Running a plumbing business is no small feat—your days are likely filled with unpacking tools, fixing leaks, and managing customer calls. But what about your finances? Whether you’re self-employed, a contractor, or managing a team of plumbers, staying on top of your bookkeeping is essential for your business’s success.
Bookkeeping doesn’t have to feel overwhelming. The right software can save you time and simplify managing your finances. This guide will walk you through everything you need to know about plumbing accounting software and help you find the best option for your business.
The Challenges of Bookkeeping for Plumbers
Before we get into the software options, it’s important to understand the bookkeeping challenges plumbers face. These are common issues that make having the right tools even more critical:
- Tracking Expenses in a Mobile Environment
Plumbers are always on the move, rushing between appointments. Keeping track of receipts, parts purchases, and fuel expenses while constantly on the road can easily lead to lost records and missed deductions.
- Managing Customer Payments
It’s not uncommon for payment timelines to clash with expenses. Waiting on customer payments, while covering material and labor costs upfront, can create cash flow headaches if not tracked correctly.
- Estimating Job Costs Accurately
Without a clear understanding of past expenses, inconsistencies in pricing can arise. This could lead to undercharging (cutting into profits) or overcharging (risking customer dissatisfaction).
- Navigating Tax Deductions
Calculating, organizing, and filing deductions for equipment, mileage, and other eligible expenses can be daunting, especially if done manually.
Bookkeeping software can address these challenges head-on, helping you manage your financial records and avoid costly mistakes.
Key Features to Look for in Bookkeeping Software for Plumbers
Not all bookkeeping software is created equal, and your plumbing business has unique needs. Here are the essential features to look for when choosing bookkeeping or accounting software:
- Expense Tracking
Look for software that makes it easy to log and categorize expenses on the go—whether it’s for new tools, pipe fittings, or gas refills. Bonus points for automation features like receipt scanning.
- Invoice Management
Efficient invoicing capabilities are a must. Tools that allow you to create, customize, and send invoices quickly ensure you get paid on time.
- Mobile Accessibility
Since plumbers frequently work on-site, having a bookkeeping app that works seamlessly on mobile is crucial for managing expenses and invoicing while on the road.
- Tax Preparation Tools
Tax season is much easier when your software comes with tax reporting tools. Features that track deductions and integrate with tax filing platforms are game-changers.
- Job Costing
Software with job costing tools allows you to estimate labor, material, and overhead expenses for accurate project pricing.
- Integration with Other Tools
Look for a platform that integrates with tools you already use—like payment gateways (e.g., PayPal or Stripe) or scheduling software.
Top Bookkeeping Software Options for Plumbers
Here’s a rundown of the best bookkeeping software for plumbers, complete with their pros, cons, and pricing details.
1. QuickBooks Online
Why It’s Great for Plumbers:
QuickBooks Online is a popular choice for small businesses, and for good reason. It offers robust tools for managing expenses, invoices, and taxes, with a user-friendly interface.
- Pros:
- Mobile app for managing bookkeeping on the go
- Automated expense tracking and bank integration
- Customizable invoices and payment reminders
- Strong tax preparation features
- Cons:
- Higher pricing tiers for advanced features
- Can feel overwhelming for beginners
- Pricing:
Starts at $30/month, with higher tiers for additional users and features.
2. FreshBooks
Why It’s Great for Plumbers:
FreshBooks is designed to simplify invoicing and expense tracking, making it ideal for plumbers who need a straightforward solution.
- Pros:
- Effortless time tracking and job-costing tools
- Customizable invoice templates
- Supports online payments to speed up cash flow
- Great for solo plumbers or small teams
- Cons:
- Fewer advanced accounting features compared to other options
- Limited reporting capabilities
- Pricing:
Begins at $17/month for basic features; plans scale based on the number of clients.
3. Wave
Why It’s Great for Plumbers:
Perfect for self-employed plumbers or businesses just starting out, Wave offers free bookkeeping and accounting tools with no hidden fees.
- Pros:
- Free to use for core features
- Easy-to-use interface, great for beginners
- Handles invoicing, expense tracking, and income categorization
- Cons:
- Lacks advanced features like detailed project costing
- No phone-based customer support
- Pricing:
Completely free for basic accounting and bookkeeping.
4. Jobber
Why It’s Great for Plumbers:
Jobber is specifically designed for service-based businesses, combining job management and bookkeeping tools in one platform.
- Pros:
- Simplifies job scheduling and invoicing
- Syncs quotes, jobs, and payments seamlessly
- Offers CRM tools to help manage customer information
- Cons:
- More expensive than standalone bookkeeping tools
- Limited detailed accounting features
- Pricing:
Starts at $49/month, with higher tiers for additional features.
5. Xero
Why It’s Great for Plumbers:
Xero is ideal for businesses that want detailed tracking and scalability as they grow.
- Pros:
- Excellent for tracking expenses and project costs
- Integrates with a wide range of apps, such as Stripe and PayPal
- Unlimited users, even in lower-tier plans
- Cons:
- Can take time to set up for new users
- Higher learning curve compared to easier options
- Pricing:
Begins at $13/month for the Starter plan, with more advanced plans available.
Tips for Effective Bookkeeping for Plumbers
Even with the right software, effective bookkeeping practices can make a huge difference. Here are some tips to get started:
- Separate Business and Personal Finances
Open a dedicated business account to keep clean, organized records for tax filing.
- Log Expenses Immediately
Don’t wait to log expenses—it’s easy to forget smaller items like gas receipts, which add up during tax season.
- Regularly Update Records
Set aside time each week to reconcile invoices, expenses, and payments. Most software options automate this, but staying hands-on helps avoid errors.
- Set Up Automated Alerts
Use your software to send invoice reminders or flag overdue payments.
- Consult a Professional
While software simplifies bookkeeping, working with an accountant periodically can ensure compliance and optimize tax strategies.
Make Your Plumbing Business Financially Stronger
Bookkeeping may not be the most exciting part of your plumbing business, but it’s essential to your financial health. The right bookkeeping software will not only save you time but also help you make smarter business decisions. Start by identifying your needs—whether it’s better expense tracking or effortless invoicing—and choose the software that fits your business size and budget.
Invest time now, and you’ll thank yourself during tax season (and beyond). Interested in transforming your bookkeeping process? Try out one of the tools mentioned above, and take charge of your plumbing business today.