Problems IBIOS solves in practice
IBIOS use cases are step-by-step scenarios showing how UK trade businesses, such as bathroom showrooms, tile shops, kitchen fitters and installers, handle quotes, stock, payments, suppliers and customer calls in IBIOS. 74 scenarios across 12 categories; any scenario marked “coming soon” describes a feature that is not live yet.
What can a trade business do with IBIOS today?
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Live today: the CRM, Quote Studio (which reads a supplier PDF or a photo of a handwritten form into quote lines, then matches them to your own products), online quote acceptance, warehouse goods-in against supplier orders, stock across more than one location, shade lots, order management, recorded deposits and balances, bookings with calendar sync, typed Ask IBIOS questions over your live records, and call reports from recordings your phone provider already makes.
Which scenarios involve the AI receptionist?
The IBIOS AI receptionist is coming soon and is not live yet, so every scenario where IBIOS answers the phone is marked “Coming soon” and describes how it will work. Scenarios about quotes, stock, goods-in and recorded payments describe features you can use now. Access to IBIOS is by waiting list; there is no free trial. Sector pages: bathroom retailers, tile showrooms and kitchen fitters.
Talk and support across languages (coming soon)
Coming soon and not live yet: IBIOS Meet with live translation, for calls with customers, overseas suppliers and staff where each person hears or reads the other in their own language, and IBIOS Assist remote support, for seeing someone’s screen and, with their consent, taking control during a call.
Morning Rush
7 scenariosPre-Opening Delivery Enquiry
Coming soon: delivery driver arrives early, before anyone is in. IBIOS handles the goods-in process automatically.
See how it works →First Call of the Day — Complaint Routing
Coming soon: the first call of the morning is an angry customer. IBIOS routes it to the right person before the day has properly started.
See how it works →Three Simultaneous Calls
Coming soon: several callers at once and not enough staff free. IBIOS will queue, handle and log each call so no enquiry is lost.
See how it works →New Installer Needs Site Address
Coming soon: installer starting a new job rings for the site address. IBIOS provides it from the job record without needing to disturb the office.
See how it works →Sub-Contractor Availability Check
Coming soon: sub-contractor rings to confirm availability for next week. IBIOS checks the schedule and confirms or flags a conflict.
See how it works →Phone Rings — Customer Record Opens Before Staff Say Hello
Coming soon: inbound call arrives. Before a word is spoken, the customer’s record, open quotes, and last job are on screen. Staff start the conversation informed, not catching up.
See how it works →Staff Needs a Stock Answer Mid-Customer-Call
Staff member on the phone with a customer needs a live stock figure. AI chat returns the answer from live stock records while the customer stays on the line.
See how it works →After Hours & Weekends
5 scenariosMissed Call Recovery
Coming soon: customer calls after hours, no one answers, they ring a competitor. Here’s how IBIOS captures every enquiry automatically.
See how it works →After-Hours Coverage
Coming soon: many trade enquiries arrive after the office has closed. The IBIOS AI Receptionist will answer them in the evenings and at weekends.
See how it works →Saturday Afternoon — Owner Away
Coming soon: owner is away Saturday afternoon. Enquiries keep coming. IBIOS handles them all and briefs the owner on return.
See how it works →Sunday Evening Bathroom Emergency
Coming soon: customer has a bathroom emergency Sunday evening. IBIOS captures the lead, books a callback, and flags the urgency.
See how it works →Christmas Eve Last-Minute Order
Coming soon: customer rings Christmas Eve with an urgent order. IBIOS takes the details, logs the order, and confirms next steps.
See how it works →Sales Funnel
8 scenariosQuote Follow-Ups
Quote sent Monday. Silence by Thursday. The quote pipeline shows which quotes need chasing today; automated follow-ups are coming soon.
See how it works →Cold Lead — First Call
Coming soon: first-time caller with no history in the system. IBIOS qualifies the enquiry, creates the lead record, and books a follow-up.
See how it works →Warm Lead — Quote Callback
Coming soon: caller had a quote last month and is now ready to discuss. IBIOS pulls up the quote record and routes to the right person.
