AI Sales Meeting Transcription: Build a Free Gong Alternative with OpenClaw [2026]

Gong costs $1,200-1,600 per user per year. For a 10-person sales team, that's $12,000-16,000 annually—just for call recording and basic insights.

What if you could get 80% of the value for $50/month?

This guide shows you how to build a sales meeting transcription and analysis system using:

• OpenClaw for orchestration (free)
• Whisper for transcription (free or cheap API)
• Claude for analysis ($0.01-0.05 per call)

The result: automatic meeting summaries, action items, deal intelligence, and CRM sync—without the enterprise price tag.

What Enterprise Tools Like Gong Actually Do

Before we build a replacement, let's understand what we're replacing:

Gong's Core Features

1. Call recording — Records Zoom/Teams/phone calls
2. Transcription — Speech-to-text for the full conversation
3. Topic detection — Identifies when pricing, competition, etc. come up
4. Action items — Extracts next steps from calls
5. Deal intelligence — Tracks deal progression across calls
6. Coaching insights — Talk ratio, filler words, etc.
7. CRM sync — Pushes notes to Salesforce/HubSpot

What Actually Matters

Here's the dirty secret: most teams use like 20% of Gong's features. The stuff that actually moves deals:

• Searchable transcripts
• Auto-generated summaries
• Action items pushed to CRM
• Basic deal tracking

We can build all of that.

The Architecture

Here's our stack:

[Zoom/Teams Recording]
         ↓
[Cloud Storage (S3/GCS)]
         ↓
[Whisper Transcription]
         ↓
[Claude Analysis]
         ↓
    ┌────┴────┐
    ↓         ↓
[HubSpot]  [Slack Alert]

OpenClaw orchestrates the whole flow—watching for new recordings, processing them, and routing the outputs.

Prerequisites

• OpenClaw installed (setup guide)
• Zoom Business plan (for cloud recording) or local recording workflow
• HubSpot (or your CRM)
• Anthropic API key
• Optional: OpenAI API for Whisper (or run locally)

Step 1: Set Up Recording Capture

Option A: Zoom Cloud Recording Webhook

Zoom can automatically upload recordings. Set up a webhook to trigger processing:

// webhooks/zoom.js
const express = require('express');
const { OpenClaw } = require('openclaw');

const app = express();
const openclaw = new OpenClaw();

app.post('/webhooks/zoom', async (req, res) => {
  const { event, payload } = req.body;
  
  if (event === 'recording.completed') {
    const { download_url, meeting_id, topic, start_time } = payload.object;
    
    // Trigger the transcription pipeline
    await openclaw.trigger('meeting-processor', {
      recordingUrl: download_url,
      meetingId: meeting_id,
      title: topic,
      timestamp: start_time,
      source: 'zoom'
    });
  }
  
  res.sendStatus(200);
});

app.listen(3000);

Option B: Local Recording Watch Folder

If you record locally, watch a folder for new files:

// watchers/local-recordings.js
const chokidar = require('chokidar');
const { OpenClaw } = require('openclaw');

const openclaw = new OpenClaw();
const RECORDINGS_DIR = '/path/to/recordings';

const watcher = chokidar.watch(RECORDINGS_DIR, {
  ignored: /(^|[\/\\])\../,
  persistent: true,
  awaitWriteFinish: true
});

watcher.on('add', async (filePath) => {
  if (filePath.endsWith('.mp4') || filePath.endsWith('.m4a')) {
    console.log(`📹 New recording detected: ${filePath}`);
    
    await openclaw.trigger('meeting-processor', {
      filePath,
      title: path.basename(filePath, path.extname(filePath)),
      timestamp: new Date().toISOString(),
      source: 'local'
    });
  }
});

console.log(`👀 Watching ${RECORDINGS_DIR} for new recordings...`);

