The Guidebook to Record Keeping Using HVAC Software

Keeping good records in your HVAC business involves more than just keeping finances in check.

When you’re running a business, good records matter. HVAC is no exception and often requires even better record keeping than other businesses. Keeping your receipts, tracking your miles, and keeping an ample stock of photos of your work can make all the difference. While most HVAC companies keep excellent financial records, many forget that customer and photographic records can be just as important.

Financial Records

Keeping good financial records becomes easy with software like QuickBooks. It acts as your accountant, generating invoices and helping you keep track of money coming in and going out.

Keep receipts and invoices of all your business transactions. You never know when you will need to show proof of a purchase. Besides, these receipts can be useful come tax season. Did you purchase a new truck for transporting all those heavy AC units? Or maybe new HVAC software for all your scheduling and dispatch needs? Keep the proof and say hello to tax breaks!

While April 15th can be a stressful day for some, good record keeping can help it pass like an easy summer breeze. When you’ve been putting in the effort year round, there isn’t a last second rush to count your expenses and profits the night of April 14th. Nobody needs that stress in their life—and definitely not a busy business owner like you. When you keep good records year round you get to keep your cool (pun intended) year round.

Customer Records

Maintaining good records for customers and equipment allows you to create jobs faster on your management software. HVAC management software like Smart Service automatically fills out jobs and work orders with customer information so you don’t have to. Putting in the effort now makes a world of a difference later on.

When you’re on the job, taking notes on the equipment you use (and anything else that is worth jotting down) can be very helpful when creating an invoice. These notes can also act as a reference for future jobs.

Photographic Records

Record keeping goes further than numbers. Pictures provide more than 1,000 words of evidentiary material both as proof of your work and as marketing assets for your HVAC business.

HVAC Marketing Ideas

Before and after pictures of the work you’ve done are an excellent way to show potential customers the climate-controlled improvements you can make in their lives. Choosing your company could come down to nothing more than you showing off your work online.

Put pictures of your completed HVAC systems or your most recent project on your websites and social media to develop leads. Want to secure the leads? Create a portfolio of your work for in-person prospect meetings!

Successful HVAC Business Through Customer Satisfaction

While photographic records can help secure a new client, the pictures can also be useful in ensuring customer satisfaction. Show your customers evidence of the work you’ve done to instill your work ethic, commitment to quality, and your continued progress on their project.

Completing a multi-job project? You can show day-by-day progress of your work. Construction HVAC system installations can seem like they take forever to go from point A to point B. Keeping your clients in the loop is good for morale both on the site and off. Photographic evidence helps to maintain communication and establishes trust between you and your customer.

Guidance for your HVAC Tech

Taking lots of pictures can also be useful to your crew on the job. Multi-stage projects can take a lot of time. On certain jobs, it can be easy to forget what you did the last time you were there. And remembering what equipment you used? Nearly impossible! Take pictures of the equipment you use or work on and attach them to your job notes on your HVAC management software app. It’s easy as 1-2-3!


Record keeping for your HVAC business isn’t stressful if you stay on top of it, and it can be made easier still with HVAC management software. Always remember to be keep your records as accurate as possible, and most importantly, backup your data!

Posted by: Mahrukh Karimi on Tuesday, March 13, 2018