Voice dictation for sales reps: clear the follow-up pile without changing what you promised.

The call ends at 2:58 and the next one starts at 3:00. Somewhere in those two minutes you are supposed to write the follow-up email, log what the prospect said about their security review, ping your solutions engineer in Slack, and update the close date. So you don't. You tell yourself you'll do it at the end of the day, and by the end of the day you have six calls of context to reconstruct and you write four sentences that say almost nothing. The deal doesn't die from that. It just gets slower and blurrier, and the next rep who touches the account inherits a note that says "good call, sending pricing."

Voice dictation is the obvious fix. You already talked for thirty minutes, so talking for another ninety seconds costs you nothing. But the first time you try it on a real follow-up, the output comes back with your champion's name spelled three different ways, "SOC 2" rendered as "sock two," and your product's Growth tier written in lowercase like a generic noun. You spend four minutes cleaning up a message that would have taken five to type.

Rubil is voice dictation built for people who write across many apps all day. It runs as a Chrome extension for browser work and a Mac desktop app for native apps. Same voice input, different output for Gmail vs Slack vs Jira. It formats your words. It never rewrites or generates them. Your ghostwriter, not your ghost-thinker.

For a sales rep that last part carries a specific kind of weight. When an AI generates the final wording of a follow-up, it can put words in your mouth that you never said, and in sales the words in your follow-up are the ones the buyer holds you to. A rewrite that turns "I'll check whether we can do that" into "we can do that" has changed a commitment, and you may not catch it before you hit send.

The two minutes after a call, dictated.

Open Gmail, hit compose, click the Rubil mic, and talk the way you would if you were leaving your manager a voicemail about how the call went. Say this into Rubil:

“

hey um Priya wanted to follow up on on the call today so we we talked about the Q3 rollout and you mentioned the the security review is the blocker um I'm going to loop in Marcos on our side he he owns the SOC 2 questionnaire and uh I said I'd send over pricing for the fifty seat Growth tier by Thursday so that's that's still the plan let me know if if anything changed on your end

What lands in the compose window:

“

Hi Priya,

Wanted to follow up on our call today. We talked about the Q3 rollout, and you mentioned the security review is the blocker.

I'm going to loop in Marcos on our side. He owns the SOC 2 questionnaire. I said I'd send over pricing for the 50-seat Growth tier by Thursday, and that's still the plan.

Let me know if anything changed on your end.

Name spelled right, acronym cased right, product tier capitalized right, seat count written as a number instead of words. Nothing was added. There is no invented pleasantry about how great it was to connect, no manufactured urgency, no closing line you didn't say. Every sentence in that email came out of your mouth.

Rubil also knows the difference between a fresh compose and a reply. Hit reply on an existing thread and the same speech lands shorter, without the greeting, because that's how people write inside a thread they're already in.

The same words, formatted for where you're sending them.

Drop the identical dictation into Slack to brief your solutions engineer and you get something built for a channel instead of an inbox:

“

Follow-up from the Priya call: Q3 rollout is moving, security review is the blocker. Looping in Marcos on the SOC 2 questionnaire. Sending pricing for the 50-seat Growth tier by Thursday.

No greeting, no sign-off, no paragraph scaffolding. Rubil detects which app you're in and formats for it, so you never pick a mode or think about it. Slack channel messages and Slack DMs get handled differently too, since a note to a channel reads differently from a note to one person.

The apps Rubil formats for specifically are the ones sales work runs through: Gmail, Outlook, and other webmail, Slack channels and DMs, Microsoft Teams, LinkedIn posts and comments, Google Docs and Notion for account plans and proposals, Jira and Linear when you're filing something for the product team, and the AI chat tools where reps draft and research.

Where Rubil does not have a dedicated format yet.

Your CRM is the honest gap, and it's worth being clear about it before you install anything.

LinkedIn has the same shape of limitation in a smaller way. Posts and comments each get their own formatting, and both work well for social selling. LinkedIn messages and InMail don't have their own profile yet and get treated like a post.

Two more gaps that matter if you're evaluating this for a team rather than yourself: there's no Windows app yet and no iOS or Android app yet. Both are on the roadmap. Today Rubil is Chrome plus Mac, so a Windows-based sales floor can use the Chrome extension for browser work and nothing for native desktop apps.

The Glossary is what makes this survive contact with a real territory.

Every rep works inside a private vocabulary. Prospect names, champion names, competitor names you mention on calls, your own product's tier names, and the acronym soup that changes depending on which methodology your org runs. A generic speech engine has never heard of any of it, which is why generic dictation falls apart on the first real follow-up.

The Glossary is where you teach Rubil that vocabulary. You add the People you write to and about, the Acronyms your deals run on, the Terms that need exact spelling and casing, and the Expansions that turn a short trigger into a full block of text. Entries sync between the Chrome extension and the Mac app, and there is no entry limit.

Start with People and Acronyms, because they pay for themselves the first day. Add every active champion, economic buyer, procurement contact, and internal counterpart across your open opportunities. Add MEDDIC or whatever your org runs on, plus ARR, POC, MSA, SOW, QBR, and the ten others you say without thinking. Acronyms are platform-aware, so POC can stay POC in a Slack message to your SE and expand to "proof of concept" in an email to a buyer who might read it as something else.

Terms are where product names stop embarrassing you. If your tiers are Starter, Growth, and Enterprise, the Glossary keeps them capitalized as product names instead of ordinary adjectives.

Expansions are where the time compounds. If your post-demo follow-up always carries the same four-part structure, save it as an expansion and say the trigger. Same for your mutual action plan outline, your standard security-review response, your renewal recap, and the pricing block you paste into every proposal thread. Anything you write more than once a week belongs in the Glossary.

Rubil notices when you correct the same word twice and offers to add it. Your vocabulary fills in while you work instead of during a setup session you'll never schedule.

Chrome extension or Mac app.

Most reps end up with both. The Chrome extension covers Gmail, Google Docs, Slack in the browser, LinkedIn, Notion, and your CRM. The Mac app covers the native Slack client, Apple Mail, Microsoft Word, Notes, and any other Mac app with a text field. Same Glossary, same formatting engine, same backend. Install both, sign in once, dictate anywhere. If you want to feel it before installing anything, try it in your browser with nothing to set up.

Why not the alternatives.

Wispr Flow, Willow Voice, and Aqua Voice take the opposite approach and use AI to rewrite your voice input into a more polished version. That's a real trade with real upside if you want the tool to improve your wording. For sales specifically, the risk is that an AI-rewritten follow-up changes a commitment you made verbally, and the buyer holds the written version, not the spoken one. Our comparisons cover the differences honestly: Rubil vs Wispr Flow, Rubil vs Aqua Voice, and Rubil vs Willow Voice.

If your org still runs Dragon Professional, the Dragon NaturallySpeaking alternatives guide covers the wider set.

Quick tips for the first week.

Add the ten people you email most and the eight acronyms you say every day, then let auto-suggestions handle the rest. That gets you most of the way to clean output without a setup session.

Dictate the CRM note first, before the email. It's the writing reps skip most often and the writing that costs the most later, and it's the fastest thing to talk through while the call is still in your head.

The free tier is 1,000 words a day on the same engine paid users get, so evaluating it costs nothing and doesn't put you on a trial clock. Details on pricing.

For platform-specific setup, see voice dictation for Gmail and voice dictation for Slack. If you sell alongside a services team, dictation for consultants covers the same ground for client delivery work.

FAQ

The follow-up you send is the record of what you agreed to. Rubil gets it written in the ninety seconds you have, in your words, with the names spelled right.