Supplier orders in one place. Quotes built from supplier PDFs.
A busy Northern Ireland bathroom showroom linked its supplier orders to customer jobs and stopped retyping supplier quotes by hand with IBIOS. Coming soon: the AI Receptionist is not live yet — the call-answering sections below are an illustrative scenario of how it will work, not results this showroom has achieved. IBIOS is bathroom showroom software made by IBIOS Limited (NI743167) in Northern Ireland.
What problems did the showroom have before IBIOS?
A bathroom showroom in Northern Ireland run by a small team, with an installer coordinator alongside the showroom staff. The phone was busy all day, covering new enquiries, job status updates, supplier calls, and trade customers checking stock.
Some calls went unanswered. The reasons were consistent: calls before opening, calls during busy showroom periods when the staff were with customers, and calls over lunch. No voicemail system was in place, so callers who rang out simply got no response.
Quote writing for multi-supplier jobs was slow and fiddly, because each line item from each supplier PDF had to be manually cross-referenced and entered into the quote template.
Supplier orders were tracked in a shared spreadsheet, separate from the CRM, which meant matching delivery updates to the correct customer job required searching across two systems. Discrepancies were common, and a delayed delivery that was not caught in time had already cost the business an installation date.
What changed when the showroom moved to IBIOS?
Coming soon: AI office manager on the business number
Illustrative scenario, not yet live: once launched, IBIOS will be able to connect to the existing business number so unanswered calls — before hours, during busy periods, after close — are picked up by the AI office manager, with a summary for staff each morning.
Supplier orders linked to customer jobs
Every supplier order was raised directly from the relevant customer job record. Delivery status, acknowledgement numbers, and invoices were tracked in the same record as the customer job. The shared spreadsheet was retired.
Quote processing from supplier PDFs
Supplier quote PDFs were uploaded to IBIOS. Quote Studio reads a photo or supplier PDF into quote lines in about 60 seconds, then matches them to your own products, so the team checked and adjusted lines instead of typing each one in by hand.
What were the outcomes for the showroom?
One record
per job for supplier orders, deliveries and invoices, with the shared spreadsheet retired
Coming soon
AI call answering — see the illustrative scenario below
No retyping
supplier PDF lines read into quotes and matched to the showroom's own products
Coming soon — illustrative scenario. Picture a homeowner who has been considering a bathroom refit for months, sees the showroom’s van while driving to work and rings early in the morning, before anyone is in. Once the AI office manager launches, it will answer, capture the enquiry, and offer a survey visit for the following Saturday.
Today, that call would ring out and the homeowner would carry on to their destination. The AI Receptionist is not live yet; this scenario shows how it will work, not a result this showroom has achieved.
Related: Quote Studio reads supplier PDFs into quote lines in about 60 seconds, then matches them to your own products; supplier orders linked to customer jobs; IBIOS for bathroom retailers; bathroom showroom software; and the AI receptionist (coming soon).
What do people ask about this bathroom showroom case study?
How long did it take to set up IBIOS for this business?
The existing customer list was imported from a CSV export, so the team could start using IBIOS straight away. The product catalogue and key supplier information were then loaded gradually as the team used the system day to day.
Is the AI Receptionist part of this case study?
Not as a live result. The AI Receptionist is coming soon and is not live yet. The call-answering sections of this page are an illustrative scenario of how it will work for a showroom like this one, not outcomes this business has achieved.
What will happen to callers who are currently missed?
Coming soon: once the AI office manager launches, it will be able to pick up calls the team cannot answer — early morning, during busy periods, after close — capture the enquiry and offer a callback time. This is an illustrative scenario, not a result from this business.
Did the team find it difficult to adjust to working with AI?
The adjustment was quicker than anticipated. The key change was having supplier orders, quotes and customer jobs in one place instead of a spreadsheet and a separate CRM. Staff described the shift as similar to having a very organised colleague who had already done the morning prep.
What will the AI do when it does not know an answer?
Coming soon: when the AI Receptionist launches, it will say it does not know and take a message rather than guess. Gaps can then be identified from the call transcript and the missing information added.
See if IBIOS does the same for your showroom.
Live demo. We demo using your showroom type and existing supplier accounts.