OneCrew Voice Actuals - Submitting Actuals Using Voice

Overview

Voice Actuals allows Field Leads to record daily project actuals by speaking naturally in either English or Spanish. OneCrew automatically converts the recording into a structured actual submission, including labor, materials, equipment, and job notes.

Instead of manually entering costs, Field Leads can dictate what happened on the job site, review the generated information, make any necessary edits, and submit the actual as usual.

Insight: Voice Actuals helps improve the consistency and accuracy of project cost reporting while reducing the time required to submit daily actuals. Because recordings can be made in English or Spanish, teams can use the language they're most comfortable with while keeping project records standardized.

Step-by-Step Guide

Follow these steps to submit project actuals using Voice Actuals in the OneCrew mobile app.

Navigate to Actuals

Open the OneCrew mobile app and navigate to the Actuals section.

Select the service or services you want to record actuals for.

Review the Voice Actuals Introduction

The first time you use Voice Actuals, you'll see a brief overview explaining that:

• You can speak in English or Spanish.

• OneCrew automatically translates and structures the information.

• You'll have an opportunity to review and edit everything before submitting.

If you prefer not to use voice, select Enter manually to use the traditional manual entry workflow.

Start Recording

Tap Start Recording.

If prompted, allow OneCrew to access your device's microphone.

During recording, you'll see a list of the selected services and cost items on screen to help guide your dictation.

Dictate Your Daily Actuals

Speak naturally, including the information you want recorded, such as:

• Labor hours

• Materials used

• Equipment usage

• Job notes

• Customer conversations or site observations

For example, you might say:

• Which crew worked

• How many hours they worked

• Materials and quantities installed

• Notes for the office or project manager

There is no need to follow a strict format—OneCrew identifies the relevant information and organizes it automatically.

Review the Generated Actual

After recording, OneCrew creates a structured actual submission.

The generated information includes:

• A summarized job note (rather than a word-for-word transcript)

• Labor hours

• Material quantities

• Other recognized cost entries

If the recording was made in Spanish, the job notes are automatically translated into English before being saved.

Resolve Any Validation Warnings

If OneCrew detects information that doesn't match the expected units for a cost item, it will flag the entry for review.

For example, if you dictate "5 pounds of tack oil" but the cost item expects gallons, OneCrew highlights the mismatch so it can be corrected before submission.

You can:

• Edit the value manually.

• Re-record the affected field.

• Continue updating any remaining cost entries manually.

Complete Any Remaining Entries

Continue through the rest of the Actuals form as you normally would.

All existing Actuals functionality remains available, including manually adding or editing costs.

Review and Submit

Before submitting, review the summary screen to confirm that:

• Labor hours are correct.

• Material quantities are accurate.

• Job notes reflect the work completed.

• Any validation warnings have been resolved.

When everything looks correct, tap Submit.

The submitted actual is saved exactly like any other actual created within OneCrew.

Troubleshooting

Voice recording won't start

Make sure you've granted OneCrew permission to access your device's microphone. If permission was previously denied, update the microphone settings for the app in your device settings.

The generated notes don't match exactly what I said

This is expected behavior. Voice Actuals creates a summarized project note rather than a word-for-word transcript while preserving the important project information.

I recorded my actual in Spanish

No problem. Voice Actuals automatically translates Spanish recordings into English before generating the project notes and structured actual.

A cost item is flagged with a unit mismatch

OneCrew detected that the spoken quantity doesn't match the unit expected for that cost item (for example, pounds instead of gallons).

Review the entry and either edit it manually or re-record that specific field before submitting.

Can I still enter costs manually?

Yes. Voice Actuals is optional. You can select Enter manually at the beginning of the workflow or manually edit any generated values before submitting your actual.