Home services accounting

Controller Services for Growing Businesses

A closed month by the same date every time, job costs pulled straight from ServiceTitan or Housecall Pro, and a cash number you can trust before you run payroll.

Built for HVAC, plumbing, electrical, and mechanical contractors running trucks, techs, and service agreements out of QuickBooks Online, ServiceTitan, and Housecall Pro.

Schedule Your Free Strategy Call (559) 203-3450

What sends contractors looking for this

Nobody closes the month, so the owner bids off numbers that are already stale

In a lot of HVAC, plumbing, and electrical shops, the books get touched when the office manager has a spare hour between dispatch calls. Bank feeds pile up, supply house bills sit unentered for weeks, and nobody sits down on a set date and says this month is done. There is no checklist, no deadline, and no one person accountable for closing it out.

Meanwhile the owner is still bidding new jobs using labor and material costs from six months ago because that is the last time anyone pulled a clean job cost report. A price on copper, a wage rate, or a permit fee that changed since then never makes it into the bid.

Left alone, this means jobs get bid at margins the shop can't actually make once true costs are counted, cash gets spent on trucks or a new hire based on numbers that are two quarters old, and the owner finds out the shop lost money on a whole job type only after the season is over.

Techs and dispatch enter data inconsistently, so job profit in ServiceTitan or Housecall Pro is wrong

A tech closes a ticket with parts logged under the wrong job code, dispatch forgets to attach a service agreement discount, and a change order gets verbally approved but never added to the invoice in the field app. Every one of these gets synced to QuickBooks Online as if it were correct.

Because job costing pulls straight from ServiceTitan or Housecall Pro data, these entry errors don't show up as obvious mistakes, they show up as jobs that look profitable when they weren't, or jobs that look like losers when a discount was simply miscoded.

Without a check on this, the owner sets pricing and commission plans off job profit numbers that are wrong by thousands of dollars a month, techs get paid bonuses on jobs that didn't actually hit target margin, and the real losers never get flagged for a pricing fix.

One office manager holds the checkbook with no second set of eyes

It's common for a single office manager to write checks, pay vendors, run payroll, and reconcile the bank statement, all without anyone else looking at the account. That's not a comment on their character, it's just a setup where the person recording the transaction is also the only one checking it.

Supply house purchases get charged to the company card without anyone signing off on the order, and nobody outside that one person ever pulls up the bank statement to see what actually cleared.

This kind of setup has cost real trades shops five and six figures before anyone noticed, whether from an honest coding mistake nobody caught for a year or from money quietly walking out the door, and by the time it surfaces the owner has already filed a tax return built on the wrong numbers.

There's no weekly cash report before payroll runs

Payroll for techs, apprentices, and office staff goes out every week or two whether or not anyone checked what's actually sitting in the operating account first. Big receivables from a commercial job or a service agreement renewal get counted as if they were already cash in hand.

Without a short cash report pulled before each payroll run, the owner is relying on gut feel about whether Friday's payroll will clear, especially in slow months like January and February when call volume drops.

Skip this step and a shop can be short for payroll with no warning, forcing a scramble to draw on a line of credit or delay a supply house payment, both of which cost real money in fees, interest, or damaged vendor terms.

Every bookkeeper turnover means starting from scratch

When the bookkeeper or office manager who ran the books quits or gets promoted, whoever replaces them usually inherits no written process. Which reports to pull, how job costing gets tied out, how supply house invoices get coded, all of it lived in one person's head.

The new hire spends the first two or three months guessing at how things were done, and mistakes from that gap don't get caught until year end when the CPA is trying to file a tax return.

Every turnover without documentation costs the shop weeks of clean bookkeeping, produces a stretch of months with unreliable job costing, and often means the same cleanup work gets paid for twice within a couple of years.

