HVAC Business Profit Tracker

HVAC Business Profit Tracker Excel for your heating and cooling business — service pricing, jobs, parts inventory, and a monthly P and L dashboard. Know what every install and repair actually costs, what every job actually made, and which part is about to run out.

Built for HVAC owners, technicians, and small heating and cooling companies who need to know, job by job and service by service, whether the price covers the parts, the labor, and the truck — without accounting software. If a tune-up barely covers the truck roll, or a control board is about to run out, this workbook shows it before the next job.

WHAT'S INCLUDED (6 sheets):

- Services and Pricing — labor hours, parts cost, labor cost at 85 per hour, price, and margin in dollars and percent for every service. Change a parts price and every job profit updates by formula.

- Jobs — date, customer, job type, service, quantity, price, revenue, cost per job pulled from the service sheet, profit per job, and margin. Log installs, repairs, maintenance, and emergency calls in one place.

- Parts Inventory — part, unit, quantity on hand, reorder point, cost per unit, and stock value. Anything at or below its reorder point is flagged LOW STOCK so you reorder before the next job.

- Monthly P and L — revenue, parts and labor cost, tech wages, vehicle and fuel, and other expenses by month, Jan-Dec, with net profit and margin. Revenue and parts and labor cost are formulas from the Jobs sheet.

- Dashboard — total revenue, jobs, average job value, gross and net profit and margin, best service by margin dollars and by margin percent, best-selling service, best job and best job type, costs by category, and low stock count.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- Total revenue 26,495 from 20 jobs and 21 jobs performed; average job value 1,324.75.

- Parts and labor cost 15,732.50; gross profit 10,762.50; gross margin 40.6 percent.

- Tech wages 4,800, vehicle and fuel 950, other expenses 1,100 (insurance, dispatch software, licensing); total expenses 22,582.50; net profit 3,912.50; net margin 14.8 percent.

- Revenue by job type: Install 20,400 (best), Service 4,614, Maintenance 1,091, Emergency 390.

- Best service by margin per service: Heat Pump Install, margin 1,935. Best service by margin percent: Emergency Diagnostic, 56.4 percent (cost 85, price 195).

- Best-selling service: Maintenance - Tune-Up, 4 performed. Next: AC Install - 3 Ton, Furnace Install, AC Repair - Capacitor, Refrigerant Recharge, Drain Line Clearing, and Emergency Diagnostic, 2 each.

- Best job: A. Martinez, October 12, Heat Pump Install — revenue 4,800, profit 1,935.

- Inventory example: stock value 2,614.25, with 4 items at or below their reorder point — Ignitors, Blower Motors, Condensate Pumps, and Control Boards.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each service's labor hours, parts cost, labor cost, and price. Total cost and margin fill in by formula. Labor is costed at 85 per hour in the example — change the labor cost column to your own rate.

3. On sheet 2, log every job: date, customer, job type, service (spelled exactly as on sheet 1), quantity, and price. Revenue, cost per job, and profit fill in by formula.

4. On sheet 3, keep quantities on hand current and set a reorder point for each part. Buy more of anything flagged LOW STOCK before the next job.

5. On sheet 4, enter tech wages, vehicle and fuel, and other expenses each month, then check gross and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Total cost per service is parts cost plus labor cost. Margin per service is price minus total cost. Margin percent is margin divided by price. Gross profit is revenue minus parts and labor cost; net profit is revenue minus parts and labor cost, tech wages, vehicle and fuel, and other expenses. One completed job is one unit.

WHO IT'S FOR:

HVAC owners, technicians, and small heating and cooling companies who want service pricing, job profit, parts inventory, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (12 services, 20 jobs, 21 jobs performed, 14 parts). Replace it with your own numbers.

- The example is simplified: labor is costed at 85 per hour, and the owner's own time is not costed separately. Change the labor cost column to your own rate and add your own expense lines on sheet 4 as needed.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.