Bookkeeping for HVAC Companies
Monthly bookkeeping in QuickBooks Online for HVAC contractors balancing service calls, installs, maintenance agreements, technicians, and equipment costs.
Service Calls and Installs Are Different Businesses
An HVAC company earns from quick service calls, large equipment installs, and maintenance agreements, each with very different margins. When all of it lands in one revenue line, the P&L can’t tell you much.
- Service and repair call revenue
- Equipment installation and replacement revenue
- Maintenance agreement revenue
- Warranty and manufacturer reimbursements
- Financing and merchant processing fees
- Equipment purchases for installs
- Parts, refrigerant, and materials
- Technician wages and payroll
- Trucks, fuel, and vehicle costs
- Tools, licensing, and insurance
What Haverlin Handles
Service, install, and agreement revenue kept separate
Revenue is categorized by type so you can see the margin on installs versus service, and how much recurring agreement revenue you’re building.
Equipment and material costs matched to the work
Install equipment and parts are recorded as cost of the work, not lumped in with office expenses, so gross profit means something.
Bank and credit card reconciliation
Every account reconciled monthly, so the QuickBooks balance matches the bank and errors get caught early.
Monthly financial statements
A Profit & Loss and Balance Sheet organized around how the business actually operates.
CPA-ready year-end records
Clean, reconciled books handed to your tax professional, with no January scramble.
Who This Fits
Haverlin works with owner-operated HVAC companies, residential and light commercial, from one truck to a small fleet.
- HVAC service and repair companies
- Install and replacement contractors
- Companies building a maintenance agreement base
- Owners who want to know install margins, not just total sales
Questions
Can you tell me my margin on installs?
If install revenue and install costs are recorded consistently, yes. I set the books up so that’s possible.
Do you work with ServiceTitan, Housecall Pro, or similar software?
Haverlin does the bookkeeping in QuickBooks Online. Field software handles dispatch and invoicing; I make sure what reaches QuickBooks is right.
How are maintenance agreements handled?
Agreement revenue is recorded so the books reflect what has actually been earned, not just what was collected up front.
How much does it cost?
Monthly bookkeeping starts at $350/month. Final pricing depends on volume, accounts, and current condition of the books.
Get a Clear Picture Before Peak Season
Schedule a free review. I’ll look at the QuickBooks file and tell you what it needs.