Voice Memos to CRM Notes with Otter.ai

Go to otter.ai on your phone or computer. Click "Sign Up Free" and use your email address. Verify your email when prompted.

1. Go to otter.ai
2. Click "Sign Up Free"
3. Choose "Sign up with email" or link your Google account
4. Check your email and click the verification link

What you should see: You land on your Otter.ai home screen — a clean dashboard showing "Conversations" with a big red Record button at the bottom.

Troubleshooting: If you don't see the verification email, check your spam folder. Add otter.ai to your safe senders list.

The mobile app is essential — this is what you'll use on the model home floor after each buyer interaction.

1. Open the App Store (iPhone) or Google Play (Android)
2. Search "Otter.ai"
3. Download and install the app
4. Sign in with the same account you just created

What you should see: The app opens showing your empty Conversations list with a prominent Record button at the bottom center.

Before using this with real buyers, do a practice run.

1. Stand in your model home or sales office
2. Open the Otter app → tap the red Record button
3. Say naturally: "Test note — buyer name was John and Sarah Smith. They visited today. They loved the open kitchen layout and the primary bedroom size. Interested in Lot 47 on the corner. Their concern was the interest rate — they wanted to know if we offer a rate buydown. They're pre-qualified at $425K. They live in Round Rock, kids in middle school. Follow-up: send them the Magnolia floor plan PDF and the financing options sheet. They said they might come back next weekend."
4. Tap the square Stop button when done

What you should see: Otter begins transcribing in real time. Within 10–15 seconds of stopping, the full transcript appears on screen.

Read through the auto-transcribed text. Otter will get 95–98% of words correct in clear audio. It may occasionally mishear a proper name (community or floor plan names) — tap to correct any errors.

1. Tap on any word to correct it
2. Use the edit button (pencil icon) to make quick text corrections

What you should see: Your spoken notes as readable paragraphs. The transcript mirrors exactly what you said.

1. Tap the Share or Export icon (top right of the conversation)
2. Choose "Copy Text" (this copies the full transcript to your clipboard)
3. Open your CRM app (Lasso, Sales Simplicity, or whatever your builder uses)
4. Navigate to the contact record for this buyer
5. Open the Notes field → Paste

What you should see: Your complete buyer notes appear in the CRM record, ready to save.

The system only works if you use it consistently. A good habit: the moment a buyer walks out the door, step to the back of the model home or a quiet corner and record your 60-second note. Don't wait until lunch break — memory fades fast in a busy model home.