Step 2: Build the Transcription Pipeline

Using OpenAI Whisper API

// lib/transcribe.js
const fs = require('fs');
const FormData = require('form-data');

async function transcribeAudio(audioPath) {
  const form = new FormData();
  form.append('file', fs.createReadStream(audioPath));
  form.append('model', 'whisper-1');
  form.append('response_format', 'verbose_json');
  form.append('language', 'en');
  
  const response = await fetch('https://api.openai.com/v1/audio/transcriptions', {
    method: 'POST',
    headers: {
      'Authorization': `Bearer ${process.env.OPENAI_API_KEY}`,
      ...form.getHeaders()
    },
    body: form
  });
  
  const result = await response.json();
  
  return {
    text: result.text,
    segments: result.segments, // Includes timestamps
    duration: result.duration
  };
}

module.exports = { transcribeAudio };

Using Local Whisper (Free, But Slower)

# Install Whisper locally
pip install openai-whisper

# Transcribe
whisper recording.mp4 --model medium --output_format json

// lib/transcribe-local.js
const { exec } = require('child_process');
const util = require('util');
const execAsync = util.promisify(exec);

async function transcribeLocal(audioPath) {
  const outputPath = audioPath.replace(/\.[^/.]+$/, '');
  
  await execAsync(
    `whisper "${audioPath}" --model medium --output_format json --output_dir /tmp`
  );
  
  const transcript = require(`${outputPath}.json`);
  
  return {
    text: transcript.text,
    segments: transcript.segments,
    duration: transcript.segments[transcript.segments.length - 1]?.end || 0
  };
}

module.exports = { transcribeLocal };

Step 3: Claude Analysis Agent

Now the magic—Claude reads the transcript and extracts insights:

# agents/meeting-analyzer.yaml
name: MeetingAnalyzer
description: Analyzes sales call transcripts and extracts insights

model: claude-sonnet-4-20250514
temperature: 0.2

system_prompt: |
  You are a sales call analyst. Given a meeting transcript, extract:
  
  ## OUTPUT FORMAT
  
  ### SUMMARY
  A 2-3 sentence executive summary of the call.
  
  ### KEY DISCUSSION POINTS
  Bullet points of main topics covered.
  
  ### CUSTOMER PAIN POINTS
  Specific problems or challenges mentioned by the prospect.
  
  ### BUYING SIGNALS
  Any positive indicators (timeline mentioned, budget discussed, stakeholders identified).
  
  ### OBJECTIONS/CONCERNS
  Any hesitations or pushback from the prospect.
  
  ### COMPETITION MENTIONED
  Any competitors discussed and context.
  
  ### ACTION ITEMS
  Specific next steps with owners (format: "[ ] Owner: Action by Date").
  
  ### DEAL STAGE RECOMMENDATION
  Based on this call, recommended deal stage:
  - Discovery
  - Qualification
  - Demo/Evaluation
  - Negotiation
  - Closed Won/Lost
  
  ### FOLLOW-UP PRIORITY
  High / Medium / Low with reasoning.
  
  ### COACHING NOTES
  Quick notes for the rep (what went well, areas to improve).
  
  ## RULES
  - Be specific—quote the transcript when relevant
  - Don't make up information not in the transcript
  - If something is unclear, note it as "unclear from transcript"
  - Action items must be actionable and specific

// lib/analyze.js
const Anthropic = require('@anthropic-ai/sdk');

const client = new Anthropic();

async function analyzeTranscript(transcript, metadata) {
  const response = await client.messages.create({
    model: 'claude-sonnet-4-20250514',
    max_tokens: 4000,
    messages: [{
      role: 'user',
      content: `Analyze this sales call transcript.
      
