Introduction
You know the drill: you finish a site visit, scribble notes, snap a few photos, then spend your evening turning it into a proposal. By the time you send it, the client’s already got two other quotes. Here’s the fix. We’ll break down how voice-to-proposal turns your field notes into a clean, signable PDF in minutes—photos included—so clients say yes while the job is still fresh. Then, with e-sign and one-click invoice conversion, you move from “quote” to “work booked” faster.
Table of Contents
Key Takeaways
- Many contractors find proposal turnaround drops from 2–3 days to under 60 minutes using voice capture and photos.
- It’s common for admin time to shrink by 2–4 hours per week when proposals are captured by voice instead of typed from scratch.
- In general, signable PDFs with e-signature speed acceptance and reduce back-and-forth emails by roughly a third when photos are included.
- Converting an accepted proposal to an invoice in one click often pulls cash forward by several days on short jobs.
The Real Cost Of Slow Proposals
The Problem
When proposals lag, memory fades, details get fuzzy, and clients keep shopping. Commonly, contractors spend 5–10 hours a week on admin; even losing 2–3 hours to typing and formatting hurts your evenings and slows your pipeline. Without a fast, clear proposal, small misunderstandings—missing photos, vague scope lines—turn into follow-up calls and delays.
The Solution
Capture while it’s fresh. Voice note the scope, snap photos, and produce a professional PDF before the client forgets your walk-through. With Donizo, voice, text, and photo inputs feed straight into a structured, branded proposal (branding on paid plans), ready to send with a client portal link and e-sign. Once the client signs, convert to invoice in one click and track payments (Ascension plan and up).
Real-World Example
A deck builder leaves a 4:30 pm survey with measurements and photos. Previously, he typed quotes at 9:00 pm and sent them the next day. Using voice-to-proposal, he dictates the scope in the driveway, attaches four labeled photos, reviews on his phone, and sends by 5:20 pm. The client signs at 7:05 pm. Work scheduled the same week—no evening keyboard time.
| Feature | Current State | Improvement |
|---|
| Turnaround | 1–3 days after visit | Under 60 minutes after visit |
| Scope Clarity | Text-only, missing details | Voice + photos, clear assumptions |
| Admin Hours | 2–3 hrs per week typing | 30–60 mins total per week |
| Approval Speed | Days of back-and-forth | Same day with e-sign |
| Cash Flow | Invoices delayed to next week | Accepted → invoice in one click |
Voice To Proposal: What It Does And Why It Matters
Capture That Matches The Field
- Voice, text, and photos go in on site. Talk through the site conditions, materials, and client expectations while you’re standing there.
- Many contractors find that dictating in natural language yields more complete notes than typing later from memory.
Structured, Professional Output
- Donizo turns your inputs into a clean proposal with sections for scope, inclusions, exclusions, and assumptions. Basic and advanced templates are available on paid plans.
- Add your logo and company details on paid plans for a polished, consistent look.
Visual Proof Inside The Proposal
- Photos tied to line items reduce questions like “Which wall?” or “Where is the outlet moving?”
- In general, including relevant photos cuts clarification emails by about a third.
Send, Sign, Start
- Send a branded PDF via email with client portal access. Clients can review and e-sign for a legally binding acceptance.
- Contractors often report that getting a signable proposal out within 24 hours improves acceptance compared to later-in-the-week quotes.
From Yes To Invoice In One Click
- Accepted proposals convert to invoices instantly. On the Ascension plan you also track payments, so you see what’s due and what’s paid at a glance.
- Commonly, small teams see cash move several days sooner on short jobs with faster acceptance-to-invoice handoff.
Plans At A Glance (Only What Matters For Proposals)
- Discover (Free): Unlimited proposals with voice/text/image input, e-sign, PDF export (with watermark).
- Ascension (Paid): Everything in Discover plus custom branding, invoicing and payment tracking, basic templates, analytics dashboard, priority support, no watermark.
- Autopilot (Paid): Everything in Ascension plus advanced templates, margin estimator, multi-language support, work report exports.
How It Works Step By Step On A Live Job
1. Prep Before You Drive
- Pick a template (paid plans) that matches the job type—bathroom, deck, electrical repair—so your sections are ready.
- Jot standard assumptions (access, disposal, lead times) you always include.
2. Capture On Site (10–15 Minutes)
- Voice: Walk room by room. Mention substrates, dimensions, materials, and any constraints (parking, noisy hours, panel capacity). Keep clips focused: one per area or task.
