Built-in workflow automations coming soon.
Coming soon: IBIOS built-in workflow automations, five ready-made workflows for businesses that quote, sell and install. Quote follow-ups, payment confirmations and review requests come first; callback alerts from the AI receptionist and installer SMS reminders follow. None of them is live yet.
Planned: ready-made defaults you can change at any time. Until then, your team sends follow-ups and review requests from the quote and customer records.
Why do useful automations never get set up?
Most workflow tools require you to build automations from scratch. You know you should have a quote follow-up. You know you should ask for reviews after jobs. You know the installer should get a reminder the night before.
But configuring each one takes time you do not have in the first week of using a new system. So the workflows stay as a to-do. Meanwhile, quotes go cold, reviews are not collected, and installers show up to the wrong address.
Coming soon: IBIOS will remove the to-do with built-in workflows already configured for trade businesses. They are not live yet.
What are the five built-in workflow automations?
Coming soon, not live yet. Each planned workflow is set out here: what will trigger it, when it will fire, what it will do, and why it matters for your business.
Quote follow-up
Trigger: Quote moved to Sent status · Timing: Day 3 and day 7 after sending
What it does
Email to customer with quote reference, outstanding total, and payment link re-embedded.
Why it matters
Unanswered quotes are an easy way to lose work for businesses that quote. Two automated nudges give the customer an easy way back in without any staff effort.
Payment thank-you
Trigger: Deposit payment received via payment link · Timing: Immediately on payment confirmation
What it does
Branded thank-you email to customer confirming deposit received, quoting job reference and next steps.
Why it matters
Confirming a deposit immediately reduces customer anxiety and sets a professional tone for the job relationship before any site work begins.
Callback notification
Trigger: AI receptionist (coming soon) logs a callback request · Timing: Immediately on callback log
What it does
In-app notification and optional email to the assigned staff member with caller name, number, and reason for callback.
Why it matters
Callback requests logged by the AI are high-intent contacts. Notifying staff immediately means the call-back can happen while the enquiry is still fresh.
Installer SMS reminder (coming soon)
Trigger: Job installation date · Timing: Evening before (configurable to N hours before)
What it does
Coming soon (outbound SMS is not switched on yet): an SMS to the installer with the customer name, address, and job reference for tomorrow’s installation.
Why it matters
Installer no-shows and wrong-address arrivals are avoidable with a simple reminder. This workflow eliminates the manual call-the-installer-the-night-before task.
Job-completed review request
Trigger: Job status changed to Complete · Timing: 3 days after completion
What it does
Email to customer with a link to leave a review on your configured review platform (Google, Trustpilot, or a custom URL).
Why it matters
Review recency matters for local search rankings. Asking a few days after completion catches the customer when the job is fresh but the mess is cleaned up.
Can you change the built-in automations?
Yes, once they launch; built-in workflow automations are coming soon. They are designed with sensible defaults for trade businesses, and every part will be changeable.
Timing
Change day intervals, hours before trigger, or time of day for sends.
Recipients
Change who receives each workflow — customer, installer, specific staff member, or role.
Content
Edit the email or SMS content to match your brand voice and specific job types.
Conditions
Add conditions to limit when a workflow fires — for example, only for jobs above a certain value.
Pause
Pause any individual built-in workflow without affecting the others.
Custom extensions
Add custom workflows via the AI workflow builder to supplement the built-ins with business-specific rules.
Will you be able to add your own in plain English?
Yes, when it launches; the IBIOS AI workflow builder is coming soon. Most workflow builders go unused because of trigger menus and condition trees. The IBIOS builder is designed as a text box: describe the automation, check what IBIOS understood, confirm. See building a workflow in plain English.
“Send a follow-up email 3 days after a quote is sent if it has not been accepted.”
Trigger: quote sent. Delay: 3 days. Condition: quote not yet approved. Action: email the customer.
“Email me when a call is flagged as high intent.”
Trigger: analysed call with intent above your threshold. Action: email the owner.
“Send a review request 3 days after a job is marked complete.”
Trigger: job completed. Delay: 3 days. Action: email the customer with your review link.
Questions about built-in workflow automations
What built-in automations does IBIOS include?
Five templates are planned; built-in workflow automations are coming soon and not live yet. (1) Quote follow-up at day 3 and day 7 after sending. (2) Payment thank-you email after a deposit is received. (3) Callback notification to staff when the AI receptionist (coming soon) logs a callback request from a caller. (4) Installer SMS (coming soon) sent the evening before an installation date. (5) Job-completed review request sent to the customer three days after a job is marked as complete.
Can I turn off built-in workflows?
Yes, when they launch; built-in workflow automations are coming soon. Each one will be paused on its own, pausing will stop it firing on future events without cancelling anything already in progress, and you will be able to switch it back on at any time.
Can I customise built-in workflows?
Yes, once they launch (coming soon). You will be able to change the timing, recipient, content and conditions of each built-in workflow, for example moving the quote follow-up from day 3 and day 7 to day 2 and day 5.
Are built-in workflow automations live today?
No. Built-in workflow automations are coming soon and are switched off in IBIOS today. Until they launch, quote follow-ups, deposit thank-yous and review requests are sent by your team from the customer and quote records.
Can I add my own workflows alongside built-ins?
Yes, when both launch; the built-in workflows and the plain-English workflow builder are coming soon. Your own workflows will run alongside the built-ins, so a built-in quote follow-up and your own high-value-quote follow-up could both fire when a quote is sent.
What happens if a built-in workflow fires at an inappropriate time?
Each built-in workflow is designed to check the record before it fires; they are coming soon, not live yet. The quote follow-up will check the quote is still unanswered, so a customer who accepted before day 3 gets no chaser, and the review request will check the job really is complete.
Which IBIOS product line includes built-in workflow automations?
Built-in workflow automations (coming soon) will be part of the IBIOS CRM product line. It is built for UK tradespeople and kitchen retailers and fitters. See also: automated quote follow-up (coming soon).
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Built-in workflow automations are coming soon.
Quote follow-ups, payment confirmations and review requests, ready-made. Join the waiting list to hear when they launch.