How it runs for HVAC, plumbing, electrical and landscaping companies
Your dedicated accountant runs those steps from our CloseTrack checklist, a team lead signs off under Two-Tier Review, and you receive the statements within five business days.
What is month-end close outsourcing?
Month-end close outsourcing means an external accounting team performs the steps that turn a month of transactions into finished financial statements: reconciling every account, posting accruals, prepaids and depreciation, checking cut-off, reviewing and locking the period. You keep your software and your accountant. The provider runs the checklist on an agreed calendar and hands you reviewed statements.
What we handle for HVAC, plumbing, electrical and landscaping companies
- Install deposits and work-in-progress adjusted for jobs open at month-end
- Unearned maintenance-agreement revenue rolled forward and agreed to the agreement list
- Truck and warehouse stock counted, adjustment posted, large variances flagged
- Commission and spiff accrual posted from the sold-revenue report
- Sales tax collected reconciled to liability by state and locality
The KPI that matters here
Books closed and statements delivered within five business days of month-end, every month.
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
Frequently asked questions
Why do install deposits matter for the close?
Because a $6,000 deposit on a furnace that has not been installed is a liability, not revenue. If it is posted as income, the month looks strong and the month of installation looks weak, and the margin on the job cannot be measured. The close moves open deposits to a liability and releases them when the job is complete.
What does the close checklist include for a field-service company?
Bank, card, loan and processor reconciliations, the field-software revenue tie-out, deposit and agreement deferrals, the stock adjustment, commission accruals, sales-tax reconciliation and fixed-asset entries for new vans and equipment. Each item has an owner and a sign-off in CloseTrack, so you can see what was done and when.
Who reviews the close before we see the numbers?
A team lead reviews every close under our Two-Tier Review process before statements are released. The reviewer checks that reconciliations are complete, that deferrals and accruals are supported, and that department margins make sense against prior months. Questions that need your input are listed in a short note with the statements.
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