- Photos: Shoot the “decision spots”—service panel label, wall layout, window areas, drainage pitch, existing damage. Add brief photo labels.
- Quick text: Enter any exact measurements or model numbers that matter.
3. Review In The Truck (5–10 Minutes)
- Check scope sections Donizo generated from your voice and text. Tighten wording and add exclusions you always protect with.
- For paid plans, your logo and company details are already in place; pick a template variant if needed.
4. Send While It’s Warm (2 Minutes)
- Email the PDF with client portal access. Add a short message with the next step: “Please e-sign to lock in this week’s start window.”
- Many contractors find that proposals sent same-day get faster questions and faster yeses.
5. Get The Yes (Minutes To Hours)
- Client e-signs electronically; acceptance is legally binding in most regions when the parties consent and the document is intact.
6. Flip To Invoice (1 Click)
- Convert the accepted proposal to an invoice directly in Donizo. On Ascension and up, track payments against it.
- This keeps momentum: materials ordered, dates confirmed, and cash forecast is clearer.
Real Results From Small Teams
Electrician (One-Person Shop)
- Before: Typed quotes at night, 2–3 days turnaround, lots of “Is this included?” emails.
- After: Voice + photos; commonly saves 2–3 hours/week. Turnaround under 60 minutes, fewer clarifications. One or two extra small jobs closed per month once e-sign became the norm.
Roofing Crew (Owner + 3)
- Before: Photo dump + spreadsheet later; clients waited all weekend.
- After: Scope dictated at curbside with ridge/valley photos and flashing notes. In general, faster same-day sends led to quicker approvals, and accepted jobs turned into invoices within hours, pulling cash forward by several days on repairs.
Kitchen & Bath Remodeler (Owner + 2)
- Before: Price drift from missed details, especially plumbing and electrical allowances.
- After: Uses templates (paid) with standard assumptions and photo callouts for each trade. It’s common for back-and-forth to drop by about a third when visuals clarify scope and exclusions.
Common Pitfalls And How To Avoid Them
Rambling Voice Notes
- The issue: Long, unstructured clips bury the details.
- Fix: Record short clips by area or task. Start with: location → problem → method → materials → assumptions.
Missing Assumptions
- The issue: Hidden conditions create disputes.
- Fix: Add standard assumptions every time (access, disposal, patch/paint limits, working hours). Templates on paid plans make this automatic.
No Visuals For “Tricky Spots”
- The issue: Clients can’t picture what you mean.
- Fix: Add labeled photos at decision points. Show existing damage, tight clearances, panel space, slope/surface conditions.
Slow Handoff To Invoice
- The issue: Momentum dies after the yes.
- Fix: Use Donizo’s one-click proposal-to-invoice flow right after e-sign. On Ascension, track payments so nothing slips.
Frequently Asked Questions
Are E-Signatures Legally Valid For Construction Work?
In general, electronic signatures are legally binding in many regions when parties consent and the document is unaltered. Donizo proposals support e-signature for acceptance. Always follow your local consumer and contract laws and include your terms and cancellation policies where applicable.
Can I Add My Logo And Company Details To Proposals?
Yes. Custom branding is available on paid plans (Ascension and Autopilot). Your logo and company information appear on proposals for a professional, consistent look.
What If A Client Wants A Paper Copy?
You can export a PDF and print it. The free plan exports with a watermark; paid plans remove the watermark and include branding. Many contractors still send the e-sign version first to capture faster approvals.
How Fast Can I Go From Yes To Invoice?
Immediately. Once the client e-signs the proposal, you can convert it to an invoice in one click in Donizo. On the Ascension plan, you can also track payments so you know what’s due and what’s paid.
Do You Support Multiple Languages?
Yes, the Autopilot plan includes multi-language support, which helps when clients are more comfortable reviewing proposals in another language.
Conclusion
If you want more evenings back and faster yeses, stop typing proposals from scratch. Dictate the scope while it’s fresh, attach photos, send a clean, signable PDF, and convert to invoice the moment the client approves. Many contractors find this cuts 2–4 admin hours a week and gets cash moving sooner on small jobs. Try it on your next site visit with Donizo. Start on the free plan for unlimited voice/text/image proposals and e-sign, then upgrade for branding, invoicing with payment tracking, templates, analytics, and more when you’re ready.
