Voice notes to quotes: the fastest way for trades to get quotes out from your phone featured image
Tools, Materials & Tech

Voice notes to quotes: the fastest way for trades to get quotes out from your phone

TrainAR Team 22 days ago 5 min read

Voice notes to quotes: the fastest way for trades to get quotes out from your phone

Category: Tools, Materials & Tech • Niche: quoting, dictation, AI automations, ServiceM8, Tradify, Jobber

UK tradesperson dictating a quote into a phone beside a van; on-screen shows voice waveform turning into bullet points

Contents

Quick answer

If typing quotes is slowing you down, speak them. Use your phone’s built‑in dictation to capture a structured quote description and line items in one minute, then paste into your quoting app to send. Result: more quotes out the same day, higher win rates, less evening admin.

Who this is for

  • Owner‑operators and small contractors who quote on the go.
  • Trades using ServiceM8, Tradify, Jobber or similar.
  • Anyone losing work because quotes go out late.

Why voice-to-quote now

  • Modern phone dictation is accurate enough for site noise if you speak clearly.
  • Customers expect speed; same‑day quotes win more work.
  • You can standardise price blocks and use options without typing marathons.

Set up dictation on iPhone or Google Docs

  • iPhone dictation: enable in Settings > General > Keyboard > Enable Dictation. Say punctuation out loud, e.g. “comma”, “period”, “question mark”, and “new line”. You can also turn on Auto‑Punctuation in the same menu. See Apple’s guides: Dictate text on iPhone and Commands for dictating text.
  • Google Docs voice typing (desktop): Tools > Voice typing, then speak. Use voice commands like “comma”, “new line”, or “select paragraph”. Shortcuts: Ctrl+Shift+S (Windows/Chromebook) or Cmd+Shift+S (Mac). See Google’s help: Type and edit with your voice.

Turn voice notes into quotes in ServiceM8, Tradify or Jobber

ServiceM8 (iPhone)

  • Create/open the job and set Job Status to Quote. Open Billing and add items.
  • Use Auto‑Quote to draft line items from your description, then review and apply. See: How to use Auto‑Quote.
  • Send for online acceptance by email or SMS. See: Quote acceptance and Remote signature.

Tradify (iOS/Android)

Jobber (iOS/Android)

  • Tap + > Quote. Add client, title and dictated scope. Add line items, optional items, tax/discounts, and deposit if needed. Send by text/email to Client Hub for approval. Guide: Quotes in the Jobber App.

Template: 60-second quote dictation script

Speak this into Notes or directly into your quoting app:

  • Client: 24 Acacia Avenue, BR6. Contact Sarah, 07900 123456.
  • Scope: Replace 9 radiators like‑for‑like; power flush; TRVs on all; boiler service.
  • Materials: Radiators x9 mid‑range white; TRV pack x9; inhibitor; flush chemicals; sundries.
  • Labour: Two engineers, 1.5 days. Allow for draining, refill, bleed, balance.
  • Options: Option A standard radiators. Option B designer column radiators add £360 per unit.
  • Exclusions: Decor; making good; electrical works.
  • Notes: Off‑street parking available; water off for 4 hours.

Paste the result, then price your lines.

Pricing and VAT tips

  • Keep a short price list of common parts/rates so dictation is just the description; pick items from your list to avoid typos.
  • Always include VAT status and expiry date. Many apps let you set a default quote expiry (eg 14 or 30 days).
  • Use options for good‑better‑best to increase average order value without extra site visits.

Safeguards: mistakes to avoid

  • Wind and background noise: face away and speak clearly; re‑read the text before you send.
  • Units and quantities: state them out loud (metres, mm, each). Dictation can drop numbers if rushed.
  • Attach photos: a quick walkthrough photo set makes approval faster and reduces disputes. See our article: 6 photo protocol for site evidence.
  • GDPR: don’t store card details in notes; keep client data inside your job system.

Toolbox: apps and links

FAQ

Can I dictate straight into ServiceM8/Tradify/Jobber?

Yes. On iPhone, tap into the description field and tap the mic on the keyboard to dictate. On Android, use Gboard voice typing. For long scripts, dictate into Notes first, then paste.

How do I add punctuation by voice?

Say it out loud: “comma”, “full stop” or “period”, “question mark”, “new line”, “new paragraph”. See Apple’s full list of dictation commands linked above.

Will background noise on site ruin accuracy?

It can. Turn away from wind, step into the van, or use wired earbuds with a mic. Read once before sending.

Can I attach photos and a video walkthrough?

Yes. All three apps support photo attachments; ServiceM8 and Jobber also support proposals or galleries. Photos reduce clarifications and speed approval.

Are there any UK VAT gotchas?

Include VAT status on the quote and show totals clearly. If you’re CIS‑registered, quote labour and materials separately to keep your accounting clean.

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