Company Overview

Company: LevelUp Leads

Industry: B2B Lead Generation & Sales Development

Team Size: ~60 employees

Customer Interviewed: John Karsant, Founder & CEO

Time Using Fireflies: 2.5+ years

LevelUp Leads is a sales development and appointment-setting agency that helps companies generate outbound opportunities through cold calling, email, and LinkedIn outreach. With conversations happening constantly across sales, client delivery, and hiring, meetings are a core part of how the team works every day.

The Challenge: Keeping Track of Conversations as the Team Grows

Before Fireflies, capturing meetings at LevelUp Leads wasn’t easy—or consistent.

The team occasionally relied on manual screen recording tools like Vidyard, but this approach didn’t scale well and made recordings difficult to organize or share. At the same time, taking notes during live conversations pulled attention away from what mattered most: being present in the discussion.

“You’re on calls, you’re trying to take notes… you just lose track of things.”

As the team grew and handled more conversations, it became clear they needed a simpler, more reliable way to capture and revisit what was said.

Why Fireflies

As AI note-takers started showing up more often in meetings, John and his team decided to explore their options.

“It was starting to become bigger. You’re starting to see it in more and more meetings… Fireflies was one of the ones that showed up.”

They chose Fireflies and have now been using it for over two years.

What stood out early on was how easy it became to:

Automatically record meetings
See clear speaker breakdowns
Store transcripts and summaries long-term
Revisit conversations even months later

“Four or five months down the road, when something comes up, you can go back and listen to the recording.”

How LevelUp Leads Uses Fireflies

Today, Fireflies supports multiple parts of the business—without adding complexity.

Sales, Client, and Fulfillment Calls

Fireflies records outbound sales calls, client onboarding sessions, and ongoing fulfillment check-ins. This gives the team a dependable record of conversations whenever questions come up later.

“Sometimes a client will say, ‘This is what we discussed,’ and you can go back to the call and see what was actually said.”

Having that shared source of truth helps reduce confusion and keeps everyone aligned over time.

Hiring and Interviews

Fireflies has also become a valuable tool during interviews.

Instead of requiring multiple stakeholders to attend interviews live, one person can run the conversation while others review the recording later—on their own schedule.

“You don’t have to waste your time attending the interview… you can listen on your own time and form an opinion pretty quickly.”

This makes it easier for leadership to collaborate and move forward with confidence when hiring.

Fireflies helps the team share context without extra meetings.

Team members can review each other’s calls, and recordings are shared with the copywriting team to help create client messaging based on real conversations.

“We’re able to share the recordings with our copywriter so he can start creating the copy for the clients.”

Everything stays in one place, making it easier for people to find what they need when they need it.

Automation & Integration: Turning Meetings into CRM Momentum

One of the biggest operational wins for the team has been the Fireflies and HubSpot integration.

Fireflies automatically pushes AI-generated meeting summaries and action items directly into HubSpot. This eliminates manual CRM updates and ensures that every “Next Step” discussed on a call is documented and tracked.

As a result, Sales Managers save approximately 3–5 hours per week that would otherwise be spent on manual data entry.

Beyond automation, the team also uses Topic Trackers to monitor how often prospects mention specific pain points. This gives leadership real-time visibility into emerging objections and recurring challenges, allowing them to refine outreach scripts and messaging continuously.

Instead of meetings ending with scattered notes, they now flow directly into structured CRM data and actionable insights.

The Impact

More than the metrics alone, John emphasized how critical Fireflies has become to how the team operates.

“At this point, I just can’t imagine not using it.”

Today, the team records approximately 50 calls per week, ensuring every client conversation, internal discussion, and interview is captured and searchable.

Fireflies has helped the team save an estimated 20 hours per week by reducing manual note-taking and eliminating time spent recreating meeting recaps.

Key improvements include:

Staying fully focused during live conversations
Avoiding missed details or forgotten next steps
Resolving client questions quickly using searchable transcripts
Collaborating asynchronously without scheduling extra meetings
Reviewing interviews with better context and clarity

On average, several interviews per week are reviewed asynchronously by team members who couldn’t attend live—helping improve hiring decisions without adding more meetings to the calendar.

Summary

For LevelUp Leads, Fireflies is a quiet but essential part of the workflow—capturing conversations, preserving institutional knowledge, and making collaboration easier across sales, client service, and hiring.

Without complex setup or automation, Fireflies helps the team stay aligned, focused, and confident that no important detail gets lost.