QuickBooks for Plumbers: Features & Benefits + Top Integrations for 2025

After building a solid client base, you’re looking for an accounting system to tie everything together–from pipes to profits and everything in between. 

You’re most likely thinking about using QuickBooks to streamline your plumbing business. And you’re on the right track: QuickBooks is a powerful accounting tool built to help plumbers and business owners tackle the headaches of financial management. 

This guide will show how QuickBooks for plumbers can transform your operations. From exploring key features to discovering useful integrations with other plumbing software for QuickBooks, we’ll help you make the most of this essential tool. 

Let’s dive right in!

Why QuickBooks is Perfect for Plumbing Businesses

Plumbing businesses have unique challenges when it comes to managing finances. You’re not just running a business—you’re running projects, often dealing with unpredictable expenses, multiple payments, and tight profit margins. 

Here are some of the most common needs for plumbing businesses and how QuickBooks for plumbers checks all the boxes:

1. Job Costing

Knowing exactly where your money goes for each project is key to staying profitable. From labor and materials to equipment rentals, job costing helps you track every expense tied to a specific job.

How QuickBooks helps: QuickBooks lets you assign expenses to individual jobs, giving you a clear picture of how much you’re spending versus earning on each project. With detailed reports, you can quickly spot which jobs are making or losing money and adjust your pricing or approach.

2. Tracking Expenses and Inventory

Every plumber knows the costs of supplies, tools, and fuel can add up fast. Keeping tabs on these expenses—and making sure you’re stocked with what you need—can be a headache without the right system.

How QuickBooks helps: With QuickBooks, you can categorize expenses, track receipts, and even monitor inventory levels. This makes it easy to see where your money is going and ensures you’re prepared for every job. Plus, with QuickBooks’ mobile app, you can snap pictures of receipts on the go and have them logged automatically.

3. Handling Invoices and Payments

Sending invoices and getting paid on time is critical for maintaining cash flow. But when you’re out on a job, chasing down payments or correcting errors can feel impossible.

How QuickBooks helps: QuickBooks makes invoicing simple. You can create and send professional plumbing invoices in minutes, complete with your logo and payment terms. Automated reminders follow up with clients for you, and customers can pay directly online using credit cards, ACH, or other payment methods. No more awkward phone calls chasing payments.

4. Managing Payroll

Paying your team accurately and on time is non-negotiable. But calculating hours, deductions, and taxes manually can lead to errors—and unhappy employees.

How QuickBooks helps: QuickBooks Payroll takes the stress out of managing payroll. It calculates wages, handles tax withholdings, and ensures compliance with payroll laws. You can even set up direct deposit so your employees are paid on time, every time.

QuickBooks Versions for Plumbing Businesses

Not all plumbing businesses are the same, and neither are the versions of QuickBooks. Whether you’re a solo plumber just starting or running a growing team with complex financial needs, QuickBooks has an option tailored to your business. 

Here’s a quick look at the key versions of QuickBooks for plumbing businesses and what they offer:

1. QuickBooks Online: For Plumbers on the Go

QuickBooks Online is the go-to choice for plumbers who are always on the move. Accessible from your phone, tablet, or laptop, it allows you to handle finances from anywhere—whether you’re at a job site, in your van, or relaxing at home.

Best for: Small to medium-sized plumbing businesses that need flexibility and convenience.

Features plumbers will love:

• Send invoices and accept payments online.
• Track expenses by snapping photos of receipts.
• Generate job-specific financial reports instantly.
• Sync with plumbing software like Tradify or Workyard.

2. QuickBooks Desktop: For Office-Based Financial Management

If you prefer managing finances from a central office, QuickBooks Desktop might be your best bet. This version offers robust features for detailed financial tracking and reporting, but it requires installation on your computer.

Best for: Plumbing businesses with a dedicated office team managing bookkeeping.

Features plumbers will love:

• Advanced reporting and inventory tracking.
• Offline access—no internet needed to run it.
• Tools for job costing and expense categorization.

3. QuickBooks Enterprise: For Large Plumbing Businesses

For growing plumbing businesses with bigger teams and complex accounting needs, QuickBooks Enterprise delivers enterprise-level tools to handle it all. It’s packed with advanced features to support large-scale operations.

Best for: Large plumbing businesses with multiple locations or departments.

Features plumbers will love:

• Advanced job costing and inventory tracking.
• Customizable reports for deeper financial insights.
• Tools to manage up to 40 users with role-based access.

4. QuickBooks Self-Employed: For Solo Plumbers or Freelancers

If you’re a one-person operation, QuickBooks Self-Employed is designed to help you manage your finances without unnecessary complexity. It’s a lightweight option that focuses on essentials like invoicing and expense tracking.

Best for: Solo plumbers or independent contractors just starting.

Features plumbers will love:

• Easy tracking of income and expenses.
• Mileage tracking for deductions.
• Tax preparation tools for self-employed professionals.

