How High Rock Accounting Ditched Fireflies to Centralise Every Client Meeting in Karbon

High Rock Accounting | Remote CPA & Outsourced CFO Firm

Before, High Rock’s meeting notes were scattered across tools—and often delayed until the end of the day.

After standardising their workflow, every client conversation is captured, filed, and visible immediately across the firm.

At-a-glance

• Time to notes: Hours or next day → Immediate

• Time to follow-ups: Same day or next day → Immediate

• Missed follow-ups: Regular → Rare

• Adoption: 9 advisors, firm-wide

• Capacity: Freed advisor time; faster ramp for advisors in training

Before: What Life Looked Like Pre-Change

Context

High Rock Accounting is a fully remote CPA firm delivering outsourced CFO and advisory services to growth-focused companies in e-commerce, healthcare/biotech, and cannabis industries where compliance, clarity, and speed matter.

The firm operates with 9 advisors across the U.S., handling roughly 50 hours of client meetings per month. Client conversations are central to the work—and the follow-through from those meetings directly impacts outcomes.

The Old Workflow

From the outside, meetings looked fine. Behind the scenes, they were anything but consistent.

• Meetings were recorded in Microsoft Teams, where recordings expired unless someone manually saved them

• The firm experimented with Fireflies, but usage varied by advisor

• Notes and transcripts lived in email inboxes, SharePoint folders, or individual Fireflies accounts

• Action items had to be manually recreated in Karbon

None of these tools were connected. Every step relied on memory and manual effort.

“We relied on Teams recordings that expire, so we'd have to manually save them to the client's SharePoint folder to keep them. Then we moved to Fireflies, but there was no connection to Karbon, so someone still had to go into Fireflies or dig through the email summary to make the notes actionable. Nothing was automatic.” - Ashley Rhoden, COO, High Rock 

Where Things Broke

When advisors were in back-to-back meetings—which was often—the cracks showed quickly:

• Notes weren’t immediate. It could be hours before anyone else knew what was discussed.

• Follow-ups lagged. Tasks waited until someone had time to dig through transcripts or emails.

• Visibility disappeared. Admins and advisors in training were stuck waiting for context.

• Nothing was centralized. There was no single place the team trusted to find meeting history.

The result wasn’t just inefficiency—it was stress.

Advisors worried about what might get missed. The rest of the team had limited visibility into client conversations. And leadership couldn’t easily standardise or audit the process.

The Trigger

As High Rock scaled, leadership began formalising SOPs around client meetings. That’s when the issue became unavoidable.

They couldn’t standardise outcomes when everyone used different note-taking tools—and they couldn’t scale without tighter integration into Karbon, their system of record.

That requirement became the line in the sand.

During: How the Firm Made the Change

What They Looked For

High Rock wasn’t shopping for “better notes.” They were designing a system.

Non-negotiables

• Automatic meeting capture for the entire firm

• Native integration with Karbon, so notes lived where work actually happens

Fireflies was already in use—but without a Karbon integration, it couldn’t support a standardised workflow.

Implementation

After meeting the Vinyl team at a conference, High Rock joined the Vinyl pilot. As early adopters of accounting technology, they moved quickly.

There was no extended pilot or heavy change management. The tool was enabled, and the team kept working.

What made it stick?

It just worked.

The New Playbook

Today, the workflow is intentionally invisible:

• The bot joins meetings automatically

• Notes and transcripts land directly on the client timeline in Karbon

• Email summaries hit inboxes immediately after the call

• Advisors review notes and create Karbon tasks right away

The biggest shift wasn’t speed—it was reliability.
Notes no longer depended on someone remembering to save, copy, or summarise anything.

“No more fear about following up on what happened in client meetings. We have access to all client calls to review any issues or communication. Advisors in training can quickly action on notes from meetings instead of waiting. And the meeting note is customized to our branding, so it removes the fear of an unknown bot being in the call.” - Ashley Rhoden, CCO, High Rock Accounting

Vinyl’s Role

Vinyl didn’t replace High Rock’s systems—it connected them.

By syncing meeting notes directly into Karbon, Vinyl enabled the firm to standardise documentation, improve visibility, and remove manual steps from every client meeting.

After: Results + Proof

What Changed (Before → After)

*Timing based on internal team estimates.

Day-to-Day Impact

The difference shows up immediately after every meeting:

• Advisors end calls without worrying about what they’ll forget later

• Admins and advisors in training can act right away

• Leadership has full visibility into client conversations

• Clients receive faster, more consistent follow-ups

There’s also a branding win: meeting notes are clearly High Rock–branded, removing the awkwardness of unknown third-party bots on client calls.

“No more fear about following up on what happened in client meetings. Everything’s there immediately—and everyone knows where to look.” — Ashley Rhoden, High Rock Accounting

Business Impact

While High Rock doesn’t formally track hours saved, the downstream effects are clear:

• Freed capacity as advisors spend less time on post-meeting admin

• Faster ramp for advisors in training with full access to historical calls

• More professional client experience through timely, consistent follow-up

Bottom Line

High Rock didn’t just fix meeting notes—they removed uncertainty from every client conversation.

By making notes automatic, centralised, and immediately actionable, the firm reduced stress, improved follow-through, and created a repeatable system that scales with growth.

For firms feeling buried in post-meeting admin, the lesson is straightforward:
when documentation is automatic, momentum takes care of itself.