User guide — Billvox

Sending a job

Describe the job in plain English — who it was for, what you did, how long it took, and any parts used. No special format needed.

Example messages

Invoice for Dave Smith, replaced hot water system, 3 hours labour, parts $340

Invoice Mrs Johnson — fixed leaking tap, 1.5hrs, $85 materials. Her email is johnson@email.com, 14 Elm St Ringwood

Quote for Tom at 14 Brown St — install 3 power points at $95/hr and a ceiling fan supply and install $220, estimate 4 hours

Customer details

Include the customer name and what you did. You can also include their email address or street address if you have it — Billvox will add it to the invoice — but it's not required.

Rates and materials

Your default hourly rate is set in your profile (change it with RATES EDIT). You can override it for any job by mentioning a different rate in your message — e.g. "3 hours at $150/hr". Material costs can be included as a separate amount — e.g. "parts $85".

ABN

Your ABN appears on the invoice if you've added it to your profile. It's optional — but if you're registered for GST you'll need it, as without an ABN GST is left off your documents. Add your ABN and set your GST registration via SETTINGS.

Quotes vs invoices

Billvox will generate a quote or invoice based on what you say. Use the word "quote" or "estimate" to get a quote — otherwise it defaults to an invoice.

📄 Invoice

Used after work is completed

Due date set to 14 days

Numbered sequentially (INV-001)

📋 Quote

Used before work begins

Valid for 30 days

Numbered sequentially (Q-001)

Turns into an invoice when the job's done

Turning a quote into an invoice

When the job's done, just say "job's done for Dave Smith" — typed or as a voice note. Billvox finds your open quote for that customer and sends back the invoice summary to check. Reply YES, EDIT or NO as usual.

Example

Job's done for Dave Smith

Got it. Here's what I've captured:

Customer: Dave Smith
Type: Invoice
Ref: Quote Q-003

• 3x Labour — $360.00
• 1x Tempering valve — $180.00

Subtotal: $540.00
GST (10%): $54.00
Total: $594.00

Happy with this?

The invoice gets its own number (e.g. INV-008) and the PDF shows "Ref: Quote Q-003". If you sent the quote to your client, their email is already filled in.

Want to be precise? Send INVOICE Q-003. Or send QUOTES to see your 5 most recent open quotes and reply with a number to pick one.

If more than one quote matches — say, two customers called Dave — you'll get a numbered list: "Reply with a number to turn one into an invoice."

If you've already invoiced that quote, you'll be asked: "Q-003 was already invoiced as INV-008. Make another invoice from it?"

Quotes confirmed before 16 October 2026 weren't stored, so they can't be converted. For those, Billvox replies "I can't find a copy of Q-003, so I can't convert it. Send me the job details and I'll make the invoice." — just send the job details as normal.

Confirming and cancelling

After you send a job, Billvox sends back a summary to review. You then confirm or cancel before anything is sent.

YES

Generates the PDF and emails it to your address. You can then forward it to your client.

NO

Cancels the pending job. Nothing is sent.

Made a mistake in your message? Just type a correction before replying YES — for example: "Change the hours to 4" or "Customer name is Sarah Jones". Billvox will update the job and show you the revised summary.

Commands

These keywords work any time — just send them as a message. They work in any case (yes, YES, and Yes all work the same).

HELP

Returns a quick-reference message with instructions and examples.

SETTINGS

Opens a menu to view and edit your profile details — business name, ABN, email, BSB, account number and GST registration. It also shows your hourly rate, which you change with RATES EDIT.

RATES

Your rate card — your hourly rate plus any standard prices you charge. When a job doesn't state a price, Billvox uses the matching rate card price (and your hourly rate for labour). A price you mention in your message always wins.

RATES — shows your rate card. Your hourly rate is starred; other items are numbered.
RATES ADD — adds an item: you'll be asked for its name, price and unit.
RATES EDIT — changes your hourly rate.
RATES REMOVE — removes an item by number or name, e.g. RATES REMOVE 2 or RATES REMOVE Standard callout. You'll be asked to confirm. Your hourly rate can't be removed.

Example

RATES ADD

What's the item called? e.g. 'Standard callout' or 'Hot water service replacement'. Reply CANCEL to exit.

Standard callout

What's the price for 'Standard callout'? e.g. 85 or $85

95

What's the unit? e.g. 'per hour', 'each', 'per sqm'

each

Added: Standard callout — $95.00 each ✅

Reply RATES to see all your rates.

QUOTES

Lists your 5 most recent open quotes. Reply with a number to turn one into an invoice.

INVOICE Q-003

Turns that quote into an invoice. You can also just say "job's done for Dave Smith".

YES

Confirms a pending job and sends the invoice or quote.

NO

Cancels a pending job. Nothing is sent.

CANCEL

Cancels a pending job, or exits the SETTINGS menu.

RESTART

During sign-up only — starts the registration process over from the beginning.

Editing your details

Send SETTINGS at any time to view and update your profile.

Example

SETTINGS

Your current details:
🏢 Business: Smith Plumbing
🔢 ABN: 12345678901
📧 Email: dave@smithplumbing.com.au
💰 Default rate: $120/hr
🏦 BSB: 062-000
🏦 Account: Not provided
🧾 GST registered: Yes

What would you like to update?
1. Business name
2. ABN
3. Email
4. Your rate-card
5. BSB
6. Account number
7. GST registration

Reply with a number, or CANCEL to exit.

Reply with a number to update that field. For business name, ABN, email, BSB and account number, you'll be asked to confirm the new value before it's saved. GST registration is a Yes/No question and is saved as soon as you answer. Option 4 shows your rate card. To change your hourly rate, send RATES EDIT. Reply CANCEL at any time to exit without changes.

Frequently asked questions

What number do I save in my contacts?+

Save +1 906 667 6782 as "Billvox" in your contacts. That's the number you message to send jobs.

Where does the invoice get sent?+

The PDF invoice is emailed to the address you registered with. You can then forward it to your client. To update your email address, send SETTINGS.

Is GST calculated automatically?+

Yes. If you're registered for GST, Billvox adds 10% and breaks it out to ATO standards. If you're not, GST is left off and your document is titled Invoice rather than Tax invoice.

Can I turn a quote into an invoice?+

Yes — when the job's done, say "job's done for Dave Smith" (or send INVOICE Q-003) and Billvox turns the quote into an invoice for you to check before anything is sent. Quotes confirmed before 16 October 2026 can't be converted — send the job details instead.

What if I make a mistake in my message?+

Just send a correction before replying YES. For example: "Change the hours to 4" or "Customer is Sarah Jones". Billvox will update the job and show you a revised summary to confirm.

Can I change my hourly rate?+

Yes — send RATES EDIT to update your hourly rate. Changes apply to all future jobs.

Something's not working — who do I contact?+

Email us at hello@billvox.com.au and we'll get back to you.