How do I manage seasonal cash flow in HVAC?
HVAC businesses run on two busy seasons with shoulder seasons in between. Summer brings cooling work, winter brings heating, and spring and fall can feel like the money stopped flowing. The challenge is that rent, insurance, vehicle payments, and payroll don’t care what month it is.
The most effective way to smooth out cash flow is maintenance agreements. Service contracts that bill monthly or quarterly for annual maintenance create predictable recurring revenue. A business with 200 maintenance contracts at $15 per month has $3,000 coming in every month regardless of weather. That baseline covers fixed costs and keeps technicians busy during slow periods. Building this base takes time, but every contract you add makes the next slow season easier.
Build your cash reserve during peak seasons. When summer or winter hits and revenue spikes, don’t spend it all. Set aside a percentage of every deposit into a separate account. A three-month expense reserve gives you breathing room when October or April revenue drops. Most HVAC contractors who struggle with seasonality are spending peak-season cash as fast as it comes in.
Know your monthly breakeven number. Add up all fixed costs and you have the minimum you need to cover before anything goes to profit or owner pay. When you know this number, you can see exactly how many service calls or installations you need during slow months to stay solvent. Without this number, you’re guessing whether a slow month is survivable or a crisis.
Manage labor costs strategically. Some contractors use seasonal employees who expect reduced hours in shoulder seasons. Others cross-train technicians to handle work that’s steadier year-round. Avoid carrying payroll you can’t support, but also avoid losing good techs who won’t come back next season.
Time major purchases carefully. Buying a new van or equipment during your slow season when cash is tight creates unnecessary stress. Plan big expenditures for after your busy season when the bank account is full.
A business line of credit provides a safety net for months when receivables are slow or an unexpected expense hits. Apply for it while your financials look strong during peak season. Banks approve credit lines based on your recent performance, so don’t wait until you’re already struggling.
Track job profitability so you know which types of work actually make money. A busy month doesn’t help if you’re running jobs at thin margins. A bookkeeper in American Fork who understands contractor finances can help you see which services generate real profit, not just revenue.
HVAC contractors who manage seasonality well aren’t working dramatically harder than those who struggle. They’ve built systems that generate steady income and preserve cash when it’s available. The goal is reaching a point where shoulder seasons feel manageable instead of stressful.
Utah's Construction Bookkeeping Specialists
The Next Step:
A 15-Minute Call
We'll ask a few questions about your business, figure out what you need, and give you a straightforward price.
More Questions
How do I track job profitability in real time?
Capture costs within a day or two of when they happen and review budget versus actual weekly. The key is disciplined data entry for labor hours, material purchases, and subcontractor commitments, not fancy software.
Read answerWhat reports show job-level profitability?
The key reports are Job Profitability Summary, Job Profitability Detail, and Profit & Loss by Job. These show revenue minus all costs assigned to each project so you can see which jobs actually made money.
Read answerWhy are my job cost estimates always wrong?
Job cost estimates typically miss because you're not learning from completed projects. Without tracking actual costs by phase and cost code, every new estimate relies on gut feeling rather than real data from your own jobs.
Read answerWhat is WIP reporting and do I need it?
WIP (Work in Progress) reporting compares what you've billed against what you've actually earned on each project. Contractors with jobs lasting more than a month or two need it to see their true financial position.
Read answerWhat is labor burden and how do I account for it?
Labor burden is the true cost of an employee beyond their hourly wage. It includes payroll taxes, workers' comp, benefits, and paid time off. Accounting for it correctly means applying a burden rate when costing jobs so your bids reflect what labor actually costs you.
Read answerWhat is the difference between job costing and regular accounting?
Regular accounting shows overall business profit and expenses by category. Job costing assigns every cost to specific projects so you can see which jobs make money and which lose money.
Read answer
