Call analysis: caching, limits, and privacy

Updated August 14, 2026

Analyzing a call is not free or instant work under the hood: it downloads a recording, transcribes it, then runs a structured extraction over the transcript. ProClose is built so you only ever pay that cost once per recording, and so you know exactly what leaves your machine to make it happen.

#Analyzed once, cached forever

The first time you pick a call in the call picker, ProClose downloads the recording, transcribes it, and extracts insights, then saves the result. Every time after that, for that same recording, picking it again returns the cached result instantly: no re-download, no re-transcription, no re-analysis, and no re-billing.

You will see which one happened in the Pull the call status line:

  • (from cache, already transcribed) means you are looking at a saved result from before.
  • (transcribed live) means this was the first time this recording was analyzed.

A related guard covers the moment before a result is cached: if you click the same call twice in a row before the first analysis finishes, the second click does not kick off a duplicate transcription. Both requests wait on the same in-progress analysis, so even a fast double-click is billed once.

Practically, this means re-picking a call to double check something, or coming back to it in a later session, always costs nothing extra. Pick freely.

#The 25MB recording limit

Recordings have a hard size ceiling for transcription: 25MB, which works out to roughly 25 or more minutes depending on the recording's audio quality. If a recording is over that limit, ProClose fails fast, before spending anything on the attempt, with this exact message:

Recording is \<N\>MB, over the 25MB transcription limit (roughly 25+ min). Trim or split the recording.

<N> is the recording's actual size. You will see this as an alert in the picker, worded Could not analyze this call: followed by the message above. If you hit this limit, the fix is on the recording itself: trim it down or split it into shorter pieces before trying again. There is no setting in ProClose to raise the ceiling.

#What leaves your machine, and what never does

Call intelligence is the one place in ProClose where data genuinely travels off your machine, and it is worth being precise about exactly what that is.

Call audio and its transcript are the only data that ever leave your machine for call analysis. The audio goes out for transcription, and the resulting transcript goes out for structured insight extraction. Both trips are routed through your own ProClose server, never called directly from your browser. RingCentral credentials and any transcription or extraction service credentials stay on that server too, configured once by whoever set up your install, never exposed to the app you use day to day.

Carrier quote PDFs are the one thing that stays entirely local: parsed in your browser and never uploaded anywhere, to your server or anyone else's. Your Vault, your saved proposals, and your brand settings are different: they are saved to your own workspace's server, so they survive a reload and follow you across devices, but that server is yours, never a third party's, and none of it is used for training. Call intelligence is the one path where data reaches an outside service at all: audio and transcript out to a transcription and insight-extraction provider, insights back, through infrastructure your own agency controls.