HVAC bookkeeping
HVAC bookkeeping that shows what your busy season actually paid for.
HVAC money moves in a rhythm most bookkeepers have never had to account for. Books that ignore that rhythm tell you nothing useful in February.
The 24-Hour Guarantee— Your first month back in 24 hours, or the next month is free.
HVAC bookkeeping services for heating and air contractors
We provide monthly HVAC bookkeeping for heating and air conditioning contractors across the United States — everything from a single-truck operation to a shop running fifteen techs. Every set of books is reconciled, closed monthly, and reviewed and signed off by a US CPA before it reaches you.
HVAC accounting has requirements a general bookkeeper will not account for: revenue that swings hard between cooling and heating season, maintenance agreements that need their own margin tracking, and install work that has to be separated from service work before job costing means anything. That is what an HVAC bookkeeper who knows the trade builds in from the first month.
What we build into your books
The three things that change first.
Seasonality that shows up in the numbers
Summer surplus and winter shortfall separated out, so you can see what a slow month actually costs and plan for it instead of absorbing it.
Maintenance agreement margins
Recurring agreement revenue tracked against what it costs to service. Most owners find they have been underpricing for years.
Install versus service
The two sides of the business carry very different margins. Split apart, they change how you quote.
Every month
Clean books. Signed off. Inside 24 hours.
Every transaction categorized, a P&L and balance sheet, job-level visibility, and one page in plain English. A US CPA reviews and signs every file. If we miss 24 hours, your next month is free.
Questions
HVAC bookkeeping, answered.
How should an HVAC company track maintenance agreement revenue?
In its own income account, separate from install and service. Agreement revenue is the only genuinely flat line in an HVAC business, and mixed into service revenue it disappears inside the seasonal swing. Tracked separately you can also measure it against what the visits cost to deliver, which is how you find out whether the agreements are priced against current labour and fuel or against costs from five years ago.
Should install and service be reported separately?
Yes, and it is usually the finding that changes how owners quote. Install invoices are larger, which makes them feel like the business, but install is the most price-competitive work you do and carries heavier equipment and labour cost plus years of warranty exposure. Measured as gross profit per crew-day rather than per invoice, service frequently wins.
How do you handle the seasonal cash flow swing?
By reporting monthly rather than annually, so the shape of the year is visible, and by working out what each slow month actually costs — your overhead in that month against the gross margin you generate in it. That figure is the cash you need set aside before you reach it, and it is far easier to reserve in July than to find in February.
What does the free first month include for an HVAC business?
Your most recent complete month done in full: every transaction categorized, accounts reconciled, a P&L and balance sheet, install and service separated, agreement revenue tracked, and a one-page plain-English summary. A US CPA reviews and signs it. Delivered within 24 hours, no card, and you keep the work whether or not you continue.
Guides for hvac
We'll do last month for free. Then you decide.
No card, no contract, and the work is yours to keep either way.