QuickBooks bookkeeping for air conditioning and heating businesses

Installs, maintenance agreements and call-outs in QuickBooks

Much of the money in an air conditioning business moves with the equipment: units ordered ahead of an install, parts fitted on a repair and filters changed on a service visit. The work below follows that equipment into your books.

• Ducted systems, multi-head split systems and commercial plant jobs set up as projects under the customer, where projects come with your QuickBooks plan, letting the unit and ductwork bills, the customer's invoices and their payments for that install share a report.
• Deposits taken when a homeowner accepts a quote held against the install using the treatment your accountant specifies, with the balance matched after the system is commissioned.
• Indoor and outdoor units, line sets, refrigerant and ducting bought on wholesaler accounts recorded as bills on the job they were ordered for, then compared with the wholesaler's statement before payment goes out.
• Maintenance agreements with strata buildings, shops and medical suites invoiced on the cycle each agreement sets, with a monthly list of agreements due for billing so a service visit isn't left unbilled.
• Breakdown call-outs paid by card at the door matched to the terminal settlement, with the merchant fee booked only where the settlement details confirm it and any gap they leave unexplained sent to you.
• Trade counter receipts for capacitors, isolators and gas top-ups emailed to QuickBooks by the technician who bought them, or photographed in the QuickBooks app by someone with a login to your file, then paired with the card transaction in For review and put on the job.
• Bank and card accounts set against their statements at month end, with uncleared payments, duplicated entries and suspected bank errors set out for you.

Businesses by main state or territory

These counts are for the ANZSIC class Air Conditioning and Heating Services, which also covers refrigeration equipment, coolroom and freezer room installation, so they describe a wider group than air conditioning and heating businesses alone. Businesses that mainly fit air conditioning to motor vehicles are counted in a different class, so they are not in these counts.