Avoma AI Playbook: Notes, Ask Avoma, Coaching and Deal Risk

Avoma's AI does four jobs. It writes structured notes and a follow-up email after every recorded call, answers questions about your conversations through Ask Avoma, scores and coaches calls, and watches open deals for risk. Only the first job, plus Ask Avoma on a single meeting, comes with every paid plan, and paid plans start at $19 per recorder seat per month, billed annually (Startup) ^[1]. Coaching, Global Ask Avoma and the Live Answer Assistant need the Conversation Intelligence add-on. Deal risk, forecasting and win-loss need the Revenue Intelligence add-on. Each costs $29 per seat per month billed annually or $35 billed monthly, on top of the base seat. Start with the notes. Add intelligence per person.

There is no free recording plan. The 14-day free trial runs the Organization plan with every add-on switched on and asks for no credit card; when it ends, the account becomes a viewer that keeps past recordings but cannot record. Our Avoma pricing guide covers the rest. Spend those two weeks on scorecards and deal scoring with real calls, because those are the parts you pay extra for. The playbook below follows a rep's day and names the plan or add-on at each step.

Before and during the call: briefs, Home and live answers

Avoma Home, announced in November 2026, is included in all plans, but its widgets and the Ask Avoma answers inside it depend on the plan and on the add-ons assigned to that user. It offers 50+ widgets, a Morning Brief, and a Daily Manager Brief for managers. The richer prep tool is the Pre-Meeting Brief, which Avoma's October 2026 update puts on Enterprise or with either intelligence add-on. Without one, open the last recorded call with that account and ask Avoma about it before the meeting; single-meeting Ask Avoma is on every paid plan.

During the meeting, Live Bookmarks work on every plan. The Live Answer Assistant is the bigger lever, and it sits in the Conversation Intelligence add-on. An admin writes Answer Cards, each triggered by three to five example phrases or by exact keywords; when a buyer raises pricing or a competitor, the matching card shows for 20 seconds in the rep's desktop or web app ^[2]. External participants never see it. Zen Mode in the desktop app hides prompts from a shared screen.

Answer Cards also need a live transcript. That exists when the Avoma bot records, or on Zoom Cloud recording (a paid Zoom license) with Zoom Custom Live Streaming switched on. Microsoft Teams cloud recording produces no real-time transcript. So a team recording Teams without the bot gives up Answer Cards. Decide on live help first, then choose the recording method. Reps can mark each card as helpful or not, and the admin reviews those ratings.

After the call: notes, regenerations and the follow-up email

With the bot, notes arrive within about two minutes of the meeting ending; cloud recordings wait for the provider's file. The notes are a one-page summary organized by Smart Topics, with Key Takeaways and next steps on external calls. Every plan gets 10+ default templates (Demo, MEDDIC, SPICED, SPIN, 1:1) and 40+ default Smart Topics. Avoma picks the meeting purpose, and with it the template, by reading the meeting title. A naming convention for calendar invites does more for note quality than any later edit.

Custom templates and custom Smart Topics start on Organization, and only admins create them. The plan also sets your retries: AI notes regenerate 2 times per meeting on Startup, with standard templates, and 4 times on Organization and Enterprise, with custom templates. On Startup, every retry counts. Correct the meeting purpose first, then regenerate with the template that fits. Inserting a second template does not replace the first; it lands underneath.

The follow-up email is on every plan. Avoma drafts it from the conversation, sends it through your own Gmail or Outlook, and logs it to the CRM; the connection works only with the provider that matches your login. Notes also auto-save to CRM records (Account, Opportunity, Contact) on every plan. Avoma says its AI notes save 15 minutes per meeting (product page, November 2026). Measure that against your reps' own admin time.

Asking questions: three scopes of Ask Avoma

Scope is the whole story here. Any plan can ask what a buyer said about timing in one call; asking which accounts raised a security review this quarter needs Global scope. Ask Avoma searches only data already synced into Avoma. It does not query the CRM live and reads only synced emails, so a deal answer is as current as the last sync. Answers cite their sources, with web results cited separately ^[3]. In Global Ask Avoma (Conversation Intelligence add-on), up to 5 files can be attached per message, for that chat only ^[4].

