They want to pay a deposit today. IBIOS will capture the moment.
The IBIOS Receptionist is coming soon and is not live yet — this scenario shows how it will work. A customer who has decided is worth a whole bathroom job. A closed office that forces them to wait until tomorrow morning is worth nothing — because by morning, second thoughts set in. IBIOS will answer, capture the intent, and send a secure pay-by-link while the call is fresh. Pay-by-link quotes are available today.
What happens when a ready-to-buy customer calls after the office has closed?
Customer has decided. They’ve compared the quotes, talked it over with their partner, and they want to go ahead with your bathroom quote. They ring on a Tuesday evening, after the office has closed. The phone rings out or hits a generic voicemail.
They consider leaving a message with their card number. Decide that’s a bad idea. They wait until tomorrow morning, intending to call first thing. But by Wednesday morning, the urgency has cooled. Their partner has raised a concern about the tiling choice. They decide to get one more quote before committing.
The job you had in the bag on Tuesday evening is back in the market by Wednesday morning. One night that cost you a whole job. Not a market problem. Not a pricing problem. An answering problem.
How will the IBIOS AI receptionist capture a deposit out of hours (coming soon)?
A step-by-step walkthrough of how IBIOS will secure a deposit from an evening call.
Customer calls in the evening
They’ve decided to go ahead. They want to pay their deposit tonight and confirm their installation date. The office is closed. The AI Receptionist (coming soon) will answer immediately.
Intent captured and logged
Coming soon: the AI will identify the customer from their number, see their open quote, and log their instruction to proceed. The job record will be flagged as “hot — ready to pay” with a timestamp.
Secure pay-by-link sent by SMS
Coming soon: the AI will trigger an SMS with a secure pay-by-link for the deposit amount taken directly from the open quote. No card details are exchanged on the call. The link is time-limited and unique to this transaction.
Customer pays the same evening
Customer opens the link from their phone, enters their card details on the secure payment page, and confirms payment. The job is secured before they’ve even gone to sleep.
Owner sees confirmed deposit next morning
The IBIOS dashboard shows the deposit received, the quote accepted, and the job ready to schedule. No calls, no chasing, no second thoughts. A whole bathroom job protected overnight.
The expected outcome
Deposit
secured in the evening without a staff member being available
Job
protected from overnight second thoughts
Same evening
pay-by-link sent while the decision is still fresh
A customer who has paid a deposit has committed. They don’t get another quote. The decision window is the short time after they make up their mind. Once the AI Receptionist launches (coming soon), IBIOS will make sure you’re present in that window even when your team isn’t.
Questions about capturing deposits out of hours
Can IBIOS send a payment link via SMS during a call?
Coming soon. Once the AI Receptionist launches, when a customer indicates on a call that they want to proceed and pay a deposit, the AI will log the instruction and trigger an SMS containing a secure pay-by-link for the deposit amount from their open quote. The link will be sent once the call ends. The customer can then pay immediately from their phone without needing to call back during office hours.
Is the pay-by-link secure?
Yes. Pay-by-links are generated via your connected payment provider, tokenised, and time-limited. They do not expose card details at any point in the flow. The link is unique to that customer and that transaction. IBIOS does not store card numbers — only the payment confirmation status.
What happens after the customer pays — who gets notified?
As soon as payment clears, IBIOS updates the job record to show the deposit as received, moves the quote to accepted status, and sends a push notification or email to the relevant staff member. The owner sees the confirmed deposit in the dashboard with a timestamp. No manual reconciliation is needed.
Can the AI confirm the deposit amount from the existing quote?
Yes, once the AI Receptionist launches (coming soon). The deposit amount will be derived from the open quote in the customer’s IBIOS record. The AI will not guess or ask the customer to state an amount — it will pull the figure directly from the quote and confirm it with the customer before sending the link. If the deposit percentage has been set in your quote settings, that figure is used automatically.
What if the customer wants to pay by bank transfer instead?
Once the AI Receptionist launches (coming soon), the AI will be able to provide your bank details via SMS instead of a card payment link. The transfer will be logged as pending in IBIOS, flagged for manual reconciliation when the funds arrive. Staff are notified the next morning that a bank transfer was requested and can confirm receipt once it clears.
Related features
The AI Receptionist is coming soon and is not live yet. Live today: quotes and online quote acceptance in Quote Studio, and deposits recorded in IBIOS Payments with the provider and transaction reference. See also quote accepted online, deposit paid and IBIOS for bathroom retailers. IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Coming soon: stop losing decided customers to a closed office.
The IBIOS Receptionist is coming soon and will capture deposit intent and send secure pay-by-links out of hours. Early access by waiting list.