← Speak to Quote

How to use Speak to Quote

Five short lessons. Each one shows the real app, a step at a time, with a video you can watch first. Start with lesson 1; the others can wait until you need them.

  1. 1Your first quoteSet up, say the job, send the quote, get it accepted.
  2. 2Prices that fill themselves inYour price book, saved customers and job templates.
  3. 3Estimates and invoicesEstimate first, invoice when the job is done, mark it paid.
  4. 4Deposits, extras and remindersAsk for a deposit, offer extras, let the app chase for you.
  5. 5Plans and floor plans ProCount fittings from a drawing, or measure the rooms yourself.

The business and the customers in the pictures are made up.

Lesson 1

Your first quote

From a new account to a quote your customer has accepted. Allow five minutes the first time; after that a quote takes about one.

Watch this lesson · 1 min 34 s
Twelve steps, with pictures

  1. Fill in your business details

    The first time you sign in, the app opens on Business details. Type your company name, address, phone and email. They make the header of every quote you send.

    The Business details tab on a new account, with a notice that says to start here Company name and address typed into Business details

  2. Add your registrations and VAT, then save

    Add any scheme numbers you hold, such as NICEIC or Gas Safe, and say whether you are VAT registered. Then tap Save details. You only do this once.

    A NICEIC number added, VAT registered set to Yes, and the Save details button

  3. Add your logo

    A little further down, tap Upload logo and choose a picture. It goes at the top of every document.

    The Company logo card with a logo uploaded and the Upload logo button

  4. Tap the mic

    Go to the Record tab and tap the round mic button. The first time, your phone asks if the app may use the microphone: allow it.

    The Record tab, with the round mic button at the top

  5. Say the job

    Talk as you would to the customer: who it is for, where, what you will do, and your prices if you know them. Tap the mic again to stop. Somewhere noisy? Type it into the box instead.

    The mic button turned red while it listens

  6. Tap Generate details

    Your words appear in the Transcript box, where you can correct them. Then tap Generate details. The AI usually takes 10 to 20 seconds.

    The spoken job written out in the Transcript box, above the Generate details button A progress line saying the AI is reading the notes

  7. Check the job details

    The AI fills in the client, the job and a priced line for each item. Everything can be changed. Add the client’s email address so the quote can be sent to them.

    The Job details card filled in with the client name and address The client email box filled in

  8. Check each line

    Each line has a quantity and a unit price. Tap a number to change it and the total follows. Use + Add line for anything missed, and the cross to remove a line.

    A line item with its quantity, unit price and total

  9. Tap Build quote

    The totals are at the bottom of the card, with VAT if you charge it. Tap Build quote. This is the document your customer gets. It has its own number and is saved for you.

    The subtotal, VAT and total, above the Build quote button The finished quote with the logo, company details and line items

  10. Send it to your customer

    Tap Send to customer, check the amount and the address, then tap Send now. Your customer gets an email with a link. Their replies come to you.

    The Send to customer button under the quote A confirmation naming the quote, the total and the email address, with a Send now button A line saying the quote was sent

  11. Your customer accepts on their phone

    They open the link, read the quote and tap Accept this quote. They need no account and nothing to download.

    The customer's view of the quote, with an Accept this quote button at the bottom The customer confirming with their name and a Yes, accept it button A message thanking the customer for accepting

  12. See the yes

    You get an email the moment they accept. The quote is under Documents, in Past quotes, marked Accepted.

    Past quotes, with the quote marked Accepted by the customer

Next: Prices that fill themselves in ↓

Lesson 2

Prices that fill themselves in

Set your prices once in the price book and a dictated job comes back priced. Save the jobs and customers you see again.

Watch this lesson · 1 min 11 s
Ten steps, with pictures

  1. Open your price book

    Go to Business details, then Saved. The price book holds your labour rate and the items you fit most often.

    The Saved section of Business details, showing an empty price book

  2. Add your prices

    Type the item and its price, then tap Add to price book. Labour is just another item: call it Labour (per hour).

    Labour per hour typed in at 45 pounds, beside the Add to price book button

  3. Or bring them in from quotes you have sent

    Tap Import from past quotes and estimates. Every priced line you have used is added once, at its latest price.

    The Import from past quotes and estimates button, with a note that four items were added The price book listing seven items with their prices

  4. Say the next job without the prices

    Dictate as usual. You no longer need to say what things cost.

