How to transcribe WhatsApp audio without leaving the app: send the audio, get the summary
The average Brazilian spends 1h38 per day on WhatsApp, opening the app 28 times (DataReportal, Digital 2026 Brazil). And 93.9% of the country’s internet users are on the platform — it’s the app most present in both professional and personal life.
Now remember the standard path for transcribing an audio: save the file, email it to yourself, open your computer, upload it, wait. It works, but that’s five steps for something that should be one.
There’s a shorter path: connect your number to Sintesy once, and from then on, send the audio right in the WhatsApp chat. The summary is ready in the dashboard, and the notification comes back in the same chat. This guide shows how to set up and use this flow.
Quick answer: how to transcribe WhatsApp audio without leaving the app
- In the Sintesy dashboard, open Integrations and select WhatsApp.
- Enter the WhatsApp number you’ll use to send the audios.
- Tap Open WhatsApp (or scan the QR code) and send the prefilled confirmation message.
- When the status changes to Connected, just send audios — recorded or forwarded — in the chat.
- When the synthesis is ready, you get the message in WhatsApp with the direct link to the summary in the dashboard.
The connection is made only once. After that, WhatsApp becomes a capture shortcut: any audio you forward to the chat enters the same transcription and summary flow as the dashboard.
How it works: WhatsApp connected to Sintesy
Once connected, the chat with the Sintesy assistant works like any WhatsApp contact. What you send becomes a synthesis:
| What you send | What happens |
|---|---|
| Audio recorded on the spot (voice note) | Transcribed, with summary, mind map, and checklist generated |
| Audio forwarded from another chat | Same processing — the assistant doesn’t distinguish the source |
| Audio or video file | Accepted and processed as sent media |
| YouTube link | The video is processed from the URL |
| Meeting link (Meet, Teams, Zoom) | The bot joins the meeting on its own and returns the transcription and summary at the end |
In other words: the chat isn’t just for your own voice notes. Got a 6-minute briefing from a client? Forward the audio to the Sintesy chat and it becomes organized text — without exporting anything.
If you send something without having connected first, the assistant asks for the email registered on your account to link it. The dashboard path is faster, but the linking works both ways.
Step by step: connect your number in 2 minutes
1. Open Integrations in the dashboard
In the Sintesy dashboard, go to Integrations in the sidebar and choose the WhatsApp card. The description sums up what it does: import audios and videos from WhatsApp and turn them into syntheses.
2. Enter your number
Type the WhatsApp number you’ll send the audios from, with the area code. The field validates the format — an incomplete number won’t go through. If you see a warning that the number is already in use, it’s already linked to another account; the rule is one number per account.
3. Open the chat and confirm
Tap Open WhatsApp (the dashboard also shows a QR code as an alternative). The chat with the assistant opens with a ready-made message: “Hello, I want to activate my integration with Sintesy.” Just send it.
4. Check the status
Until the integration is confirmed, the dashboard shows Waiting. After the first message, it changes to Connected with the linked number on the screen. From here, the chat is active.
5. Send the first audio
Record a short voice note — a reminder, an idea, a snippet of a meeting — and send it. Within a few minutes the reply arrives: “Your Sintesy is ready!”, with the synthesis name and the direct link to open it in the dashboard.
The three paths for the same audio — and when to use each
The connection doesn’t replace the other Sintesy flows; it adds the fastest one. The practical rule:
| Path | When to use it | Effort |
|---|---|---|
| Send in connected WhatsApp | Everyday audios and voice notes forwarded from groups | 1 tap |
| Export and send in the dashboard | When you’re at the computer and the file is already saved (e.g., a meeting recording) | 3–4 steps |
| Record directly in the dashboard | When you want to capture now and your phone isn’t at hand | 1 tap |
The complete guide to the export path is in how to transcribe WhatsApp audio to text in the dashboard. To turn these audios into a base you consult later — instead of loose answers — it’s worth reading how to turn WhatsApp voice notes into a knowledge base.
And the most underrated item in the table above: sending a meeting link in the chat. It’s the same mechanism as the bot that joins meetings on its own — the full flow for that case is in how to record a Google Meet meeting with a bot.
What comes back and where the summary lives
When the synthesis finishes, WhatsApp receives the notification with the material’s name and the link. The complete content opens in the dashboard:
- Transcription with the full text of the audio
- Structured summary with the main points
- Mind map with the organization of the ideas
- Checklist with tasks and next steps, when the audio has decisions or pending items
The audios enter the same library as the media sent through the dashboard — they’re searchable and can be consulted, shared, and exported like any synthesis.
Plan rules and limits
Connected WhatsApp uses the same limit as the dashboard, not a separate extra. On the free plan, that’s 60 minutes of audio per day and up to 10 daily syntheses. If you go beyond that, the Pro plan expands usage and unlocks features like export and sharing — the rules apply equally to what arrives via WhatsApp and via the dashboard.
Common connection errors
- “This number is already in use” — each WhatsApp number can only be linked to one account. Disconnect it from the previous account or use another number.
- Number rejected in the form — missing area code or incomplete format; the field asks for the full number.
- Sent an audio without connecting — nothing is lost: the assistant asks for the email registered on your account and links it on the spot.
- Email not recognized — the email must be the same as your Sintesy account. Without an account, create a free one in the dashboard and send the message again.
Frequently asked questions
Is transcribing WhatsApp audio this way free?
Sending via WhatsApp uses the same limits as Sintesy’s free plan: 60 minutes of audio per day and up to 10 syntheses per day. There’s no additional cost for the integration.
Does it work with someone else’s audio (forwarded)?
Yes. Forward the received voice note to the Sintesy chat and it’s processed like any audio. Works for groups, clients, suppliers.
Does the summary arrive inside WhatsApp?
The notification arrives: the synthesis name and the direct link. The complete material — transcription, summary, mind map, and checklist — opens in the Sintesy dashboard.
Do I need to be at a computer to connect?
No. The entire setup can be done on your phone, and after that the flow lives entirely in WhatsApp.
Can I send video and YouTube links too?
Yes. The chat accepts audio and video files in addition to voice notes, and YouTube links are processed from the URL.
The shortest path
The question “how to transcribe WhatsApp audio” usually comes with the wrong answer: third-party apps, manual export, uploads to websites. The shortest flow is the one that doesn’t make you switch apps: a 2-minute connection, and every voice note becomes organized text with one tap — recorded or forwarded, yours or someone else’s.
Connect once and test it with the next audio that arrives.