See how it works →Hot Lead — Deposit Today
Coming soon: customer calls ready to pay a deposit. IBIOS confirms the quote, sends the payment link, and logs the conversion.
See how it works →Tyre-Kicker Qualification
Coming soon: caller asks lots of questions but shows no buying signal. IBIOS applies the qualification criteria and routes accordingly.
See how it works →Referred Customer
Coming soon: caller mentions a referral. IBIOS captures the referral source, creates the lead with the referrer noted, and routes to the right person.
See how it works →Old Customer — Repeat Purchase
Coming soon: a previous customer rings about a second bathroom. IBIOS pulls the history, confirms their details, and restarts the quote process.
See how it works →Won-Then-Cancelled Reactivation
Coming soon: a customer who cancelled a job a few months ago rings back to restart. IBIOS finds the original quote and reactivates the job record.
See how it works →Installer Scenarios
5 scenariosInstallation Scheduling
Several jobs booked for the same week. Fitter double-booked. IBIOS clash checks warn about double-booking and goods-in status shows on the job; automatic blocks are coming soon.
See how it works →Installer Job Confirmation Clash
Coming soon: two jobs confirmed for the same installer on the same day. IBIOS detects the clash and flags it before it becomes a problem on site.
See how it works →Installer — Missing Carton ETA
Coming soon: installer on site discovers a carton is missing from the delivery. IBIOS checks the order status and gives an ETA from the supplier record.
See how it works →Installer — Damaged Goods Replacement
Installer finds damaged goods on site. IBIOS logs the issue with photographic evidence and triggers the supplier replacement process.
See how it works →Installer Schedule Change — Customer Update
Installer running late on a previous job. IBIOS identifies the affected customer and sends an update before the customer rings to ask.
See how it works →Supplier Scenarios
7 scenariosSupplier Disputes
Delivery arrives short. Driver has left. No photo evidence. IBIOS creates timestamped photographic evidence at goods-in — every time.
See how it works →Supplier Acknowledgement PO Crosscheck
Supplier sends an acknowledgement with different line items from the original PO. IBIOS flags the discrepancy before it becomes a delivery problem.
See how it works →Supplier Bulk Discount — Margin Flag
Supplier offers a bulk discount on a product line. IBIOS calculates the margin impact and flags whether the offer improves or erodes profitability.
See how it works →Supplier Delayed Shipment — Customer Alert
Supplier confirms a delay. IBIOS identifies every affected job; automatic customer delay alerts are coming soon.
See how it works →Supplier Price Dispute Resolution
Invoice arrives at a higher price than the agreed rate. IBIOS cross-references the supplier agreement and flags the discrepancy with evidence attached.
See how it works →New Supplier Rep — First Contact
Coming soon: new supplier rep calls introducing themselves. IBIOS captures the contact, links them to the supplier record, and creates a follow-up task for the owner.
See how it works →AI Drafts the Supplier Dispute Email
Short delivery logged, photos attached. IBIOS drafts the dispute email to the supplier — referencing the PO, quantities, and photos — ready to send in one click.
See how it works →Compliance & Edge Cases
10 scenariosTrade Secret Cost Inquiry Deflection
Coming soon: caller asks what you pay for stock. IBIOS detects the supplier cost probe, deflects gracefully, and logs the attempt for the owner to review.
See how it works →HMRC Impersonation Defence
Coming soon: caller claims to be from HMRC requesting customer data. IBIOS identifies the Tier 4 block, refuses to comply, and notifies the owner immediately.
See how it works →Discount Request Approval Flow
Customer pushes for a discount on a large quote. IBIOS logs the request, triggers manager approval, and sends the revised quote once it is approved.
See how it works →VAT Relief Disability Bathroom
Coming soon: customer asks about VAT relief for a disability adaptation. IBIOS answers accurately from the knowledge base and handles the declaration paperwork.
See how it works →Returns and Cooling-Off Period Query
Coming soon: customer asks about returns and cooling-off rights. IBIOS answers accurately, flags the potential dispute, and alerts the owner before it escalates.
See how it works →Taking Card Payments by Phone under PCI DSS
General guidance: keep card details out of call recordings, or send a pay by link so no card numbers are spoken on the call.
