Playbook · 6 min read
Site visit notes: the difference between winning and losing quotes
Photos, measurements, voice notes. A practical guide to capturing what actually matters on site — without wasting time.
The gap between site and office
Every trades business owner knows the moment: back in the office, trying to write a quote from notes you took two days ago on your phone, in the rain, standing on someone's driveway. Half the measurements are missing. You forgot to photograph the meter cupboard. You can't remember exactly what the customer said about the flooring.
What good site notes look like
- Voice note describing what you see the moment you see it (no typing)
- Photo of every relevant surface, meter, feature, obstruction
- Measurements + dimensions written on a diagram or dictated
- The customer's exact words on what they want (verbatim, not paraphrased)
- Anything that concerns you — access issues, materials, timing
Voice is faster than typing
The best site notes in the trades are voice notes. Faster than typing. Gloves-friendly. Doesn't stop you working. AI transcription (like Trackori's) turns them into searchable, filed customer notes automatically.
Everything, filed against the customer
Notes only matter if you can find them. Every site visit note, photo and voice note should file automatically against the customer — searchable years later when they come back for the next job.
Key Takeaways
- The gap between site and office is where quotes get lost.
- Voice notes are faster, safer and better than typing on site.
- Everything files against the customer or it might as well not exist.
Also read
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