QuickBooks Implementation for a National HVAC and Facility Services Provider

Client Overview

Summit Facility Services, founded in 2015 in Denver, has grown into a national provider of HVAC installation, preventive maintenance, and emergency repairs. With forty field technicians servicing commercial and residential clients under annual contracts, their rapid expansion exposed critical gaps in manual billing and expense processes.

Challenge

Fragmented Billing: Technicians submitted paper invoices at week’s end, causing billing cycles to stretch 10–14 days.
Manual Expense Reporting: Mileage logs, parts receipts, and subcontractor invoices were tracked in separate spreadsheets, leading to lost or duplicate entries.
Lack of Real-Time Insight: Leadership had no centralized dashboard; cash-flow projections relied on stale data.
Overburdened Staff: The accounting team spent over 30 hours weekly reconciling accounts and chasing missing information.
Growth Constraints: Without accurate, timely financials, Summit couldn’t confidently bid on larger commercial contracts.

Solution

Summit engaged a certified QuickBooks advisor and followed a three-phase rollout:

Data Migration & Integration
All historic invoices and expense records were imported from spreadsheets and legacy software. QuickBooks Online was connected via API to Summit’s FSM scheduling tool, so work orders now generate draft invoices automatically.
Automated Workflows
- Invoicing: As soon as a job is marked complete in the FSM system, QuickBooks drafts and sends an invoice to the client.
- Expense Capture: Technicians upload photos of receipts via a mobile app; expenses sync in real time.
- Payment Reminders: Automated follow-ups are sent for outstanding invoices, reducing days sales outstanding.
Team Training & Support
Over a two-week period, the accounting and operations teams received hands-on training. A private QuickBooks project was set up for ongoing questions, and monthly advisor check-ins ensured best practices were followed.

Results & Impact

Faster Billing: Invoice delivery time shrank from 10–14 days to under 48 hours.
Streamlined Reconciliation: Weekly expense-report processing fell from 30 to under 5 staff-hours.
Improved Cash Flow Visibility: A live dashboard now displays daily revenue and expense trends.
Reduced Disputes: Automated, accurate invoices cut billing errors by 90%.
Scalable Operations: With reliable financials, Summit won three new large-scale service contracts within two months.

By centralizing accounting in QuickBooks and automating workflows, Summit reclaimed over 100 administrative hours per month and eliminated critical blind spots. The company now operates with greater agility, empowering leadership to make data-driven decisions and bid confidently on larger projects.

Ready to take your field-service business to the next level? Discover how QuickBooks Online can integrate with your FSM platform to streamline finance, boost cash flow, and support sustainable growth. Contact our team to get started.