Building an HVAC business is just like any other business.  It necessitates having a systematic and a well-structured blueprint to guarantee success.  You may have the fundamental understanding on how to embark on the business or you may have the skills and means to make it happen, but if your business lacks organization, then everything will just go to waste. Being organized is the key to pulling off a successful HVAC business and this includes having the right paperwork - your HVAC forms.  These are the documents you can never do without in this line of business!

Essential HVAC Forms

Your HVAC forms primarily comprise of all the significant particulars of a job order, your customer’s requirements, the project cost, and other contract stipulations.  This will help you keep track of the details of each project to make sure that the services being delivered by you meet the expectations of your client.  The HVAC forms include the proposal form, the service agreement and the invoice form. 

When a client wants an HVAC system installed in his home/office/building, you will fill out an HVAC Proposal Form to establish the details and requirements of the job order. A complete proposal form builds a strong understanding on what your customer is expecting from you and what you are required to do to meet your client’s satisfaction.

The HVAC Service Agreement, in contrast, is used when a customer needs your services for the maintenance of their existing HVAC system. Service Agreements provide additional cash flow during seasons when business is slow.

Lastly, to bill your customers for work rendered, you will need the HVAC invoice form.

Staying Organized with HVAC Forms

Having the vitally important HVAC paperwork must also be complemented by an efficient filing system to prevent overdue transactions, uncompleted tasks, disappointed customers and worst of all, a failed business.

Since you are a start-up in this business, a small filing cabinet will do.  You may consider using a more efficient filing system later as you acquire more clients and more contracts.  Create sections to your filing cabinet based on the kind of HVAC form and/or status of each contract. To quickly locate files, you can organize the forms within a section from A to Z according to the name of the customer.

Organizing your HVAC Proposal Forms and Service Agreements

Your  HVAC proposal forms and service agreements can be classified into the following sections: (a) contract-in-process, (b) new job orders, (c) jobs-in-progress, and (d) jobs completed. 

The “contract-in-process” section will include those projects that are still being negotiated with the customer.  The “new job orders” section will include those contracts that are ready to be executed but are still waiting for the arranged start date.  The “jobs-in-progress” section will be composed of those jobs that you are currently working on. And lastly, the “jobs completed” section will consist of those jobs that are successfully completed and are ready to be billed.

Sorting your HVAC Invoices
You must also add a distinct section for your invoices since they involve a different function - collection for services rendered.  You can arrange your HVAC invoices based on (a) undelivered invoices, (b) invoices due, (c) paid invoices and (d) invoices past due.

The “undelivered invoices” will comprise of those invoices that are to be delivered to the client for collection. “Invoices due” are those invoices that are received by the client and are still awaiting payment.  “Paid invoices”, of course, are those that are already paid . And “invoices past due” are those invoices that are outstanding beyond the due date and require further collection efforts on your part.

Storing your HVAC Forms
Once you complete jobs and collect invoices, your “job completed” and “paid invoices” section will start to pile up.  It is time to archive these forms into Individual Client Files.
You may provide one folder per client and archive completed forms for future reference.

There you go! Organizing is fast and easy.  You may also create a section for your blank forms so you can keep track of supplies and know when you should call your printing company to order for more forms.

So are you ready to begin organizing? Get your HVAC forms printed now!  Value Printing is making things simple for all the HVAC business owners out there. It is the most excellent source of first-class, professional, and custom HVAC forms. You can pick from a set of effective designs and layouts. By just ordering online or by phone, you have the chance to capitalize on your time dealing with your customers because you can let Value Printing take care of the HVAC invoices and service agreement forms just for you.

Saving money through cutting down on expenses is a top priority these days for small businesses.   But smart businesses still make it a priority to invest in vital business operations, such as accounting.  Regular accounting gives business owners just the information they need to make smart executive decisions about what’s working and what’s not in their business, and where to cut expenses is a good example.  How can you save money on accounting tasks without losing quality information?  One solution is to outsource accounting to a firm or freelancer.  In this article, we will discover how outsource bookkeeping solutions work with a freelance bookkeeper.

At your first meeting , your bookkeeper will ask you questions to find out more about the financial transactions that occur in your business, their nature and their volume.  For instance , he may ask, “How many deposits do you make a month? ” or “How do you keep track of inventory?”  He or she will also want to ask about your knowledge in bookkeeping and whether there are aspects of your accounting needs that you would like to do yourself or have done by your staff .  These questions will help your bookkeeper tailor their services to your needs and charge you a fair price.

Your bookkeeper can help you set up an organized bookkeeping filing system to help you keep your financial data organized .  This system may be a file box with various folders and forms in it.  Or, your bookkeeper may recommend an invoicing computer program to supplement your system.  As you generate transactions through deposits and invoices, you will respectively sort your papers in your bookkeeping filing system as your bookkeeper will instruct.  Then, at regularly scheduled intervals , whether weekly or monthly, your bookkeeper will go over the information and enter it into his accounting software.  After the end of the month, your bookkeeper will create two important financial documents, your balance sheet and income statement.

Your bookkeeper can do all or part of your bookkeeping .  If want to save some money, your bookkeeper can teach you how to fill out a simple bookkeeping journal worksheet, called a daily or weekly cash report.  A cash report is an organized detailed report of money in and money out for a given time interval .  For example , your cash report may list your purchases, including how you paid for them and in what category they belong, with your receipts attached to the report.  This report, along with the supporting documentation, will help the bookkeeper work more efficiently and therefore, may lower your bookkeeping fees.  Other business owners would rather have the bookkeeper process all the journal , in which case, his or her bookkeeping price would be higher in exchange for the convenience of total bookkeeping services.

Outsourcing payroll can lift a big burden off of a business owner.   Instead of doing all the payroll from scratch, your bookkeeper may suggest that you register with a payroll processing company, in which she will oversee for a small fee.  For example, some banks, such as SunTrust and Bank of America, have robust and simple payroll processing services that provide the added convenience of automatic government notification and tax document generation.  Your bookkeeper can save you money by pointing you to these convenient services, which will make his or her job easier at a fraction of the cost it would be if they had to do all the payroll from scratch.  You may discover the services self-explanatory enough that you can do your own payroll!

Your bookkeeper can fulfill your accounting needs as a local or remote provider .  In fact, your bookkeeper can do your books from another state away, thanks to modern communication tools that you probably use already .  How do you get them your information, you might ask?  Copy and mail, scan and email, or fax - It’s that simple .  Your bookkeeper will stay in touch by email and phone.  If you prefer to have a local bookkeeper, your outsource bookkeeper can either come by your office to do bookkeeping or pick up and drop off the bookkeeping file box while fulfilling your accounting needs at his or her office.  Either way, your bookkeeper can work out a simple system for the both of you.

By hiring a freelance bookkeeper, you can nail down a predictable monthly flat fee for her professional services while avoiding the many expenses that arise from employing a bookkeeper, like software, office space, payroll taxes and benefits, training time, etc.  For small businesses, the answer is pretty obvious that outsource accounting is smart , simple to implement, and cost effective.  Stivers Business Solutions offers small businesses a variety of outsource bookeeping solutions.