Fitter mid-job, missing carton. IBIOS will get the answer on the call.
The IBIOS Receptionist is coming soon and is not live yet — this scenario shows how it will work. A missing floor tile carton mid-installation stops the job. The fitter waits. The customer watches. The job slips a day. IBIOS will find the short-delivery note, confirm the ETA, and keep the job moving — without a staff member having to know where to look. Supplier orders are available in IBIOS today.
What happens when a carton is missing on day 2 of an installation?
The fitter is halfway through a bathroom floor. One carton of tiles — it was on the original order, but it wasn’t on the delivery note and it wasn’t in the van. He rings the showroom. The staff member answers but doesn’t have the supplier order system open. They try to find the order number. They call the supplier. Supplier says they’ll check and ring back.
The fitter sits on site, in the customer’s bathroom, waiting. Customer is hovering in the hallway. Nobody looks competent. Eventually the supplier calls back: the carton was short-shipped, replacement is Thursday. Nobody had written this down when it came in. The fitter had to wait for information that was already in the system — it just wasn’t accessible to anyone in the moment.
This is a systems problem, not a staff problem. When goods-in records aren’t linked to supplier orders, and supplier orders aren’t linked to jobs, every query starts from scratch. The fitter’s time, the customer’s patience, and your business’s credibility pay the cost.
How will the AI receptionist give a fitter the delivery ETA (coming soon)?
A step-by-step walkthrough of what the system will do from the moment the fitter dials.
Fitter calls from site
Fitter rings the showroom from the job site. The IBIOS Receptionist (coming soon) will answer immediately, identify the caller from their number, and pull up the linked job record without needing to ask for a reference.
AI checks the supplier order
Coming soon: IBIOS will locate the supplier order attached to the job and read through the line items. The missing carton of floor tiles is listed as a short-delivery item with a goods-in note.
Short-delivery note read back
Coming soon: the AI will read the note aloud: short delivery flagged at goods-in, raised with the supplier, confirmed replacement ETA Thursday. The fitter will know exactly what to plan around before the call ends.
Job record updated
Coming soon: the AI will log a note against the job: day 2 installation on hold, missing carton ETA Thursday confirmed. The installation manager will see this in the IBIOS dashboard without a separate call from the fitter.
The expected outcome
On the call
confirmed delivery ETA read back to the fitter on site
Planned
fitter can plan around the ETA instead of waiting on site
On file
no waiting on a supplier callback when the information is already in the system
Once the AI Receptionist launches (coming soon), the fitter will know to plan around Thursday before he gets off the phone. He can communicate an accurate timeline to the customer, rearrange his schedule, and avoid a wasted day. The customer stops watching the clock because they’ve been given a straight answer. That’s what connected job data delivers on site.
Questions about delivery status queries from site
Can IBIOS check supplier order delivery status during a phone call?
Coming soon. Once the AI Receptionist launches, when a fitter calls, the AI will look up the job from their number or job reference, then check the linked supplier order record in IBIOS. Delivery status, expected arrival dates, and any short-delivery notes logged at goods-in will be read back in plain language during the call.
What information is available on a goods-in record?
A goods-in record in IBIOS captures the delivery date, which line items arrived, any short or damaged items, notes raised with the supplier, and the confirmed replacement ETA once the supplier has responded. All of this is linked to the originating supplier order and through to the job.
Can the fitter update the job status through a phone call?
Coming soon. Once the AI Receptionist launches, the AI will be able to log a progress note against the job during the call — for example, marking that day 2 is on hold pending a missing carton, with the confirmed Thursday ETA noted. The installation manager will see this in the dashboard without needing a separate call.
How does IBIOS handle short deliveries at goods-in?
When goods are received, staff log what arrived against the original purchase order. Any shortfall is flagged as a short-delivery item, a note is raised with the supplier, and the record is updated when the supplier confirms a revised delivery date. That updated ETA is immediately visible to anyone querying the order (and, once the AI Receptionist launches, to the AI during a call).
Can I set up alerts when a supplier order goes overdue?
Coming soon. Late-delivery alerts are not live yet. Once they launch, IBIOS will flag supplier orders where an expected delivery date has passed without a goods-in record being completed, and the installation manager will receive an alert so they can chase the supplier proactively, before a fitter arrives on site expecting goods that haven’t come.
Related features
The AI Receptionist is coming soon and is not live yet. Live today: goods-in against supplier orders in IBIOS Warehouse and supplier orders linked to jobs in IBIOS Order Management. See also damaged goods replacement and IBIOS for tile showrooms. 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: answers on site for your fitters, not hold music.
The IBIOS Receptionist is coming soon and will connect every call to the live job record, supplier order, and goods-in log. Early access by waiting list.