Key QuickBooks Features for Plumbers

QuickBooks isn’t just another accounting tool—it’s designed to make your life easier by tackling the financial headaches every plumbing business faces. Here are the key features that make QuickBooks for plumbers a must-have:

1. Job Costing: Track Expenses and Profitability for Each Project

Every project has its costs, from materials and labor to unexpected expenses. With QuickBooks, you can track all these details and see exactly how much each job is costing—and earning—you.

• Assign expenses like labor, tools, and subcontractors to specific jobs.
• Generate detailed job costing reports to measure profitability.
• Adjust pricing strategies based on real-time insights.

2. Invoicing: Automate Professional-Looking Invoices

QuickBooks simplifies invoicing so you can get paid faster. Create and send invoices in just a few clicks, complete with your company’s logo and branding.

• Customize invoices to reflect your business’s style.
• Automate reminders to nudge clients about due payments.
• Accept multiple payment methods, including credit cards, ACH, and bank transfers.

3. Payroll Management: Handle Salaries, Bonuses, and Tax Compliance

Managing payroll can be time-consuming and prone to errors, especially when you’ve got a team to pay and taxes to calculate. QuickBooks takes care of it all for you.

• Automatically calculate wages, taxes, and withholdings.
• Set up direct deposit to pay your team on time, every time.
• Stay compliant with payroll regulations and tax filings.

4. Expense Tracking: Organize and Categorize Costs

Tracking expenses is critical for keeping your plumbing business profitable. QuickBooks makes it easy to log every dollar you spend.

• Categorize expenses for materials, fuel, equipment, and more.
• Snap and upload receipts on the go with the QuickBooks mobile app.
• Link your bank accounts to automatically import and track transactions.

5. Reports: Gain Insight with Powerful Reporting Tools

QuickBooks helps you make smarter decisions with detailed financial reports. Whether it’s understanding cash flow or evaluating project profitability, QuickBooks has you covered.

• Generate reports like profit and loss, balance sheets, and cash flow statements.
• Track project profitability with specialized job costing reports.
• Identify trends and growth opportunities with real-time data.

QuickBooks Benefits for Plumbing Businesses

1. Save Time: Automate Tasks Like Invoicing and Payroll

Time is money, and QuickBooks helps you save both by automating repetitive tasks that eat up your day.

• Automated Invoicing: Create, send, and follow up on invoices automatically, so you don’t have to chase down clients for payments.
• Streamlined Payroll: Set up direct deposit for employees and let QuickBooks handle the calculations, tax withholdings, and compliance requirements.
• Expense Tracking on the Go: Use the mobile app to snap receipts and categorize expenses in real time.

2. Improve Accuracy: Minimize Errors with Automated Processes

Manual data entry often leads to mistakes that can cost your business time and money. QuickBooks’ automation ensures your records are accurate and up-to-date.

• Reduce errors in calculations with automated tools for job costing and payroll.
• Sync data across integrated tools like Tradify or Workyard to eliminate duplicate entries.
• Automatically reconcile your bank accounts and credit cards for precise financial tracking.

3. Boost Profitability: Gain Insights into Project Profitability

QuickBooks makes it easy to see which jobs are making money—and which aren’t. Its detailed reports and job costing tools help you stay profitable.

• Generate profitability reports to identify your most lucrative services.
• Track costs in real time to prevent budget overruns.
• Adjust pricing strategies based on insights from QuickBooks’ analytics.

4. Simplify Tax Prep: Track Deductions and Generate Reports

Tax season doesn’t have to be stressful. QuickBooks keeps your records organized year-round, so you’re always ready when it’s time to file.

• Track tax-deductible expenses like fuel, materials, and equipment purchases.
• Generate tax-ready reports, including profit and loss statements and balance sheets.
• Stay compliant with sales tax tracking tools, tailored for local regulations.

Potential Challenges and How to Overcome Them

While QuickBooks for plumbing businesses is a powerful tool, like any software, it comes with its own set of challenges. Let’s take a closer look at common issues and practical solutions to tackle them head-on.

1. Learning Curve

Getting comfortable with QuickBooks can take some time, especially if you’re new to accounting software or managing finances on your own. The wide range of features might feel overwhelming at first.

Solution:

• Start Small: Focus on learning the most critical features first, like invoicing and expense tracking. You can explore advanced tools like job costing and reporting as you go.
• Use QuickBooks Tutorials and Webinars: QuickBooks offers free online resources, including video tutorials, webinars, and step-by-step guides. These make it easy to get up to speed at your own pace.
• Join Forums or Communities: Engage with other plumbers or business owners using QuickBooks. You’ll find tips and tricks from users who’ve faced similar challenges.

2. Setup Costs

QuickBooks isn’t free, and for small plumbing businesses or startups, the cost of setup—including a subscription and possible training—can feel like a stretch.

