Voice to text app for tradesmen: what works in a van, and what doesn't

Start with what is already on your phone. iPhone Dictation is built in, and Apple says it runs on the phone in many languages with no internet needed. Android's Gboard has voice typing too. Paid apps such as Otter (300 free minutes a month) and Wispr Flow (1,000 free words a week on mobile) add transcripts and a custom dictionary. They all give you text. None turns a job description into a finished quote, which is a separate job.

Here is what each option does, what it costs (as listed on 28 September 2026), and how to speak so the text comes out right.

What is a voice to text app?

It turns what you say into typed text, in any app where you can type: messages, notes, emails. People also call it dictation. It is different from a voice note, which is a recording of your voice. "Voice notes to text" means transcribing that recording after the fact.

Is there a free voice to text app for iPhone and Android?

Yes, both phones have one built in or a keyboard away.

iPhone. Go to Settings, General, Keyboard and turn on Enable Dictation. In any text field, tap the microphone on the keyboard and talk. Say "new line" or "new paragraph" to lay it out. Apple's page says you can spell a word by saying the letters, and that dictation stops if you stay silent for 30 seconds.

Android. Install Gboard, tap a text field, tap the microphone at the top of the keyboard and, when you see "Speak now", say what you want written. Say "comma", "period" or "new line" to add punctuation. Google notes that talk-to-text does not work with all languages.

Does voice to text work in a van with no signal?

On iPhone, usually yes. Apple's page says dictation is processed on the iPhone in many languages and no internet connection is required, though it may not be available in all languages or regions. Google's Gboard help page does not say whether voice typing works offline, so test yours in airplane mode before you rely on it on a job with no signal.

Can WhatsApp turn a voice note into text?

Yes, for the ones you receive. In WhatsApp go to Settings, Chats, Voice message transcripts and turn it on, then press and hold a voice message and tap transcribe. WhatsApp says transcripts are generated on your device, so nobody else can read them. It launched in November 2024 with a few languages and more to follow, so check the list for yours.

This helps when a customer sends a two-minute voice note while you are on the tools. It does not turn your own notes into paperwork.

Which voice to text apps are worth a look?

Listed in no particular order. Prices are what each vendor's own page showed on 28 September 2026.

If all you need is your own notes as text, the first three are enough. Pay only when you hit a real limit.

How do you get trade words right when dictating?

Ordinary dictation guesses. "Ideal Logic" comes out as "ideal logic", and part numbers come out as noise. Four habits help.

• Say part numbers letter by letter, the way Apple's spelling command works. "A-B-one-two-three" beats hoping the app guesses the model code.
• Speak in short sentences and pause between them. Punctuation lands better.
• Read the text back before you send it. It takes 10 seconds and saves a wrong part number.
• If an app offers a dictionary, add your usual brands and suppliers. Wispr Flow lists a dictionary and says it learns your names and jargon. No vendor page we read gives an accuracy figure for accents or engine noise, so test it on your own voice for a week.

What should you say in a voice note so a quote note comes out right?

Cover the same eight things every time, in this order. Then the text is ready to price from.

1. Customer name, address and postcode.
2. The job in one sentence.
3. Measurements and quantities.
4. Materials, with brands and sizes.
5. Your labour: days and people.
6. Your price and what it includes.
7. What is not included ("making good and decorating not included").
8. Start date, how long it takes, deposit and payment terms.

The quote writing guide explains why each line matters, and how to price a job covers the numbers.

What is the difference between text and finished paperwork?

Kade, Nexley's founder, puts the gap plainly: "It's as simple as taking photos, sending a voice note and away it goes, and it will use all of the context that it has from your entire business."

That is the difference. A dictation app gives you a paragraph. You still have to price it, format it and send it.

Where Nexley fits

Nexley is practical AI for UK trades that works through WhatsApp. You send a voice note. It works for about 10 to 15 minutes, pulls job details from Fergus, ServiceM8, Simpro, Gmail, OneDrive or a photo of a scrap of paper, prices the parts from merchants within 15 miles or your account merchants, and sends back a branded PDF quote for one-tap approval. You sign off the quote. Routine follow-ups and booking confirmations it runs itself, inside skills built for the trade.

So it is not a voice to text app. The voice note is the input, not the product. If you only want your notes typed up, use the free tools above. If you want the quote, the booking and the follow-up done, look at automated quoting or the wider back office page, or try it free for 7 days, no card needed.

Common questions

What is the best voice to text app for iPhone?

Start with the built-in Dictation, because it needs no download and Apple says it works without internet in many languages. If you hit its limits, try a paid app on a free plan first and see if the extras earn their money.

Is a voice to text app the same as a dictation app?

Yes. Both turn speech into typed text as you talk. A voice note app records your voice as audio. Some apps do both.

Is my voice private when I use these tools?

It depends on the tool. Apple says dictation is processed on your iPhone in many languages, and WhatsApp says transcripts are generated on your device. For any other app, read the vendor's privacy policy before you dictate customer addresses into it.

Can voice to text write my invoices?

It can type the words, but an invoice needs the right numbers, dates and terms. Use dictation for notes, then put them into your invoicing tool. The invoice app guide compares the options.

Sources

Prices and limits as listed on each vendor's own page on 28 September 2026.

• Apple, Dictate text on iPhone (support.apple.com)
• Google, Type with your voice (Gboard Help) (support.google.com)
• WhatsApp Blog, Introducing voice message transcripts (21 November 2024) (blog.whatsapp.com)
• Otter, Pricing (otter.ai)
• Wispr Flow, Pricing (wisprflow.ai)