Stop losing no-cool and no-heat calls to voicemail. Lucy answers, captures the address and the system details, pages your on-call tech, and texts you the transcript — 24/7, in 7 languages — English, Spanish, French, German, Russian, Mandarin, and Portuguese.
Your seasonal problem isn’t consistent — it’s compressed. A 3-tech shop staffed for an average Tuesday in April is not staffed for the first 95-degree afternoon in June. Those two dates are roughly the same shop, but they’re worlds apart on call volume. The same math hits in October: the first night below freezing and every furnace customer you’ve ever had is calling at once.
Voicemail picks up. Your competitor answers.
HVAC shops lose calls in two distinct windows. Mid-job, a tech on a rooftop unit, inside an attic air handler, or deep in a crawl space with the unit lid off physically cannot pick up the phone. After hours and in the seasonal spike, there is no staffed phone at all — calls go to voicemail, a spouse covering the business cell, or a generic answering service that emails a message slowly.
The calls lost in those windows are the highest-value calls of the year. System replacements, new-install estimates, and midnight emergency service calls go to whichever shop answers first. A homeowner with no heat at 11pm in January does not leave a voicemail. They call the next HVAC contractor on Google. The job is gone.
That is the call BookedSmarter is built to answer. Lucy — your AI receptionist — picks up on the first ring, around the clock, in English or Spanish. She does not just take messages. She runs the intake you configured, pages your on-call tech on emergencies, and books scheduled work into your calendar before the homeowner hangs up.
Three examples of the kinds of calls Lucy handles today.
A homeowner calls at 11:45pm. Furnace locked out. Lucy answers immediately, runs the emergency intake you configured — address, furnace make and model if the homeowner knows it, whether the thermostat is showing an error code, callback number — confirms your on-call tech will call back within the window you set, and pages your escalation phone with a [URGENT] tag. The homeowner hears that someone is on the way before they hang up.
A homeowner calls Saturday at 7pm. A/C is running but not cooling — not an emergency, system is on. Lucy collects the address, asks the intake questions you configured (how old is the system, what does the thermostat show, when did the cooling drop off), books a next-available diagnostic slot, and sends the homeowner a text confirmation.
A homeowner calls asking about a fall furnace tune-up and whether you offer a maintenance agreement. Lucy captures the interest, notes it in the transcript she texts you, and books the tune-up appointment. You follow up on the maintenance agreement when you arrive — Lucy captures the homeowner’s name, number, and what they asked about, and texts it to you. She does not quote the plan price, sign the agreement, or process any payment.
A midnight no-heat emergency call routed to the on-call tech. The intake flow runs the same way on every HVAC call Lucy handles — answer, ask, confirm, route.
You configure your job list in the onboarding wizard. Lucy reads from that list — not a generic trades script. Each job type carries its own intake questions, duration, and routing logic.
What Lucy books today:
Different job, different intake. For a system replacement estimate, Lucy asks how old the existing unit is, gas or electric, what brand, and any recent repair history. For a diagnostic, she asks what the thermostat shows and when the problem started. You pre-fill the intake questions once; Lucy follows your form on every call. Setup is one onboarding session. Most HVAC shops are live in about 10 minutes.
An honest note for multi-truck shops. Today Lucy books into one calendar and pages one escalation number. If you run multiple techs, Lucy takes the request and texts you the transcript so you (or your dispatcher) route it to the right truck. Native per-tech routing is not part of the product today. On pricing on the call: Lucy does not quote prices. HVAC pricing depends on the diagnostic, the parts, the system age, and the install complexity. Lucy captures the job details; pricing stays your conversation with the homeowner.
Lucy detects the caller’s language in the first sentence and answers in English or Spanish from there. Not a translation layer bolted on after the fact — both languages run the same intake, the same emergency keywords, and the same booking flow.
This matters in HVAC markets where a meaningful share of homeowners prefer Spanish. In much of Texas, Florida, California, and Arizona, a receptionist that stumbles the moment it hears Spanish is dropping real emergency calls every week.
Emergency triage works the same in both languages. Configure Spanish-equivalent urgency keywords in the wizard — no hay calefacción, el aire no funciona, alarma de monóxido de carbono — and the emergency routing behavior is identical to an English call.
Need a language you don't see? Tell us — we add languages where they matter most for your market.
Transparent pricing on the same page as the product. No per-call fees, no setup charges.
Every plan includes the same Lucy: 24/7 answering, all 7 languages (English, Spanish, French, German, Russian, Mandarin, Portuguese), your full job list and intake questions, rules-based emergency triage with paging, Google Calendar sync, our native scheduler, SMS confirmations, and instant transcripts.
Lucy is not a licensed HVAC technician. She does not diagnose system problems, recommend repair approaches, quote parts or labor prices, or tell a homeowner what is wrong with their equipment.
Lucy is not a dispatcher who decides which tech to send based on location, certification, or parts availability. Today she pages one escalation number; you or your dispatcher make the routing call.
Lucy does not handle refrigerant. EPA 608 certification requirements and refrigerant recovery, reclaim, and recharge are the technician’s professional responsibility — not Lucy’s.
Lucy does not pull permits, file work orders with municipalities, or interact with utility companies. Those are your work.
Lucy does not sign maintenance agreements or process payments for service contracts. She captures a homeowner’s interest and texts you the transcript — the agreement is your conversation with the homeowner.
Lucy is not a substitute for an on-call tech. If nobody is covering the escalation phone, she will still answer and capture the details, but the homeowner is waiting for your callback.
Lucy answers the call, runs the emergency intake you configured (address, furnace make and model if the homeowner knows it, whether the thermostat is showing an error code, callback number), and pages your on-call tech immediately. You get the full transcript by text within seconds. The homeowner hears that someone is on the way before they hang up.
Today she reads the urgency keywords you configure in the wizard — no heat, furnace not working, furnace locked out, no A/C, carbon monoxide alarm. Those calls page your escalation phone immediately; everything else books as a normal service call. She does not do open-ended AI triage that infers urgency from phrasing variations — she matches the keywords you set. We would rather tell you exactly what she does today.
Yes — Lucy can take a homeowner’s call about a maintenance plan, capture the details, and text you the transcript so you can follow up. She does not quote plan prices, sign agreements, or process payments. That’s your conversation with the homeowner.
Today Lucy pages one escalation phone number — the one you configured — and texts you the transcript so you or your dispatcher route the job to the right truck. She does not manage a per-tech on-call rotation by day and shift. Honest about today: one escalation number, you handle the routing.
Not today. Today Lucy integrates with Google Calendar and our native scheduler. She does not connect to field-service-management platforms such as ServiceTitan, Housecall Pro, FieldEdge, Workiz, or Service Fusion. We would rather support one integration that works well than five that do not.
Yes. Lucy detects the caller’s language in the first sentence and responds natively in English or Spanish — not a translation layer. Configure Spanish-equivalent urgency keywords in the wizard and emergency triage works identically in both languages.
No. BookedSmarter is not a Business Associate today and we do not sign BAAs. HVAC work is not typically HIPAA-covered, but if you handle multi-vertical work that involves protected health information, ask your compliance counsel about your specific obligations.
Plans start at the price shown on our pricing page. No per-call fees, no setup charges.
You can read about Lucy or you can hear her work. The demo above is the same intake flow your callers will hear — on the first cold night of the year, or on a sweltering Saturday in July when your tech is mid-install and the phone won’t stop ringing. If it sounds like the dispatcher you would have hired if you could clone her, the next step takes 90 seconds:
This page intentionally avoids quantified savings claims and prevalence statistics until each can be sourced. The following references were considered and either used qualitatively or held back:
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