How we fix each of those

01
We build and run a documented monthly close calendar
We put a specific close calendar in place naming every task, its deadline, and who is accountable, from bank feed review and reconciliations through a final job cost and cash summary. You get a fixed date every month when your books are closed and your bids can be based on current numbers, not whatever was last updated.
02
We tie every job in ServiceTitan or Housecall Pro back to the accounting file
Each month we pull job cost detail out of ServiceTitan or Housecall Pro, check labor hours, material costs, and change orders against the invoice that actually went out, and correct miscoded entries before they land in your profit and loss statement. You get a job profit report that reflects what really happened on the truck, not what dispatch typed in a hurry.
03
We put a second set of eyes on every dollar that moves
We set up dual approval on supply house purchases and payments above a set dollar threshold, require someone outside the bookkeeping function to review the bank statement each month, and document who can sign checks or approve a card charge. Nothing clears the account without a second person seeing it.
04
We deliver a cash report before every payroll run
We pull a short cash position report from QuickBooks Online before each payroll date, showing what's actually cleared against what payroll and upcoming supply house bills will require, so you know days in advance if a draw on your line of credit is needed instead of finding out the morning checks are due.
05
We document the process so a bookkeeper change never starts from zero
We write down every recurring task, from how job costs get reconciled to ServiceTitan or Housecall Pro through how supply house invoices get coded, in a procedures file that transfers with the role. When staff turns over, the new person is running your process on day one instead of guessing at it for three months.

Everything included

Documented monthly close calendar with named owners and deadlines
Job cost reconciliation between QuickBooks Online and ServiceTitan or Housecall Pro
Weekly cash position report delivered before each payroll run
Dual approval setup for supply house purchases and card charges
Written bookkeeping procedures manual for staff turnover coverage
Segregation of duties review and internal control recommendations
Monthly financial statement package with job profit commentary
Fixed asset and vehicle depreciation schedule maintenance
Service agreement billing and revenue tracking review
Sales tax reconciliation for parts versus labor
Coordination with your CPA on tax-basis adjustments at year end

Inside Controller Services

Outsourced Controller

Controller-level oversight of your ServiceTitan or Housecall Pro job costs and your QuickBooks Online close, without adding a salaried hire.

View Outsourced Controller

Month-End Close

A fixed close date every month, with job costs reconciled to ServiceTitan or Housecall Pro before the numbers ever reach your desk.

View Month-End Close

Internal Controls

Practical checks on the checkbook, supply house purchases, and payroll, sized to fit a shop running a handful of trucks.

View Internal Controls

Accounting System Cleanup

A one-time project to catch up months of unreconciled accounts and mismatched job costs so you have numbers you can actually bid from.

View Accounting System Cleanup

QuickBooks Cleanup

We fix the specific QuickBooks Online problems that are quietly making your job costs and cash position wrong.

View QuickBooks Cleanup

Contractors who have already done this

Real Google reviews from owners we work with, next to the engagements behind the numbers.

Google review
As a home services company, I feel that High Velocity Accounting has elevated our business to the next level. We are able to dig deeper into our numbers, report accurately and make adjustments where needed. They are very responsive, detail oriented and an extension of our team.
Cathleen Helin
Owner, Home Services
Clovis, CA
Case study
How a Construction Company Cleaned Up Two Years of Books and Financed New Equipment
Construction · $2.8M - $4.1M annual revenue
Books brought current
22 months
Equipment loan approved
$680,000
Read the full breakdown
Google review
I have been so genuinely pleased with High Velocity Accounting's services. I feel I have an extension of our team in Brett and his team. They always make time for my questions and look for strategic ways to build our businesses mutually. I rest easy knowing our books are kept in good order and our taxes are prepared professionally. I never hesitate to recommend this firm to any service business owners looking for professional book keeping and tax services.
Texas Medley
Owner, Service Contracting
Clovis, CA
Google review
We have been using High Velocity Accounting for a couple years now and are so thankful for their service! They are meticulous, thorough, dependable and always ready to deal with a curveball. Kind, patient, gracious. Thank you for your service and the relationship we've developed together.
Grant Schoenberger
Client, Trades
Clovis, CA
Google review
Brett Neal has been our family's accountant for over six years now, because he is the most dependable professional in this business. We started with Brett as two separate single-filers with simple W-2's and quickly graduated to a married couple having multiple types of complicated business/tax filings. Brett took every shift in stride; every transition has been carried out smoothly and without any hiccups. Trust that this is the guy for all your filing, bookkeeping, and financial consulting needs.
Alyssa Cotrina
Business Owner, Trades
Clovis, CA

Where we do this work

Our office is in Clovis and we work with home services contractors across the Central Valley and nationwide. Pick your city to see how controller services works for shops in that market.

Not on the list? We run every engagement over QuickBooks Online, ServiceTitan, and Housecall Pro, so distance does not change the work. Call (559) 203-3450.

Talk to a CPA who will actually pick up the phone

Start with a 30-minute consultation at no cost. You will leave it knowing what the work involves, what it costs, and what happens next.