With the complicated and competitive nature of the HVAC business – and the typically tight margins – you can’t afford to make any slip-ups. One wrong move and you very well could say goodbye to the profit you had expected.

You must learn how to differentiate yourself from the competition, find your own niche, and deal with the seasonality of the business. More importantly, you should learn how to manage your costs effectively and keep track of your business accounting. Having a mastery of HVAC technology alone won’t be enough to bring you the kind of success you want. You’ll need much more than that.

Yes, you may need to wear several hats at once and deal with things that fall beyond your area of expertise if you want to succeed in the business – this can involve tracking your income and expenses, balancing your company’s books, keeping wages and costs in order, and paying the correct taxes on time.

Let’s face it: Being passionate about your craft may not be enough to see your business through. You need to learn the basics of HVAC accounting or hire a credible accounting outsourcing firm if you want to stay on top of your finances. Failing to meet the challenges could be disastrous.

Meeting the Challenges Head-On

You’ll likely encounter several accounting challenges when running your business. What are some of these most common challenges, and how should you deal with them as they arise? Here are some things you absolutely need to know to help you meet these obstacles head-on.

  1. Managing cash flow

Most startups and small businesses have problems managing their cash flow. Considering the industry’s seasonality, this can be an even bigger ordeal for HVAC company owners who typically experience marked ups and downs in their business.

Without proper planning and fund management, company owners may not be able to cover recurring costs to keep the business afloat. In fact, this is the primary reason why 82% of companies fail, according to a U.S. bank study. To avoid this issue, analyze your bills carefully and be conscientious when claiming payments from customers.

  1. Managing payroll

If you’re like most small business owners, you may not know anything about managing payroll. While it may initially seem like an easy task, the payroll-management process can be more complicated than you’d expected, especially if you’re doing it manually.

Payroll management requires a lot of data (e.g., hours worked, pay rate, tax deductions, etc.) and involves a series of steps that can easily confuse a non-expert. In fact, incorrect payroll filing is the primary reason why 40% of small- and medium-sized companies are slammed with IRS penalties, according to the 2013 IRS Data Book.

If you don’t want to go through all these troubles, use an automated payroll management system or hire the services of a reliable accounting outsourcing company to do the work. It will save you a lot of time and headaches.

  1. Paying taxes

Most people agree that managing taxes is the most complicated and frustrating part of running a business. With more than 10.1 million words in the U.S. Tax Code, it doesn’t take any effort to make an error in preparing your business taxes – especially if you’re filing a paper return. Hiring an HVAC accounting firm can ensure your company’s compliance with state and local tax laws and help you stay out of a mess.

  1. Keeping track of expenses

Maintaining a record and processing business receipts once involved literally back-breaking work since paper receipts were filed or stocked in heavy boxes for processing later. Thankfully, those days are over. There are now tons of accounting software that can be used to keep track of your finances. Just do a simple online search and read the reviews so you can identify which accounting software is right for you.

  1. Reconciling books

Businesses without an established accounting system usually find that reconciling and closing their accounting books can easily be one of the most challenging and nerve-wracking aspects of their business. After all, what can be more frightening than the idea of being hounded by the IRS after making a small mistake in your books? Not much, right? If you don’t want to experience this horror, go through your accounting books on a daily, weekly, or monthly basis, and verify your business transactions while you can still clearly remember the details.

  1. Analyzing finances

While generating financial reports is essential, you need to know how to interpret and analyze the numbers so you can come up with the best possible business decision. Keep in mind that the numbers alone won’t do you any good. It is the story behind these numbers that can help you take your business to the next level of success.

Do What’s Best for Your Business: Hire an HVAC Accounting Expert

While you might feel that hiring an HVAC accountant isn’t viable, it can be one of the best decisions you can ever make for your business. For one, an expert accounting outsourcing firm reduces the risk of committing costly accounting mistakes that can lead to audits, lost profits, and missed opportunities. It also gives you more time to concentrate on things that matter most to your business, like taking on new jobs.

We have a heart for the mindset of an entrepreneur. You inspire us with how you see the world. Yes, you need a CFO. You also need someone to talk to about your concerns, financial and otherwise. We will be that person for you. Feel free to contact us today.

The only thing we care more about than your business is your peace of mind

Mari Sandifer | Director of Marketing & Business Development

Mari joined Rektio as Director of Marketing and Business Development in 2020 after spending over 25 years in corporate finance and 3 years as a business owner. She holds a BS degree in Marketing and an MBA in Finance from Indiana University’s Kelley School of Business. Her CPA license is inactive (and morbidly obese).

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