Instant calling or a bulk campaign
AI Calls for Document Collection Follow-Up
Document collection follow-up with an AI voice agent means every customer with pending paperwork — KYC copies, salary slips, bank statements, property papers, admission certificates — gets a call naming exactly what is missing, with the upload link sent on WhatsApp during the call. Outpero runs these as scheduled bulk campaigns with retries, or triggers a call when your CRM marks a file as pending.
* Time from the lead reaching Outpero to the first ring, under normal conditions. It depends on how quickly your lead source delivers the lead.
At a glance
AI Calls for Document Collection Follow-Up: the short version
| How it works here | |
|---|---|
| How it starts | Runs on a trigger or on a list, depending on the job |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Documents still pending, Promised submission date, Reason for delay, Alternate document offered |
| You measure it by | days from application to complete file |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why document collection follow-up calls breaks when people do it
Files stall on paperwork far more often than on intent. A loan, insurance or admission file sits at 'documents pending' for weeks because the customer was told once, forgot which document, and the operations team has hundreds of such files and no time to chase each one. When someone does call, they often cannot say exactly what is missing because the checklist lives in a different system.
Step by step
How it works
- 01Export pending files with the missing documents for each customer as a CSV, or have your CRM send each pending file to Outpero's webhook.
- 02The agent calls and names the specific documents still pending, for example the last three months' salary slips and a PAN copy.
- 03It sends the upload link or submission address on WhatsApp while the customer is still on the call.
- 04It asks when the customer will submit and records any problem, such as a document they do not have or cannot get in time.
- 05Retries run on the schedule you set until the file is complete or the customer declines.
- 06Outcomes and promised dates go to your dashboard, webhook or a live spreadsheet for the operations team.
Hear how a call goes
A sample document collection follow-up calls call
A home loan file in Pune is stuck for two documents, three days after the login. · Runs in Hindi with English words; shown here in English.
- Outpero AIHello, is this Sunil Patil? This is the AI assistant of Shreeji Finance. I am calling about your home loan file, which has two documents pending.
- CallerYes, tell me which ones.
- Outpero AIThe last three months' salary slips and a copy of your PAN card. Shall I send you the upload link on WhatsApp now?
- CallerSend it. PAN I can upload today. But the salary slips, my company gives them only after the 5th of the month.
- Outpero AIUnderstood. The link is going to WhatsApp now. When do you think the latest slip will be ready?
- CallerMaybe the 6th. I can upload on the 6th evening.
- Outpero AINoted, PAN today and salary slips on the 6th evening. Meanwhile, do you have bank statements showing the salary credit for these months?
- CallerYes, I have the statements. Will they be accepted instead?
- Outpero AII cannot say that for your file. I will flag it to your loan officer, Mrs Joshi, so she can confirm. Please upload the statements as well.
- CallerAll right.
- Outpero AIThank you, Sunil ji. I will call again on the 6th if the slips have not come through.
Fields captured: PAN promised today, salary slips promised on the 6th evening, reason for delay (employer issues slips after the 5th), bank statements offered as an alternative. Upload link sent on WhatsApp. Flag raised for the loan officer to confirm whether statements are acceptable; follow-up call scheduled for the 6th.
An example written to show the shape of the call, not a recording or a customer result.
What it captures on every call
Measured on: days from application to complete file.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| Loan origination system or CRM | A workflow rule fires when a file has had pending documents for a set number of days and sends the customer, loan type and missing documents to Outpero's webhook. |
| Operations team sheet | Export the pending-document sheet daily as CSV with one column listing each customer's missing documents, then upload it as a bulk campaign. |
| Admissions or visa file tracker | For colleges and study-abroad desks, a Make scenario watches the tracker for rows marked documents pending and posts the phone and checklist to Outpero. |
| CA firm return filing checklist | Clients missing Form 16, bank statements or investment proofs are pulled from a client sheet and sent via Zapier or CSV before filing deadlines. |
| Promised-date results | Outcomes, including the promised date, are returned by webhook to your sheet or CRM so the operations team can sort by who has gone silent. |
Results go back out the same way: a webhook you provide, or a live spreadsheet or API call mid-call. WhatsApp messages and calendar bookings are opt-in per employee.
