HVAC Contractors

Your trucks are running.
Do you know which ones
are making money?

HVAC is a cash-intensive, seasonally volatile business. Most HVAC bookkeepers don't know what a service call, install, or maintenance agreement actually costs to deliver. We do.

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What's different about HVAC books

Three things that break every HVAC contractor's financials

HVAC isn't just "more jobs." It's inventory, dispatch, equipment, warranties, and seasonal swings. General bookkeepers miss this. We built the workflow around it.

Problem 01
Job costing is broken
You know your revenue by month. You probably don't know your margin by job type. Service calls, installs, and maintenance agreements have completely different cost structures. Without separating them, you can't price correctly or know where to grow.
Problem 02
Seasonal cash flow isn't planned
Your busy season generates a lot of cash. Your slow season can wipe it out. Most HVAC owners survive shoulder season rather than plan for it. Clean books let you build a 90-day reserve strategy instead of scrambling in January and February.
Problem 03
Equipment and inventory chaos
Refrigerant, replacement units, parts runs, warranty returns. HVAC inventory is complicated and often categorized wrong, which means your tax liability is higher than it should be and your P&L doesn't reflect what you actually spent.
Cash flow planning

Louisiana summers print money.
January tries to take it back.

The HVAC cash cycle in the South is brutal if you're not watching it. We track your monthly cash position and build a 90-day projection so you know exactly what the slow months will look like before they arrive.

Jan
Slow
Feb
Slow
Mar
Ramp
Apr
Ramp
May
Peak
Jun
Peak
Jul
Peak
Aug
Peak
Sep
Wind
Oct
Wind
Nov
Slow
Dec
Slow
What we do about it
Peak season reserve build
We calculate exactly what percentage of June, July, and August revenue you need to hold back to cover slow-season overhead. No guessing. An actual number.
Quarterly estimated taxes
HVAC owners overpay IRS penalties more than almost any other trade because their income spikes predictably. We calculate estimates based on actual cash in, not last year's return.
Equipment purchase timing
That new truck or HVAC unit has a right time to buy from a cash and tax perspective. We flag those windows monthly so you're not making big purchases at the wrong moment.
Technician cost modeling
Adding a tech is one of the biggest leverage decisions in HVAC. We show you the full loaded cost vs. your current capacity so you know if the hire makes financial sense before you commit.
Software integration

Your dispatch software talks to your books

We build the bridge between your field software and Xero so job data flows into your financials without a manual data entry disaster.

ServiceTitan
Full integration via Xero
Job revenue mapped to Xero income accounts by job type (service, install, maintenance)
Technician cost tracking matched to dispatch records
Membership / agreement revenue recognized correctly (not lumped as immediate income)
Equipment and parts costs tied to job, not just expense category
Monthly reconciliation between ServiceTitan and Xero bank feeds
Jobber
Clean Xero sync for smaller crews
Invoice sync from Jobber to Xero with correct income categorization
Expense coding by job type, not just "HVAC supplies"
Payroll and subcontractor costs tied to job records
Accounts receivable aging report matches Jobber outstanding invoices
Clean audit trail if you ever need financing or a business sale valuation
5 yrs
Field background
HVAC + paramedic
Xero
Certified platform
built for job costing
10th
Books closed by
every single month
< 24h
First response
to every checkup call
HVAC contractors

They had the same problem. Here's what changed.

★★★★★

"We were 14 months behind and dreading an audit. 911 Bookkeepers had us current in five weeks and caught $40K we'd overpaid. Now I actually know which jobs make money."

★★★★★

"I finally know which service types are worth running and which ones we should stop taking. We dropped two job types and our margin went up 11% in one quarter."

★★★★★

"Jeremy understands HVAC from the inside. He didn't need me to explain what a service call costs. He already knew. That saved weeks of back and forth."

Your trucks are your biggest asset.
Know if they're making money.

Free 30-minute checkup. We'll assess where your HVAC books are, what job costing is missing, and what it'll take to get clean.

(225) 274-6576

No judgment · No contracts · No commitment · Mon–Sat 1:00p–9:00p