Bulk campaign or voice broadcast
Vehicle Service Reminder Calls
A car service reminder call phones each customer when their free service, periodic service or insurance renewal is due, confirms they want to come and books the slot. Outpero runs it as a bulk campaign from your service-due list, speaks the customer's language, and records every outcome so the workshop knows next week's load in advance.
* 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
Vehicle Service Reminder Calls: the short version
| How it works here | |
|---|---|
| How it starts | Works through a list you upload or schedule |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Service slot booked, Pickup and drop needed, Current odometer reading, Issues or complaints to check |
| You measure it by | share of service-due vehicles booked into the workshop |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why vehicle service reminder calls breaks when people do it
Service reminders at most Indian workshops are an SMS that nobody reads, followed by a call from a service advisor who is already busy with vehicles on the floor. Customers forget the due kilometre or date, drift to a neighbourhood mechanic after the free services end and are rarely called until the next insurance renewal. The workshop's bays then sit half-empty on some days and overloaded on others. Nobody records why a customer is not returning, so the reason never reaches the dealer principal.
Step by step
How it works
- 01Upload the service-due list with owner name, number, vehicle model, registration, last service date and next service type, or let the agent read it from a Google Sheet.
- 02Schedule the campaign two to three weeks before the due date, inside a calling window such as 10 am to 7 pm, with retries for unanswered calls.
- 03The agent mentions the vehicle and the service due, and asks whether they would like to book a slot.
- 04It offers open workshop slots from your calendar, books the one the owner chooses and offers pickup and drop if you provide it, then sends the confirmation on WhatsApp.
- 05Outcomes such as booked, later, serviced elsewhere or sold the vehicle reach your dashboard and webhook, so the service manager plans bays and follows up the rest.
Hear how a call goes
A sample vehicle service reminder calls call
A Bengaluru dealership service department calls an owner two weeks before the third service on his Swift is due. · Runs in Kannada with English words such as 'service', 'pickup' and 'AC'; shown here in English.
- Outpero AIHello, this is Outpero's AI assistant calling from Namma Motors service centre, Bengaluru. Am I speaking with Ramesh Gowda?
- CallerYes, speaking.
- Outpero AIRamesh ji, the third service of your Swift, registration ending 2847, is due next week. Would you like me to book a slot?
- CallerYes. Saturday morning, if possible.
- Outpero AISaturday morning is nearly full. I have 9 o'clock taken, but 11:30 is open. Would 11:30 work?
- Caller11:30 is fine. Can you pick up the car from my house? I am in Jayanagar.
- Outpero AIYes, pickup and drop is available within the city. I will note the pickup from Jayanagar. Is there any problem with the car that the workshop should check?
- CallerThe AC is not cooling well. And the odometer shows about 28,000.
- Outpero AINoted: AC cooling issue and about 28,000 kilometres. Your slot is Saturday at 11:30 with pickup, and I am sending the confirmation on WhatsApp now. Thank you, Ramesh ji.
- CallerThank you.
Captured: service slot booked for Saturday 11:30, pickup and drop needed from Jayanagar, odometer about 28,000 km, complaint to check (AC cooling), not serviced elsewhere, vehicle not sold, Kannada preferred. The confirmation reached the owner on WhatsApp and the booking went to the service calendar and webhook, so the manager can plan the bay.
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: share of service-due vehicles booked into the workshop.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| Dealer management system export | Export owners whose service falls due in the next three weeks, with model and last service date, and upload the CSV. |
| Google Sheet maintained by the service desk | The service advisor updates the due list in a sheet, and the agent reads the model and last service from it live. |
| Workshop calendar | The agent checks the open slots in the workshop calendar and books the one the owner picks, so no one confirms by phone. |
| Webhook to the service software | Each outcome such as booked, later or serviced elsewhere is posted to your webhook so the job card can be pre-created. |
| WhatsApp confirmation | The booking confirmation with address and time goes to the owner on WhatsApp during or right after the call. |
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 रमेश जी, आपकी Swift का तीसरा service अगले हफ़्ते due है — क्या मैं Saturday सुबह का slot book कर दूँ?
“Hello Ramesh ji, your Swift's third service is due next week. Shall I book a Saturday morning slot for you?”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What vehicle service reminder calls would cost you
Estimate: vehicle service reminder calls
Defaults are an example for service reminders called, 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
- 3,900 min
- Calling (₹5/min)
- ₹19,500
- Number + 1 channel
- ₹649
- Subtotal
- ₹20,149
- GST (18%)
- ₹3,627
About ₹13 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Bookings against answered calls | Compare booked slots with answered calls by model and service type, which shows where reminders actually work. |
| Spread across days and bays | Look at whether bookings cluster on Saturdays, and adjust which slots the calendar offers so the workshop is not overloaded. |
| Serviced elsewhere and vehicle sold | A growing share of serviced-elsewhere replies tells you owners are leaving after warranty or price comparisons. |
| Complaints captured before arrival | Check how many bookings carry a stated complaint, since this lets the workshop prepare parts and time in advance. |
- !Offering slots that the workshop calendar does not actually have free.
- !Calling at the due date instead of two to three weeks before, when the owner has no room to choose.
- !Not asking about pickup and drop, which is often the real reason a booking is delayed.
- !Sending the list without the last service date, so the agent cannot name the right service.
Not suited to cars with serious complaints or accident repairs, where an owner needs to talk to a service advisor. Also not worth it if the workshop does not keep a live slot calendar.
Questions people ask
When should service reminder calls go out?
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Two to three weeks before the due date works well because it leaves time to choose a slot, with a gentle second wave in the final week. Calling on the due date is too late for weekend slots. Set a daytime calling window, switch on retries for unanswered calls and avoid calling on the same day the vehicle is already booked.
Is a reminder call allowed under DND rules?
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A service reminder to a customer who bought the vehicle from you is a service communication tied to an existing relationship, which TRAI's rules treat differently from promotional calling. Keep the call about the service due. Adding an offer or accessory pitch makes it promotional. Outpero bulk campaigns include DND screening where your list needs it.
Can it handle customers who service elsewhere?
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Yes. If the owner says they use another garage, the agent records that and the stated reason, such as price, distance or timing, without arguing. Those reasons are often the most useful data the workshop gets. You can then run a separate campaign with a free health check or a pickup offer for exactly that group.
Can the same list also cover insurance renewal?
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Yes. Add the policy expiry date to the sheet and run a second campaign, or let the agent mention both when they fall within a few weeks of each other. The agent records interest in renewal and passes the lead to your insurance desk. It does not quote premiums unless you give it approved figures.
How much does a service reminder campaign cost?
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These calls are short, usually under a minute. At 45 seconds each on Standard at ₹5/min, 500 reminder calls cost roughly ₹1,900, with no setup or monthly fee and no charge for unanswered calls. Premium at ₹6.8/min suits workshops that want the most lifelike voice. Prices exclude 18% GST.
How much does an AI voice agent for vehicle service reminder 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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