Bookkeeping for Roofing Companies: A Practical Guide for Roofers in Texas, New York and Beyond
Roofing is a high-volume, high-cost trade. Materials are expensive and bought in bulk, crews change with the season, customers pay deposits and progress payments, and insurance claim jobs can take months to pay out. Whether you run a two-truck crew in Texas or a commercial roofing firm in New York, the books get messy fast. This guide covers what to track, the mistakes we see most, and when it makes sense to hand the work to a bookkeeper.
Why roofing bookkeeping is different
Most small businesses sell something and get paid. Roofers juggle money that moves in stages and across many jobs at once.
- Job-based work: every roof is its own small project with its own materials, labor, permits and dump fees.
- Deposits and progress payments: money often arrives before the work is done, so it isn't all income yet.
- Insurance claim jobs: payments can come in several checks, sometimes made out jointly to you and the homeowner.
- Seasonal swings: storm season and summer bring a rush of work, and winter can be quiet.
- Subcontractors and crews: you may pay a mix of W-2 employees and 1099 subcontractors.
Track job costs on every roof
Job costing is the single most useful thing a roofer can do with their books. It tells you the real profit on each job, not just the total for the year.
In QuickBooks Online, set up each roof as a project (or use classes or customers if you prefer). Then tag every related cost to that project:
| Cost type | Examples | Why it matters |
|---|---|---|
| Materials | Shingles, underlayment, flashing, nails | Usually your biggest cost per job |
| Labor | Crew wages, subcontractor payments | Shows if jobs are taking longer than bid |
| Equipment | Rentals, lifts, dumpsters | Easy to forget when pricing |
| Permits and fees | Building permits, inspections, disposal | Add up quickly on small jobs |
| Overhead share | Fuel, insurance, vehicle costs | Needed to know true margin |
When the job is finished, compare the bid with the actual cost. After a few months you'll see which job types, roof sizes or neighbourhoods are most profitable.
Handle deposits the right way
A deposit is money you owe the customer until you do the work. If you record it straight to income, your profit looks higher than it is, and you may pay tax on money you haven't earned yet.
- Record the deposit against the customer as a deposit or unearned revenue.
- When the work is invoiced, apply the deposit to the invoice.
- Reconcile the bank account monthly so every deposit matches a customer.
Keep materials and supplier accounts under control
Roofers often run supplier accounts with large monthly statements. Match every supplier invoice to a job, and reconcile the supplier statement each month. It's one of the fastest ways to spot overbilling, duplicate charges or materials that went to the wrong job.
Reconcile bank and credit card accounts every month
Monthly bank and credit card reconciliation catches missing deposits, duplicate entries and personal spending on the business card. It's the only way to trust your profit and loss report. If you're behind, our $89 trial reconciles three months of bank and credit card statements so you can see where you stand.
Plan for the slow season
Busy months can hide a cash problem. Set aside a share of every big job in a separate account to cover payroll, insurance and vehicle payments in the quieter months. A simple 90-day cash forecast, updated monthly, shows you when money will be tight before it happens.
Common bookkeeping mistakes roofers make
- Mixing personal and business spending on the same card.
- Recording customer deposits as income straight away.
- Not collecting W-9 forms from subcontractors before paying them.
- Losing receipts for materials bought with cash or on the road.
- Leaving insurance claim payments unmatched to the right job.
- Doing the books once a year at tax time instead of monthly.
When to hire a bookkeeper
If you're spending evenings on paperwork instead of bidding jobs, it's time. A dedicated remote bookkeeper from SolveLedger costs $2,000 a month, which is up to 70% cheaper than hiring in-house. Every bookkeeper has 5+ years of experience and works only on your business. They handle job costing, supplier statements, reconciliations, 1099 information and your month-end close, with every file reviewed by a CA, CPA and ACCA-qualified lead.
We work with roofing companies in Texas, New York, Washington, nearby states and the UK. Book a free 15-minute Google Meet call to talk through your books.
Hire your own remote bookkeeper for $2,000 a month
Experienced bookkeepers from India or the Philippines, up to 70% cheaper than in-house. Or try us first: 3 months of bank and credit card statements reconciled for $89.
Book a Free Call → Try for $89Frequently asked questions
What is the best accounting software for a roofing company?
QuickBooks Online is the most common choice for small roofing companies because it supports projects, job costing and supplier bills. Xero also works well. The right choice depends on your crew size and the tools you already use.
How do roofers track profit on each job?
Set up each roof as a project or class in your accounting software and tag every material, labor, equipment and permit cost to it. Then compare the actual cost with what you bid.
Should a roofing company record deposits as income?
No. A deposit should be recorded as unearned revenue or a customer deposit until the work is done and invoiced. Then it's applied to the invoice.
Can a remote bookkeeper handle a roofing business?
Yes. A remote bookkeeper works in your accounting software with read-only bank access and handles job costing, reconciliations and month-end close. You can try us first with the $89 reconciliation trial.
This article is general educational information, not tax, legal or accounting advice for your specific situation. Rules and deadlines change and vary by state; confirm details with a licensed professional before acting.