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 (update it via SETTINGS). 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 worth adding if you're GST registered. Update it 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)

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, and hourly rate.

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: Not provided
📧 Email: dave@smithplumbing.com.au
💰 Rate: $120/hr

What would you like to update?
1. Business name
2. ABN
3. Email
4. Hourly rate

Reply with a number to update that field. You'll be asked to confirm the new value before it's saved. 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. Billvox applies 10% GST to all line items and breaks it out correctly on the PDF — subtotal, GST, and total all shown separately.

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 SETTINGS and choose option 4 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.