---|---|---|---|
| Fit to how you work | Fits perfectly, costs a salary | You bend your process to suit the tool | Built around the workflow you already run |
| Time to something useful | Immediate, and permanent | Quick to switch on, slow to make fit | A working slice in weeks, then hardened |
| Who owns the data | You do | The vendor, on the vendor's terms | You do, in your own accounts |
| When it breaks | That person sorts it, if they are in | A support queue and a ticket number | The people who built it |
| What it costs | A salary, every year, forever | Per seat, forever, used or not | Scoped and quoted up front |
The Sydney context, plainly.
- Sydney runs on finance, professional services and a tech scene chasing Melbourne for the national crown - AI here has to survive a genuinely competitive market, not just look good in a pitch.
- ASX-listed HQs, the big four banks, and a startup corridor from Surry Hills to Chippendale sit alongside a huge professional services layer of legal, accounting and consulting firms. Sydney businesses have already tried AI once, so we build for teams who want the second attempt to actually stick.
We work with teams across Sydney: CBD · North Sydney · Parramatta · Surry Hills · Chatswood · Sydney Olympic Park.
Talk to us about this →
How we build AI meeting notes for a Sydney team.
We scope narrow, ship a working pilot, then harden it into production. The first slice is the highest-leverage workflow for your Sydney business, so value lands before the build is finished. AI meeting capture.
Talk to usHow the work runs
- Find the one workflowWe look for the job costing Sydney businesses the most hours or the most leads, and deliberately ignore the rest for now.
- Ship a working sliceA narrow version goes into production in weeks, against real work, so the value shows up before the build is finished.
- Prove it, then widenWe measure it against what the work cost before. If it does not pay for itself, we say so rather than scaling it.
- Harden and hand overLogging, fallbacks and a real handover, so it keeps running when we are not in the room.
The outcome for Sydney teams
What changes for Sydney teams after this lands: the work that used to need a person stays done, the work that needs a person gets done with their attention undivided. Saves managers ~5 hours a week on follow-up admin.
Not your typical AI agency.
Honest about what AI can and cannot do
Ships the one workflow that pays for itself
Hours given back, never the size of the invoice
*Every engagement is scoped and quoted up front. Results vary by workflow and business.
FAQ
How long does AI meeting notes take to ship for Sydney businesses?
We aim for a working pilot inside 4-6 weeks - narrow scope, real Sydney businesses data, measurable outcome. From there it's another 6-8 weeks of hardening before you'd consider it production. Full rollouts (multiple sites, multiple teams) typically land in 3-4 months.
Are there hidden costs we should plan for?
Three to know about: model/API spend (which we set up under your own account, not ours, so you see and control it), any new SaaS subscriptions we recommend, and your team's time during rollout. We surface all three in the quote so there are no surprises.
Has this actually shipped for a real Sydney?
Yes. Saves managers ~5 hours a week on follow-up admin. We'll share comparable engagements on the call.
Who owns the code and the model setup?
You do, on delivery. We deploy AI meeting notes into your own cloud account where possible, with the model setup, prompts, evals and integration code all checked into a repo you own. Whisper sits in your account too - we don't operate it from ours.
The honest version of a sales call.
No deck. No discovery doc. Just whether this is worth building and what it would cost.
Talk to us about this
Tell us what you're trying to do and we'll reply with how we'd build it - no obligation.