Controller Services for HVAC Companies
Your dispatch board says one thing, your bank account says another, and nobody in the building is entirely sure which one to believe. A controller's whole job is making the two agree — then handing you numbers you can actually run the season on.
The field software and the books have to reconcile
ServiceTitan or your dispatch system captures every job in detail. QuickBooks captures what got exported and coded. When those two drift — and across a busy season they always drift — you end up running the company off a field dashboard while the financials quietly say something else. A controller reconciles them monthly, so revenue, deposits, and the books finally tell one story.
Then there's the mix. Install, service, and maintenance-agreement work carry different margins, and a blended P&L averages your best line together with your worst. A controller breaks them out and watches material cost creep before it eats a quarter you thought was fine.
What a controller adds over a bookkeeper
A bookkeeper records the transactions. A controller makes sure the numbers are right and turns them into something you can manage on: reviewed monthly financials, division-level P&Ls, and the KPIs HVAC actually runs on — revenue per tech, membership attach rate, gross margin by install versus service.
If you run more than one location, this is the difference between a company you can compare and a pile of branches you hope are fine. Standardized reporting means you catch the location that's drifting before it turns into a write-off.
How Kaizen runs it
We sit on top of your bookkeeping — ours or yours — and run a documented monthly close that produces the same reviewed reports on the same date every month. Field data gets reconciled to the accounting so dispatch, deposits, and the ledger agree.
Then we do the improvement part we're named for: each month the overhead categories get sharper and the review catches more before it reaches you. You get a controller's judgment without a controller's salary or their eventual two-week notice.
What's included
- Reviewed monthly financials with a documented, same-date close
- Field-software-to-books reconciliation — dispatch, deposits, ledger
- Division-level P&Ls — install, service, maintenance
- HVAC KPI scorecard — revenue per tech, membership attach, margin by line
- AR aging watched before it goes stale
- Material and overhead cost-category discipline so creep gets caught early
- Standardized reporting across locations for clean comparisons
- Oversight of your bookkeeper or bookkeeping team — a second set of senior eyes
Pricing
Straight answers
We have a bookkeeper already. Why a controller too?
A bookkeeper records; a controller reviews, reconciles the field data, and produces the reports you actually manage on. Many clients keep their bookkeeper and add us on top for oversight.
Do you reconcile to ServiceTitan or our dispatch system?
Yes — job revenue and deposits from the field software get tied to the accounting and the bank, so the three finally agree. That reconciliation is where missing money tends to surface.
We're a single location. Is a controller overkill?
Sometimes, and we'll say so. A strong bookkeeper plus a KPI report may be plenty until you add a second location or a second division. The controller layer earns its keep when there's more than one of something to compare.
Can you work with our existing office staff?
That's the usual setup. Your team keeps running dispatch and the front office; we handle the accounting and review, and make sure what they enter and what the bank shows tell the same story.
Related
Free 20-minute books assessment
We'll show you the five things we'd fix first in your books — useful whether you hire us, hire someone, or do neither.
Talk to SalesOr call us directly: +1 786 789 0969