Built for HVAC contractors
Job Cost Tracking for HVAC Contractors
Track parts, labor, and equipment on every install and service call — know your margins before the invoice.
Sound familiar?
Parts costs vary wildly between jobs
A commercial rooftop unit install costs very differently from a residential heat pump swap. Without per-job cost tracking, you can't refine your estimates.
Technician labor is spread across too many calls
Your HVAC techs run three service calls a day. Getting their labor allocated correctly to each job — and into your billing — is a constant struggle.
Service contracts hide unprofitable accounts
That maintenance contract that seemed like steady revenue? It takes two hours every visit. You're making less per hour than your service calls.
How Punch Ledger helps HVAC contractors
Purpose-built for project-based contractors — not adapted from generic accounting software.
Parts and supply costs per job
Scan supplier invoices for compressors, refrigerant, ductwork, and parts. Assign to the right job — actual cost vs. estimate is visible immediately.
Technician scheduling and labor cost
Assign techs to jobs each day. Split hours across multiple calls when needed. Labor cost flows into each job's P&L and into your payroll report.
P&L by job type
See which work is most profitable: installs, replacements, service calls, or maintenance contracts. Make better decisions about where to focus your business.
Service invoices from job costs
Build itemized invoices directly from your recorded parts and labor. Send quotes for larger installs before the work starts — convert to invoice on approval.
Common questions
Can I track refrigerant and specialized parts separately?
Yes. Line-item expense tracking lets you record individual parts with their own amounts. You can also create custom cost categories to separate refrigerant, ductwork, and equipment costs.
How do I track HVAC techs who run multiple service calls per day?
On the Plan Work board, you can create multiple schedule entries for the same tech on the same day, each assigned to a different job with its own hours. Labor cost allocates to each correctly.
Does Punch Ledger work for commercial HVAC as well as residential?
Yes. Commercial jobs with longer timelines, larger crews, and subcontractor involvement are tracked the same way as residential — just with more expense entries over a longer period.
Can I track equipment like recovery machines or vacuum pumps?
Equipment costs can be tracked per job as project expenses. Many HVAC contractors track tool depreciation and rental costs this way.
How do I handle warranty callbacks — should those be separate projects?
Many contractors create a separate project for warranty or callback work to isolate its cost. That way the original job's P&L stays clean and callback cost is visible separately.
Know your numbers on every job
Join HVAC contractors using Punch Ledger to track costs, run payroll, and protect their margins.
Start free — no credit card