Try it step by step
Try the main workflows
Practise invoices, quote conversion, Photos & Costs, payment follow-up, accountant packs and privacy controls with fictional examples. Nothing is saved.
Help
Help with SayInvoice
Make your first document, find a receipt, chase an invoice or get your records to the accountant. Choose the bit you need.
Start here
See how SayInvoice works
Choose Invoice or Quote on Capture. Tap the mic and say who it is for, the address, work and price. Finish the recording, check the draft and preview the PDF. You choose when and how to send it. You can type instead.
Add your business details, logo and usual terms in Settings once for later drafts. Tap Help on Capture for optional guides.
While speaking
Pause without starting again
On web/PWA, tap Pause beside the large recording button. Tap Resume when you want to add more. Repeat as needed, then tap the large button to finish one quote or invoice draft. You can finish while paused too.
Keep SayInvoice open. Pause stops capturing audio; it does not save or send a document. The words under Listening are examples, not a live transcript.
The web workspace includes pause/resume, Capture Help guides and CSV packs. iPhone availability depends on your installed version. If your installed version does not show these options, use the web workspace for now.
Where to use SayInvoice
Choose the browser workspace or native iPhone app
The browser workspace works on computers, Android, iPhone and iPad. The native iPhone app is a separate App Store download. Both use your SayInvoice login. Private iPhone follow-up alerts are native-only; browser push controls are not supported.
Website subscriptions are managed through Stripe. Subscriptions bought in the native iPhone app are managed by Apple.
FAQ
Get a straight answer
Find clear answers about voice processing, VAT, plans, PDF sharing, reminders, privacy and payments.
Speaking tip
Use one simple format
Say the customer, work, price and VAT treatment in one clear note. Review the draft before using it.
Show an example
“Sample Customer, 14 Example Street, boiler repair, £150 labour, no VAT.”
Saved clients
Reuse details on repeat jobs
Once a client appears on a saved document, SayInvoice can reuse their address and email when it recognises the same name. Check the saved details on every new draft.
Before sharing
Review the important details
Check the customer, work, quantities, prices, VAT, totals, payment details and due date before you share.
Photos & Costs
Keep job evidence organised
Choose Photo on Capture, or open History → Photos & Costs. Add a receipt/cost or a job photo and link it to the job, or keep a general cost under My business. Receipts stay private. A job photo only appears on a customer PDF when you select it.
Review details or fix a sync error
- Check every suggested supplier, date, category, total and VAT value before confirming it.
- Receipt scanning asks for processing permission before sharing the selected image. You can enter cost details yourself instead.
- A saved cost does not add a charge to your customer's invoice. Edit the invoice separately if the customer should pay for it.
- If an item says “Couldn’t sync”, open History → Photos & Costs → Uploading, open it and choose Retry sync.
- Stay signed in until photos waiting on this phone finish syncing.
Accountant handoff
Choose the format your accountant needs
Open Settings → Accountant export. Choose a period and the invoice payment groups to include, then check the matching invoice and confirmed-cost counts. The period uses invoice issue dates, not the day money reached your bank.
- Download workbook: one spreadsheet with business details, summary, checks, invoices, line items and confirmed costs.
- Download CSV pack: those same sections as separate CSV files, with matching invoice PDFs and confirmed receipt photographs in a ZIP. There is no Costs CSV if there are no confirmed costs.
- Download PDFs & receipts: the evidence files without CSVs. Large packs may arrive in numbered ZIP parts; keep every part.
Availability and record limits depend on your account plan.
What the pack includes and does not do
Quotes are not treated as income in this export. Invoice records include VAT, expected CIS, deposit and recorded payment details; confirmed cost records and attention checks go alongside them. Expected CIS figures use the rate and labour/material values you confirm. SayInvoice does not verify subcontractors, decide whether CIS legally applies or file CIS returns. Check the current official GOV.UK CIS deduction guidance and verify the figures before use. The pack prepares records for review; it does not submit VAT, CIS or Making Tax Digital updates, file with HMRC or create structured e-invoices.
Xero
Your records, your Xero business
Paid members can connect their own Xero organisation on the web or iPhone. You need a Xero account with access to that business. New connections are subject to availability.
- Open Settings → Xero → Verify with Xero. Sign in on Xero's page and complete its security check. There is no separate SayInvoice authenticator to set up.
- Select your organisation, read the sharing explanation and save accounting defaults. Ask your accountant if unsure about accounts or VAT.
- Choose the period, invoices, checked receipts and PDF/photo attachments you want to include. Quotes are not sales invoices.
- Choose Sync selected to Xero, check anything needing attention and confirm. Invoices become sales drafts; checked receipt costs become bill drafts for review in Xero.
- Check the exported records in Xero. Last synced is the most recent successful transfer, not proof that every item is finished.
Sending recorded payments too
Optional payment recording needs separate review and confirmation of the amount, actual payment date and receiving account. A marked-paid date is not proof of a bank receipt date. Marking paid in SayInvoice alone does not create a Xero payment. Confirming a payment can approve the corresponding draft in Xero; read that confirmation before continuing.
Edits, failed exports and disconnecting
Check export history before retrying. Use the offered safety check or retry route; do not create another copy manually just because an operation is uncertain. Later edits in SayInvoice do not silently overwrite your accountant's Xero changes. Disconnect from Settings → Xero when you no longer want the connection; this does not delete records already exported to Xero.
It does not collect money or reconcile your bank. SayInvoice helps prepare records for review; it does not file tax returns or Making Tax Digital submissions.
Across devices
Review a settings or Jobs conflict
If two devices change the same saved setting or job detail, SayInvoice keeps your changes on the device and stops that save from replacing the cloud copy.
- Open Settings → Account → Review settings conflict.
- Compare the device and cloud copies, including job notes, agreed prices and approval records.
- Choose Save both copies if you need a private recovery file on this device.
- Choose which settings to keep, or Decide later. Keeping one copy replaces the other settings and Jobs; invoices and payments are separate.
If the cloud copy changes again while you decide, SayInvoice checks it again before saving. Do not keep retrying a conflict without reviewing the two copies.
After the job
Record payment and follow up
Open the invoice in History and mark it paid only when your own records show the money arrived. Choose cash, bank transfer or another payment method. These recorded details go into accountant exports and can be reviewed for Xero payment export.
For overdue invoices, open the follow-up, check the message and choose WhatsApp or email. You complete the send. Private alerts are for you, not automatic messages to your customer.
Sharing and status
Know what “sent” means
SayInvoice prepares the PDF and opens the sharing option you choose. You complete the send, then mark the document sent. That status is your record; it does not prove the customer received, opened or read it.
Private reminders alert you and prepare an editable message. They never contact the customer on their own.
Account
Delete your account
In SayInvoice, open Settings, expand More settings, then choose Delete account. The app asks you to confirm before anything is permanently removed.
Read what deletion changes
- Enter your current password and type DELETE to confirm.
- Your saved account data and private logo are permanently removed.
- Any active SayInvoice website subscription is cancelled immediately.
- Previous charges are not refunded by account deletion.
- Billing or tax records may be retained where legally required.
Account
Account and billing settings
Sign in to the web workspace to review your account, plan, documents, profile, and secure billing controls.