With Retell, weβve increased scheduling NPS by 38%, and filled underutilized provider capacity, allowing our team to focus on meaningful patient care instead of phone tag.
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AI Service Booking for HVAC Companies
5.0
ON G2
HVAC scheduling for the calls that come in faster than your dispatcher can answer them. The agent sorts no heat and no AC emergencies from routine service, checks your service area, books a window in your scheduling system, and sends emergencies to the on-call tech. Run a pilot on your real calls before you sign a contract.
Trusted by over 4,000 businesses powering 100+ million calls per month.
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How It Works
Set up AI service booking for your HVAC company in four steps, from your scheduling system to live bookings on your existing number.
Connect your scheduling system
Connect your field service software through custom functions, or GoHighLevel, Cal.com, or Calendly natively, then write the rules for emergencies, service areas, time windows, fees, and tech routing.
Test on real HVAC calls
Run simulated calls with no-heat emergencies, maintenance plan members, addresses outside your area, and callers who ask for a real person, and grade every run before a customer calls.
Connect your number
Keep your existing number by importing it over a SIP trunk or forwarding it from your carrier, then start with after-hours and overflow calls before covering the whole day.
Go live and track bookings
Every call gets a transcript and post-call extraction, so you can track jobs booked, emergencies dispatched, call types, and transfers by tech.
Use Cases
HVAC calls booked or dispatched on the first ring
No heat and no AC emergencies
Need the AC-is-out call in a heat wave handled differently from a filter change. When a caller says their AC is out, their heat is out, or they need someone now, the agent sends the call to your on-call tech with a warm transfer. Routine requests after hours, like a filter change or a tune-up, are booked into the next open window or logged for the morning. You decide the words that count as an emergency and test them on simulated calls before going live.
Service calls booked into your scheduling system
Need repair and maintenance calls on the board without anyone re-keying them. The agent asks whether it is a repair, maintenance, or a replacement estimate, takes the address and the problem, and books the job through your scheduler's API with appointment booking. Companies that soft-book can have it ask whether the customer prefers morning or afternoon and book into a holding calendar for dispatch, so your dispatcher still assigns the tech.
Service area checks and time windows
Need customers outside your area turned away politely and everyone else offered a window your techs can make. The agent asks for the ZIP code or postcode first, checks it against the areas you cover and the techs who work there, and then offers a time block, such as 8 to 12 or 12 to 5. That keeps bookings honest when technician calendars are not fully up to date, and your tech can call ahead before arriving.
Trip fees and maintenance plan members
Need fees stated on the call so nobody is surprised at the door. The agent tells callers your trip or after-hours fee as part of the booking, and if you collect it upfront, it texts a payment link from your payment provider, sent from your business number once it is registered for texting. Maintenance plan members are found by phone number through your system's API and booked under your member rules.
Dispatcher overflow and days off
Need the phones covered when your dispatcher is on another call, at lunch, out sick, or on vacation. You choose when the agent answers: every call, overflow only, or after hours, and switch between them as your team's day changes. Callers who ask for a real person, or for a tech they already know, are transferred to the right person, so a certain system can go to the tech who specializes in it. Calls that are clearly sales pitches end politely, following the rules you write, so they never reach your team.
Heat waves, cold snaps, and peak season
Need the first 100-degree week answered without hiring seasonal staff. The agent answers calls in parallel, so a spike in no-AC calls does not mean busy signals, and it books routine work into the days ahead while emergencies go out first. Companies that only want calls answered and messages taken use an HVAC answering service, and plumbing and other trades book the same way with AI service booking.
Built for Contact Centers, Not Demos
Retell is the AI Voice Platform Enterprise Contact Centers Run On
Retell lets you build, test and deploy AI phone agents that handle real call volume, so your team spends its time on the conversations that need a person.
Feature
Why HVAC companies choose Retell AI for service booking
Windows from the scheduling system you run on
HVAC schedules depend on techs, areas, and job types, and some companies book every call onto a holding calendar for dispatch. Custom functions let the agent ask your system for openings, book the job or the holding slot, and keep the confirmation for the rest of the call. GoHighLevel, Cal.com, and Calendly connect natively.
Emergency rules, fees, and areas you control
You decide what counts as an emergency, which ZIP codes you cover, what you charge for a trip or after hours, and how members are booked. You write those rules into the agent's instructions and change them yourself, without a vendor ticket, so a new fee or service area is live the same day.
Hand off to the on-call tech with the details
No-heat and no-AC calls need a person fast. A warm transfer briefs your on-call tech privately on the address, the system, and the problem before connecting the caller, and the full transcript is available after the call.
Every call answered in peak season
The first heat wave or cold snap can bring more calls in an evening than your team takes in a week. The agent answers calls in parallel, with 20 concurrent calls included on pay-as-you-go and more on demand, and burst mode absorbs spikes above your limit. Callers describe the problem in plain language, with no press-1 menu.
Jobs booked, emergencies, and call types
You need to know how many calls became booked jobs and how fast emergencies reached a tech. Post-call extraction records fields you define on every call, such as job booked, emergency, call type, and transfer reason. The analytics dashboard charts them by agent and by hour, and alerts notify you by email or webhook when booking rate drops.
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Pricing
Cut Costs by 90% with AI phone Agents
Pay as you go
$0 to start.
$0.07β$0.31 per minute β Pay only for what you use.
60 mins of free access.
20 concurrent calls.
10 Free Knowledge Bases.
Enterprise Plan
For companies with large volumes, data or deployment requirements, or support needs.
White glove service for your use case.
Premium support with dedicated solution engineer teams.
Custom pricing and concurrent calls based on your needs
FAQ
Frequently asked questions.
Does Retell work with ServiceTitan or Housecall Pro?
Retell does not ship a prebuilt connector for ServiceTitan, Housecall Pro, Jobber, or other field service software. The agent reaches your system through custom functions that call its API during the call to check openings and book the job, or through webhooks that send the booking after the call. GoHighLevel, Cal.com, and Calendly are native integrations that check availability and book on their calendars without custom code. Your team, a Retell solution partner, or our team builds the connection once.
How does the agent know a call is an emergency?
You tell it. You list what counts as an emergency for your company, such as no heat, no AC, a gas smell, or water leaking from the unit, and where those calls go. The agent listens for those situations in plain language, not exact keywords, and you test the variations in simulated calls before going live. Anything that sounds unsafe follows the safety script you write and goes to your emergency line.
Can the agent route calls to a specific technician?
Yes. You can set transfer rules by call type, system, or area, so a certain brand of equipment goes to the tech who knows it and billing questions go to the office. Use a separate number for the owner or on-call tech rather than the shop's main line, so a transfer does not ring back to the agent.
Can the agent collect a trip fee when it books?
It states your fee during the booking. To collect it upfront, the agent texts a payment link created by your payment provider through a custom function. Card numbers do not need to be read aloud, and PII scrubbing can remove any that are said from stored transcripts and recordings.
How much does AI service booking for HVAC cost on Retell?
Pay-as-you-go voice agents cost $0.07 to $0.31 per minute, depending on the language model, voice, and telephony you choose, with $10 in free credits to start and no contract. Twenty concurrent calls are included, and calls above your limit can run in burst mode at an extra $0.10 per minute. Enterprise plans have custom pricing. See pricing for your mix.
How is this different from an HVAC answering service?
An HVAC answering service takes the caller's details and someone calls back. The agent books the job during the call: it checks the area, offers a window, writes the booking to your system, and sends emergencies to the on-call tech. Your dispatcher starts the day with booked jobs instead of a callback list.
