VMTranscribe VMTranscribe
Voicemail transcription

Read your voicemail instead of listening to it.

Your phone system already emails voicemail to your staff. VMTranscribe takes that email, transcribes the recording, reduces it to a single line you can read at a glance, and delivers the words alongside the audio.

Talk to us See how it works

Works with the phone system you already have. Nothing to install.

Four steps, and you only do the first one

VMTranscribe sits behind the voicemail-to-email your phone system already sends. There is no integration to build and no plugin to keep patched.

  1. Point voicemail-to-email at us

    Each mailbox gets an address at our domain that carries the staff member's own address inside it, so nothing has to be mapped by hand.

  2. We transcribe the recording

    Audio is normalised for whatever codec your PBX sends, transcribed, and reduced to a one-line summary of who called and what they want.

  3. The words arrive with the audio

    An email with the summary, the transcript and the recording — and, for anyone who opts in, a text message with the summary and a play link.

  4. Everything stays searchable

    A web inbox per mailbox holds the history, searchable by caller or by what was said, for as long as your retention policy keeps it.

What your staff actually get

Built from a decade of running voicemail transcription for clinics, trades, non-profits and professional offices — the places where a missed message is a missed appointment.

A summary, not a wall of text

One line at the top: who called, what they want, what they need back. The full transcript is underneath when it matters.

Text notifications

Opt-in per person, with the mobile number verified first. The summary arrives as a text with a link that plays the recording — no sign-in.

Shared and role mailboxes

office@, reception@ and payroll@ are locked on creation. Access is granted to named people by an administrator, not inherited by whoever lands on a distribution list.

Search that finds the call

Search the transcript, not just the caller ID. Six weeks later, "the supplier who quoted on the roof" is a search rather than an afternoon.

Retention you decide

Set how long recordings and transcripts live, per organisation. Deletion runs in two phases with a grace period, always after that night's backup.

Delivery you can check

Every notification's fate is recorded — delivered, bounced, or failed — so "we never got that voicemail" is a question with an answer.

A voicemail is a recording of somebody's voice

It might be a patient naming a symptom or a client naming a number. The parts of the system that protect it are the parts we are least willing to make convenient.

  • Recordings are never public

    Audio is served only through links that are signed and expire. There is no guessable URL that returns a customer's voicemail.

  • Notification links are stored hashed

    A copy of our database does not yield a working link to anybody's voicemail, and the links in emails and texts expire on their own.

  • Sign-in is gated by your DNS

    An organisation proves control of its domain with a TXT record before anyone at that domain can sign in, and we re-check it hourly. Mail delivery is never gated on it — a DNS hiccup must not drop voicemail.

  • Access is logged, and the log outlives the recording

    Who opened which voicemail, and when, is written to an append-only log that survives the deletion of the recording it describes.

  • Deletion is deliberate

    Retention deletes in two phases with a grace window, and the backup always runs first, so a policy set in haste is not a policy set in stone.

For the MSP who has to support it

VMTranscribe is multi-tenant by design, because it was built by people who resell it. One login covers every client you manage.

Onboard a client in minutes

Add the organisation, add its domain, have them publish one TXT record. Mailboxes appear as mail arrives — no user list to import or maintain.

Settings per client, not per platform

Retention, text notifications and rate are set on each organisation, so a clinic's twelve-month policy and a trades office's ninety days coexist.

Delegate the day-to-day

Give a client's own administrator the ability to grant mailbox access and manage their users, and stop being the ticket for every new hire.

Billing that matches reality

A report of mailboxes that actually received voicemail in the period, per client, so you bill for what is in use rather than what was set up.

Questions we get asked

Do we have to change our phone system?

No. If your phone system can email a voicemail — almost all of them can — it can send to VMTranscribe. There is nothing to install on the PBX, no SIP trunk to re-point, and no app for staff to download.

Who can read a shared mailbox like office@ or reception@?

Only the people an administrator has named. Shared and role addresses are locked when they are created: receiving mail at the address is not enough to read it, so a new hire on a distribution list does not silently inherit the last five years of voicemail.

Can staff get the summary as a text message?

Yes, per person and opt-in. A user verifies their mobile number in settings, and from then on gets the one-line summary with a link to play the recording. Replying STOP ends it immediately and permanently.

How long are recordings and transcripts kept?

For a retention window set per organisation. Deletion happens in two phases with a grace period, and always after that night's backup, so an over-eager retention setting is recoverable rather than final.

What happens if the transcription fails?

The recording is still delivered. Transcription is an enrichment step, not a gate: if a caller mumbled through a bad line and the transcript is unusable, the voicemail itself still reaches the recipient, and failures are visible to us with the audio kept for a retry.

Can one login cover several client organisations?

Yes. VMTranscribe is built for managed service providers: one account holds many client organisations, each with its own domains, retention and notification settings, and each client's own administrators manage their own users.

Tell us about your phone system

Whether that is one office or forty client sites, the first conversation is short: what you run, how many mailboxes, and what you want your staff to see.

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