Service Due Reminders · Automotive
Fill quiet bay weeks with customers who are due
Every Monday it applies your interval rules to your customer-vehicles sheet, picks who's due in the next 21 days and drafts personal reminders with your booking link. One approval sends.
Free account to start. Buying and running live need a paid plan.
- Runs on a schedule
- 1 AI step
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Customers forget the oil change until the light comes on, then go wherever's closest.”
- “Our due-date spreadsheet never gets worked.”
- “Generic reminder postcards don't bring anyone in.”
What you get with the agent
- Your own interval rules, miles and months per service type, applied to every vehicle.
- Estimated mileage worked out from the last visit and average miles a month.
- Up to 50 personal reminders a week with your booking link, soonest due first.
- One batch approval by the front desk, then each reminder emailed.
- Rows marked Reminded with the date and service.
Before
Tuesday is slow. You know customers are overdue for oil and rotations, but nobody has time to dig through the sheet.
After
Monday morning, reminders for every vehicle due in the next three weeks are waiting. The front desk approves them and bookings come in through your link.
How it works
The whole workflow, step by step.
Every Monday the agent reads your customer-vehicles sheet (last service date and mileage, average miles a month, service type, email). AI applies your own interval rules — e.g. oil every 5,000 miles or 6 months — to pick the vehicles due within 21 days that haven't been reminded recently, and drafts a short personal reminder with your booking link for each. The front desk approves the whole batch once; each reminder is emailed and its row marked “Reminded” with the date. Mileage is an estimate from averages, not a live odometer reading, and manufacturer schedules vary, so the rules you set decide. About 50 reminders per run; email only.
- TriggerEvery Monday at 9:00
- App callRead your customer-vehicles sheet
- LogicCheck the service and reminder dates
- AI stepPick the vehicles due and draft reminders
- LogicRe-check the 21-day window
- Human approvalApprove this week's reminders
- Approved:Each approved reminder
- Rejected:Batch not sent
- LogicEach approved reminder
- OutputEmail the reminder
- App callMark the row reminded
- OutputBatch sent
- OutputBatch not sent
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Every Monday at 9:00Runs once a week. Set your time zone on the trigger: “today” and the 21-day window are counted in that zone.
- Step 2Read your customer-vehicles sheetReads your customer-vehicles tab: one row per vehicle with the customer, email, vehicle, last service date and mileage, average miles a month, service type and the agent's status column.
- Step 3Check the service and reminder datesIn code, not AI: works out the days since each vehicle's last service (so the AI gets exact figures) and leaves out vehicles reminded in the last 30 days. Change the gap here (olderThan on “Reminded on”).
- Step 4Pick the vehicles due and draft remindersAI applies your own interval rules to every row, works out when each vehicle comes due, picks those due by the 21-day horizon (up to 50, soonest first) and drafts a short personal reminder for each with your booking link. The 21-day window is re-checked in code next.
- Step 5Re-check the 21-day windowIn code, not AI: keeps only the reminders whose due date is within the next 21 days (or overdue); any other date the AI worked out is dropped and listed in not_due for the reviewer. Change the window here (within.max).
- Step 6Approve this week's remindersThe whole batch waits in Reviews. The front desk checks the vehicles and wording, removes any reminder that shouldn't go out and approves; nothing is sent before that.
- Step 7Each approved reminderSends every approved reminder and marks its row (up to 50 per run).
- Step 8Email the reminderSends the approved reminder from your workspace's sender, with replies going to your front desk.
- Step 9Mark the row remindedWrites “Reminded”, today's date (in “Reminded on”) and the service into the vehicle's row, so it isn't reminded again within 30 days.
- Step 10Batch sentThe run history keeps every reminder sent and any that failed.
- Step 11Batch not sentThe front desk rejected this week's batch; nothing was sent or marked.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Fictional row: 2019 Camry, last oil change Apr 20 at 48,000 miles, averages 1,100 miles a month. Your rule: every 5,000 miles or 6 months.
The agent produces
Due within 21 days by the estimate; a short reminder naming the vehicle and service with your booking link, in the batch for approval, and the row marked Reminded once sent.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $79 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- Google SheetsLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets (with edit access to the sheet), connected in Settings → Integrations.
- A customer-vehicles sheet with emails, last service date and mileage, average miles a month and empty status columns.
- Your written service interval rules.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Google Sheets. Connect the Google account that can open and edit your customer-vehicles sheet (Settings → Integrations → Google Sheets).
- Write your interval rules. Open “Pick the vehicles due and draft reminders” and replace the placeholder with your intervals, booking link and sign-off.
- Pick your customer-vehicles sheet. Open “Read your customer-vehicles sheet” and “Mark the row reminded”, pick the same account, spreadsheet and tab in both, then enter the status column letter.
- Add your front desk inbox. Open “Email the reminder” and enter the address customers' replies should go to.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, set your time zone (the 21-day window is counted in it) and switch the schedule on. It runs every Monday at 9:00.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Independent repair and quick lube shops
- Tire and service centers
- Service departments working from a customer sheet
What it doesn't do
- Mileage is an estimate from averages, not a live odometer reading, and manufacturer schedules vary — your rules decide what is due.
- About 50 reminders per run; the rest come up the next week.
- It doesn't book appointments (customers use your booking link) or send texts (email only).
- Nothing is sent before the front desk approves the batch.
We list the limits up front so you can decide before you buy.
Price
$79 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Service Due Reminders.
Is the mileage accurate?
It's an estimate from the last service mileage and average miles a month, not a live odometer reading, and reminders say so. Your rules decide what's due.
Does it book appointments or send texts?
No. Customers book through your booking link, and reminders go by email only.
How long is setup?
About 20 minutes: connect Google Sheets, write your interval rules, pick your customer-vehicles sheet, add your front desk inbox and Dry Run.
What does it cost?
A one-time unlock that never renews. Live runs need a paid plan and your own AI key; Dry Run is free.
What should the sheet look like?
One row per vehicle: Customer, Email, Vehicle, Service type, Last service date, Last service mileage, Avg miles/month, plus three empty columns at the end for the agent (Reminder status, Reminded on, Service). Column names can vary.
Is the mileage real?
No — it's an estimate from the last service mileage and the average miles a month, not a live odometer reading. Reminders say so, and your rules decide what's due.
How many per week?
Up to 50, soonest due first; the rest are counted and come up the following week.
Which dates are worked out in code?
Today, the days since each vehicle's last service, the 30-day gap since the last reminder and the final 21-day window: a reminder whose due date isn't within 21 days is dropped before you review it. The AI applies your interval rules (it adds the months or miles to the last service), and code checks the result. Change the gap and window on “Check the service and reminder dates” and “Re-check the 21-day window”.
Is this a subscription?
No. Service Due Reminders is a one-time purchase of $79 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Service Due Reminders to work.
Free account, no credit card. Your Agents page opens with Service Due Reminders ready to buy and set up, then Dry Run it before it goes live.