Gerard F. Bakker built a system on top of Fireflies that turns a meeting into a branded PDF and a live task board in under ten minutes. Then he rolled it out to four of his clients.
Gerard F. Bakker streamlines ERP processes for production companies in the Netherlands. The work is meeting-heavy and detail-heavy, and for years every meeting ended the same way: a notebook full of handwritten notes that he then had to retype, email out, and turn into a task list.
It took him an hour and a half to two hours per meeting. With a calendar that full, the task list step often got skipped entirely.
"It's very unprofessional. I couldn't deliver. I failed my tasks, the team failed some tasks. There was a lot of discussion and a lot of disappointments."
When he arrived at client sites, the picture wasn't much better. One company tracked work in a shared Excel sheet. Another lived inside Microsoft Planner with no consistent ownership. A third had no task system at all.
What he built
Gerard now runs Fireflies in every meeting. The part that makes the system his is what happens next.
He built a Claude project that takes the Fireflies meeting URL as input and produces a Word document in his own brand book: a summary plus a task list with names against each task. That document goes out as a PDF within five to ten minutes of the meeting ending.
Alongside it, he built a second bot that pushes those tasks into Microsoft Planner inside the client's Microsoft Teams environment. Every weekly check-in now opens on the Planner board. Who has done what, who is behind, who is ahead.
"I have a chatbot made in Claude, a project. I upload the URL from Fireflies and it makes, in my own brand book, a Word document with a summary and task list for each person. That's absolutely brilliant."
Then he sold it
The stack runs the same way for every client he deploys it to. So far that is four production companies, each migrated onto Fireflies as their single source of truth.
One came off a shared Excel task list. One came off standalone Microsoft Planner. One had nothing at all.
His own post-meeting admin went from up to two hours down to five or ten minutes of review. But the change he talks about most is quieter than that. Nobody on his teams takes notes during meetings anymore, because everyone trusts that Fireflies will catch it.
"In my head, it's more calm, more relaxed, because I know I have the backup of Fireflies. I know there's one source that just has everything."
Your meetings, handled. Notes, tasks and the follow-up, done before you're back at your desk.
Try Fireflies freeWhy it matters
Most meeting AI stories are about one person saving time. Gerard's is about a consultant turning Fireflies into infrastructure, not just for himself but for every client he works with.
The stack he built is the kind of thing power users build when the underlying product is reliable enough to bet a service line on. For consultants, agencies and fractional executives deploying across a portfolio of clients, it is a template worth copying.
Gila Shapiro is a Senior Product Marketing Manager at Fireflies.ai, where she spends an unreasonable amount of time making complex AI products useful and understandable to actual humans. She has more than 15 years of experience across advertising, brand, and B2B SaaS, including work for Coca-Cola and Toyota. She writes about AI, product marketing, customer stories, and how teams can get more value from their conversations.
