Quick answer
To create your first invoice by voice, record the client name and line items with clear numbers, generate the invoice, review and edit anything that looks off, then export a professional PDF and share it. The key is to keep line items short and say numbers clearly.
When to use this
- You just finished a job and want to invoice before you forget details
- You hate typing invoices on your phone
- You want the invoice to look professional, but you want it fast
- You need a clean PDF you can email or message to a client
Steps
- Open Voice Invoice Maker and start a new invoice recording.
- Say the client name first.
- Say each line item as: what it is + quantity + rate.
- Say numbers clearly: "one hundred eighty" instead of "one eighty."
- Include any extras that are easy to forget: materials, travel, disposal, rush fees.
- Add terms if you use them: "due on receipt," "net 7," or "net 14."
- Generate the invoice and review the draft line by line.
- Edit what needs cleanup: descriptions, quantities, unit prices, notes, client details.
- Export the invoice as a PDF.
- Share it using iOS Share Sheet (Mail, Messages, Files, Drive, and more).
A quick review checklist (before you send)
- Client name is correct
- Each line item has a clear unit (hours, each, flat fee, materials)
- Quantities and prices match what you agreed
- Subtotal and total look right
- Payment terms are present (if you use them)
Examples
Example voice script (service job)
"Invoice for Acme Landscaping. One lawn cleanup at 180 dollars. Two hours of hedge trimming at 60 dollars per hour. Materials 25 dollars. Net 14."
Example voice script (hourly consulting)
"Invoice for Brightway Studios. Three hours of consulting at 150 dollars per hour. One hour of follow-up support at 150 dollars per hour. Due on receipt."
Example line items (plain language)
- Deep clean — 1 visit — $220
- Window cleaning — 8 windows — $12 each
- Materials — $25
- Travel time — 1 hour — $40
Common mistakes
Mistake: Numbers get interpreted wrong
Fast fix: say numbers fully ("one hundred eighty"), and separate line items with a short pause. If one number is off, edit that line item and re-check the total.
Mistake: Line items are too vague
Fast fix: add a unit and a short description. "Labor" becomes "Electrical labor — 2 hours — $120 per hour."
Mistake: You forget the small charges
Fast fix: always include a final "extras" line in your recording: materials, travel, disposal, and any add-ons. It's often the difference between underbilling and billing correctly.
FAQ
Do I need to say everything in one sentence?
No. Short sentences are often better. Just keep each line item separate and use clear numbers.
What if the invoice draft looks wrong?
Edit the line items and totals directly, then double-check the final PDF preview before you share. If the results are consistently off, record again with simpler phrasing and clearer numbers.
Can I edit the invoice before exporting?
Yes. The fastest workflow is: speak to create a draft, then edit for accuracy and professionalism before you send.
Do you store my invoices or voice recordings?
Invoices are stored locally on your device. Your recording is transmitted over an encrypted connection for processing, and the app is designed so we don't store voice recordings on our servers. See the Privacy Policy for details.
Where can I find more help?
Start with the FAQ. If you're still stuck, use the Contact page.
Next step
Do a quick test run: record an invoice with two line items, review it, then export the PDF and share it to yourself. Once that feels easy, use the same script right after your next job.
If you don't have the app yet, start at voiceinvoice.app and follow the App Store link.