> ## Documentation Index
> Fetch the complete documentation index at: https://docs.tryorato.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Send personalized payment reminders

> Use custom variables and lead list columns so every customer hears their own policy number, amount, and due date on an outbound reminder call.

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.

**1. Prepare your spreadsheet**

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

```csv theme={null}
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
```

**2. Create the assistant**

Go to **AI Assistants → + Create Assistant**, or start in [Podium](https://docs.tryorato.com/podium.md) with **Calls my leads**. Set the **Role** to **Outbound** in **Settings** and choose your **Outbound caller ID**.

**3. 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**.

**4. Use them in the prompt**

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

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

```text theme={null}
## 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.
```

**5. Test with defaults**

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

**6. 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.

**7. 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.

**8. Review and launch**

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

**9. Follow up**

Open the campaign to watch progress and cost. In [Logs](https://docs.tryorato.com/calls.md), filter by **Callback** to find customers who asked for more time, and call them back from [Manual calls](https://docs.tryorato.com/manual-calls.md).

> [!WARNING]
>
> 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](https://docs.tryorato.com/assistants/variables.md).
* Turn on **Campaign reports** in the [Slack integration](https://docs.tryorato.com/integrations/slack.md) to get a summary when the campaign finishes.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.