Meeting: ${metadata.title}
Date: ${metadata.timestamp}
Duration: ${metadata.duration} minutes
Attendees: ${metadata.attendees?.join(', ') || 'Unknown'}

---TRANSCRIPT---
${transcript}
---END TRANSCRIPT---`
    }]
  });

  return parseAnalysis(response.content[0].text);
}

function parseAnalysis(rawAnalysis) {
  // Parse the structured output into a JSON object
  const sections = {};
  
  const sectionPatterns = [
    { key: 'summary', pattern: /### SUMMARY\n([\s\S]*?)(?=###|$)/ },
    { key: 'keyPoints', pattern: /### KEY DISCUSSION POINTS\n([\s\S]*?)(?=###|$)/ },
    { key: 'painPoints', pattern: /### CUSTOMER PAIN POINTS\n([\s\S]*?)(?=###|$)/ },
    { key: 'buyingSignals', pattern: /### BUYING SIGNALS\n([\s\S]*?)(?=###|$)/ },
    { key: 'objections', pattern: /### OBJECTIONS\/CONCERNS\n([\s\S]*?)(?=###|$)/ },
    { key: 'competition', pattern: /### COMPETITION MENTIONED\n([\s\S]*?)(?=###|$)/ },
    { key: 'actionItems', pattern: /### ACTION ITEMS\n([\s\S]*?)(?=###|$)/ },
    { key: 'dealStage', pattern: /### DEAL STAGE RECOMMENDATION\n([\s\S]*?)(?=###|$)/ },
    { key: 'priority', pattern: /### FOLLOW-UP PRIORITY\n([\s\S]*?)(?=###|$)/ },
    { key: 'coaching', pattern: /### COACHING NOTES\n([\s\S]*?)(?=###|$)/ }
  ];
  
  sectionPatterns.forEach(({ key, pattern }) => {
    const match = rawAnalysis.match(pattern);
    sections[key] = match ? match[1].trim() : '';
  });
  
  return sections;
}

module.exports = { analyzeTranscript };

Step 4: CRM Integration

Push the analysis to HubSpot:

// lib/crm-sync.js
const HubSpot = require('@hubspot/api-client');

const hubspot = new HubSpot.Client({ accessToken: process.env.HUBSPOT_TOKEN });

async function syncToHubSpot(dealId, analysis, recordingUrl) {
  // Create engagement (call note)
  const noteBody = `
## Meeting Summary
${analysis.summary}

## Key Points
${analysis.keyPoints}

## Pain Points Identified
${analysis.painPoints}

## Buying Signals
${analysis.buyingSignals}

## Action Items
${analysis.actionItems}

---
🎥 [View Recording](${recordingUrl})
📊 Priority: ${analysis.priority}
🎯 Suggested Stage: ${analysis.dealStage}
`;

  // Create note
  await hubspot.crm.objects.notes.basicApi.create({
    properties: {
      hs_note_body: noteBody,
      hs_timestamp: Date.now()
    },
    associations: [{
      to: { id: dealId },
      types: [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: 214 }]
    }]
  });

  // Update deal stage if recommended
  const stageMap = {
    'Discovery': 'appointmentscheduled',
    'Qualification': 'qualifiedtobuy',
    'Demo/Evaluation': 'presentationscheduled',
    'Negotiation': 'contractsent'
  };
  
  const newStage = stageMap[analysis.dealStage.trim()];
  if (newStage) {
    await hubspot.crm.deals.basicApi.update(dealId, {
      properties: { dealstage: newStage }
    });
  }

  // Create tasks for action items
  const actionItems = parseActionItems(analysis.actionItems);
  for (const item of actionItems) {
    await hubspot.crm.objects.tasks.basicApi.create({
      properties: {
        hs_task_body: item.task,
        hs_task_subject: `Follow-up: ${item.task.substring(0, 50)}...`,
        hs_task_status: 'NOT_STARTED',
        hs_task_priority: analysis.priority.includes('High') ? 'HIGH' : 'MEDIUM',
        hs_timestamp: Date.now()
      }
    });
  }
}

function parseActionItems(actionItemsText) {
  const items = [];
  const lines = actionItemsText.split('\n').filter(l => l.trim().startsWith('[ ]'));
  
  lines.forEach(line => {
    const match = line.match(/\[ \] ([^:]+): (.+)/);
    if (match) {
      items.push({ owner: match[1].trim(), task: match[2].trim() });
    }
  });
  
  return items;
}

module.exports = { syncToHubSpot };

Step 5: Slack Notifications

Alert the team when calls are processed:

