What is Voice to CRM?

Understanding Voice to CRM

• The Definition of Voice to CRM

Voice to CRM is a new and innovative way to update your customer relationship management system (CRM) by simply speaking to an app or website, instead of typing everything in yourself manually. With voice CRM software, salespeople can talk naturally, for example after a meeting or sales call, and have their notes, tasks, and deal updates automatically entered into their CRM.

Put simply, instead of spending time searching for info, remembering what happened last time you met the prospect and so on, you can now update your CRM with voice in just a few seconds. This saves tons of hours, reduces missed details, improves closing rates, and makes keeping your CRM up to date much easier.

• How Voice to CRM Works

Updating your CRM with voice is a really simple task. Imagine this scenario:
You have just left a sales meeting with a potential client that went really well. Normally, you would have to remember all the little details about your client, for the entire trip back to the office. With Voice to CRM, you can just pull out your phone, and watch your CRM update automatically. Here’s how:

Step 1. Open your preferred Voice to CRM provider, Notebee, for example.

Step 2. Hit record, and speak naturally about what deal updates you need. Notebee can automatically create tasks, set reminders, move pipeline stages, or just note things down.

Step 3. Open your CRM, and watch your voice transcription come to life. Your spoken actions happen automatically, without you spending even 1 second in your CRM. 

You’re done!

Notebee’s voice CRM software uses AI and natural language processing (NLP) to understand context. For example, matching an entry to your existing deals instead of creating new ones, detecting a follow-up date, or identifying a completely new deal opportunity that doesn’t exist in your CRM. AI and NLP is used to place your information in exactly the right places, just like had you done it yourself.

Why Sales Teams Are Switching to Voice to CRM

• Save Hours of Admin Time

One of the biggest reasons sales teams choose voice CRM software is the time it saves. On average, sales reps spend 5 hours every week manually entering notes, updating deal stages, and logging activities. With voice to CRM, updates happen automatically as you speak. For reps who like spending more time with customers, this frees up valuable time for actual selling.

Instead of losing almost a full workday each week to manual CRM updates, reps can focus on building relationships and closing deals, and become more productive. You can read more about other ways to improve productivity as a sales rep here: 5 Ways Voice to CRM Can Boost Your Sales Productivity.

• Improve CRM Data

Improving your CRM data can be really valuable for sales teams. Using voice to CRM allows for up to 5 times as much captured data, which can help reps improve close rates significantly. Because reps can instantly update their CRM, they don’t have to find gaps throughout the workday to update their CRM.

For example, a sales rep might have just left a sales meeting with lots of important details. If they only have a few minutes until their next sales call, they don’t have enough time to enter notes in their CRM. But they probably have enough time to just blurt out everything they can remember, and update their CRM with voice. No forgotten details, no same questions asked twice.

Ultimately, this results in CRM records that give managers and teams the full picture they need to make better sales decisions.

• Boost CRM Adoption Across Teams

One of the top challenges for any sales leader is getting the team to consistently use the CRM. By letting reps update CRM with voice in seconds, you remove the biggest barrier - the tedious data entry. Sales leaders hate reminding their reps to update their CRM, and reps hate updating their CRM.

Teams that adopt voice to CRM see higher engagement from reps, better data quality, and more consistent CRM usage across the board. For tips on improving adoption rates, check out our article on How to Get Your Sales Team to Actually Use the CRM.

Core Features of Voice to CRM Tools

• Automatic Transcription

With voice CRM software, every spoken update is instantly transcribed into accurate CRM updates using AI. This ensures that all meeting notes, call summaries, and tasks are captured accurately, without losing out on important details. When voice to CRM is integrated in your CRM, you save time and eliminate the need for manual CRM updates.

• CRM Field Updates

  
  

Once transcribed, Notebee uses AI and NLP to understand the context of your notes and place your data in the correct CRM fields. Notebee can process contact details, deal stages, opportunity values and many other notes. This means you can update your CRM with voice and trust that the data will end up exactly where it belongs.

• Task & Follow-up Creation

Voice to CRM tools don’t just record notes. They can also identify action items and automatically create tasks, reminders, and follow-ups inside your CRM. Your pipeline can move forward without delays, without risking missing the next steps with a client.

• Multiple Users

Notebee specifically, allows multiple reps to record their own notes, updates, and tasks, which all feed into the same shared CRM. This ensures that managers have a complete view of team activity, while each user’s updates remain linked to their own contacts and deals.

How Notebee Makes Voice to CRM Simple

• Seamless CRM Integrations

  
  

Top CRM voice software works with the tools your sales team already uses. Solutions like Notebee connect directly with HubSpot and Pipedrive, with more integrations on the way. This means you can keep your existing CRM workflow while adding the speed and efficiency of voice updates. You don’t have to switch CRM systems to use Notebee.

• Secure and GDPR-Compliant

When you update CRM with voice, sensitive customer and sales data is involved, which makes security crucial. Notebee ensures all data is encrypted, stored only as long as needed, and handled in full compliance with GDPR and other privacy regulations. Your sales team can work faster without compromising trust or compliance.

• Instant Setup

Getting started with Voice to CRM takes just a few minutes. There’s no complex onboarding or heavy IT lift. Just connect your CRM, log in, and start speaking. Learn more about Notebee’s Voice to CRM solution and see how quickly you can be up and running.

Who Can Benefit from Voice to CRM?

• Field Sales Representatives

Reps who spend most of their time on the road or in client meetings, voice to CRM software is a gamechanger. Instead of waiting until the end of the day, or having to find awkward time slots to type up notes, field reps can speak updates directly into their phone and have them logged instantly in their CRM.

• Inside Sales and SDRs

Inside sales teams, SDRs and BDRs often handle high call volumes and fast-moving conversations. With Voice to CRM, they can quickly log call outcomes, update lead statuses, and create follow-up tasks, whilst maintaining their work rhythm.

• Sales Managers and RevOps Teams 

Sales managers, Head of Sales, CSO’s and RevOps can use voice to CRM to ensure more accurate, timely, and complete data. Better data means more reliable forecasts, cleaner pipelines, and less time chasing down missing updates from the team. They can also use this calculator to see just how much their company is spending on manual CRM updates.

Conclusion

Voice to CRM is transforming how sales teams work, replacing boring and manual CRM updates, with quick, accurate and secure voice updates. It saves hours of admin time, improves data accuracy, increases close rates, and boosts CRM adoption for all sales team members.

Notebee.ai combines automatic transcription, AI-driven context recognition, and seamless CRM integrations to deliver one of the most efficient Voice to CRM solutions available today.