For LLC, S-Corp and partnership owners
Your company should be holding board meetings.
BoardBasis walks you through the meeting, drafts the minutes in your company's own words, and keeps the record that shows it happened — the invitations, who confirmed, what was decided, and who signed.
No credit card to start · Your advisors never need an account
Minutes of the Annual Meeting
of the Board of Advisors
Ridgeline Cabinetry LLC · A Colorado limited liability company
- Date
- March 14, 2026, 12:00 p.m. MT
- Place
- The Lodge at Breckenridge, Breckenridge, Colorado
- Present
- Dana Reyes, Manager (in person) · Marcus Hale, CPA (in person) · Priya Anand, Advisor (video)
1. Call to order
Dana Reyes called the meeting to order at 12:04 p.m. and confirmed a quorum of the advisory board was present.
2. Review of the prior year
The board reviewed results for the year ended December 31, 2025. Revenue from the commercial casework line grew while residential remodels softened. Mr. Hale noted the shift changed the company's working-capital cycle and recommended the board revisit the collection terms offered to general contractors.
3. Resolution — equipment purchase
RESOLVED, that the company is authorized to acquire a CNC panel saw at a cost not to exceed $140,000, and that the Manager is authorized to execute the financing documents on the company's behalf.
Prepared by · Dana Reyes, Manager
Approved by · Marcus Hale, CPA
These minutes were prepared with the assistance of BoardBasis. This document provides an organizational record only and does not constitute legal, tax, or financial advice.
A sample of the minutes BoardBasis drafts. Names and figures are illustrative.
Most small companies never get round to it.
Not because owners don't care about running the business properly — because there's no obvious moment to start, no template for what a meeting should cover, and nobody whose job it is to write it down.
The meeting never gets scheduled
There's no deadline, so it slides. Another year goes by without anyone stepping back to look at the business.
Nothing gets written down
When a meeting does happen, it's a conversation over dinner. Six months later nobody can say what was decided, or prove it was.
The records don't exist when you want them
A bank, a buyer, a new partner or your own accountant asks what the company resolved — and there's nothing on file.
How it works
Four steps, about an hour, once a quarter.
- 1
Pick the meeting
Annual, quarterly, or one of eighteen other meeting types. BoardBasis suggests a date from your company's anniversary and the quarter you're in — you can always override it.
- 2
Invite your advisors
Everyone gets a proper calendar invite. Replies are recorded as they come in, and you can log a verbal yes on someone's behalf — the record shows which is which.
- 3
Hold the meeting
Roll call, then guided questions one at a time — written for your quarter and your business, not generic boilerplate. Type short answers; the app does the writing.
- 4
Get your minutes
A full draft in your company's own terms, with a prepared-by and approved-by signature line. Ask for changes, finalize, then print and sign for your minute book.
The part nobody else does
Every meeting leaves a trail.
Minutes on their own are a document. What makes a record credible is everything around them — that the meeting was called in advance, that named people confirmed, that it covered real business, and that someone signed it.
BoardBasis keeps all of it, in order, with the dates it actually happened on.
Invitations, sent in advance
Real calendar invites, with the date they went out.
Who confirmed, and how
Replies logged as they arrive — and verbal yeses you record yourself are marked as exactly that.
The agenda you actually used
Built from your quarter, your business, and what was left open last time.
Attendance
Who was there, and whether in person or by video.
The minutes
Finalized, versioned, and never quietly edited afterwards.
A signature line
Prepared by and approved by — print it, sign it, keep it in the minute book.
Why the paperwork matters
A board meeting is usually a trip.
People travel, stay somewhere, and eat together. The IRS publishes what a record of that has to contain — five elements, set out in Pub 463 and IRC §274(d) — and notes that records made at or near the time carry far more weight than ones assembled afterwards.
The minutes are where the business purpose comes from. That is the element people most often have nothing for.
- Amount
- What each separate expense cost.
- Time
- The dates you left and returned, and how many days were business.
- Place
- Where the meeting was held, by city or town.
- Business purpose
- The business reason for it — which is what the minutes are.
- Business relationship
- For meals, who was there and how they're connected to the business.
BoardBasis documents the meeting itself. Whether any particular cost is deductible depends on your circumstances and is a question for your own tax professional — this tool provides organizational templates and general governance guidance only. It does not provide legal, tax, or financial advice.
Being built now
What's coming next.
Founding members get all of it as it ships, at the price they signed up on.
Expense log and receipts
Log what each meeting costs as you go, with receipt photos, captured against the five elements above.
Substantiation Packet
One PDF with the invitations, replies, agenda, minutes, attendance, expenses and receipts for a meeting — the whole file in one place.
Deadline reminders
Federal filing dates for your entity type, and state registration renewals, so nothing lapses quietly.
Pricing
$4.50 a month, for three companies.
One price, every feature, however many meetings you hold. Add another three companies for another $4.50 — useful if you hold more than one entity, which most owners who need this do.
This is founding-member pricing for the first 250 accounts. It goes to $19 a month for accounts opened after that — if you join now, yours stays at $4.50 for as long as you stay subscribed.
Founding member
$4.50/month
per 3 companies
- Unlimited meetings and minutes
- Calendar invites and RSVP trail
- AI-drafted minutes you can revise
- Full archive of past meetings
- Everything on the roadmap as it ships
Or $45 a year — two months free.
Questions owners ask.
Does my LLC actually have to hold board meetings?
It depends on your state and your operating agreement, and it's worth asking your own advisor. Plenty of owners hold them anyway — an annual meeting is the usual minimum, and quarterly meetings give you a real rhythm for looking at the business instead of only working in it.
Do I need a real board of directors?
No. Most small companies appoint a board of advisors — people whose judgment you trust, who aren't fiduciaries and don't take on liability for your decisions. A CPA, an attorney, an experienced operator in your industry, a fellow owner.
Do my advisors need accounts?
No, and that's deliberate. You're the only person who signs in. Advisors get calendar invites and the finished minutes by email — nothing to download, no password to forget, no reason for anyone to say no.
Is this tax advice?
No. BoardBasis helps you hold meetings and keep organized records of them. What those records mean for your return is a question for your own tax professional, and the app points you to that conversation rather than answering it.
What if I've never run a meeting like this?
That's the normal case. The app asks you questions one at a time and writes from your answers, so the hard part — knowing what a board meeting should cover and what minutes should say — is handled.
Can I keep using my own CPA?
Yes, and you should. BoardBasis is where the meeting happens and the records live; your CPA is who you talk to about what they mean.
Hold the meeting you've been meaning to hold.
Set up your company, add your advisors, and put a date in the calendar. The rest is guided.