    A job in the Transcript box that mentions no prices

  5. Known items come back priced

    Lines that match your price book carry your price. Anything new comes back at nought for you to price.

    Three lines: the sockets and labour priced from the price book, the outside light at nought

  6. Keep a new price with the bookmark

    Type the price, then tap the bookmark on the line. It is in your price book from then on.

    The bookmark button on a line item A note saying the outside light was added to the price book

  7. Typing a line? Pick from the book

    Tap + Add line and start typing. Matching items appear under the box. Tap one and its price is filled in.

    Two price book items offered under a line as it is typed

  8. Save a customer you will see again

    Tap Save client under the client’s details. Next time, tap Client name and pick them from the list.

    The Save client button under the client email A saved client offered under the Client name box

  9. Save a job you do often as a template

    Near the bottom of Job details, give the job a name and tap Save as template.

    A template name typed in beside the Save as template button

  10. Start from a template

    On the Record tab, pick the template and tap Use template. The lines are filled in for you. Or just say its name when you dictate.

    The saved template on the Record tab with a Use template button Job details filled in from the template and the saved client

Next: Estimates and invoices ↓

Lesson 3

Estimates and invoices

A quote is a fixed price. An estimate may change. An invoice is the bill. All three are built from the same job details.

Watch this lesson · 1 min 01 s
Ten steps, with pictures

  1. Build an estimate when the price may change

    On Job details, tap Build estimate instead of Build quote.

    The Build estimate button under Build quote

  2. An estimate says it is one

    It has its own number starting with E, and tells the customer the final price may vary. Find it under Documents, then Estimates.

    An estimate under Documents, labelled Estimate with its own number

  3. Turn it into a quote when the price is firm

    Open the estimate and tap Turn into quote. A new quote is made from the same details.

    The Turn into quote button under an estimate

  4. Add your bank details once

    Go to Business details, then Terms & pay. Fill in the account name, sort code and account number, and tap Save details. Every invoice then says how to pay you.

    Account name, sort code and account number filled in under Getting paid

  5. Turn an accepted quote into its invoice

    When the job is done, open the quote and tap Turn into invoice. There is nothing to retype.

    The Turn into invoice button under an accepted quote

  6. The invoice

    It has its own number starting with INV, a due date, and your bank details with the invoice number as the payment reference.

    An invoice under Documents with its number and due date The bottom of the invoice showing the bank details and payment reference

  7. Change the invoice’s details

    Tap Edit details to change the due date, take off a deposit you have already been paid, or apply a CIS deduction. Then tap Build invoice again.

    Invoice details: due date, deposit already received and CIS deduction

  8. Send the invoice

    Tap Send to customer, then Send now. The customer’s link shows the amount due and how to pay.

    A confirmation to send the invoice, with a Send now button

  9. Mark it as paid

    When the money arrives, tap Mark as paid. The invoice and your list both show it.

    The Mark as paid button under an invoice The invoice showing the date it was paid

  10. Find any invoice

    Documents, then Invoices, lists them all with what is paid and what is still due. Download CSV gives your bookkeeper a spreadsheet of them.

    Past invoices, with one marked as paid and the CSV download buttons

Next: Deposits, extras and reminders ↓

Lesson 4

Deposits, extras and reminders

Ask for a deposit, offer optional extras, and let the app chase a quote for you.

Watch this lesson · 1 min 16 s
Ten steps, with pictures

  1. Take card payments with your own link

    If you use SumUp, Stripe, PayPal or similar, paste your payment link under Business details, then Terms & pay. Customers get a Pay online button. The money goes straight to you, never through Speak to Quote.

    A payment link pasted into the Online payment link box

  2. Switch on reminders

    On the same page, choose when a reminder goes out for a quote not yet accepted, or an invoice not yet paid. Reminders are off until you switch them on, and no more than two are sent.

    Automatic reminders set to remind after three days

  3. Offer an optional extra

    Tick Optional extra on a line. It is priced on the quote but kept out of the total, for the customer to take or leave.

    The Optional extra box ticked on a line The total, with the optional extra shown separately underneath

  4. Ask for a deposit

    Under the total, enter a deposit as an amount or a percentage. The quote, the email and the customer’s page all show it.

    Deposit on acceptance set to 25 per cent of the total

  5. Book the job in

    Set a Job date if the work is booked. Only you see it.

    The Job date box with a date chosen

  6. Build and send

    The extra sits under the total on the quote. When you send it, the app says that a reminder will follow.

