Customer rings about their delivery before you open. The answer is already in the system.
A customer with a fitter starting Monday needs delivery confirmation by Friday morning. If they hit voicemail before the showroom opens, their next call is to the fitter to postpone. IBIOS will answer before you open, pull the live order status, and reassure the customer before the anxiety becomes a cancelled installation. The IBIOS Receptionist is coming soon and is not live yet — this scenario shows how it will work.
What happens when a delivery enquiry hits voicemail before opening?
Customer paid a deposit a few weeks ago. Their fitter is booked to start Monday. It’s Friday morning, before opening, and no one has confirmed the delivery. They ring the showroom. Voicemail. They don’t leave one — they’re already anxious and a recorded message doesn’t help.
Minutes later they’ve messaged their fitter: “Still waiting on delivery confirmation — might need to push Monday.” The fitter moves another job into that slot. By the time your team arrives and sees the delivery was dispatched Thursday, the Monday start has already been complicated.
The delivery was fine. The order was on track. The problem was the gap between when the customer needed information and when the showroom opened. That gap costs you more than just a stressed customer — it risks a scheduling cascade that delays the installation.
How will the AI receptionist handle a pre-opening delivery call (coming soon)?
A step-by-step walkthrough of the pre-opening call that keeps Monday’s installation on track.
Customer calls shortly before opening
Fitter starts Monday. It’s Friday morning, tiles haven’t been confirmed. Customer rings to check. The showroom isn’t open yet. Voicemail picks up. Customer starts to panic and messages their fitter about postponing the Monday start.
IBIOS will answer immediately
The AI Receptionist (coming soon) will pick up straight away. It will match the caller’s number to their IBIOS customer record and greet them by name. The customer explains they’re worried about their delivery.
Supplier order status retrieved from live data
IBIOS will query the IBIOS supplier order linked to the customer’s job. Status: tiles dispatched Thursday, estimated delivery Monday. The AI will confirm this to the customer clearly and precisely.
Customer reassured, fitter cancellation avoided
Customer cancels the anxious message to the fitter. Delivery proceeds as planned. The call is logged against the job record. When the team arrives, the conversation summary is already in the dashboard.
What will change for the business
The customer’s anxiety is resolved before it becomes an action. The fitter’s schedule stays intact. The installation starts Monday as planned. None of this required a staff member to be at work early — it required the system to already know the answer.
Questions about pre-opening delivery calls
Can IBIOS access live supplier order status during a call?
Coming soon. Once the AI Receptionist launches, IBIOS will query your IBIOS supplier order records in real time. If an order has been dispatched, is pending, or has a confirmed delivery date, that information will be available to the AI during the call. The answer the customer hears is drawn from the same data your staff would look at.
What if the delivery status has not been updated in the system?
If the order record shows no dispatch date or the status is ambiguous, the AI Receptionist (coming soon) will tell the customer what it can confirm and what it cannot. It will not invent a delivery date. It will create a priority callback request for the first staff member on shift, flagged with the customer name and order reference, so the customer gets a definitive answer as soon as the showroom opens.
Does IBIOS know which customer is calling before they give their name?
Yes, once the AI Receptionist launches (coming soon), if the caller is ringing from a number already in your IBIOS CRM. IBIOS will match the calling number to the customer record before the conversation begins. The AI will greet the customer by name and asks how it can help, without asking them to identify themselves first.
How far in advance can delivery information be accessed?
The AI Receptionist (coming soon) will read delivery data for any open supplier order in your IBIOS system, regardless of how far in the future the delivery is scheduled. If you have an order expected several weeks from now, the current status of that order will be accessible to the AI the same as one arriving Monday.
Can IBIOS send the customer a follow-up SMS with delivery details?
Yes, once the AI Receptionist launches (coming soon). After confirming delivery details verbally, the AI will be able to send the customer an SMS summary with the key information — estimated delivery date, supplier reference, and a note to contact the showroom if anything changes. This removes the need for the customer to write anything down during the call.
Coming soon: delivery anxiety resolved before you’ve opened.
The IBIOS Receptionist will answer pre-opening calls with live order data. Early access by waiting list.