Send personalized payment reminders

In this tutorial you’ll build an insurance renewal reminder agent. Each customer is greeted by name and hears their own plan, policy number, premium, and due date, all pulled from your spreadsheet. The same approach works for EMI reminders, fee reminders, appointment confirmations, and order follow-ups. You’ll need: a wallet balance, a phone number for caller ID, and a spreadsheet of customers.

Prepare your spreadsheet

Include a name and phone column, plus one column for each detail the agent should mention:

Name,Phone,Policy No,Plan Name,Premium,Due Date,City,Advisor
A. Verma,+919876543210,POL-4821,Family Health Plus,12500,15-11-2026,Patna,Neha Sharma
R. Mehta,+919812345678,POL-4822,Senior Care,18400,20-11-2026,Pune,Arjun Rao

Create the assistant

Go to AI Assistants → + Create Assistant, or start in Podium with Calls my leads. Set the Role to Outbound in Settings and choose your Outbound caller ID.

Add variables

Open Variables and add one variable per detail: policy_number, plan_name, premium_amount, due_date, city, and advisor_name. Give each a sensible Default for test calls, for example POL-0000 or your advisor. Click Save changes.

Use them in the prompt

In Prompt, write a first message and instructions that use the variables. Type @ in Instructions to insert one.

Hi {{customer_name}}, this is Riya calling from Acme Insurance about your
{{plan_name}} policy. Is this a good time?

## Objective
Remind the customer that the premium of ₹{{premium_amount}} for policy
{{policy_number}} is due on {{due_date}}, and help them renew.

## Steps
1. Confirm you're speaking with {{customer_name}}.
2. Share the plan name, amount, and due date.
3. Offer to send a payment link, or connect them with {{advisor_name}}.
4. If they ask for time, agree a callback date.

Test with defaults

Click Test agent. The agent uses your default values, so you can check the flow before calling real customers.

Create the campaign

Go to Campaigns → + Create campaign and choose your assistant. Your file will need these columns now lists Name, Phone, and every variable.

Upload and match columns

In Lead file, upload your spreadsheet. Under Match your columns, match Policy No to Policy number, Plan Name to Plan name, Premium to Premium amount, and so on. Click Import list to save it as a lead list too.

Review and launch

Keep Skip leads called in the last 30 days on, pick a start time, and click Launch campaign.

Follow up

Open the campaign to watch progress and cost. In Logs, filter by Callback to find customers who asked for more time, and call them back from Manual calls.

Reminder calls involve personal financial details. Call only customers who have agreed to be contacted, at reasonable hours, and follow the regulations that apply to your industry.

Next steps

Learn more about Variables.
Turn on Campaign reports in the Slack integration to get a summary when the campaign finishes.