OLVA: Run Client Planning Meetings Without Losing a Single…

Why this matters

A year-end planning meeting is where the work for tax season gets decided. The client mentions an equipment purchase, a new contractor and a payment they think they made, and every one of those turns into a question for the preparer later.

If you are typing notes, you half listen. The follow-up question that would have pinned down the purchase never gets asked, and the list of documents the client promised lives in your memory. Two weeks later the preparer is emailing the client for things you already discussed.

In this module you use OLVA, a third-party AI meeting assistant that listens through your computer instead of joining the call as a bot, to keep the agenda in front of you during the meeting and to start the handoff and the client follow-up from what was actually said.

What you’ll build

An OLVA context for one client meeting: the numbered agenda, last year’s open items and your rules (no final tax answers in the meeting), plus the client’s document checklist. All of it is example text for Larkspur Tax & Advisory and its client Northline Design Studio, both made up.

In the meeting you ask for a follow-up question, check which agenda items you haven’t covered and look at Live insight. Afterwards you ask for a team handoff for the preparers and the open questions for the client. Every screen is the real OLVA app; where our test didn’t capture an answer, the lesson says so.

What you need

Nothing to start the practiceEvery screen is a real OLVA screenshot. Nothing listens or records, and no account is needed.
The OLVA desktop app and an account, to do it for realFor Windows or Mac, from olva.ai. It is a separate product with its own plans.
A Zoom, Google Meet or Teams callOLVA listens through your computer beside the call.
Your firm’s rulesOn client consent to AI notes and on putting client information into outside apps. Check them before your first real meeting.

Concepts

3 ideas you’ll use in the practice.

A context is your meeting prep, saved once

Number the agenda items. Then you can ask OLVA which ones you haven’t covered, and the handoff is easier to check.

Attach what you plan to discuss, like a document checklist, not the client’s whole return. OLVA shows the file as text so you can check it before you save.

Private help during the call

Follow-up, Say next and Ask about this call answer in the Chat tab, where only you see them. Use them to pin down vague answers, like “new equipment, sometime soon”, and to make sure every agenda item gets covered before time runs out.

Ask the question in your own words. And don’t give a final tax answer on the spot: anything that needs research goes on the open list, as your context notes say.

OLVA keeps the record; you give the advice

After the meeting, Create a team handoff and What open questions? start the write-up for the preparers and the follow-up to the client. Read both against your notes and fix names and numbers before you share anything.

If the client says something that doesn’t match your notes, like four estimated payments when you have three, note it as something to confirm against their records, not a verdict.

Practice

Do every step yourself in a practice copy of the real tool. It checks your work, and “Do it for me” finishes any step you get stuck on.

OLVAOLVA: Run Client Planning Meetings Without Losing a Single Follow-up26 steps · ~8 min · nothing touches your real accounts

Start the practice →Prefer to read? Step-by-step guide

Do it for real

Now repeat it in your own account. Tick each step as you go.

Check your firm’s rules on client consent and on client information in outside apps.
Install the OLVA desktop app from olva.ai and sign in.
Before the meeting: Manage contexts, Add context, name it after the client and the meeting, add a note with the numbered agenda, open items and your rules, and attach a document checklist with Add document.
Tell the client you are taking AI notes, pick the context and click Start OLVA. Switch on Live insight.
Use Follow-up when an answer is vague, and Ask about this call to check which agenda items you haven’t covered.
After the meeting, open Chat and use Create a team handoff and What open questions?. Read both, fix anything misheard, then add the handoff to the client file and send the client follow-up.

Quick check

3 questions to check you’ve got it.

1. The client asks whether her new printer will be deductible. What do your context rules say you do in the meeting?

Ask OLVA and read its answer out
Don’t give a final tax answer on the spot; put it on the open list to research
Say yes to keep the meeting moving

Show the answer

Don’t give a final tax answer on the spot; put it on the open list to research. OLVA keeps the record; you give the advice, after you have done the work.

2. Why number the agenda items in the context?

OLVA only reads numbered lists
So you can ask which items you haven’t covered and check the handoff against them
It looks tidier

Show the answer

So you can ask which items you haven’t covered and check the handoff against them. Numbered items make the coverage question and the write-up quick to check.

3. Elena says she made all four estimated payments; your notes show three. What do you do?

Correct her in front of the call
Note it as something to confirm against her records
Wait for a Fact Check card

Show the answer

Note it as something to confirm against her records. No Fact Check card came up in our test, so don’t count on one. A mismatch is a question to confirm, not a verdict.

Up next · Module 17

HubSpot: Capture a Web Lead and Follow Up the Same Day

Your client meetings now end with a handoff and a follow-up list instead of a memory test. Pick your next course, or set up a context for your next planning meeting.

Start module 17 →