Opening line
How it opens the call
नमस्ते सुनील जी, आपकी home loan file में बस दो documents pending हैं — last तीन महीने की salary slip और PAN card की copy। मैं upload link WhatsApp पर भेज दूँ?
“Hello Sunil, just two documents are pending in your home loan file — the last three months' salary slips and a copy of your PAN card. Shall I send the upload link on WhatsApp?”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What document collection follow-up calls would cost you
Estimate: document collection follow-up calls
Defaults are an example for pending files chased, not a promise. Change any number to match your business.
Calls that actually connect — unanswered calls are not billed.
1 channel is included with your number; each extra is ₹649/month.
- Talk time per month
- 5,200 min
- Calling (₹5/min)
- ₹26,000
- Number + 2 channels
- ₹1,298
- Subtotal
- ₹27,298
- GST (18%)
- ₹4,914
About ₹10 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Files completed after the call | If connected calls do not lead to uploads, check whether the link on WhatsApp actually opens on phones. |
| Promised dates kept | A low rate on kept promises means customers need a second reminder closer to the date they gave. |
| Reasons for delay | If one document keeps showing up as hard to get, change the checklist or the alternative you accept. |
| Calls answered versus retries needed | A high retry count suggests changing the calling window to evenings, when salaried applicants are free. |
- !Sending a generic pending-documents message. The agent must name exactly which documents are missing for each file.
- !Letting the agent decide whether an alternative document is acceptable. That is the credit team's call, so flag it, do not answer it.
- !Calling during office hours for salaried applicants. Early evening gets more uploads.
- !Leaving old records in the CSV, so people who already uploaded get a call asking for the same document.
Cases where documents need a physical pickup or a notarised copy, or where a customer is stuck on a legal problem such as a title dispute, need a person. A phone call also cannot fix a portal that does not accept the upload.
Questions people ask
Can customers hand documents to the AI agent during the call?
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No. A phone call cannot carry documents, and the agent should never ask customers to read out full account numbers or Aadhaar numbers. What it does is send your upload link, portal address or WhatsApp submission number during the call, so the customer has it in hand. The call outcome records whether the link was sent and the date the customer promised to upload.
How does the agent know which document each customer is missing?
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You pass it in. Each row in your CSV, or each webhook payload, includes the pending items, and the agent reads them back by name. If the checklist lives in a spreadsheet or your own system, the agent can read the sheet or call your API live during the call to fetch the current status, so a customer who uploaded yesterday is not asked again.
How often should document follow-up calls retry?
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A common pattern is a first call on the day the file goes pending, a second two or three days later, and then weekly until the file is complete or the customer withdraws. Retries for unanswered calls can run at different times of day within your calling window. Because each outcome is logged, you can stop calling anyone who has already uploaded or said no.
Is it suitable for lenders and insurers regulated by RBI or IRDAI?
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It is a reminder and coordination call, not a KYC, verification or credit decision, so it does not replace any step your RBI or IRDAI obligations require a formal process for. You should still follow your own policies on calling hours, disclosure and data handling. Calls go out from a DLT-registered line, and every call is recorded and transcribed for audit.
What does a document follow-up campaign cost?
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These calls are short, often a minute or two. On Standard at ₹5 per connected minute, 1,000 pending files at around 1.5 minutes each comes to about ₹7,500 per round; on Premium at ₹6.8 per minute, about ₹10,200. There is no setup fee or monthly base fee, and you pay nothing for calls that are not answered.
How much does an AI voice agent for document collection follow-up calls cost?
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Outpero has no setup fee and no monthly base fee — you pay only for connected talk time, from ₹5 per minute (1 credit = ₹1, credits never expire), plus ₹649/month for a dedicated calling number. You pay only for the minutes the agent is actually talking. Prices exclude 18% GST.
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