InsightTrack Bookkeeping gives hvac companies full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
Heating and air companies have an accounting problem most trades don't: revenue arrives in bursts. A brutal summer fills the bank, then September through November is quiet, and a mild winter can be worse. Add prepaid maintenance agreements, financed equipment sales with dealer fees, manufacturer rebates, and refrigerant and parts inventory, and a simple cash-basis P&L tells you almost nothing about how the business is really doing.
InsightTrack builds HVAC books that separate equipment installs from service and repair, book maintenance agreements as deferred revenue that earns out over the contract, and reconcile financing company payouts and rebates so revenue isn't understated. The result is a monthly P&L you can compare to last year's same month, and a cash view that shows how far the summer will carry you.
Built for residential and light-commercial HVAC contractors across Arkansas and remotely nationwide.
What Makes Bookkeeping for HVAC Companies Different
Seasonality
Revenue in July can be four times revenue in October. We report month-over-month and same-month-prior-year so trends are visible, and build a rolling cash forecast so you know what the shoulder seasons will need.
Maintenance agreements
A $199 annual plan collected in April isn't April revenue. We record agreements as deferred revenue and recognize them as the visits happen, so the P&L and the balance sheet both tell the truth about what you owe customers.
Equipment sales, financing, and rebates
Financed installs arrive from the finance company net of dealer fees. Manufacturer and utility rebates arrive weeks later. We reconcile both so installs show their real revenue and real margin.
Installs vs. service
Equipment replacement is a high-ticket, lower-margin sale; service and repair is the opposite. We class them separately so each line has its own margin and you can see which one is actually paying for the trucks.
How We Set Up Your Books
HVAC books use a cost-of-revenue structure by line of business — Installs, Service & Repair, and Maintenance Agreements — with equipment, parts, labor, and subcontractors under each. Overhead carries trucks, fuel, insurance, marketing, office, and owner pay.
- Deferred revenue for maintenance agreements — collected up front, recognized as earned, balance reported monthly
- Financing and rebate reconciliation — finance company remittances net of dealer fees and manufacturer/utility rebates matched to the install
- Field software tied out — ServiceTitan, Housecall Pro, or FieldEdge invoices and card batches reconciled to the bank
- Equipment purchases coded by job — condensers, furnaces, and air handlers tied to the install they went into
- Vehicles and shop equipment — fixed assets and their loans on the balance sheet, depreciation list ready for your CPA
The Numbers We Track for HVAC Companies
Every client gets a monthly P&L, balance sheet, and cash flow statement. For hvac companies we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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Gross margin: installs vs. service vs. agreements
Three lines, three margins. The install margin net of dealer fees is usually the one that surprises owners.
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Active agreements and deferred revenue balance
How many customers are on a plan, what you've collected but not yet earned, and how that recurring base grows year over year.
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Same month, prior year
The only fair comparison in a seasonal business. We report it every month so a slow October is judged against last October, not against August.
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Cash runway through the shoulder season
Cash on hand against expected fixed costs for the quiet months, so payroll in November is never a surprise.
Serving HVAC Companies in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with hvac companies in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve hvac companies in Texas and nationwide. See all locations.
Frequently Asked Questions
How do you handle maintenance agreements in the books?
Agreements are recorded as deferred revenue when collected and recognized as revenue as the service visits are performed. Your balance sheet shows what you still owe customers in visits, and your P&L shows agreement revenue as it is earned rather than as a spike in the month you sold it.
Can you reconcile financing company payouts and manufacturer rebates?
Yes. Financed installs are recorded at the full sale price with the dealer fee as a cost, and the finance company remittance is matched to the invoice. Manufacturer and utility rebates are tracked as receivables until they arrive.
What does HVAC bookkeeping cost?
Flat-rate packages start at $300 per month; an HVAC contractor with several trucks, financing, agreements, and payroll would usually run around $1,200 per month depending on volume. Pricing stays flat through the busy season.
Do you work with ServiceTitan or Housecall Pro?
Yes. We reconcile invoices, card batches, and processing fees from your field service platform to the bank each month and manage the QuickBooks Online sync.
Do you serve HVAC companies in Arkansas?
Yes. We're based in Conway and work with HVAC contractors in Little Rock, Conway, Northwest Arkansas, and statewide, plus remotely nationwide through QuickBooks Online.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.