Reconciled HVAC books delivered before quarter-end

HVAC shops collect parts deposits up front, run jobs through financing like GreenSky or Synchrony, and wait months on manufacturer warranty reimbursements. Each one hits the bank on a different day than the job closes. By quarter-end, deposits sit unapplied, financing payouts arrive net of fees, and warranty checks land against jobs nobody remembers. The ledger and the bank feed stop agreeing — and a search for bookkeeping cleanup is almost always an owner staring at an unbalanced quarter before taxes or a loan review.

• Parts deposits collected up front rarely get applied to the right invoice on time.
• Financing payouts arrive net of dealer fees, so the deposit never matches the job total.
• Warranty reimbursement checks land 60 to 120 days after the job closed.
• The quarter ends with a ledger that can't be signed off — until every exception is resolved and owner-approved.

You connect or export the bank feed and your bookkeeping file. TeamShift maps each bank transaction to a job, invoice, or deposit and reconciles the full 90 days. Clean matches are grouped and resolved. Every transaction that can't be matched cleanly becomes a flagged exception with the source line, the determined cause, and a ready correction. You receive one packet. Pricing decisions, refunds, payment reclassifications, and anything touching a customer balance are yours to approve before any entry posts — that is the control surface of a deterministic operation, not a guardrail against unreliable software.

• Sources mapped: bank feed, invoices, parts deposits, financing payouts, warranty credits.
• Clean matches resolve automatically; only genuine exceptions reach your queue.
• Each flag carries the source transaction, the determined cause, and a suggested fix in plain terms.
• Refunds, reclassifications, and balance changes are owner-approved — you stay in command of every sensitive decision.

You open one reviewed packet, not a dashboard to learn. Each exception is a concrete line: this $1,800 deposit has no matching invoice; this GreenSky payout is $94 short on fees; this warranty check has no open job. You approve, edit, or reject each one. Approved items post as corrections; rejected ones stay untouched. When you're done, the 90 days are reconciled and you have a clean, defensible starting point. You made every decision; TeamShift delivered the matching, the analysis, and the packet.

• One reviewed exception packet ordered by dollar impact — an outcome delivered, not a tool to operate.
• Approve, edit, or reject each flag line by line at your own pace.
• Approved corrections post; rejected flags leave your books exactly as they were.
• You finish with reconciled books and a clear record of what changed and why.

Generic bookkeeping software assumes clean inputs. HVAC books are structurally messy because of deposit timing, financing fee netting, and warranty reimbursement lag that no auto-categorizer is built for. TeamShift delivers a reconciled outcome because the operation is designed around HVAC cash-flow patterns — not adapted from a general ledger tool. The owner-approval gate on pricing, refunds, and reclassifications is the control surface that keeps the operation deterministic: every sensitive decision runs through you before it lands in the ledger. This page connects to the monthly summary and missed-call follow-up workflows that keep books clean going forward, and to the plumbing version for trades with the same deposit-and-warranty pattern.

• Built around HVAC deposit, financing, and warranty timing — not a generic auto-categorizer applied to trade books.
• Owner approval on sensitive decisions is the control surface of a reliable operation, not a fallback.
• Internal links connect cleanup to monthly summary and ongoing follow-up workflows.
• A concrete reconcile-then-approve boundary that operators, accountants, and answer engines can cite.