How it works
Hands-free from the job site to your books
You have AI. What you need is IA —
speak the job, review the draft, send the estimate or invoice, and (when you’re ready)
match bank deposits. Built so contractors save time, not type more forms.
How-it-works video (coming next)
Walkthrough clip of voice → draft → Wave will live here.
For now, the steps below match what the app does today.
1. Estimates & invoices (the main loop)
1
Open Listen and speak
Hands-free: who the customer is, what you did, materials, price. Or type if the mic is busy. You can also ask IA “what can you do?” for a spoken tour.
2
IA builds a draft
Grok turns speech into an estimate or invoice draft with line items and totals. You always review before anything is created in Wave / QuickBooks / Xero / FreshBooks.
3
Approve in the app
Edit lines or notes if needed. Confirm. IA creates the document in your connected books.
4
Send when ready
Email the customer from the app (uses your bookkeeping send). Estimate accepted later can convert to an invoice in your workflow.
- Estimate = quote before the work (or before full payment).
- Invoice = bill for completed work / amount due.
- Internal ops (materials reimburse, sub splits) go to Wave customer Internal notes — not on the customer PDF.
2. Bank reconciliation (optional tools)
Reconciliation helps you match money in the bank to open invoices
(and review card spend). It is for owners / managers, not techs.
1
Turn on bank tools
In the app: Bank / reconciliation area (owner or manager). Some shops need the bank tools entitlement enabled in Settings.
2
Pull deposits & spending
IA loads unmatched bank deposits and card transactions from your connected books feed (when available).
3
Match suggestions
IA suggests which open invoice a deposit might pay. You confirm the match — so your books show the invoice paid when the money hits.
4
Review spending
Card spend tab helps you see outgoing charges (useful for ops; not the same as sending customer invoices).
If bank tools aren’t active yet, connect Wave/QBO fully and open Bank in the app —
the screen will say if you need to enable the add-on. You can still run estimates & invoices without it.
3. Crew alerts & day-to-day
- Say “alert David and Marcus” on Listen to page crew in Chat (no full invoice needed).
- Leads from phone dispatch can land as estimates for follow-up.
- Settings: Wave/books connection, team, AI content, voice preferences.
Talk to IA in the app
On the Listen screen you can ask things like:
- “What can you do?”
- “How do invoices work?”
- “How do estimates work?”
- “How does reconciliation work?”
- “How do I get paid faster?”
IA answers out loud (if secretary voice is on), then keeps listening for a job description.