// lib/notify.js
async function sendSlackNotification(channel, analysis, meetingInfo) {
  const blocks = [
    {
      type: 'header',
      text: {
        type: 'plain_text',
        text: `📞 Call Analyzed: ${meetingInfo.title}`
      }
    },
    {
      type: 'section',
      text: {
        type: 'mrkdwn',
        text: `*Summary:* ${analysis.summary}`
      }
    },
    {
      type: 'section',
      fields: [
        {
          type: 'mrkdwn',
          text: `*Priority:* ${analysis.priority.split('\n')[0]}`
        },
        {
          type: 'mrkdwn',
          text: `*Stage:* ${analysis.dealStage.split('\n')[0]}`
        }
      ]
    },
    {
      type: 'section',
      text: {
        type: 'mrkdwn',
        text: `*Buying Signals:*\n${analysis.buyingSignals.substring(0, 500)}`
      }
    },
    {
      type: 'section',
      text: {
        type: 'mrkdwn',
        text: `*Action Items:*\n${analysis.actionItems.substring(0, 500)}`
      }
    },
    {
      type: 'actions',
      elements: [
        {
          type: 'button',
          text: { type: 'plain_text', text: '🎥 View Recording' },
          url: meetingInfo.recordingUrl
        },
        {
          type: 'button',
          text: { type: 'plain_text', text: '📊 View Deal' },
          url: `https://app.hubspot.com/contacts/deals/${meetingInfo.dealId}`
        }
      ]
    }
  ];

  await fetch(process.env.SLACK_WEBHOOK_URL, {
    method: 'POST',
    headers: { 'Content-Type': 'application/json' },
    body: JSON.stringify({ blocks })
  });
}

module.exports = { sendSlackNotification };

Step 6: The Complete Pipeline

Bring it all together in an OpenClaw agent:

# agents/meeting-processor.yaml
name: MeetingProcessor
description: Orchestrates the full meeting analysis pipeline

triggers:
  - type: webhook
    path: /process-meeting

flow:
  - step: download
    action: Download recording from URL or copy from local path
    
  - step: transcribe
    action: Run Whisper transcription
    tool: transcribe_audio
    
  - step: analyze
    action: Analyze transcript with Claude
    tool: analyze_transcript
    
  - step: find_deal
    action: Match meeting to CRM deal based on attendees
    tool: find_hubspot_deal
    
  - step: sync_crm
    action: Push analysis to HubSpot
    tool: sync_to_hubspot
    
  - step: notify
    action: Send Slack notification
    tool: send_slack_alert
    
  - step: archive
    action: Store transcript and analysis
    tool: save_to_storage

Cost Comparison

Component	Enterprise (Gong)	DIY Solution
Per-user licensing	$1,400/user/year	$0
Transcription	Included	$0.006/min (Whisper API)
Analysis	Included	~$0.02/call (Claude)
Storage	Included	~$5/month (S3)
10-user team, 500 calls/month	$14,000/year	~$600/year

That's 95% cost savings while getting the features that actually matter.

What You Lose vs. Gong

Let's be honest about trade-offs:

You won't have:

• Native conversation search across all calls
• Automatic competitor mention alerts
• Deal boards with call activity
• Manager dashboards
• iOS/Android mobile apps
• SOC 2 / HIPAA compliance out of the box

You will have:

• Call transcripts and summaries ✓
• Action items auto-pushed to CRM ✓
• Deal stage recommendations ✓
• Slack notifications ✓
• Basic coaching notes ✓
• Your data, your infrastructure ✓

For many early-stage teams, that's plenty.

When to Upgrade to Enterprise

This DIY approach is great until:

• You have 20+ reps needing coaching dashboards
• Compliance requires certified vendors
• You need real-time call guidance
• Leadership wants exec-level reporting

At that point, the $14K/year for Gong or Chorus becomes worth it. But for a 5-10 person sales team? Build it yourself.

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Related reading:

• OpenClaw + HubSpot: The Ultimate CRM Automation
• AI Sales Call Prep Automation
• Build a Sales Copilot with OpenClaw