Agreements
Maintenance agreements
Prepaid agreements are earned over their term, so not all of that cash is revenue yet. We track the agreement book and what it is worth each month.
Accounting for HVAC contractors
Summer and winter peaks, equipment-heavy installs and a book of maintenance agreements. We plan cash around your seasons, track install margins with the equipment in them, and account for agreements the right way.
What we watch for
Where the money is won or lost.
Maintenance agreements, equipment margins and seasonal cash flow.
Installs
Install margins with the equipment
Equipment can be most of an install's cost. Job costing shows margin with equipment, labor and permits all included.
Cash
Planning around the seasons
A cash forecast built around your busy and slow seasons, so payroll and equipment purchases are planned rather than hoped for.
Service and install
Kept apart in the books
Service and installation have different margins and cash cycles, so they are reported separately.
Rebates
Rebates and warranty claims
Manufacturer rebates and warranty reimbursements are tracked until they are received, so they do not slip through.
Monthly reporting
The numbers we report every month.
A short schedule, the same every month, so you can see the trend as well as the number.
| Line | Number | What it tells you |
|---|---|---|
| 01 | Agreement book | Active agreements and their monthly value |
| 02 | Install margin | With equipment, labor and permits |
| 03 | Revenue per tech hour | Service and maintenance |
| 04 | Cash runway | Weeks of cash at the current pace |
| 05 | Days to collect | Service invoices and install billings |
Tax
Tax notes for 2026.
$2.56M
Section 179 limit, 2026
Equipment in the year you buy it
Section 179 allows up to $2,560,000 in 2026, reduced once purchases pass $4,090,000, and equipment acquired after January 19, 2025 can also qualify for 100% bonus depreciation. The better choice depends on this year's income, next year's and your state.
$2,000
1099-NEC threshold, 2026 payments
Subcontractor 1099s
For payments made in 2026, file a 1099-NEC for each unincorporated subcontractor paid $2,000 or more (it was $600). Forms for 2026 are due February 1, 2027, because January 31 falls on a Sunday.
How do you handle maintenance agreements?
Prepaid agreements are recorded as earned over their term, so your statements show what you have actually delivered, and the agreement book shows what is still to come.
Can you help us plan for slow seasons?
Yes. We build a cash forecast around your seasons so slow months are covered and big purchases land at the right time.
What does it cost?
Construction packages start at $2,275 a month for businesses under $500K in revenue, plus a one-time onboarding fee. The pricing page shows your starting price in six steps, and your formal quote follows a free call.
How do we get started?
Book a free 30-minute call, or send your details and we will follow up within one business day.
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