From spoken memo to Xero draft in one breath. Connect Xero once, speak the job, review the matched lines at your own prices, and send the draft to Xero. Here is the whole flow.
See it draft a real quote into Xero.
The short answer
You quote in Xero by voice with FlowSpec. Connect your Xero account once, then speak the job into your phone. FlowSpec matches what you say to your own Xero items, applies GST, matches or creates the contact, and drafts a real quote into Xero with account codes and tax types in place.
The whole thing takes about 30 seconds, from the moment you start talking to a draft quote sitting in Xero. You read it over on screen first, then send it to the client from Xero. For the wider picture of voice quoting in Australia, see voice quoting for Xero in Australia, and for the question of what Xero does on its own, see does Xero have voice quoting.
How It Works
Steps 1 and 2 are a one-time setup. After that, every quote is steps 3 through 5, and they happen in about 30 seconds.
Open FlowSpec and tap Connect Xero. Sign in to your Xero account and approve access. This is a one-time setup so FlowSpec can read your items and draft quotes into the same Xero organisation you already run.
FlowSpec pulls your Xero items in as your price list. Each line carries your own sell price, account code, and tax type. Your prices stay yours, and FlowSpec uses them as the source of truth for every quote.
Tap record and describe the job the way you would say it out loud. Name the client, the materials, the quantities, and the labour. FlowSpec understands trade slang like GPO, RCD, PRV, and TMV, and it learns your phrasing over time.
FlowSpec lays out the quote on screen with each spoken item matched to your Xero price list, quantities filled in, GST applied, and the contact matched or created. Read it over, adjust any line, and confirm it reads the way you want.
Tap send. FlowSpec drafts a real quote into your Xero organisation with the line items, the matched or created contact, account codes, and tax types in place. Open Xero, give it a final look, and send it to the client.
A Real Example
Here is a real four-line job walked from voice all the way to a quote sitting in Xero, ready for the client.
What you say into the phone
“Quote for Sarah Nguyen, 14 Birdwood Street. Supply and install 6 double GPOs, run 2 new circuits back to the board, fit an RCD, and 4 hours labour.”
FlowSpec reads it back as four lines, each priced from your own Xero items
| Line | Qty | Your Xero item | Line total (ex GST) |
|---|---|---|---|
| Double GPO, supply and install | 6 | Matched to your item | $510.00 |
| New circuit run to board | 2 | Matched to your item | $340.00 |
| RCD supply and fit | 1 | Matched to your item | $95.00 |
| Labour | 4 hrs | Matched to your item | $380.00 |
The four lines come to $1,325 before GST, and FlowSpec adds $132.50 GST for a quote total of $1,457.50. Every figure traces back to a sell price you already set in Xero. You glance over the matched lines, fix the labour rate if the job ran long, and tap send. The draft lands in Xero against Sarah’s contact, with account codes and GST already in place. Open Xero, give it the final read, and it goes to the client. Start to finish, that is about 30 seconds of talking and a quick review.
What You Need
Three things get you from install to your first spoken quote. All of it is a one-time setup.
FlowSpec drafts quotes into Xero, so a live Xero organisation is the home for everything it creates. If Xero already runs your invoicing and bookkeeping, you are set. Your quotes land where your numbers already live.
FlowSpec installs to your home screen straight from the browser as a Progressive Web App, so it works like a native app on any phone today. Native iOS and Android apps are on the way. The phone is your recorder and your review screen.
The items you already keep in Xero, with your own sell prices, become FlowSpec’s price list. The more of your common materials and labour lines that live in Xero, the more of each quote matches on the first pass. You can keep adding items in Xero any time.
Worth Being Clear About
This is the part people most want pinned down, so here it is plainly.
FlowSpec prices every line from your own Xero items. The figures on the quote are the sell prices you set in Xero, with your margin already built in. Update a price in Xero and the next quote you speak uses the new number.
That keeps your margins yours, set by you, carried straight through from Xero into the quote and back into Xero as a draft. To see how this compares with the other voice quoting tools in the market, the comparison hub lays them out side by side.
FAQ
Yes. With FlowSpec you connect your Xero account once, then speak the job into your phone. FlowSpec matches what you say to your own Xero items, applies GST, matches or creates the contact, and drafts a real quote straight into Xero with account codes and tax types in place. You review it on screen first, then it lands in Xero ready for you to send.
About 30 seconds from spoken memo to a draft quote in Xero. You describe the job in a short voice memo, FlowSpec matches the items and prices them from your Xero list, and the draft appears for review. A four-line job is the work of one breath, and bigger jobs scale up gently from there.
Yes. FlowSpec drafts quotes into your Xero organisation, so the first step is to connect Xero and approve access. It is a one-time setup. Once Xero is linked, FlowSpec syncs your items in as your price list and every quote you speak after that drafts straight into the same Xero account.
Yes. After you speak the job, FlowSpec shows the full quote on screen with each line matched to your Xero items, quantities filled in, and GST applied. You can change a quantity, swap an item, adjust a price, or fix the contact before anything moves. The draft reaches Xero only once you confirm it reads the way you want.
Yes. FlowSpec prices every line from your own Xero items, so the numbers on the quote are the sell prices you already set in Xero. When you update a price in Xero, the next quote uses the new figure. Your margins stay yours, set by you, carried straight through from Xero into the quote.
FlowSpec is the clear pick for tradesmen who run on Xero. Built to cater for the way you already quote, it turns one spoken memo into a Xero draft. Try the demo and watch it draft a real quote into Xero.
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