How it runs for HVAC, plumbing, electrical and landscaping companies
Your dedicated AP specialist enters every bill in QuickBooks Online or Bill.com, codes it to the job or truck, matches it to the statement, and builds a weekly payment run for you to approve. We never move money; you release every payment yourself.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for HVAC, plumbing, electrical and landscaping companies
- Supply-house tickets coded to job, truck stock or shop before the statement arrives
- Equipment purchases matched to the install job and the customer deposit
- Subcontractor bills checked against the job, with W-9s collected for 1099-NEC
- Early-payment discounts flagged in the weekly run so you can decide
- Fuel-card and fleet-lease statements reconciled by truck every month
The KPI that matters here
Every vendor bill is entered and coded within three business days of receipt.
Field services compliance notes
Sales tax on services by state
Taxability of labor, parts and maintenance agreements is set state by state, and some states also tax at the city or county level. We map your service items to the right tax codes in QuickBooks Online and reconcile the tax collected against the liability each period. Filing stays with you or your tax preparer; we supply the reconciled workings.
Job costing
Materials, technician hours, subcontractor bills and permit fees are coded to the job they belong to, so a large install can be reviewed against its estimate. Progress payments on installs are held as customer deposits until the work is complete, which keeps revenue in the month it was earned.
Technician commissions
Commission plans based on sold revenue, gross margin or spiffs are documented once and calculated the same way every pay period. We accrue the commission in the month of the sale and reverse it when payroll runs, so the P&L does not spike on payday.
Inventory on trucks
Van stock is an asset until it is used, and unrecorded stock is a common reason field-service margins look wrong. We record a monthly count per truck, post the adjustment, and flag trucks whose usage is far above the fleet average for the owner to look into.
Field services software we work in
- QuickBooks Online
- Gusto
- ServiceTitan
- Jobber
- Housecall Pro
- All 50 platforms
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Frequently asked questions
How do you code a supply-house statement with 200 tickets?
Each ticket already carries a job or PO reference from your field software, and we use that reference to code the line to the job or to truck stock. Tickets without a reference are listed for the office to identify, and the pattern usually shows which technicians need reminding. The statement total is then matched to the entered tickets before payment.
Do you handle 1099 filings for our subcontractors?
We collect W-9s, track payments to each subcontractor through the year, and prepare the 1099-NEC data for your tax preparer or filing service. The preparation is support for your firm, which reviews and files. Subcontractor payments are coded to the job, so the job-cost report and the 1099 totals come from the same entries.
Can you take early-payment discounts without hurting cash?
Yes, by showing you the discount and the cash position side by side in the weekly payment run. A 2% discount for paying in 10 days instead of 30 is worth taking when the 13-week cash view shows room. The AP specialist flags eligible bills; you decide which to release early.
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