Introduction

Ever leave a site visit with good intentions and a pocket full of messy notes? By the time you sit down, the details blur: access constraints, client requests, photos buried in your camera roll. That lag costs you momentum—and often the job. Here’s the fix: capture the job while you’re still there using your voice, add photos, and turn it into a clean, signable proposal before the client forgets your name. We’ll break down the problem, show how Donizo’s voice-to-proposal workflow actually works, and share real results from the field.

Table of Contents

• Key Takeaways
• The Real Problem: Notes, Memory, And Lost Details
• The Feature: Voice-To-Proposal That Captures The Job
• How It Works Step-By-Step On A Real Visit
• Getting The Yes: Send E‑Sign And Convert To Invoice
• Real Results: Two Contractor Scenarios
• Frequently Asked Questions
• Conclusion

Key Takeaways

• Many contractors find proposals sent within 24 hours get more yeses; in general, faster follow-up increases close rates noticeably.
• Voice capture + photos reduces scope gaps; commonly, this cuts back-and-forth messages by a third or more.
• A same-visit proposal with e‑signature shortens decision time; in general, digital signatures are completed hours, not days, after sending.
• Converting an accepted proposal to an invoice in one click removes retyping and reduces admin errors that commonly cause payment delays.

The Real Problem: Notes, Memory, And Lost Details

What Goes Wrong

• You juggle tape measure, client questions, and site checks. Handwritten notes miss critical points like access routes or finish level.
• Photos sit untagged. Later you can’t match image 0475 to “north wall alcove” without guessing.
• Admin piles up. In general, contractors spend 1–3 hours per job writing proposals when done from scratch.

Why It Hurts Conversion

• Delay kills momentum. Many contractors report prospects go cold when proposals arrive after 48 hours.
• Vague scope invites disputes. It’s common for unclear assumptions to chew margin through callbacks and freebies.

The Fix

Capture while it’s fresh. Your voice naturally records context you won’t type later—method, access, what’s included, what’s excluded—and pairing that with photos removes ambiguity.

The Feature: Voice-To-Proposal That Captures The Job

Donizo centers on a simple flow: talk, snap, and send.

Capture On Site

• Speak the scope: dimensions, substrate, access, protection, method, and finish expectations.
• Add photos where clarity matters: tricky corners, existing damage, tight stairwells, panel labels.
• Type quick notes if needed. Voice does the heavy lifting; text fills tiny gaps.

Turn Inputs Into A Professional Proposal

• Donizo compiles your voice, text, and photos into a clear, branded PDF (branding on paid plans; PDFs on the free plan carry a watermark).
• You can send the proposal via email with client portal access so the homeowner can review everything in one place.

Secure The Agreement With E‑Signature

• Built‑in, legally binding e‑signature streamlines acceptance without printing or scanning.
• In general, contractors see signatures come back the same day when clients can click and sign.

Move From Yes To Invoice In One Click

• Accepted proposals convert to invoices instantly through Donizo’s invoice management, reducing errors from retyping and helping you track payment status on paid plans.

How It Works Step-By-Step On A Real Visit

1. Prep Before You Knock

• Create a new job in Donizo so capture is one tap away.
• Have a quick checklist in your head: size, existing conditions, protection, method, access, disposal, warranty, and exclusions.

2. Walk And Talk (2–5 Minutes)

• Speak details naturally: “Entry is via rear alley; stairwell has two tight 90-degree turns; bring short ladder only.”
• Snap photos of areas that drive scope: substrate condition, service valves, panel legends, ceiling access.
• Mention assumptions: “Includes protection of hardwoods with Ram Board; excludes patching unrelated defects; client to clear furniture.”

3. Review And Send (5–10 Minutes)

• Stop by the truck, skim the compiled proposal preview.
• Adjust line items with a template (templates on paid plans) or free‑form lines in the moment.
• Send the branded PDF (branding on paid plans) with e‑signature enabled. The client gets an email and portal link.

Time Saved In Practice

• In general, this replaces 45–90 minutes of evening typing per job.
• Many contractors find they can send same-visit proposals on small jobs and same‑day on larger ones.

4. Follow Up With Confidence

• If the client asks “What about disposal?” you already captured it. Point to the proposal section and photo.
• In general, clarity like this reduces scope questions by 25–40% for small residential work.

Getting The Yes: Send E‑Sign And Convert To Invoice

Problem: Approval Ping‑Pong

• Emailing PDFs without signature options forces clients to print or rewrite approval emails.
• Commonly, that adds days and invites “We’ll get to it this weekend.”

Solution: Frictionless Acceptance

• Donizo proposals include e‑signature so clients tap to approve with legal weight.
• It’s common for approvals to land the same afternoon when clients receive a clear proposal and an easy signature path.

From Approval To Money

• Convert the accepted proposal to an invoice in one click. No double entry.
• On paid plans, track payments and statuses so you know exactly who’s paid and what’s outstanding.
• In general, cutting retyping reduces admin errors that delay payment by a few days.

Real Results: Two Contractor Scenarios

Scenario 1: One‑Day Electrical Add‑On

• Situation: Kitchen circuit extension with panel labeling and backsplash outlet relocation.
• Capture: Voice notes cover panel access time, labeling updates, backsplash tile type, dust control, and patch/paint exclusions. Photos show panel index and backsplash run.
• Outcome: Proposal sent before leaving. Client signs the same evening. Invoice created in one click. Work scheduled without a clarification call.
• Measurable Impact: In general, this saves 60–90 minutes of admin, and contractors often report a faster yes when proposals land same‑day.

Scenario 2: Exterior Door Replacement In An Older Home

• Situation: Out‑of‑square opening, lead‑based paint risk controls, new threshold pan, and weather seals.
• Capture: Voice details include shimming plan, flashing, disposal, and weather window. Photos show sill rot and brickmold condition.
• Outcome: Client sees the risks and method explained in plain English with visuals. Signs next morning via e‑signature.
• Measurable Impact: Many contractors find scope disputes drop when photos back up assumptions; in general, call-backs tied to “I thought that was included” fall noticeably on these jobs.

Frequently Asked Questions

Is Voice Capture Enough, Or Do I Still Need To Type?

Voice does 80–90% of the heavy lifting because it captures context fast. Add short text where precision is critical (dimensions, finish codes). Photos close the loop= on tricky details.

Are E‑Signatures Legally Binding?

In most jurisdictions, yes—when intent and identity are documented. Donizo’s e‑signature records the acceptance event with a signed PDF for your files. Always follow your regional requirements and include your terms in the proposal.

Can I Send Proposals On The Free Plan?

Yes. The Discover plan includes unlimited proposals with voice/text/photo input, e‑signature, and PDF export (with a watermark). Paid plans remove the watermark, add your branding, and provide invoicing, tracking, templates, and analytics.

How Fast Can I Turn A Proposal Into An Invoice?

Once the client signs, you can convert to an invoice in one click. On paid plans, you can also track payment statuses to keep cash flow visible without spreadsheets.

How Do Clients Access Proposals?

You send proposals via email, and they can review through client portal access. They sign digitally—no printing, no scanning.

Conclusion

If you’re tired of evenings lost to Word and Excel, switch the order: capture on site with your voice, attach photos, and send a clean proposal while the job is still in your head. That’s how you shorten time‑to‑yes and avoid scope confusion. With Donizo, you can go from voice to professional PDF, get a legally binding e‑signature, and convert to an invoice without retyping. Start with the free plan to try unlimited proposals; upgrade when you’re ready for branding, invoicing, templates, and analytics. The fastest team wins—make it yours.