Top Tax Write-Offs for Plumbing and HVAC Business Owners

A practical roadmap to reducing your taxes, and creating family wealth by seeing the business through the eyes of a tax-minimizing entrepreneur.

When you’re running a plumbing or HVAC business, it feels like there are always three balls in the air: customers, crews and cash flow — and taxes are a big part of what’s up in the air. Identifying what can be legally expensed can lower taxable income, increase cash flow and make a business more competitive by freeing up money to reinvest in the company. In this guide, we dive into the most lucrative buckets of deductions, useful recordkeeping tips and planning strategies you should know if you are a service oriented contractor.

Understand the basics

All of the deductible expenses must be “ordinary and necessary” for your trade or business. For the owners of plumbing and HVAC businesses, those include anything you purchase or pay for to have a business: tools, parts, vehicle costs, shop rent, wages and professional services. Note that some costs are expensed at a point in time, while others need to be capitalised and depreciated over time. Solid documentation and following accounting methods ensure that you are confident in claiming deductions and can withstand the scrutiny.

Common deductible categories

Tools, equipment, and supplies

Hand tools, power tools, diagnosis equipment ladders and other essential supplies are the constant expenses for tradesmen. Consumable goods which go away or are consumed in the job (seals, fasteners, solder, recovered refrigerant legally) are deductible when purchased. Bigger items can be capitalized and depreciated, or they could qualify for immediate expensing under certain rules that permit current deductions for qualifying equipment.

Equipment and vehicle write-offs

Plumbing/ HVAC service call vehicles are the key to plumbing and HVAC businesses. You are limited to claiming either the actual costs of your vehicle (fuel, maintenance, insurance, depreciation) but only for business usage or you can claim for the standard mileage allowance where it is appropriate. Vehicles of significant weight such as work trucks, vans, or cars over specific GVW (gross vehicle weighs) can also qualify for bonus depreciation. Maintain meticulous mileage logs and business trip records to support auto deductions.

(Rent, utilities and facilities expenses) at the shops

Rent for a store or warehouse, utilities and leasehold improvements that are used in your business can be written off. If you work out of a detached shop or other type of commercial space, these costs come straight out of profit. If you’re taking a home office deduction for a dedicated space in your home, then adhere to the tests for exclusivity and regular use.

Labor costs and subcontractor payments

Wages, payroll taxes and employee benefits are business expenses that are deductible. Payments to independent subcontractors are also deductible, but again you need to provide mandatory informational returns and keep contracts and invoices. Correct identification of employees (as opposed to independent contractors) is essential in the effort to avoid payroll tax problems.

Insurance, licenses, and permits

Insurance for liability, commercial auto, workers’ compensation and property coverage is tax deductible. Fees paid for licenses or permits, and fees to inspection agencies are also customary costs that can be deducted.

Advertising, marketing, and business development

Advertisement Continue reading the main story Keeping a website up, selling business cards or using local promotions can all be deducted. To my mind, investing in local marketing is a place where you get both customer growth and tax write-offs.

Training, certifications, and industry memberships

Continuing education, including training and certification for your trade, as well as pay-to-join a trade association that allows you to keep or improve skills are all deductible. These expenses contribute to the training and development of owners and employees, and are common business costs.

Retirement contributions and employee benefits

Owners and their employees can contribute to retirement plans, the funds put into a plan are tax-deductible so it’s a potentially tax-smart way to save for the future while reducing taxable income. Explore SIMPLE IRAs, SEP plans or other qualified plans that fit your cash-flow realities and staffing levels.

Feasibility/cost of repairs, maintenance and minor improvements

Smaller things like general tool repairs, shop space repair and vehicle repairs are an often normal expense that you would want to deduct in the year they occur. Distinguish between repairs (an expense today) and improvements (capitalized and depreciated). For treatment have invoices and the work to provide appropriate documentation.

Interest, bank charges and professional services

Interest on business loans and lines of credit and business credit cards are deductible. Bank, accounting and legal fees as they relate to the business are also deductible expenses. Good tax planning advice from professionals generally more than pays for itself in better decisions.

Bonus depreciation and Section 179 deduction

There are depreciation rules for big-ticket items, like commercial-grade boilers, diagnostics equipment or vehicles. Code Sec. 179 enables eligible businesses to write off (or expense) most, generally a lot, of the cost of tangible property in the year it is purchased (rather than over several years), lowering taxable income for the purchase year. Bonus depreciation can allow even more first-year deductions for qualified property. 5. Consider the trade-offs: taking the deduction now cuts current tax but reduces depreciation for future years.

Practical record-keeping tips

• Open separate checking and credit card accounts for the company to make tracking easier.
• Keep receipts and generate digital copies of invoices, work orders and purchase records.
• Keep a record and log of any mileage (for vehicle) with the date, destination, and starting/ending odometer readings.
• Stick with consistent expense categories and reconcile accounts monthly to catch mistakes early.

Planning and timing considerations

If you anticipate that you will owe tax at the end of the year, make estimated tax payments so you don’t get hit with penalties and interest. Time purchases and repairs with tax impact in mind—buying machinery or equipment before close of year may be able to shift deductions. On the flip side, if you anticipate lower income in the coming year, deferring expenses could make more sense. And periodically revisit whether your accounting method (cash vs. accrual) is in line with the way you do business and where you stand tax-wise.

When to seek help

If you find a gray area mentioned above, or have any concerns at all, consider contacting a tax professional.

Complicated matters — such as employee classification, assuming multi-state operations, making a depreciation election, or dealing with audit issues — call for professional guidance. A tax adviser can help you identify some less well-known deductions, establish retirement plans and determine the best strategy for expensing.

Conclusion

There are plenty of legitimate opportunities for owners of plumbing and HVAC businesses to minimize their taxable income by utilizing ordinary and necessary business expenses. Focus on record keeping, know the difference between write-offs and depreciable capital investments, and use tax timing when making purchases. With the proper documentation and planning, you can be able to keep more of what you make and reinvest back into your business.