    The quote showing the deposit under the total and the optional extra below it The send confirmation, saying a reminder goes out after three days

  7. Your customer chooses

    On their phone they tick the extras they want, see the new total, and accept. They are then shown the deposit and, if you have a payment link, a button to pay it.

    The customer's view with the optional extra ticked and the new total on the accept button The customer's view after accepting, with a button to pay the deposit online

  8. Stop a reminder, or share the link yourself

    Open the quote under Documents. Stop reminders ends the chasing for that quote. Copy link and Share send the same link by WhatsApp or text.

    The Stop reminders button under a sent quote The Copy link and Share buttons under a sent quote

  9. See where every quote stands

    Past quotes counts how many were sent, viewed and accepted, and each quote says whether it was viewed, accepted, declined or has expired.

    Counts of quotes built, sent, viewed and accepted Past quotes, each marked viewed, declined, expired or accepted

  10. See what is booked

    Jobs with a date appear on the Record tab under Upcoming jobs, soonest first.

    Upcoming jobs on the Record tab, showing a booked job and its date

Next: Plans and floor plans ↓

Lesson 5 · Pro plan

Plans and floor plans

On the Pro plan the AI counts fittings from a drawing, looks up current prices, and works from rooms you measure.

Watch this lesson · 1 min 18 s
Twelve steps, with pictures

  1. Attach the drawing

    On the Record tab, tap + Add plans and choose the PDF or picture. Then say what the job is.

    A drawing attached under Plans and drawings, with the Add plans button

  2. Tap Generate details

    Reading a drawing takes longer than notes alone: up to a few minutes.

    A progress line saying the plans are being read

  3. The fittings are counted for you

    Quantities come from the drawing. Prices come from your price book or from what you said. Check the counts as you would any line.

    Two lines with quantities counted from the plan: six sockets and four downlights

  4. Look up current prices

    Switch on Look up current UK prices before you generate, and the AI searches today’s trade prices for the materials you mention.

    The Look up current UK prices switch turned on

  5. No drawing? Measure the room

    Tap + Create a floor plan, name the room and enter its length and width. Ceiling height is optional.

    The Create a floor plan button A room named Kitchen with its length and width typed in

  6. Add doors and windows

    Tap + Door or + Window. Each one is put on a wall for you. Move lets you place it where it really is.

    A door and a window added to the room, each with its size and wall

  7. Save the room

    The drawing shows the sizes and the floor area. Tap Save room. Floor area, wall area, perimeter and skirting are worked out for you.

    The room drawn with its sizes and floor area, above the Save room button Two saved rooms, each with its floor area, ceiling height and perimeter

  8. Put the rooms together

    With two or more rooms, tap Arrange as one floor, then drag each room into place.

    Two rooms shown together as one floor

  9. Use the measurements

    Leave Work out quantities from these rooms switched on, and the AI uses the areas and lengths for quantities such as flooring or skirting. A quantity you say still wins.

    The Work out quantities from these rooms switch turned on

  10. Show the plan to the customer, if you want

    On Job details, switch on Show the floor plan on the document. It stays off unless you choose.

    The Show the floor plan on the document switch turned on A quote with the floor plan drawn on it

  11. Keep floor plans on their own

    The Floor plans button on the Record tab keeps plans that are not tied to a quote. Name one, export it as a PDF or a picture, or use it on a quote later.

    The Floor plans button at the top of the Record tab A saved floor plan named after its address Buttons to export the plan as a PDF or use it on a quote

  12. Scan a room with the camera

    On an Android phone in Chrome, + Scan with camera measures a room as you point at each corner. Treat the result as close, not exact, and check it against your tape.

Good to know

The app can show you round
A new account gets a short tour that points at each step of a first quote. To take it again, go to Business details, then Account, and tap Take the tour on the Help and support card.
You can type instead of talking
Everything the mic does, the keyboard does too. Type the job into the Transcript box, or straight into Job details.
Speak your own language
Under Business details, choose a Dictation language. You speak in it, and your quotes still come out in English.
Put the app on your home screen
Under Business details, then Account, look for “Put it on your home screen”. It appears when your phone can do it, and the app then opens full screen like any other.
Print it or save a PDF
Every quote, estimate and invoice has Print and Save as PDF buttons under it.
Nothing is lost if you stop halfway
An unfinished job is kept on your phone. When you come back, the app offers to restore it.
Light or dark
The app follows your phone’s setting. To change it, go to Business details, then Account, then Appearance.
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