Voice-to-Job Reports: AI Writes the Report

In most deployments, no. We route the voice note through WhatsApp Business API or a standard SMS number, which every technician already has on their phone. If your team prefers a dedicated app, we can configure one, but the default path requires zero new installs and zero retraining.

Out of the box, modern STT engines handle general speech at 95%+ word accuracy. Trade vocabulary — part numbers, model codes, fault terminology — requires a calibration pass in Week 3 of the rollout. After calibration on your specific word set, accuracy on critical fields typically exceeds 97%. The system also flags low-confidence extractions for a human check rather than guessing silently.

The pipeline has three fallback layers. First, background-noise suppression before transcription. Second, if a required field cannot be extracted with sufficient confidence, the report is flagged as incomplete and routed to the office for a 30-second fill-in, rather than filing a broken record. Third, the tech gets a summary back on their phone to confirm before the report is sent to the customer.

We integrate natively with ServiceTitan, Jobber, JobNimbus and Housecall Pro. For platforms not on that list, we use Zapier or Make to push structured data to any system that accepts a webhook or has an API. In practice, if your platform can receive a JSON payload, we can feed it.

Audio files are transcribed and then deleted within 24 hours by default, configurable to 72 hours if you need a review window. Transcribed text is retained as part of the job record, subject to your data-retention policy. We process data under a signed data processing agreement, operate to GDPR-grade standards and are CCPA-ready from day one.

The standard workflow is one voice note per tech per job, which is the most reliable transcription scenario. For jobs with two techs, each files their own note and the system merges the structured output. Multi-speaker diarization (one recording, two voices) is technically available but adds latency and is not recommended for the primary workflow.

Once the structured record is in your field-service platform or CRM, it feeds your existing invoicing workflow. If you use ServiceTitan or Jobber, the line items (labor hours, parts) can be mapped directly to invoice fields. For teams using a separate billing tool, we route the structured JSON to that system via API or Zapier so no manual re-entry is needed.

Yes. Commercial jobs often have more complex documentation requirements — asset tags, compliance fields, multi-trade sign-offs — and the extraction schema is fully configurable. We build the field set around your actual report template, not a generic residential form.

Across our sister-brand deployments, same-day completion rates move from a typical 40-60% range under manual paperwork to 95%+ within the first two weeks of voice-to-report going live. The primary driver is friction removal: a 90-second voice note on site has near-total adoption; a form filled in at the end of the day does not.

The voice note is recorded by the technician about the job — materials, faults, labor — not a recording of the customer. That said, if the tech is on a call with the customer during the note, consent and disclosure rules apply under CCPA and applicable state wiretapping statutes. We configure the workflow to record only post-call job summaries by default, keeping you clearly inside the legal boundary.