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Trade Admin That Keeps Every Job Moving

Each part of the workflow, what you control and where the limits are.

1. Voice-note job capture

Available now
What it does
Record in the browser, upload an audio file or type the details for a job that is proposed or completed.
What you control
You choose what to record, which job it belongs to and whether to keep or delete it.
Business benefit
The details are captured on site instead of being rewritten from memory later.
Important limitation
Recording quality affects accuracy. Very noisy audio may need a re-record.

2. AI-assisted transcription and extraction

Available now
What it does
The recording is transcribed and the customer, work, labour, parts, prices and dates are pulled out into structured fields.
What you control
Every extracted field is editable before anything is used.
Business benefit
Unstructured speech becomes a tidy job record in seconds.
Important limitation
Extraction assists with organising notes. It does not decide what work is needed.

3. Estimates and customer approval

Beta
What it does
Produce a branded estimate and share a secure link so the customer can accept or decline.
What you control
You approve the estimate before it is shared and can record a decision given by phone.
Business benefit
Approvals are written down instead of remembered.
Important limitation
Acceptance is currently in beta and delivery channels depend on what is enabled.

4. Invoice generation

Available now
What it does
Turn completed work into an invoice draft with line items, totals and due date.
What you control
You check, edit and approve the invoice before it goes anywhere.
Business benefit
Invoices go out the same day rather than at the weekend.
Important limitation
This is admin software, not an accounting or tax service.

5. Missing-information conversations

Available now
What it does
When a price, labour rate, VAT instruction or customer detail is unclear, SaidToPaid asks a direct question.
What you control
You answer in your own words and the draft is rebuilt around your answer.
Business benefit
Fewer wrong invoices and fewer awkward corrections.
Important limitation
It can only ask about details it can tell are missing.

6. Payment chasing

Coming soon
What it does
Scheduled reminders around the due date, with escalation wording for overdue balances.
What you control
You set the schedule and can pause, stop or send manually at any time.
Business benefit
Unpaid balances get followed up consistently.
Important limitation
Reminders help. They are not a guarantee that every invoice is recovered.

7. Review requests

Coming soon
What it does
Send an honest review request to genuine completed customers using your review link.
What you control
You decide the timing and which jobs qualify.
Business benefit
More real reviews without chasing them by hand.
Important limitation
Review gating is not supported: unhappy customers get the same link as happy ones.

8. Service and renewal reminders

Beta
What it does
Record when the next service, inspection, MOT or maintenance visit is due and prompt the customer.
What you control
You set the interval per customer, job or service type.
Business benefit
Old jobs turn back into booked work.
Important limitation
Reminder accuracy depends on the dates recorded on the job.

9. Secure customer and vehicle records

What it does
Customers, sites, vehicles, jobs, recordings and documents stored per business.
What you control
Only your team can see your records.
Business benefit
One place to look instead of a phone, a notebook and a spreadsheet.
Important limitation
Records are only as complete as what is entered or spoken.

10. Team roles and permissions

What it does
Owner, Admin, Mechanic/Technician, Bookkeeper and Viewer roles with different access.
What you control
Owners choose who can create, edit, approve and send.
Business benefit
Staff can work without being able to send financial documents by accident.
Important limitation
Staff should have their own logins rather than sharing one password.

11. Business branding

What it does
Your trading name, logo, address, contact details, payment details, VAT information and review link on every customer document.
What you control
You maintain the business profile; it is used on all customer-facing output.
Business benefit
Customers see your business, not SaidToPaid.
Important limitation
Documents use the details you supply, so keep the profile up to date.

12. Partner and white-label options

Coming soon
What it does
Managed accounts, co-branded portals and wholesale pricing for firms serving trade clients.
What you control
Partners agree what branding and support they provide.
Business benefit
A recurring admin service without building software.
Important limitation
The partner programme is not open yet — waitlist only.

Who decides what

AI helps with

  • Transcription
  • Organising unstructured notes
  • Identifying missing details
  • Creating professional descriptions
  • Classifying customer replies

Normal software rules handle

  • VAT
  • Totals
  • Invoice numbering
  • Due dates
  • Subscription access
  • User permissions
  • Payment status
  • Reminder schedules

The business controls

  • Diagnosis
  • Work recommendations
  • Prices
  • VAT treatment
  • Customer authorisation
  • Estimate approval
  • Invoice approval
  • Final customer communication
Join the Private Beta