What bookkeeping software works best for plumbers and HVAC contractors?
The best software depends on whether you need basic bookkeeping or full field service management. Most plumbers and HVAC contractors end up using two systems that work together. Accounting software handles the financial side while field service software manages scheduling, dispatching, and invoicing from job sites.
QuickBooks Online is the standard accounting platform for trades businesses. It handles your general ledger, bank reconciliations, financial statements, and tax prep. Most accountants and bookkeepers work in QuickBooks, which matters when you need outside help. QuickBooks Desktop also works well and some contractors prefer it for the job costing features.
For a solo plumber or small operation with one or two trucks, QuickBooks alone might be enough. You can create estimates, send invoices, and track expenses without adding another system. The mobile app lets you invoice from the field. It won’t handle scheduling or dispatching, but if you’re managing that in your head or a simple calendar, that works fine at smaller scale.
Once you have multiple technicians in the field, dedicated field service software makes sense. Housecall Pro, Jobber, ServiceTitan, and FieldEdge are popular options in the trades. These handle scheduling, dispatching, customer communication, estimates, and invoicing. Technicians access everything from their phones and customers get automated appointment reminders.
ServiceTitan is the heavy hitter for larger HVAC and plumbing companies. It’s powerful but expensive and complex. Most contractors don’t need it until they’re running multiple crews and want serious reporting and tracking capabilities. Housecall Pro and Jobber hit the sweet spot for many small to mid-size construction and trades businesses. They’re easier to learn, cost less, and integrate with QuickBooks so your financial records stay accurate without double entry.
The integration matters. When a technician completes a job and collects payment in Housecall Pro, that transaction should flow into QuickBooks automatically. Otherwise someone has to enter everything twice, which creates errors and takes time nobody has.
Parts and inventory tracking is another consideration. HVAC contractors especially need to track refrigerant, filters, and equipment. Some field service platforms handle basic inventory. For detailed inventory needs, you might need QuickBooks Desktop’s inventory features or dedicated inventory software.
Don’t buy more software than you need. A two-person plumbing shop doesn’t need ServiceTitan any more than they need a ten-truck fleet. Start simple and add complexity when the pain of your current system exceeds the pain of learning something new.
Whatever you choose, keep the accounting clean. Job costing matters in the trades. You need to know if that commercial HVAC installation was profitable or if the callbacks ate your margin. Working with a Nampa business tax preparation service that understands contractor finances can help you set up job costing correctly from the start so you can see what’s actually making money.
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