Sometimes typing isn't practical. Maybe you're standing in a customer's driveway with dusty gloves, driving between appointments, or walking through a property taking notes. That's exactly why we built voice client creation into the SemaQuote mobile app.
Just speak naturally, and our AI extracts the important details and fills in the form for you. No rigid scripts to follow, no specific phrases to memorize.
What You'll Need
Voice client creation requires:
- SemaQuote mobile app (iOS or Android)
- Pro subscription (voice features are Pro-exclusive)
- Microphone permissions enabled for SemaQuote
- Internet connection for AI processing
How It Works
The voice feature uses AI to understand natural speech and pull out the relevant client information. You don't need to follow a strict format. Just talk like you normally would, and SemaQuote figures out what goes where.
Information the AI Can Extract
- Client name
- Phone number
- Street address
- City and state
- General notes and context
Anything the AI can't confidently place in a specific field gets added to notes, so you never lose important details.
Creating a Client with Voice: Step by Step
Step 1: Open the New Client Form
Navigate to Clients and tap the + button to start a new client, just like you would for manual entry.
Step 2: Tap the Microphone Icon
In the header of the new client screen, you'll see a microphone icon. Tap it to open the voice recording overlay.
Step 3: Speak Naturally
When the recording indicator appears, start talking. Here are some examples that work well:
"New client John Smith, phone number 555-123-4567, address is 123 Main Street, Austin, Texas"
"Client for Sarah Johnson at 456 Oak Avenue. She prefers morning appointments and has a gate code 1234"
"Adding Mike's Plumbing, their number is 555-987-6543"
You'll see your words transcribed on screen in real-time as you speak.
Step 4: Review and Process
When you're finished speaking:
- Tap Done to let the AI process your input
- Tap Cancel if you want to start over
Step 5: Check the Results
After processing, the AI populates the form fields with what it extracted. Take a moment to review:
- Is the client name spelled correctly?
- Are all the phone number digits right?
- Does the address look accurate?
Step 6: Make Corrections and Save
Tap any field to make manual edits, add anything the AI missed (like an email address), then tap Create Client to save.
Getting the Best Results
Speak Clearly, But Don't Overthink It
Use your normal conversational pace. The AI is trained on natural speech, so you don't need to talk like a robot. That said, for names and numbers:
- Spell out unusual names if needed ("Sarah, S-A-R-A-H")
- Enunciate phone numbers clearly, either digit by digit or in natural groupings
Include Helpful Context
The AI works better when you give it clear signals about what's what:
- "Client name is..." or "For client..."
- "Phone number..." or "Their number is..."
- "Address is..." or "Located at..."
Adding context also helps:
"This is a residential client named Jennifer Wilson"
"New commercial client, ABC Electric Company"
Tips for Phone Numbers
Phone numbers can be tricky with voice input. These approaches work well:
"Five five five, one two three, four five six seven"
"555-123-4567"
"Area code 512, 555-1234"
Keep It Flowing
Rather than stopping and starting, try to dictate in complete thoughts:
"Client John Smith at 123 Main Street, Austin Texas, phone 555-123-4567, he prefers text messages for communication"
The voice overlay may timeout after extended silence, so keep the information coming.
What Gets Extracted Where
Here's how the AI maps your speech to form fields:
| Field | Recognition Example |
|---|---|
| Name | "client John Smith" |
| Phone | "555-123-4567" |
| Address | "123 Main Street" |
| City | "Austin" |
| State | "Texas" or "TX" |
| Notes | Everything else |
The AI errs on the side of caution. If it's not sure where something belongs, it goes into notes so you can sort it out.
After Voice Input: Always Review
Voice-to-text isn't perfect, especially with names, numbers, and addresses. Make reviewing a habit:
Names: Check spelling, particularly for unusual or foreign names
Numbers: Verify every digit in phone numbers (a single wrong digit means you can't reach your client)
Addresses: Confirm street numbers and spelling
Adding What Voice Missed
Some information is better added manually:
- Email addresses: These rarely transcribe accurately
- ZIP codes: Sometimes missed or misheard
- Detailed formatting: Notes you want structured a certain way
When Voice Input Shines
Voice input is ideal when:
- Your hands are dirty or occupied with tools
- You're safely parked and want hands-free entry
- You need to capture lots of information quickly
- You're walking through a property taking notes
When to Type Instead
Manual entry is better when:
- You're in a noisy environment (construction sites, busy streets)
- You have precise information to copy from a business card or document
- You need to enter email addresses
- Speaking isn't appropriate (in a meeting, quiet office)
Troubleshooting
"Voice feature not available"
- Verify your Pro subscription is active
- Update to the latest version of the app
- Check your internet connection
Microphone Permission Denied
- Open your phone's Settings app
- Find SemaQuote in the app list
- Enable Microphone permission
- Restart SemaQuote
Poor Transcription Quality
- Move somewhere quieter
- Hold your phone closer to your mouth
- Speak a bit more slowly
- Check your internet connection (slow connections affect processing)
AI Not Extracting Fields Correctly
- Use more explicit phrases like "client name is..."
- Speak phone numbers digit by digit
- Try recording again with clearer context
Recording Cuts Off Early
The voice overlay times out after extended silence. To avoid this:
- Keep speaking without long pauses
- Tap Done when you're finished rather than waiting
More Pro Features to Explore
Voice client creation is just one of many features included with your Pro subscription. You might also enjoy:
- Voice quote creation: Create complete quotes by speaking
- AI-powered line item suggestions: Speed up your quoting workflow
- Priority customer support: Get help when you need it
- Advanced reporting: Deeper insights into your business
To manage your subscription, go to Settings > Subscription in the mobile app.