Capturing calls and meetings (Voice)

What the Voice channel is

Most of what actually happens on a job never makes it into a document. The carrier delay an adjuster mentioned on a call, the handoff that got dropped between two techs, the commitment someone made in a walk-through: none of that shows up in an invoice or a scorecard. Voice is the Connect channel built for that gap. It captures calls and meetings, either recorded on the spot or picked up from a notetaker you already run, and turns the conversation into job updates, follow-ups people promised, and a running summary of what was said.

Verinode does not sit on the call or join your meetings. It reads what you hand it, transcribes it with speaker labels where the audio quality supports that, and surfaces what matters. You still decide what to do with it.

Where to find it

Voice lives in two places, and they work together:

• The Connect page. Open Connect from the sidebar at iq.verinode.ai/connect. The hero at the top reads "Get your data flowing" with a running document count and a status pill ("N flowing · N ready"). Below it, a row of channel tiles includes Voice alongside Email, Upload, Photo, and Integrations. Tapping the Voice tile opens the Voice card in the setup slider, which is what the rest of this article walks through.
• The Add Data button. This button appears on every section page (Vendors, Jobs, Margin, Clients, Equipment, Safety, and more). Inside it, one of the tabs is labeled Tell me, and that is the live voice-recording tool. You do not need to visit Connect to record a call, Add Data works from wherever you already are.

The Voice card on Connect

Open the Voice tile from /connect and you'll see:

A status pill at the top:

• "Ready to set up" (copper) when nothing has come through this channel yet.
• "N captured · Active" (green) once at least one call or meeting has been processed through Voice, where N is the running count.

A headline and explanation: "Calls and meetings, captured as they happen," followed by a short paragraph: tap the voice option on the Add Data button to record a call or meeting, or connect a notetaker you already use. Verinode transcribes it with speaker labels, then turns it into job updates, follow-ups people promised, and a running summary of what was said on each job.

A "When to use it" box (copper-tinted): "Best for the part of the job that never makes it into a document: the carrier delay flagged on a call, the handoff that got dropped, the commitment someone made."

A note on Add Data: a line confirming that the + Add Data button on every section page launches the capture flow, and that no setup is required, it just works.

The notetaker section, covered in detail below.

Recording a call live, from Add Data

Click + Add Data on any section page, then choose the Tell me tab (on mobile, it's placed second in the tab order since a phone is more likely to be mid-call or on-site).

1. 1Tap the circular record button. You'll see "Tap to record" with the hint "Describe a cost, dictate notes, or walk through a job."
2. 2Once you tap it, the button turns red and pulses, and the label changes to "Recording... " followed by a running timer (minutes:seconds). The hint below reads "Tap to stop."
3. 3Tap the button again to stop. Verinode uploads the audio and transcribes it automatically, this is the same "Analyzing" step every other capture path uses.
4. 4The result comes back like any other capture: a context summary of what was found, any matched entities (jobs, vendors, carriers), what was saved, and any insights or warnings.

If your browser doesn't support microphone access, the Tell me tab is simply not shown in the tab list. The rest of Add Data (Drop files, Snap a photo, Paste it, Forward) still works.

Speaker labels and what happens after

Once a recording (live or uploaded) is transcribed, Verinode applies speaker labels where the audio quality supports diarization, so a transcript reads as who said what rather than one run-on block of text. From there it's treated exactly like any other captured document: it gets a context summary, gets matched to the right job, vendor, or carrier, and produces job updates, flagged follow-ups, and a running summary you can find on the relevant job. If diarization isn't possible for a given recording, you still get the full transcript, just without the per-speaker breaks.

Connecting a notetaker you already use

If you already record calls or meetings with Otter, Fireflies, Granola, Fathom, or Zoom cloud recordings, you don't need to change how you work. Point that tool's transcript email at your Verinode address, and every call it captures arrives on its own and gets processed the same way a live recording does: job updates, follow-ups, and a running summary. Set it once, then forget it.

This section sits below the Add Data explainer on the Voice card, under the heading "Already Use a Notetaker?"

The address. This is the same Verinode inbound address you use for email forwarding elsewhere on the platform, one shared address per company. If your inbox is already set up (see Connecting your data and Forwarding documents), the address appears here too, shown in a copyable field with a Copy button next to it.

If you haven't set up your inbox yet, the field is replaced with: "Your forwarding address appears once your inbox is set up on the Email tab." Set up email forwarding first (on the Email tile of the same Connect setup slider), and the address will appear here automatically, there is nothing separate to configure for Voice.

1. 1Set up your Verinode inbox on the Email tab of Connect, if you haven't already.
2. 2Come back to the Voice tab and copy your address.
3. 3In Otter, Fireflies, Granola, Fathom, or your Zoom cloud-recording settings, add that address as the destination (or an additional recipient) for transcript emails.
4. 4Each call or meeting your notetaker captures now lands in Verinode on its own, no manual forwarding required.

Best-practice example

You wrap a 20-minute call with an adjuster who mentions, in passing, that a supplement request is stuck in review and promises to follow up by Friday. Nobody writes that down. If your notetaker (say, Fireflies) is already pointed at your Verinode address, that transcript arrives automatically, gets matched to the right job, and the "follow up by Friday" commitment turns into a tracked follow-up instead of something you have to remember. If you don't run a notetaker, the same outcome is one tap away: open Add Data on that job's page, hit Tell me, and dictate a 30-second recap the moment you hang up.

Related reading

• Connecting your data: how the Connect page and the channel tiles fit together.
• Forwarding documents: setting up your Verinode inbound address on the Email tab, the same address Voice uses for notetaker transcripts.
• The Feed: where job updates and follow-ups surfaced from a call show up.
• The decision workspace: what happens once a follow-up or signal from a call needs a decision.

Data sources