Your office manager, on every channel.
The same intelligent assistant: chat, voice, email drafts, and coaching (coming soon). One brain, four channels, zero silos.
Most AI tools are built per channel. A chat tool here, a phone tool there, a separate coaching product somewhere else. IBIOS does not work that way. The same assistant answers your team’s questions and writes call reports from your call recordings today, and will coach your team and handle customer calls and website chat when those launch (coming soon) — with the same knowledge, the same memory, and the same judgement.
Which channels does the office manager AI cover?
The office manager knows your business, your customers, and your jobs. That knowledge works the same way regardless of which channel the conversation happens on.
Your office manager when customers ring
Coming soon: it will answer inbound calls on your business number. Recognises returning customers, checks their history, spots open jobs and outstanding questions, and reasons before responding. When a customer calls about a job, it already knows the job. It does not just answer calls — it thinks like your office manager would.
Your office manager on your website and in your tools
Staff can chat with the assistant today to look up live data without leaving what they are doing. Coming soon: it will also handle enquiries from your website chat, with the same live access to your CRM, stock, quotes and job records.
Your office manager when you need to write
Ask the assistant to draft a supplier dispute email, a quote follow-up, a customer update, or a delivery confirmation. It draws on the relevant job record, the correct names and figures, and your preferred tone. You review and send, rather than typing it from scratch.
Your office manager reviewing how the team is doing
Coming soon, not live yet: reviewing calls against what works in your business. Spots patterns: which opening approaches lead to booked surveys, which enquiry types close faster, which objections your team handles inconsistently. Shares findings automatically with team members who can use them — not in a training document, in their daily flow.
What makes it office manager behaviour, not chatbot behaviour?
Thinks before replying
Every response is grounded in live data. Before the assistant says anything, it checks what your system actually shows. Customer history, open jobs, delivery status, outstanding quotes — all consulted in real time. Not a lookup from memory. Not a guess based on context. The actual record.
Notices things you'd miss
When a customer calls about one thing, the assistant notices other relevant things on the same record: an earlier unanswered question, a quote that has not been followed up, a payment that is about to fall due. It surfaces those for your team without being asked. A human colleague who is paying attention would do the same.
Knows when to ask, when to act
Some things the assistant handles directly: answering questions, booking appointments, logging information. Some things it routes to a human with full context: complex disputes, sensitive account discussions, anything requiring a judgement call. It is designed to tell the difference, so the customer is not left without an answer.
Joins the dots. Prepares the team. Captures what happened.
The office manager does not just respond when asked — it anticipates, prepares, and follows through.
Spots connections across your business automatically
IBIOS links information across customers, jobs, suppliers, and products without being asked. When a supplier delivery is delayed, it knows which customer jobs are affected and can prompt your team to notify them before those customers ring to chase. Your business responds to problems rather than reacting to complaints.
Briefs your team before calls. Debriefs them after.
Before a scheduled appointment, IBIOS prepares a brief for the team member taking the call: customer history, open quotes, outstanding issues, last interaction. After the call, it generates a debrief automatically — what was discussed, what was agreed, follow-up actions, with coaching notes coming soon. Nothing falls through the cracks at either end.
What the office manager will do on calls (coming soon)
These are the principles it operates by on every voice call:
Does not just answer calls — thinks like your office manager would. Knows the customer's history, their open quotes, their last interaction. Reasons before responding.
Recognises returning customers, spots anomalies, suggests next actions to staff after the call.
Knows when to defer — complex queries go to a human, with full context handed over.
Same knowledge as the assistant your staff use during the day. The colleague who answered the call has the same information as the colleague you ask in the showroom.
Speaks in your company's voice — Professional, Sincere, Polite, Firm. British English throughout.
Checks answers against your records. Asks to call back if it does not know.
Office manager AI outcomes
4
channels, one assistant: voice, chat, email drafts, coaching (voice, chat and coaching coming soon)
Grounded
no guesses or invented answers — every response checked against live data
Soon
Coming soon: answering on voice and chat when your team can’t
Questions about the Office Manager AI
Is the office manager AI the same on voice and chat?
Yes. The same assistant will handle voice calls and website chat when those launch (coming soon), as it already handles staff chat today. It uses the same knowledge, the same memory of your customers and jobs, and the same reasoning approach. A customer who rang yesterday and chats today will be recognised and given a consistent response. There is no separate "phone AI" and "chat AI" — it is one assistant, two channels.
What does "thinks before replying" mean in practice?
Before the assistant responds to any question, it checks your live data: the customer record, the open jobs, the supplier orders, the outstanding quotes. It does not answer from memory or guesswork. If a caller asks whether their bath has been dispatched, the assistant checks the supplier order record before saying anything. The answer is always grounded in what your system actually shows.
What happens when the assistant does not know something?
It says so. The assistant does not invent an answer. If a customer asks something specific that is not in your knowledge base or data, it tells the customer honestly that it will need to get an answer from your team, and either takes a message or offers a callback time. You can see exactly what it said in the full call or chat transcript.
Does the office manager AI work after hours?
Phone answering and website chat are coming soon. When they launch, the AI receptionist will answer when you can’t, including after you close, and capture the enquiry. You will be able to set different behaviours for out-of-hours, for example limiting what it can book or confirm.
Can we adjust what the AI says and how it behaves?
Yes. You configure the assistant with your company name, your services, your specific knowledge, and your preferences. You can also set response overrides — specific instructions that take priority over the default behaviour. If you want it to always route certain query types to a human, you can set that. The behaviour is consistent with whatever you have configured.
Which IBIOS product line includes the office manager AI?
The office manager AI is part of the IBIOS AI Brain. Staff chat is available now; phone answering and website chat are coming soon. It is built for UK tradespeople and showroom retailers. See also: Ask IBIOS.
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
See the office manager in action.
A live demo using your type of business. No generic walkthrough. Book a slot and we’ll show you how it works for your business.