Considerations for CPA Firms Using AI Transcription in Meetings
- Chris Rochford
- 30 minutes ago
- 3 min read
Artificial intelligence (AI) transcription tools are rapidly becoming part of the technology stack for CPA firms. From capturing meeting notes to streamlining follow-ups, AI companions offer efficiency, accuracy and a foundation for deeper client engagement. But like every new tool, it’s important to weigh the benefits against important ethical, legal and client experience considerations before adopting these tools firm-wide.
Informed consent comes first
One pressing concern with AI transcription is informed consent. Employees and clients alike should know when you intend to use transcription tools, how you’ll store the data and what risks are involved.
For internal meetings, adopt policies around when transcription is appropriate. Routine project meetings may benefit from transcriptions, but conversations involving HR issues or sensitive employee matters may not. As a best practice, always assume that any information shared with an AI-powered tool may be used to further train the underlying large language model (LLM). Even if vendors claim to have data security, operate under the cautious assumption that sensitive information is only as safe as the weakest security link.
When meeting with clients, consent is even more critical. According to the International Association of Privacy Professionals (IAPP), 60% of consumers are concerned about how businesses use AI today, and 65% say they’ve already lost trust in organizations due to their AI practices.
To avoid being a part of that statistic, inform clients before transcription begins, ideally with a clear message at the start of the meeting that explains what’s happening and why. If the client doesn’t want transcription, you should have a simple, respectful way to turn it off.
Position the value, not just the time savings
AI transcription saves time and reduces the need for manual note-taking. But consider your messaging. If the narrative centers on “we’re saving time,” clients may expect a decrease in their fees. Instead, position AI transcription as a way to enhance the client experience.
For example, transcription tools can:
Eliminate misunderstandings by capturing exact language
Allow clients to review decisions later
Ensure continuity across engagements involving multiple team members
Rather than highlighting cost savings, frame the conversation around how these efficiencies allow your firm to spend more time providing proactive advice and delivering insights. The firms that thrive with AI will be those that use it to enhance value delivery, not simply reduce costs.
Guidelines for sensitive data and scope of use
Your firm shouldn’t transcribe all conversations by default. Client data, proprietary metrics and discussions tied to litigation or compliance concerns may be out of scope. Establish internal guidelines to determine when transcription is appropriate, and when it may pose undue risks.
This also means preparing for scenarios where clients want to use their own AI meeting companion. Set clear expectations on whether you’ll allow it, and how to ensure consistent data protection standards on both sides.
Building client trust through transparency
Trust is at the heart of every accountant–client relationship. When introducing AI transcription, transparency is non-negotiable. That means clearly explaining what the AI tool does and does not do, outlining how you will use, store and protect their data, and providing clients with the choice to opt in or out without pressure.
Looking ahead: AI transcription as the starting point
Meeting transcription is just the tip of the iceberg. As firms gain comfort with AI companions, the applications will expand into areas like data analysis, reporting and intelligent agents that can support multiple points of service delivery. Each step forward requires the same disciplined approach: weigh the risks, consider the client experience and always position technology as a way to deliver more value.
When handled thoughtfully, AI transcription can improve efficiency, reduce friction in client interactions and lay the groundwork for more advanced AI use cases. But adoption isn’t just about turning on a tool. You need to set policies, respect client choice, protect sensitive data and position the technology as a value-add rather than a shortcut. When you approach AI transcription with clarity, caution and client-first thinking, you’ll position the firm to lead in an increasingly AI-powered profession.
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Chris Rochford is a consultant, facilitator and speaker who connects business strategy to tech execution. At Boomer Consulting, he leads peer communities in transforming firm operations through benchmarking, systems evaluation and data-driven insights. Known for his deep technical knowledge and business fluency, Chris helps CPA firm leaders turn data into action. He’s also a hobbyist photographer, heavy reader and tech tinkerer, always exploring what’s next.