On Organization and above, admins build a Prompt Library of org-level prompts grouped by function, such as Sales, CS, RevOps and Coaching. Prompts run from the Ask Avoma chat input, and a prompt that uses Global scope still needs the Conversation Intelligence add-on. Scheduled Prompts send a saved question daily, weekly or on a custom cadence to email, Slack or Microsoft Teams. They draw on monthly credits shared across the organization; ordinary chats do not. Avoma does not publish a price for those credits.

Coaching with scorecards and recommendations

Scoring is a Conversation Intelligence job. AI scorecards come pre-built for MEDDIC, MEDDPICC, BANT, SPICED and Sandler, or custom with your own questions and weighted criteria, and each score carries a timestamped justification. Auto-scoring rules pick which meetings or dialer calls get scored, by purpose, outcome, duration, team, member and call direction. Weight Multipliers, added in October 2026, let admins weight some questions more than others. Separately, Avoma's Smart Trackers follow concepts rather than exact keywords and can send email or Slack alerts.

AI coaching recommendations come with the Conversation Intelligence add-on only, and so do coaching insights in Slack. Recommendations reach only users who hold the add-on. Assign it to the reps you plan to coach and to anyone who needs Global Ask Avoma or Answer Cards; everyone else stays on the base seat. Avoma says teams using Conversation Intelligence raise win rates by 40% (pricing page, November 2026). That is the vendor's number. Set your own baseline first.

Pipeline work: deal risk, forecasts and win-loss

Revenue Intelligence reads deals, not calls. The Deal Health Score runs from 0 to 100 with a Low, Medium or High label and rescores as meetings, emails and CRM data change. It needs the deal owner holding the add-on, a synced CRM opportunity and recorded meetings . Deal risk and forecast risk alerts reach Slack. The sales methodology tracker checks MEDDICC, BANT, SPICED or your own framework on each deal, needs a connected CRM, and backfills only 90 days.

Forecasting works with Salesforce and HubSpot only. Reps submit deals into Pipeline, Best Case and Commit, managers approve and roll the numbers up, and revisions stay in a history. Pipeline Walk, added in July 2026, compares two snapshots and sorts deals into New, Pulled, Increased, Decreased, Pushed, Won or Lost. When a deal closes, AI win-loss writes a Why We Won or Why We Lost reason to the CRM. Avoma says Revenue Intelligence lifts quota attainment by 30% (pricing page, November 2026).

Agents, skills and what the full stack costs

Avoma says every use case runs as a native feature, a prompt, a skill, a scheduled workflow or an agent. Agents are built from a prompt in Ask Avoma, with a library of 50+ prompts and ready-made agents for note-taking, CRM entry, follow-up, coaching, forecasting and risk detection. Personal agents see every meeting the user can access; cross-team agents see only organization and public meetings. Avoma does not publish limits or prices for agents. Our Avoma MCP guide covers the connector for outside assistants, which starts on Organization.

Now the bill. Ten recorders on Organization billed annually, with the Conversation Intelligence add-on on five of them, come to $5,220 a year by our arithmetic: $3,480 for ten recorder seats plus $1,740 for five add-on seats. By our arithmetic, the same mix on Startup billed annually is $4,020 a year, without the Prompt Library, custom templates, translation, the API or MCP, and with onboarding by an Avoma expert as an optional $1,000 one-time fee instead of included. Avoma's help center says pairing both intelligence add-ons takes 10% off the add-on fees; by our arithmetic one seat of both then costs $52.20 per seat per month billed annually, or $626.40 a year, before the base seat.

The bottom line

Avoma's AI is a ladder you climb per person. Every paid seat gets notes organized by Smart Topics, follow-up emails and single-meeting questions, which covers most after-call work. Coaching, live answers and cross-conversation search belong to Conversation Intelligence; deal scoring, forecasting and win-loss to Revenue Intelligence, each priced per seat. Use the trial to learn who needs which add-on. Then buy exactly that. Name meetings well, keep the CRM synced, and the AI has something real to read.