They got your quote a while back. They’re calling back. IBIOS will be ready.
The IBIOS Receptionist is coming soon and is not live yet — this scenario shows how it will work. A customer calling back on an open quote is the warmest lead in your pipeline. Asking them to re-explain everything is the fastest way to lose them to a competitor who remembered them. IBIOS will surface the quote during the call so every callback starts with full context.
What happens when a warm lead rings a showroom without context?
Customer received a bathroom quote a while ago. They’ve been thinking it over. They’re now ready to ask a few questions before committing. They call. The staff member who answers doesn’t have the quote in front of them and isn’t the person who did the original survey.
The customer has to explain the whole job again from the beginning. Room size, preferred bath style, tiling preferences, whether they wanted the shower enclosure included. The staff member takes notes and promises to get someone to call back. That callback comes the next morning.
By that morning, the customer has called another showroom who pulled up their record immediately, confirmed the quote was still valid, and offered them a discount for booking this week. The job goes there. Your quote expires without a response.
How will the AI receptionist handle a quote callback (coming soon)?
A step-by-step walkthrough of how IBIOS will handle an open-quote callback with zero re-explanation.
Warm lead rings back
Customer received a bathroom quote a while ago. They’re ready to ask questions and potentially proceed. The AI will answer the call promptly.
Caller identified from CRM
The caller gives their name. IBIOS will match them to their existing record: the open quote, the date it was sent, and the full bathroom refurbishment scope. No searching, no asking for reference numbers.
AI references the quote naturally
The AI will acknowledge the context: it can see they received a quote for a full bathroom refurbishment, and ask if they’d like someone to call back with full details or would prefer to book a time now.
Callback booked with context attached
Customer books a callback. The appointment record has the full quote attached — total, scope, line items, and any notes from the original site visit. Staff member sees all of this before they dial.
Staff call with quote already open
The screen-pop (coming soon) will show the quote before the staff member dials. They open the conversation knowing the customer’s name, the quote total, and that this is a warm callback — not a cold enquiry.
The expected outcome
Once the AI Receptionist launches, the aim is that the open quote is surfaced from the caller’s record, the customer does not have to explain the job again, and the callback is booked with the quote attached and ready for the staff member.
Warm leads are the highest-value calls in your pipeline. They already know your price. They just need reassurance that the relationship is worth continuing. IBIOS will provide that reassurance from the start of the call.
Questions about quote callbacks
Can IBIOS identify a returning caller who has an open quote?
Yes, once the AI Receptionist launches (coming soon). When a call arrives, IBIOS will match the incoming number against your CRM. If the caller has an open quote, the AI will surface it immediately and reference it during the call. The caller will be greeted by name without needing to give their reference number or re-explain their project.
What quote information does IBIOS surface during the call?
Coming soon. IBIOS will surface the quote total, the date it was sent, a brief description of the scope (e.g. full bathroom refurbishment), and its current status — open, accepted, or expired. Staff will see this on the screen-pop before they pick up the transferred call.
Can the AI answer basic questions about the quote before transferring to staff?
Coming soon. The AI will be able to confirm the quote total and when it was sent, and let the caller know it’s still valid. For detailed questions about line items, design choices, or pricing adjustments, it will book a callback with a staff member who has the full quote in front of them. The AI will not guess at specifics it cannot verify.
How long does IBIOS keep a quote active before flagging it as stale?
Quotes with no activity are flagged for follow-up, and older quotes are marked as stale and appear in the follow-up queue in your IBIOS dashboard. The thresholds are configurable per quote type or customer segment.
Can the customer accept the quote verbally over the phone?
Once the AI Receptionist launches (coming soon), the AI will be able to log a verbal instruction to proceed and flag it for staff confirmation. A formal acceptance requires the customer to sign off via the quote acceptance link sent by email. The verbal log creates a clear audit trail so staff know the customer’s intent before following up.
Stop losing warm leads to a blank screen.
Coming soon: the IBIOS Receptionist will surface open quotes before your staff say hello. Early access by waiting list.