See how it works →AI Asked Something It Doesn’t Know — It Says So
Coming soon: caller asks a question the AI can’t verify against live data. Instead of guessing, it says so clearly and routes to a human.
See how it works →Disputed Call — Transcript Reviewed to Settle Disagreement
Coming soon: customer disputes what was agreed on a call. Owner pulls up the timestamped transcript. The record is clear, the dispute is settled.
See how it works →Something Changed — Audit Trail Shows Exactly Who Did It
Coming soon: A delivery address on an order is different from what the customer remembers. The audit log shows which action changed it, at what time, and whether it was AI or staff.
See how it works →Poor Signal Call — STT Fallback Keeps the Conversation Going
Coming soon: caller on a building site with a weak signal. Confidence drops below threshold. IBIOS switches recognition model mid-call and continues without asking the caller to repeat themselves.
See how it works →Business Owner & Operations
15 scenariosMulti-Location Operations
Growing from one showroom to several. IBIOS provides shared catalogue, separate location stock, and central reporting without spreadsheets.
See how it works →Bank Holiday Quote Chase
Coming soon: bank holiday Monday. A buyer rings about an open quote. IBIOS sends the follow-up sequence automatically while the team is off.
See how it works →Boxing Day Refit Planning
Coming soon: renovation enquiries keep coming over the Christmas break. IBIOS captures every enquiry, books callbacks, and briefs the team for the new year.
See how it works →End-of-Month AI Summary
At the start of each month, IBIOS delivers the full monthly summary: calls, quotes, conversions, pipeline, and overdue follow-ups.
See how it works →New Product Line Price List Upload
New supplier, long PDF price list. IBIOS Document OCR extracts the products into draft records for review. Once the AI Receptionist launches (coming soon), it will answer questions about the new range.
See how it works →Staff vs AI Call Comparison
Coming soon: IBIOS call intelligence shows which types of calls the AI handles better than staff and which need a human — so you can route with data, not guesswork.
See how it works →Investor Meeting Metrics Digest
Investor meeting next week. IBIOS generates the full 12-month metrics digest: conversion, pipeline, job value, seasonal trends. No spreadsheet required.
See how it works →Trade Collection — Stock Check
Coming soon: trade customer rings to confirm stock is available before making a collection trip. IBIOS checks live stock and confirms availability.
See how it works →Trade Repeat Order
Coming soon: regular trade customer rings to repeat an order from last month. IBIOS pulls the previous order, confirms the items, and places the repeat.
See how it works →7am — Owner Knows What Needs Doing Before Staff Arrive
IBIOS generates a daily briefing at 7am: overdue quotes, calls to return, supplier orders to chase, jobs starting today. The owner arrives with a plan, not a pile.
See how it works →Database Error — System Restored From Backup
Accidental bulk-delete or database error detected at opening. The owner restores from the previous night’s encrypted backup in one click, without a support ticket.
See how it works →Same Customer — Two Records — AI Flags and Merges Them
Coming soon: customer rings and staff create a new record, not realising one already exists. IBIOS will detect the duplicate, surface the match, and merge with one confirmation.
See how it works →Owner Describes a Process — AI Builds the Automation
Coming soon: owner types “when a quote is accepted, send the customer a deposit link and notify the installer”, and IBIOS’s workflow builder will turn that into an automation for the owner to review and activate.
See how it works →End-of-Week Sales Review
Friday afternoon. Director opens the Sales Dashboard: revenue month to date, pipeline, win rate. Drill into the open quotes and flag the ones for Monday follow-up.
See how it works →AI-Personalised Payment Chase (Coming soon)
Coming soon: when two standard chases go unanswered, AI will pull a transcript note, such as half-term timing, into the 1-week chase so the customer recognises it and pays by link.
See how it works →Quote & Pricing
5 scenariosNo Price Guessing
Coming soon: AI detects pricing questions and deflects them to a booked callback — no accidental quotes, no cold leads.
See how it works →Supplier Estimate Photographed — Quote Built in Minutes
Sales rep photographs a supplier estimate on their phone. IBIOS extracts every line item, maps to products, and builds a draft customer quote ready for review.
