Create a quote from a customer conversation

Many inquiries take shape on the phone or in a video call: date, guest count, menu wishes, what the customer explicitly does not want. With Conversations in the inquiry detail you keep the conversation as text on the inquiry — and Univents turns it into a draft quote on that inquiry's event. Line items come only from your inventory, prices always from the item. Nothing is sent — you review the draft and send it yourself.

Where to find conversations

1. Open Inquiries in the left-hand menu and click an inquiry — in the Inbox as well as in the list or kanban view.
2. The detail shows the Conversations card with all conversations of this inquiry, newest first, with source, time and status.

You see the card if your role may view inquiries. Creating and deleting conversations requires the right to edit inquiries; Create quote additionally requires the right to create quotes.

After a phone call: dictation

1. In the Conversations card, click Dictation.
2. Capture the key points: occasion, date, guest count, location, wishes and what was agreed. Type, or click Start dictation and speak — speech recognition runs in your browser (Chrome, Edge, Safari).
3. Click Save and create quote. To keep the note without a quote, click Save.

A dictation is your own voice — it records no one else and therefore needs no consent.

Creating the quote from a conversation

• Every conversation with text shows Create quote. After a few seconds the card shows Quote created and an Open quote button.
• If the event still has the empty draft quote created when the inquiry came in, the line items go exactly there — no second quote is created.
• If date, guest count or location are missing on the event, Univents takes them from the conversation. Anything already filled in stays unchanged.
• Notes on the quote list what Univents had to assume, for example that the guest count could not be determined from the conversation.
• For a long conversation, Univents first writes a short conversation note: what the customer wants, what was agreed, what was declined. Adjust it with Show text and Edit note; Create new quote then creates another draft.

Recording video calls (Zoom, Google Meet, Teams)

For video calls there is a notetaker: it joins the call, records the audio and creates a transcript. It cannot record phone calls — use dictation for those.

1. Click Record video call.
2. Paste the Meeting link (Zoom, Google Meet or Microsoft Teams) and choose Join now or a Start time.
3. Keep Create a draft quote automatically after the call ticked if the quote should be created right away.
4. Confirm All participants have agreed to the recording and click Send notetaker.

In the call the notetaker appears as “Recording – your workspace name” and announces the recording in the chat when it joins. Before it has joined you can Cancel it; during the recording, Stop recording ends it. After the call the transcript is on the inquiry, and the recording itself is deleted at the recording service right away.

Univents enables this feature for your workspace; until then the card only offers dictation.

Consent: required before every recording

Recording a conversation without the consent of everyone involved is a criminal offence in Germany (§ 201 StGB), Austria (§ 120 StGB) and Switzerland (Art. 179ter StGB). Obtain consent before the call, for example in the invitation or at the start of the call. Univents stores for every recording who confirmed consent and when. If anyone objects, stop the recording immediately.

Costs

Call recording, transcription and creating the quote are charged by usage from your AI credit; a dictation itself is free. You can see usage under Billing in the AI usage, split into call recording, call transcription and conversation → quote. If the credit is used up, no quote is created and no notetaker is sent.

FAQ

Is the quote sent to the customer automatically? No. It is always just a draft.

Who can see conversations? Only members of your workspace whose role may view inquiries.

Can I delete a conversation? Yes, with Delete and confirmation. Text and note are then gone for good and a running recording is stopped. A quote created from it is kept. When the inquiry is deleted, Univents deletes its conversations too.

Does this work in the AI assistant? Yes. Tell the assistant, for example, “Create a quote for the Müller summer party inquiry from this phone call” and paste your note.