Frequently Asked Questions & Knowledge Base
Everything you need to know about dictating WhatsApp voice notes, generating instant PDF quotes, receiving Bank EFT & instant deposits, and managing your trade operations.
?How long can my WhatsApp voice note be? Is there a limit?
You can record voice notes up to 10 minutes long! Whether it's a 15-second quick quote for a simple tap repair or a 10-minute walk-through for a full solar installation or DB board rewiring, VoiceQuotes parses all materials, quantities, and labor rates in seconds.
?How does VoiceQuotes accurately understand South African trade terms and accents?
Our engine uses AI fine-tuned specifically for South African trade terminology. Whether you dictate in English, Afrikaans, or use local job site slang (e.g. '150L Kwikot geyser', 'Type 2 surge arrester', 'DB board rewiring', '5kW Sunsynk inverter'), VoiceQuotes parses the items, quantities, and labor rates with over 98.4% accuracy.
?What if I dictate a voice note in noisy environments or inside my bakkie?
Our AI features state-of-the-art background noise suppression. Even with engine noise, wind, or power tools in the background, the neural audio processor isolates your voice for crystal-clear transcription.
?Can I customize my trade logo, VAT number, standard rates, and payment terms?
Yes! During onboarding or inside your Settings dashboard (/dashboard/settings), you can upload your business logo, set your VAT registration status (15% ZAR VAT), specify default callout & labor rates, deposit percentages (e.g. 50%), and add your bank details for direct settlement.
?What happens if a client doesn't have WhatsApp or prefers an email quote?
VoiceQuotes supports dual dispatch! You can dictate the client's email address or send via email directly from the WhatsApp bot. Every emailed quote automatically CCs your contractor inbox so you immediately have a legal record.
?How do I receive client deposit payments?
Your quotes support Direct Bank EFT and Online Deposits! Clients can transfer 50% deposits directly into your bank account (Capitec, FNB, Absa, Nedbank, Standard Bank) via EFT. Once you confirm payment on WhatsApp or your dashboard, your quote updates to Deposit Paid (or Paid in Full) and issues your sequential tax-compliant invoice.
?How fast do deposit payments land in my South African bank account?
Direct Bank EFT payments land directly in your account immediately, while online Instant EFT or Capitec Pay deposits settle within 24 hours. Dashboard and WhatsApp notifications confirm settlement instantly.
?Does VoiceQuotes charge a percentage on my hard-earned trade job fees?
No! VoiceQuotes charges a simple monthly subscription with zero commission or transaction cuts on your quotes. Standard banking or gateway fees apply directly to online payments.
?How does the automatic 24-hour follow-up system work?
If a client receives a quote but hasn't paid the deposit after 24 hours, VoiceQuotes automatically sends a polite, professional WhatsApp reminder. This increases client deposit conversion rates by up to 34%.
?How do I convert an accepted quote into a Final Tax Invoice?
When the physical job is completed, simply reply 'DONE' on WhatsApp or tap 1-Click Invoice on your dashboard. VoiceQuotes instantly converts the quote into a compliant Final Tax Invoice reflecting the paid deposit and remaining balance due.
Still have questions or need technical support?
Log a support ticket directly with our South African trade tech team or email support@voicequotes.co.za. We resolve contractor queries promptly during standard SAST business hours.
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