How to Integrate Software With QuickBooks For HVAC Companies
Running an HVAC business is more than just fixing heating and cooling systems.
You’re juggling a ton of tasks: managing your team, scheduling jobs, keeping track of customers, and handling all the finances. It’s a lot of work.
But if you’re already using QuickBooks for accounting, there’s good news—you can streamline your entire operation by integrating it with tools like ServiceTitan and Jobber.
These tools help make your life easier, and we highly recommend both of them!
In this blog, we’ll walk you through step-by-step how to integrate ServiceTitan and Jobber with QuickBooks, so you can save time, avoid mistakes, and get a clearer picture of your finances.
Trust us, it will only take a few minutes!
Let’s dive in.
Why You Should Integrate Tools Like ServiceTitan or Jobber With QuickBooks
First things first—why even bother integrating your software?
Let’s face it, managing an HVAC business is hectic enough without having to worry about manually entering data in different systems or keeping track of payments and invoices. Integrating tools like ServiceTitan or Jobber with QuickBooks can take a lot of this burden off your plate and help your business run more smoothly.
Here’s how:
- Automate Tasks: No more manual data entry between systems. When you integrate with QuickBooks, your invoices, payments, and job costs will all sync automatically.
- Reduce Mistakes: Manually entering the same data in different systems opens the door for errors—wrong numbers, missed invoices, or miscalculated payments. Integrating your software ensures that everything stays consistent and accurate.
- Real-Time Financials: By syncing everything together, QuickBooks stays up to date with all your jobs. That means you can track your cash flow, profits, and expenses in real-time without waiting for reports.
- Faster Payments: When a job is completed, invoices are created automatically, and they sync directly into QuickBooks. This speeds up the payment process and helps you stay on top of your cash flow.
If you’re not currently reaping these benefits in your business, keep reading.
We’ll walk you through how to connect your QuickBooks account with these key software tools in just a few minutes.
How to Integrate ServiceTitan With QuickBooks
Let’s start with ServiceTitan first.
ServiceTitan is a powerful tool for HVAC businesses that helps with scheduling, dispatching, and financial tracking. Integrating it with QuickBooks is a great way to connect your operations and your accounting.
Here’s how to do it:
1. Log In to ServiceTitan and QuickBooks
- Start by logging into both your ServiceTitan and QuickBooks accounts.
2. Set Up the Integration
- In ServiceTitan, go to Settings, find Integrations, and select QuickBooks (either QuickBooks Online or QuickBooks Desktop).
3. Authorize QuickBooks
- For QuickBooks Online: You’ll need to log in to your QuickBooks Online account and give ServiceTitan permission to access your data.
- For QuickBooks Desktop: You might need to download the QuickBooks Web Connector, which allows the two systems to communicate. Import the .XML file provided by ServiceTitan to complete the connection.
4. Configure Your Sync
- Decide what information you want to sync between ServiceTitan and QuickBooks. This can include things like invoices, payments, job costs, and even customer information. Make sure everything is mapped correctly to avoid issues.
- Once you’re set up, run a test sync to ensure everything works as expected.
5. Review and Manage the Sync
- After the sync is set up, review the data in QuickBooks to ensure it matches what you have in ServiceTitan. From there, you’ll be able to see real-time updates in QuickBooks as jobs are completed and payments are processed.
How to Integrate Jobber With QuickBooks
Next up, Jobber!
Jobber is another great tool that helps you manage your scheduling, quoting, and invoicing all in one place. Integrating it with QuickBooks can simplify your financial tracking.
Here are the steps:
1. Connect Jobber to QuickBooks
- In Jobber, go to the Apps section and select QuickBooks Online. Click the Connect button, and log in to your QuickBooks account.
2. Authorize Access
- Authorize Jobber to access your QuickBooks data so it can start syncing customer information, invoices, and payments.
3. Sync Your Data
- The first time you sync, Jobber will pull in customer details, services, and payouts. You can map your Jobber services and expenses to specific accounts in QuickBooks to ensure everything flows correctly.
4. Set Up Auto Syncs
- You can set up Jobber to sync automatically with QuickBooks at regular intervals—this ensures that your invoices, expenses, and payments are always up to date in both systems without needing to manually enter anything twice.
And that’s it!
Why We Recommend Both ServiceTitan and Jobber
When it comes to managing an HVAC business, ServiceTitan and Jobber are two of the best tools out there—and we highly recommend both!
However, each one shines in different ways, depending on the size and needs of your business:
- ServiceTitan: If you’re running a larger HVAC company with a bigger team and more complex operations, ServiceTitan is a great fit. It’s packed with features like scheduling, dispatching, and detailed financial tracking. ServiceTitan is built to handle the heavy lifting, helping you manage every aspect of your business with powerful, detailed reporting. If you’re looking for an all-in-one solution for a bigger operation, ServiceTitan can handle it.
- Jobber: On the other hand, if your HVAC company is a bit smaller or more straightforward, Jobber is the perfect option. It’s easy to use and covers all the essentials—like scheduling jobs, invoicing customers, and managing day-to-day tasks. Plus, if you want to give it a try, we have a discount link for 20% off for Jobber here to help you get started!
Whichever tool you choose, integrating it with QuickBooks will save you tons of time, reduce manual work, and keep your finances organized.
What Happens If You Don’t Integrate Your Tools?
So, what happens if you don’t connect these tools with QuickBooks?
As mentioned at the beginning of this blog, if you don’t connect your tools with QuickBooks, you’re setting yourself up for a lot of unnecessary problems.
First off, you’ll be stuck manually entering the same data into different systems. Not only is this a huge time-waster, but it also increases the chances of making mistakes. Entering the wrong number or missing a field can cause major issues down the line.
Another risk is missing invoices. Without integration, there’s a good chance that some invoices could slip through the cracks. Missed invoices mean missed payments, which can hurt your cash flow—a problem no HVAC business can afford.
And finally, without integration, your QuickBooks won’t have the latest, most accurate data. This means you won’t have a clear view of your financial health, making it harder to make smart business decisions. Not knowing where you stand financially can lead to poor decisions, missed opportunities, or unexpected issues when it’s too late to fix them.
Don’t let these issues slow you down. It only takes a few minutes to integrate tools like ServiceTitan or Jobber with QuickBooks, and you can avoid these problems so your business runs smoother and more efficiently.
Don’t make running your HVAC company harder than it has to be!
Here at Atlas Accounting Group, we specialize in helping HVAC companies like yours get their tech stack in order.
Whether you need help integrating ServiceTitan, Jobber, or any other tools with QuickBooks, we’ve got the expertise to make sure everything works smoothly.
Having a connected tech stack isn’t just about saving time—it’s about running a better, more profitable business.
Let us help you make the most of your tools so you can focus on what you do best.
If you’re ready to streamline your HVAC business and simplify your finances, book a call with us today. We’re here to help!
Simply use the calendar below to book your first call.
We look forward to chatting!
