Set things up by voice with Say it

Say it turns a quick spoken note into the records it describes. Say “New lead Sarah Connor, 555-201-3344, 12 Oak Street. I'm going Monday at 1 to look at the floor for an estimate, about 500 square feet. Remind me Friday to send the quote.” and Recoatly sets up the lead, a draft estimate, the site visit on your calendar and the reminder.

Use it

1. Tap the microphone at the top of any page, or choose Say it under Create.
2. Say what happened. Recoatly keeps listening until you tap the microphone again. You can also type, or use the microphone on your phone's keyboard.
3. Tap Continue. Each thing Recoatly will create appears as a card. Check the details, change anything that's wrong and untick anything you don't want.
4. Tap Create. You get a link to everything that was made.

What it can set up

• Leads and customers, with their phone, email and address. If the person is already in Recoatly, Say it finds them and adds to their record instead of making a duplicate.
• Draft estimates, with lines from your price book at your prices. A size you say is converted to the unit each service is priced in.
• Site visits, inspections and meetings on the calendar.
• Jobs, booked on the schedule or waiting in Unscheduled.
• Tasks and reminders, with a due date.
• Invoices, always as a draft, and nothing is sent; send it from the invoice when you're ready. “Invoice the Henderson job” makes it from a job that's under way or done, just as Create invoice on the job does. “Invoice Ana $300 for the repair” bills that line directly. Services from your price book are billed at your prices, and you can switch the card between From a job and Bill directly.
• Payments you took in person: “The Hendersons paid $500 by check.” A payment always goes on one of the customer's open invoices. If more than one is open, Say it lists them and you pick; it never guesses. To hold money on a customer's account instead, use Record a payment under Create.
• Expenses: “$85 at Home Depot for sandpaper on the Smith job.” Say whose job it was for and it goes on that job's costs; say nothing and it's company overhead.

What you said is kept as a note on the customer's timeline, so nothing you mentioned is lost. When all you said about someone was money, there's no note: the invoice, payment or expense already records it.

Good to know

• Nothing is saved until you tap Create. If one card can't be created, none of them is, and the card says what to fix.
• Say it can only create what your role can create by hand. A technician can add their own tasks and file costs on their own jobs, for example, but not leads, estimates, invoices or payments.
• Prices always come from your price book and an invoice's total from the job, never from what was said. A payment can't be more than what's still owed on the invoice it pays. Contact details said about a customer already on file go into the note rather than over the details you have.
• If a visit overlaps something already booked for the same person, the card tells you before you create it.
• Pick the language you speak from the list next to the microphone. Your browser turns speech into text; Recoatly never stores audio.
• The microphone works in Chrome, Edge and Safari. In other browsers, type, or use your keyboard's microphone.