Kortra

Free guide · Granola + Claude

Your CRM updates itself after every call.

Granola writes the notes. Claude updates the client in your CRM, creates the tasks, and drafts your recap email. You have the conversation, then review and hit send.

By Tyler Olenak, Founder of Kortra|5 steps, set up once|Updated Sep 30, 2026

Start the setupJump to the prompt
Client record · updated 6:04 PMExample

Jordan Reyes

Buyer · Active

Budget
$550K to $600K
Timeline
60 to 90 days
Must-haves
Single story, 3 bed, 2-car garage
Dealbreaker
HOA over $150 a month
Motivation
Relocating for work in January
Send 5 Summerlin listingsTHU
Get pre-approval letter from JordanFRI
Recap email saved to your drafts

Example of what Claude writes into your CRM after a call.

— How it works

You talk. AI handles the admin.

Everything between hanging up and hitting send happens without you.

InputClient callPhone, Zoom, or in person
NotesGranolaWrites the notes. No bot joins.
BrainClaudeReads them every evening
✓CRM notes updated
✓Tasks created
✓Recap email drafted
You hit sendAfter a quick review

— What you need

Three apps. Test it free.

Add Zapier if your CRM isn't HubSpot. Upgrade once it's saving you time.

Granola
Takes notes on your calls, desktop or phone
Free works for testing (last 30 days only). Business, $14/month, for unlimited history and full Claude access.
Claude
Reads your notes, updates your CRM, drafts your email
Connectors work on any plan. The autopilot in Step 5 needs a paid plan, Pro or higher.
Your CRM
Where the client record lives
HubSpot connects to Claude directly.
Zapier
The bridge for Follow Up Boss and most other CRMs
Free account to start.
Gmail
Holds your recap email drafts
Connect it inside Claude.

— The setup

Five steps. Then it runs itself.

Step 01

Set up Granola

Granola listens through your device audio, so no bot joins the call and nobody sees a recorder pop up.

  1. Download Granola on your computer, plus the phone app for calls and in-person meetings.
  2. Sign in with your Google or Microsoft account so it can see your calendar.
  3. Create a custom note template called Client Call with these headings:
    Client name and email
    Buying, selling, or both
    Budget or price range
    Timeline
    Must-haves and dealbreakers
    Motivation for moving
    Next steps and who owns them
  4. Put the client's full name in the calendar event title, and their email as a guest if you can. That's how Claude finds the right person in your CRM later.
  5. On your next call, start Granola, pick the Client Call template, and talk like normal. Granola writes the rest when you hang up.
Step 02

Connect Granola to Claude

This lets Claude read your meeting notes.

  1. Open claude.ai and go to Customize > Connectors.
  2. Click +, search for Granola, and click Connect.
  3. Sign in with the same email your Granola account uses.
  4. Test it. In a new chat, ask "Which Granola account am I signed in with?" then "Summarize my last client call."

Claude can't find your notes? You're likely signed into a different Granola account. Disconnect, then reconnect in a private browser window so it asks you to log in fresh.

Step 03

Connect your CRM and email

Pick the path for your CRM, then connect Gmail so Claude can leave recap emails in your drafts.

If you use HubSpot

  1. In Claude, go to Customize > Connectors, click +, search HubSpot, and connect.
  2. Sign in and approve access. Done.

Follow Up Boss and most others

  1. In Customize > Connectors, search Zapier and connect.
  2. In Zapier, connect your CRM and turn on: Find a Contact, Create Note, Update Contact, Create Task.
  3. Test it: "Find [client name] in Follow Up Boss."

Then connect Gmail. In Customize > Connectors, search Gmail and connect. Claude only creates drafts. Nothing sends until you hit send.

Step 04

Paste the prompt that does the work

Copy this into Claude after a call and swap in your CRM's name. For a single call, change the first line to "Look at my Granola notes from my call with [client name]."

Claude prompt
Look at my Granola meetings from today with clients.

For each client meeting:
1. Find the client in [HubSpot / Follow Up Boss] by email first, then by name. If there's no clear match, don't guess. List them for me at the end.
2. Add a note to their record with: budget or price range, timeline, must-haves and dealbreakers, motivation, and next steps.
3. Update their stage or timeframe only if the conversation clearly changed it.
4. Create a task for every next step I committed to, due on the date we discussed, or tomorrow if no date was set.
5. Draft a recap email to the client in Gmail: thank them, recap what we discussed in 3 to 4 short bullets, and confirm next steps. Warm, under 150 words, in my voice. Save it as a draft. Do not send.

When you're done, give me a short summary: who you updated, what tasks you created, and which drafts are waiting for me.

Run it a few times by hand first. Read what Claude writes into your CRM and tweak the prompt until the notes look exactly how you want them.

Step 05

Put it on autopilot

Once the prompt works how you like, schedule it so it runs every evening without you. This needs a paid Claude plan.

  1. In Claude, type "Every weekday at 6 PM, run this:" and paste your prompt. You can also click Scheduled in the left sidebar, then New task.
  2. Answer any questions Claude asks, review the schedule, and click Schedule.
  3. It runs in the cloud, even when your computer is asleep. Check results anytime under Scheduled.

Start with approvals on so you see each change before it lands. Loosen it once you trust the output.

Your new end-of-day routine: open Gmail, review your drafts, hit send.

— Pro tips

Get more out of it.

Tell clients up front

"I use an AI notetaker so I can focus on you instead of typing." Consent rules for recording vary by state, so get a yes before you start. Granola deletes the audio after it transcribes.

Spot-check for two weeks

AI can mishear a name or a number. Skim what lands in your CRM until you trust it.

Mine your calls for content

Ask Granola "What questions did my buyers ask most this month?" Those answers are your next videos.

Never drop a promise

Every Friday, ask "What did I tell clients I'd send them this week?"

Want it built for you?

This is one piece. Kortra builds the whole system.

Lead response, listing marketing, and sphere management, all running in the background. Skip the setup and let us build it around how you already work.

Book a CallDM @tylerolenaktyler@kortra.ai

Sources, checked Sep 30, 2026