Tutorial 6 · 6 min read · Uses your phone's voice recorder or dictation + any AI app
Use voice notes on site
Typing on a phone with dusty hands is slow. Talking isn't. Record a one-minute voice note on site and let AI turn it into tidy notes, a quote draft or a job list later.
What you'll need
- Your phone's voice memo app or dictation (the microphone button on the keyboard)
- A free AI app (ChatGPT, Claude and Gemini can all take dictation)
Step 1: Use the same order every time
Before you leave the site, talk through:
- Customer first name and suburb
- What they want done
- Measurements and quantities
- Materials and any special parts
- Access, parking, pets, power or water issues
- Anything you need to check or order
Step 2: Turn it into text
Use dictation straight into a note, or record and use your phone's transcribe option. Don't worry about 'ums' — AI will clean that up.
Step 3: Tidy it with AI
Paste the transcript in:
Copy this prompt and fill in the [square brackets]:
Tidy this voice note from a site visit into clear job notes with headings: Job, Measurements, Materials, Access/Issues, To check. Don't add anything I didn't say. Voice note: [paste]
Step 4: Use it
Save the tidy notes to the job in your calendar or job app, and use them with the quote tutorial.
Checklist
- ☐ Voice note recorded before leaving site
- ☐ Same order every time
- ☐ Tidy notes saved against the job
Common mistakes to avoid
- Recording while driving (only use hands-free, and pull over to check)
- Leaving it a week — record it on site while it's fresh