How it runs for HVAC, plumbing, electrical and landscaping companies
Sales-tax returns already filed are compared with the rebuilt sales so any differences are visible before the next filing.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for HVAC, plumbing, electrical and landscaping companies
- Back months rebuilt from field-software exports and bank statements, oldest first
- Revenue posted gross with processor fees and financing discounts separated
- Supply-house statements coded to jobs and truck stock for each back month
- Sales-tax returns already filed compared with the rebuilt taxable sales
- Opening balances agreed to the last filed tax return before the catch-up begins
The KPI that matters here
Each back month is rebuilt, reconciled and reviewed within the schedule agreed at kickoff.
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
More for HVAC, plumbing, electrical and landscaping companies
Other services for field services
Catch-up bookkeeping in other industries
Frequently asked questions
How much does catch-up bookkeeping cost for a contractor?
Market benchmarks put catch-up work at $200 to $500 per back month (John Galt Finance, 2026), depending on transaction volume and how much has to be rebuilt from exports. Field-service files sit toward the upper end when supply-house tickets need job coding. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What if our sales-tax returns for the back months were wrong?
The rebuilt taxable sales by jurisdiction are compared with what was filed, and the differences are listed for you and your tax preparer. We do not file amended returns or give tax advice, but the worksheet gives your preparer what they need to decide. Going forward, the monthly sales-tax reconciliation prevents the gap from reopening.
How far back can you rebuild from our field software?
As far back as your field software and bank keep records, which is usually several years. ServiceTitan, Jobber and Housecall Pro all export completed-job and payment history by date range. Where the software was adopted mid-way through the backlog, earlier months are rebuilt from bank and processor statements alone, with revenue by deposit.
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