From nothing on the calendar to signed minutes.
The whole loop takes about an hour, once a quarter. Here is what happens at each step.
- 1
Set up the company once
Your entity type, state, formation date and what the business actually does. That last one matters more than it sounds — it's what makes the questions and the minutes specific to you rather than generic.
Then add your advisors. A CPA, an attorney, someone who has run a business like yours, a fellow owner. They don't need accounts and they never sign in.
- 2
Put a meeting in the calendar
Choose from twenty meeting types — annual, the four quarterlies, strategic planning, payroll review and the rest. BoardBasis suggests a date: for the annual meeting, noon on the first of the month a month before your company's anniversary.
It will also point out useful coincidences, like an advisor's birthday falling in the quarter you're scheduling, so the trip has a reason to happen.
- 3
Send invitations that count
Advisors get a real calendar invite that lands in their calendar, sent well ahead — three months out is normal. Accepts and declines are recorded as they arrive.
If someone tells you yes over the phone, you record it on their behalf, and the trail shows it was you who logged it rather than them who clicked. An honest record is worth more than a tidy one.
- 4
Run the meeting
Start with roll call — everyone is assumed present, and you mark each person in person or on video.
Then the discussion guide: topics grouped by theme for the quarter you're in, plus follow-ups drawn from your last meeting's minutes and what your company does. Tick what you covered and type a short answer. You are not writing minutes here — you're answering questions.
- 5
Let it write the minutes
BoardBasis drafts a full set of minutes from your answers, in your company's own terms, including resolutions where decisions were made and action items with owners.
Read it. If something is wrong or missing, say so in plain words and ask for another draft. When it's right, finalize — that version is kept and never quietly edited afterwards.
- 6
Print, sign, file
The finished minutes carry a prepared-by and approved-by signature line. Print them, sign them, and put them in the company's physical minute book. Then circulate the copy to everyone who attended.
Everything stays in the archive — searchable, in date order, and feeding next quarter's agenda.
What you end up with.
A document like this, for every meeting you hold, with the invitations and replies filed behind it.
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.
Names and figures are illustrative.
Try it on your own company.
Set it up, run a meeting, and see the minutes before you decide whether it's worth paying for.
This tool provides organizational templates and general governance guidance only. It does not provide legal, tax, or financial advice.