HVAC bookkeeping
Bookkeeping for HVAC companies
HVAC work doesn't arrive evenly through the year. Maintenance payments, equipment purchases and financing payouts all need consistent bookkeeping. We categorize and reconcile those transactions and prepare company-wide monthly reports.
“You're in hot attics and on rooftops all day, and by the end of it your head is spinning. There's no time left for the books. Saving you that time means more time to grow your business, or more time with your family.”
Landon Fields, founder of VenduralThe details that matter
What we watch for in HVAC companies books
Keep payments, purchases and the cash that arrives clear in your books.
Prepaid maintenance agreements
A customer may pay up front for service spread across the year. Keep the payment and the service period identifiable in the books.
Equipment and parts purchases
Equipment and parts transactions are categorized consistently in your company-wide books. Inventory tracking and project-level cost allocation aren't included.
Costs by technician vehicle
Track vehicle expenses against each technician's vehicle so fuel and upkeep don't disappear into one undifferentiated total.
Seasonal workload
Busy summers and winters can be followed by quieter shoulder seasons. Month-by-month reports should make that shift in cash and activity visible.
Financing payouts
Financing-company deposits can arrive net of fees. Reconcile deposits and record the deducted fees so the net bank deposit isn't confused with gross revenue.
The monthly service
What's included every month
Monthly books and statements that keep plan payments, installation purchases and financing deposits understandable.
Monthly transaction categorization
Every bank, card and processor transaction coded to a chart of accounts tailored to your business, with consistent treatment month to month.
Reconciliations
Bank, credit card and payment-processor accounts reconciled to statements so your balances are provable, not estimated.
Financial statements
Profit and loss and balance sheet with a plain-English summary, delivered on a fixed monthly schedule.
Reporting & insight
A monthly reporting pack with plain-English commentary on margins, spend trends and anything that looks off.
Year-end handoff
A clean, documented year-end package your tax preparer can work from without a cleanup project first.
Catch-up & cleanup
Behind by a few months or a few years? Catch-up is a one-time fee per month behind: $199 on Starter, $349 on Growth and $599 on Established. Custom is priced on the call.
Pricing
Simple monthly pricing
Starter
$249 per month
Catch-up: $199 per month behind. No hourly billing.
- Up to 150 transactions a month
- Cash-basis books, one business
- Every transaction categorized and every account reconciled
- Books closed every month, within the first ten business days
- A short monthly review list, so you only check the transactions that need you
- Profit and loss and balance sheet with a plain-English summary
- Questions come by text or email, and a few words back is enough
- One setup call, then no meetings to schedule
- No QuickBooks Online yet? We set it up for you at no extra cost
Custom: more than 500 transactions a month, or more than one business? We'll price it on the call.
Get my priceIf your books are behind, catch-up is a one-time fee per month behind: $199 on Starter, $349 on Growth and $599 on Established. Custom is priced on the call. You'll see your estimate in 2 minutes, and we confirm it on a quick 30-minute call before anything is billed.
FAQ
HVAC bookkeeping questions
A closer look at service plans, installs and seasonal activity.
Ready for clean books?
Get your price in 2 minutes, book a 30-minute call, then finish sign-up online in a few minutes.
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