Dictation software for small business owners and teams
VoiceTyping is dictation software for small business owners who run the company and also write every email, quote and customer reply themselves. You say what you would tell an employee, and AI cleanup removes the ums, applies your corrections and adds punctuation, so the text lands in your inbox, CRM or invoicing tool ready to send. Personal costs 7 USD a month billed yearly, and a Team plan starts at 3 seats.
The short answer for small business owners
An owner of a ten person company typically writes between 30 and 60 messages a day: customer replies, supplier chasers, quotes, job descriptions, a quick note to the bookkeeper. Typed between everything else, that is one to two hours of work that nobody else can do for you, because only you know the answer.
VoiceTyping lets you say the answer instead. Talk the way you would in the van or at the counter, "Hi Dana, yes we can do the install on the 18th, it will be 2,400 for the unit and 350 for labor, I need the gate code from you", and the Email style returns a polished reply with a greeting and sign off. The extension for Chrome and Edge types straight into web mail, your CRM, your helpdesk and your quoting tool.
Customer replies in the time it takes to read them
Hold the record button, answer the question out loud and send. Say "friendlier" or "shorter" and the message changes. A reply that took four minutes at the keyboard takes about forty seconds.
Quotes and follow ups that go out the same day
Most small businesses lose jobs to slow replies, not to price. Dictate the quote summary while the site visit is fresh, and the draft is in the customer's inbox before you are back at the office.
Corrections spoken, not retyped
Say "no, make that 2,400 not 2,040" and the number is fixed instead of typed twice. Fillers, restarts and repeated words disappear.
Product names, customers and suppliers spelled right
Add your product lines, supplier names and the towns you serve to your personal dictionary. Personal holds 200 words and Pro holds 2,000.
Snippets for what you answer every week
Save your opening hours reply, your quote terms and your review request as snippets and insert them by voice. Personal includes 10 snippets and Pro has no limit.
Works in the tools you already pay for
The extension types into the compose and note fields of web based tools such as Gmail, Outlook on the web, HubSpot, Zoho, Jobber, Shopify admin and Slack. No separate integration is needed.
How to clear your inbox by voice in four steps
- 01 Add the extension to Chrome or Edge. It takes a couple of minutes.
- 02 Open a reply, click into the field and hold the record button. Say the answer as you would give it face to face.
- 03 Pick the Email style for customers or the Chat style for staff, read the result once and fix anything by voice.
- 04 Send. Do the same for the next five messages and the morning backlog is gone.
How far each plan goes for a small business owner
AI minutes are counted on your speech, by the second. A customer reply or a short quote is usually 20 to 60 seconds of talking.
| Plan | Price billed yearly | AI minutes per month | About this many 60 second messages | Daily cap |
|---|---|---|---|---|
| Personal | 7 USD per month (84 USD per year) | 400 | 400 | 40 minutes |
| Pro | 14 USD per month (168 USD per year) | 900 | 900 | 90 minutes |
| Team | 24 USD per seat per month, from 3 seats | 1,500 per seat | 1,500 per seat | 120 minutes per seat |
An owner who dictates fifteen replies and a few longer notes a day uses about 20 minutes, so Personal covers a normal month. Owners who also dictate job descriptions, proposals and newsletters usually pick Pro. Monthly billing is 15 USD for Personal and 29 USD for Pro. A shop or office where the owner and two staff all write customer messages can put everyone on one dictation software for teams plan with shared billing. Every plan is on the voice typing app pricing page.
One morning of messages, typed and dictated
Here is a realistic morning for a contractor with a small crew, counted in minutes.
| Task | Typing | Dictating |
|---|---|---|
| Reply to 8 customer questions | 32 minutes | 7 minutes |
| Quote summary for 2 site visits | 16 minutes | 4 minutes |
| Supplier chaser and 2 invoices notes | 12 minutes | 3 minutes |
| Job post for a new hire | 15 minutes | 4 minutes |
| Total | 75 minutes | 18 minutes |
The typing figures assume about 40 words per minute plus editing, and the dictating figures assume about 140 words per minute plus one read through. Your numbers will differ, but the gap is the point. Roughly an hour a day comes back to you, which is worth more than the 84 USD yearly price of Personal if your time is worth anything above two dollars an hour.
What small businesses dictate with VoiceTyping
- Service businesses such as contractors, cleaners and repair shops that answer enquiries and send quotes from the road.
- Shops and online sellers who write product descriptions, customer messages and supplier notes.
- Agencies and consultancies with two to ten people that write proposals, status updates and client emails.
- Owners who are hiring and need a clear job post fast. If the hard part is finding people, a service such as developer hiring by skill instead of resumes can shorten the search while you dictate the posting and the replies to applicants.
- Practices and studios that put the whole front desk on one plan so every message sounds the same.
VoiceTyping writes what you say. You remain responsible for the accuracy of anything you send, quotes in particular, and for what you put into any tool under your own privacy obligations to customers.
VoiceTyping compared with other dictation options for small business
Facts about other products are as published at the time of writing and may change.
| VoiceTyping | Phone keyboard dictation | Dragon Professional | Wispr Flow | |
|---|---|---|---|---|
| Price | 7 to 14 USD per month billed yearly | Included with the phone | About 699 USD one time | Pro about 12 USD per month billed yearly |
| Removes ums and false starts | Yes | No | No | Yes |
| Styles for email, chat and notes | Yes, 4 built in plus custom on Pro | No | No | Tone per app |
| Custom vocabulary for product and customer names | 200 or 2,000 words | No | Yes | Yes |
| Types into desktop programs | No, browser only | Not applicable | Yes, Windows only | Yes |
| Team plan with invoices | Yes, from 3 seats | No | Through resellers | Yes |
If your business runs on a desktop program such as an older accounting suite and you need dictation inside it, Dragon or Wispr Flow may fit better because they type into any window. If your email, CRM and quoting all live in the browser and you want each message cleaned before it goes out, VoiceTyping is the cheaper fit on a yearly plan. See the detail on the Dragon dictation software alternative and Wispr Flow alternative pages, or the full roundup of the best speech to text software.
FAQ
What is the best dictation software for small business?
The best dictation software for a small business turns a spoken answer into a clean, ready to send message with no editing. VoiceTyping removes ums, applies corrections and formats text for the browser tools owners already use. Owners whose main program is desktop only may prefer Dragon on Windows.
Can I dictate into Gmail, my CRM or my quoting tool?
Yes, if the tool runs in Chrome or Edge. Click into the field, hold the record button and speak, and the extension types the cleaned text in. For desktop programs, paste the text from the web app. Read it once before sending.
How much does dictation software for small business cost?
VoiceTyping Personal is 15 USD per month or 84 USD per year, Pro is 29 USD per month or 168 USD per year, and Team is 24 USD per seat per month billed yearly from 3 seats. Dragon Professional costs about 699 USD one time and runs only on Windows.
Can my whole team use one account plan?
Yes. The Team plan starts at 3 seats with shared billing and invoices, and each seat has its own minutes, dictionary and snippets. Add or remove seats as staff change.
Will it get product and customer names right?
Add the names you use most to your personal dictionary once and VoiceTyping uses them every time. Personal holds 200 entries and Pro holds 2,000.
Is dictation private enough for customer information?
Audio is processed to produce text and deleted right after transcription, and it is never used to train models. Read the privacy and security page, and follow your own obligations to customers on what you put into any tool.
Try it on your next customer reply
Record 15 seconds the way you would answer a customer in person and see the clean version before you decide anything.