# Job Notes: From a Voice Memo to a Job Record

Source: https://maito.app/workflows/turn-spoken-job-notes-into-a-job-record

Send Maito a dictation transcript and it turns the spoken notes into a clean job record with the work done, parts and follow-ups.

Dictate what you did on site and get a tidy job record to check and sign, without retyping.

[Operations](https://maito.app/workflows/team/operations) · [Home services](https://maito.app/workflows/industry/home-services) · When you ask · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

## How do you turn spoken job notes into a job record?

To turn spoken job notes into a job record, send Maito the dictation transcript in Slack. It reads the notes, pulls out the work done, parts and follow-ups, asks about gaps, and prepares a structured record for Jobber, saved to your files after your approval.

## How it's done today

Notes stay in a phone or get retyped later.

## What Maito does

1.  Read the transcript the technician sends
2.  Structure work done, materials and issues
3.  List anything that's unclear
4.  Send the draft back for correction before filing

## Example

**Marcus** (4:18 PM):

here's my dictation transcript from the Globex job, attached. Turn it into a job record.

**Maito** (4:19 PM):

Draft for job 2318, Globex Storage, Oct 19. Nothing is filed yet.

**Work done**  
• Replaced failed blower motor, unit 2 rooftop  
• Cleaned condensate line, tested heating and cooling cycles

**Materials**  
• 1 blower motor (Model B-440)  
• 1 run capacitor 45/5  
• Approx 2 feet of 3/4 inch PVC

**Issue noted**  
• Unit 1 filter is overdue, customer told verbally

Questions for you:  
• You said "about three hours". Should labor be 3.0 hours?  
• You mentioned a "second part" but didn't name it. Was that the capacitor?

Source: your transcript only. Reply with corrections and I'll attach the final version to the job.

**Marcus** (4:23 PM):

yes 3.0 hours, and yes the capacitor. Add the filter to follow-up work.

**Maito** (4:24 PM):

Updated. Labor 3.0 hours, capacitor confirmed. The filter is listed as follow-up work, not billable. Reply with approve when you've read it and I'll attach it to job 2318.

## How to set it up

When you ask Turn spoken job notes into a job record

Set up

Nothing to set up. Ask in Slack or by email whenever you need it.

Connect field service software

-   Jobber

Connect files

-   Google Drive
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only record what the transcript says. Details nobody said aloud won't appear.

## Questions

### Can it transcribe audio itself?

Send it a transcript. It works from text, not audio recordings.

### Does it write to Jobber without asking?

No. It prepares the record and updates it after you approve.

### What if something is unclear?

It asks you in the thread instead of guessing, then continues.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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