How to send voice notes to your CRM after every conversation

The quickest way to get a new contact into your CRM is to say it out loud. Straight after a conversation, record a voice note to Shmor with the person's name, company, what you talked about and when to follow up. Shmor transcribes it, saves the person and company to ShmorCRM, Attio or HubSpot, adds a note and creates the follow-up task, usually before you have reached the next coffee.

This guide covers what to say, how to send it on Telegram or by email, and how to fix anything that comes out wrong.

Why voice works after a conversation

Typing a CRM record on a phone, standing up, with a drink in the other hand, rarely happens. Talking for thirty seconds does. Voice also captures the context you lose first: the problem they mentioned, the person they want to meet, the reason you promised to send something.

Voice is the best option when there is nothing to photograph: a chat in a lift, a dinner, a phone call, a walk between sessions. If they hand you a card, a photo is better for the spelling of names and emails (see getting a business card into your CRM), and you can still add a voice note afterwards by replying to Shmor's card.

Before you start: two settings

1. Words to listen for in voice notes. In Settings, list the names transcription is likely to mishear: your company and product names, event and sponsor names, and any unusual surnames you expect. Separate them with commas. Shmor passes them to the transcription so they are more likely to come out right.
2. Default follow-up. Also in Settings, choose how many days Shmor waits before a follow-up when you do not say a date. It is 3 unless you change it.

If you have not linked Telegram yet, see linking Telegram to Shmor.

Step 1: say five things, in this order

A useful voice note is short and follows the same pattern every time. Say:

1. Who: first and last name, and their role. Spell anything unusual: "Siobhan, S I O B H A N, Kowalczyk."
2. Where they work: the company, and the website if you know it.
3. How and where you met: "met at the Bristol founders breakfast", or "intro from Priya".
4. What matters: what they are working on, the problem they mentioned, anything you promised.
5. The next step and when: "send the case study on Thursday", or "no follow-up".

Here is a complete example, about 25 seconds spoken:

Met Tom Hargreaves, head of operations at Fenwick Logistics, at the Manchester ops meetup tonight. They are moving off spreadsheets for driver onboarding next quarter and want to see how we handled it for another client. I said I'd send the case study. Follow up on Thursday.

From that, Shmor creates Tom and Fenwick Logistics, sets Met via (here, most likely Networking event) and Met at to the Manchester ops meetup, writes a note in plain British English, and creates a task: send Tom the case study, due Thursday.

For more on what to capture, see what to write in your notes after meeting someone.

Step 2: send it

On Telegram

Open the Shmor chat, hold the microphone button, speak, and release. Shmor reacts to your message, shows Transcribing, then Working on it, then replies with a card.

You can also send an audio file (MP3, M4A, WAV and similar) rather than a voice message, up to 10 minutes.

By email

If you record on your phone's own voice memo app, or you do not use Telegram, attach the recording to an email and send it to in@emails.useshmor.com from your Shmor sign-in address. Add a line of text above it if you like; Shmor reads both. It transcribes the first audio file in the email. See forwarding emails to your CRM for the details of the email channel.

Step 3: read the card

Shmor's reply card shows:

• New contact saved or Existing contact updated, with the person and company;
• what it heard: the start of the transcript, so you can check names at a glance;
• where you met and the follow-up date, if set;
• buttons for anything it could not work out.

If you did not say how you met, the card asks How did you meet? with buttons: Networking event, Conference, Intro, Inbound, Online or Other. If you did not say when to follow up, it asks Follow up? with your default, 1 week, 2 weeks or No follow-up.

If Shmor could not make out any speech, it says so and no contact is saved. If it heard speech but no name, email or LinkedIn link, it replies that it could not find a person, and no capture is used.

Step 4: correct or add by replying

Reply to the card, with text or with another voice note, to add or correct anything about that person:

• "Her surname is Kowalczyk, K O W A L C Z Y K."
• "Their website is fenwick-logistics.co.uk."
• "Make the follow-up next Monday instead."

To change a name, give both first and last name. Shmor updates the same record. The first 3 replies about a contact in a billing period do not use a capture.

Tips for clean transcripts

• Step away from the music. A corridor or a quiet corner makes a big difference.
• Hold the phone close and speak normally. Shouting distorts more than it helps.
• Spell names, emails and websites. "Tom at fenwick hyphen logistics dot co dot uk."
• Say dates as days. "Thursday" or "the 14th" is clearer than "after the thing next week".
• One person per note. If you met a pair from the same company, send two short notes.
• Keep it under 2 minutes. That is one capture, and it is plenty for one person.

What lands in your CRM

Privacy

Shmor sends the audio to OpenAI to transcribe it and never stores the recording. ShmorCRM keeps the transcript text behind each capture; with Attio or HubSpot connected, Shmor's own database keeps neither, and the transcript lives in the note in your CRM. Under OpenAI's API data controls, data sent through the API is not used to train its models by default.¹ The full list of providers is on our sub-processors page.

Keep the content professional: the people you describe can ask to see what you hold about them.²