HVAC Contractor Accounting Software
This is not accounting software, and saying so up front will save one of us a refund. It does not keep a ledger, run payroll, or produce a P and L. What it does is the part most shops are actually stuck on: turning a driveway conversation into a signable quote, turning that quote into an invoice, and handing your bookkeeper one clean file at the end of the month.
What people usually mean when they search this
Almost every one-to-five person HVAC shop already has QuickBooks, or a bookkeeper who does. The books are not the problem. The problem is everything that happens before the books: writing the quote by hand, retyping it into an invoice, and then retyping that into QuickBooks at the end of the month.
Three passes at the same fourteen line items. That is the part software is supposed to fix, and it is the part the accounting package does not touch.
The split that actually works
- This tool: the quote, the invoice, your logo on both, and a CSV export.
- QuickBooks Online: the ledger, the bank feed, the tax reporting, the P and L.
One file crosses between them, in one direction, when you decide to send it. Nothing connects to your accounting file, nothing writes into it, and nothing on our end can change a number in your books.
That last part is not a limitation we are apologising for. It is the point:
the system was showing hundreds of thousands of dollars overdue in payments over the past year
That is what a live two-way sync does when it goes wrong, and it goes wrong quietly. A file you import is something you look at first.
Who this is wrong for
If you are looking for software to replace your accountant, to run payroll for four technicians, to track parts inventory against job costing, or to give you a real time P and L by job, this is not it and you will be annoyed that you bought it. Those are real needs. This is not the tool for them.
Price
$29 a month for the shop, not per technician. Month to month, no annual term, no auto renewal into one, and you cancel it yourself in one click. First month refundable in full.
Questions about the accounting side
What accounting software do HVAC contractors use?
Most one-to-five person shops use QuickBooks Online as the actual books, and something else to produce the quotes and invoices that feed it. This is that something else. It does not replace QuickBooks and does not try to.
Is this accounting software?
No. It does not keep a general ledger, run payroll, track expenses, reconcile a bank account, or produce a profit and loss statement. It produces quotes and invoices and exports them as a CSV your accounting software imports.
Do I still need QuickBooks if I use this?
Yes, or something like it. Think of this as the front half of the job and QuickBooks as the back half. This makes the document the customer signs and the invoice that gets you paid. QuickBooks is where that becomes your books.
How much does HVAC accounting software cost?
The field service platforms that bundle accounting features are usually sold on an annual term and priced per technician. This is $29 a month for the shop, month to month, and it deliberately does less.