HVAC bookkeeping that shows you service margin and install margin on separate lines.
Most HVAC owners know their revenue. Few know that service runs at 55% gross margin while installs run at 28%, or that after-hours calls lose money at the current rate. Your books can show that every month. Ours do.
What we find in most HVAC books
Service and install in one bucket
You cannot price installs right if you do not know what they make now. One income line hides a department that has been underwater for a year.
Tech labor with no burden
Payroll taxes, workers comp, benefits, and windshield time add 25% or more to wages. Job costs that use raw pay overstate every margin.
Maintenance plans booked as cash
Plan money hits in spring and fall. Visits happen all year. Cash basis makes two months look great and ten look weak.
Equipment on the P&L instead of the balance sheet
A $60,000 truck expensed in one month wrecks that month and flatters the rest.
Inventory that is really cost of goods
Parts bought in bulk expensed on purchase. Job margins look off because parts hit the wrong month.
Dispatch software and QuickBooks disagree
ServiceTitan says $190,000 for the month. QuickBooks says $171,000. Nobody knows why. We do the tie-out.
What HVAC bookkeeping includes
Department P&L
Service, install, maintenance, and new construction on their own income and COGS lines.
Monthly close by the 15th
All accounts reconciled. P&L, balance sheet, and a short note on what moved.
Dispatch to QuickBooks tie-out
ServiceTitan, Housecall Pro, or FieldEdge reconciled to the ledger each month.
Payroll reconciliation
Tech pay, commissions, and spiffs allocated to the right department so margins are real. Add-on.
Job costing on installs
Equipment, materials, labor with burden, subs, and permits per install. Details.
1099 and sub tracking
W-9s on file, totals tracked all year.
Common questions
What size HVAC company is this for?
$1M to $5M a year. Usually 5 to 25 people, one or two locations, a mix of service and install.
Do you work with ServiceTitan or Housecall Pro?
Yes. We reconcile your dispatch software to QuickBooks each month so revenue by department matches what the office sees.
Can you split service and install?
Yes. That is the whole point. Income and COGS by department so you can see the margin on each side and stop guessing.
How do you handle maintenance agreements?
Cash collected up front sits as deferred revenue and gets recognized as visits happen. Otherwise your busy months look better than they are and your slow months look worse.
What does HVAC bookkeeping cost?
$900 to $2,500 a month for most companies in our range, based on monthly transaction count. Job costing and payroll reconciliation are add-ons.
Do you do taxes?
No. Books only. Your CPA gets a clean file.
See which side of your shop is paying the bills.
Tell us a little about your company and the state of your books. We come back with a flat monthly price for the pieces you want, and your first month is on us.