See how it works →AI Flags a Line Item It’s Not Sure About — Before the Quote Goes Out
AI extracts a line item from a supplier document but confidence is below threshold. It flags the item for manual review rather than silently inserting a wrong figure.
See how it works →Customer Accepts Quote Online and Pays Deposit at 9pm
Customer clicks accept on the quote email at 9pm, pays the deposit via the embedded link. Job status updates automatically. No one had to be awake.
See how it works →Quote Ageing Monday Review
Monday morning. The Sent column flags ageing quotes in red. Director clicks each, sends follow-ups and moves the rest on, so no open quote is forgotten.
See how it works →Payments & Cash Flow
6 scenariosJob Complete — Balance Collected by Link Before the Van Leaves
Installer marks the job complete. IBIOS sends a payment link to the customer. Balance paid before the installer drives away. No invoice chasing, no waiting on payment terms.
See how it works →Receipt Photographed, Payment Logged (Coming soon)
Coming soon: staff will photograph a receipt and IBIOS will extract the total and log it against the right record, flagging any discrepancy for staff to confirm.
See how it works →Bank Details on the Quote PDF — Customer Pays Direct
Customer prefers bank transfer. Quote PDF includes the account number and reference automatically. Payment tracked against the quote when it clears.
See how it works →Balance Reminder 5 Weeks Before Installation (Coming soon)
Coming soon: five weeks before the installation date, IBIOS will send the customer an automated balance reminder with the exact amount due and a payment link attached.
See how it works →One Week Out: Unpaid Balance Escalation (Coming soon)
Coming soon: with installation in 7 days and the balance unpaid, IBIOS will create a director task, send a final payment link, and flag the job on the dashboard.
See how it works →Installer Told When Payment Clears (Coming soon)
Coming soon: when the balance is received and the job is marked Payment Confirmed, IBIOS will send the installer an automatic notification, so there are no early-morning phone calls.
See how it works →Stock & Inventory
3 scenariosTiles Ordered Across Two Deliveries — Shade Lot Matched Automatically
Customer orders a large tile quantity across two deliveries. IBIOS tracks the shade lot number from the first delivery and matches the second. No visible colour variation on site.
See how it works →Supplier PDF Catalogue — Products Imported Without Retyping
New supplier sends a PDF product catalogue. IBIOS’s Document OCR extracts product names, SKUs, dimensions, and prices into draft records for review before they go live.
See how it works →Imported Products Categorised Without Manual Tagging
A batch of imported products needs categorising. IBIOS reads product names and descriptions, assigns categories, and flags the handful it’s uncertain about for review.
See how it works →Onboarding
2 scenariosExisting Customer Database Imported
Switching from a spreadsheet or old system. IBIOS imports the customer list; AI deduplication that flags likely duplicates for review is coming soon.
See how it works →AI Reads the Business Website and Pre-Populates the Knowledge Base
Coming soon: new IBIOS tenant provides their website URL. IBIOS scrapes the content, extracts product ranges, FAQs, opening hours, and policies, and populates the AI knowledge base automatically.
See how it works →Questions about IBIOS use cases
An IBIOS use case is a short, real-world scenario from a UK trade business that walks through what happens in IBIOS step by step. Each one covers the problem, how IBIOS handles it, and the expected outcome.
No, the IBIOS AI receptionist is coming soon and is not live yet. Every scenario where IBIOS answers a phone call is marked "Coming soon" and describes how it will work once it launches.
The CRM, Quote Studio, online quote acceptance, goods-in against supplier orders, stock across more than one location, shade lots, order management, recorded deposits and balances, bookings with calendar sync and typed Ask IBIOS are live today. Scenarios built on these features describe what IBIOS does now.
The scenarios are written for UK trade businesses such as bathroom showrooms, tile shops, kitchen fitters, plumbers and installers. Most are based on how a bathroom showroom with its own fitters works day to day.
Access to IBIOS is by waiting list; there is no free trial. IBIOS is made by IBIOS Limited (NI743167), a company registered in Northern Ireland.
See IBIOS handle your specific scenario
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