Solution:

• Leverage Free Trials: Most QuickBooks versions offer a 30-day free trial, giving you plenty of time to test the software and decide if it’s the right fit for your business.
• Start with a Budget-Friendly Plan: Begin with QuickBooks Simple Start or Self-Employed to cover your basic needs without the higher price tag. You can always upgrade to Essentials, Plus, or Enterprise as your business grows.
• Maximize Your Investment: Look for bundled deals or discounts through professional organizations or QuickBooks-certified accountants.

3. Complicated Tax Setup

If you’re not familiar with tax regulations, setting up sales tax tracking or preparing for tax season can feel daunting.

Solution:

• Consult a Professional Accountant: A QuickBooks ProAdvisor or accountant experienced with plumbing businesses can help you set up your tax settings correctly and ensure compliance with local, state, and federal regulations.
• Use Built-In Tax Tools: QuickBooks has tax tracking features that can automatically calculate sales tax and organize deductions. Start by inputting your tax rates during the initial setup to avoid errors later.
• Stay Organized Year-Round: Regularly log expenses, receipts, and income in QuickBooks to make tax season a breeze.

QuickBooks Integrations for Plumbing Businesses

QuickBooks is already a powerhouse for managing finances, but pairing it with the right tools can take your plumbing business to the next level. 

Integrations like Workyard and Google Calendar can streamline operations, reduce errors, and save you valuable time. Here’s how these tools work with QuickBooks to make your life easier.

1. Workyard

Workyard is tailor-made for plumbing businesses that need precise time tracking and reliable job costing. 

Whereas QuickBooks’ built-in time tracker (i.e., QuickBooks Time) relies on manual clock-ins, Workyard boasts an automatic clock-in and clock-out system. 

This industry-leading, GPS-powered technology eliminates guesswork by automatically clocking in plumbing technicians when they arrive at any geofenced job site and trimming their clock-out times to the last site visited. 

With Workyard’s automated clock-in capability, your company can prevent time theft, ensure no time is lost, and stop payroll waste even before it happens. 

By integrating QuickBooks with Workyard, you and your team will get: 

• Automatic Time Tracking: Employees are automatically clocked in when they arrive at a geofenced job site, and clock-out times are trimmed to their last site visit.
• Accurate Payroll Processing: With GPS-verified timesheets, payroll errors are drastically reduced, saving money and streamlining payroll management.
• Streamlined Job Costing: Labor hours automatically sync with QuickBooks, providing real-time visibility into project costs and profitability.
• Mobile Access: Workers can use the mobile app to log their hours, while you can approve timesheets and review labor costs on the go.

Example Workflow with Workyard and QuickBooks:

1. Employees arrive at a geofenced job site and are automatically clocked in by Workyard’s GPS.
2. The app tracks their movements, ensuring accuracy throughout the day.
3. When employees leave, Workyard trims their clock-out times to the last site visited, preventing unnecessary hours from being logged.
4. Timesheet data syncs automatically with QuickBooks Payroll, allowing for instant wage calculations.
5. Labor costs are assigned to specific jobs in QuickBooks, giving you a clear view of project profitability.

With Workyard’s automatic time tracking and integration with QuickBooks, plumbing businesses can save time, reduce errors, and ensure every hour worked is accounted for. 

See why Workyard is the best time-tracking app to integrate with QuickBooks. 

2. Google Calendar

Managing appointments and team schedules is a constant juggling act for plumbing businesses. Integrating Google Calendar with QuickBooks simplifies this process by keeping your schedule organized and synced.

Benefits of integrating Google Calendar with QuickBooks:

• Team Coordination: Assign jobs to specific team members and sync schedules across devices.
• Real-Time Updates: Any changes to schedules in Google Calendar are automatically reflected in QuickBooks.
• Appointment Reminders: Ensure no job is missed with automatic notifications for upcoming appointments.

Step-by-Step Guide: Setting Up QuickBooks for Your Plumbing Business

Here’s a quick setup guide to get your finances organized and tailored to your plumbing business.

1. Create a Chart of Accounts Tailored to Plumbing Needs

The Chart of Accounts is the backbone of your QuickBooks setup, categorizing all your financial transactions. For plumbing businesses, this means organizing income, expenses, and assets in ways that reflect your operations.

Steps:

1. Go to Settings > Chart of Accounts in QuickBooks.
2. Add categories for plumbing-specific expenses like labor, tools, fuel, and materials.
3. Create income categories like “Plumbing Services” and “Emergency Repairs.”

2. Set Up Job Costing Categories

Job costing allows you to track expenses and profitability for each project. This step ensures you know exactly where your money is going.

Steps:

1. Navigate to Projects or Jobs in QuickBooks (depending on your version).
2. Create a new job and assign it to a client.
3. Add categories like “Labor,” “Materials,” “Equipment Rentals,” and “Subcontractors.”

Pro Tip

Use QuickBooks Online’s Projects feature to monitor job profitability in real time.

3. Customize Invoice Templates with Your Logo

Make your invoices look professional and consistent with your brand. QuickBooks makes it easy to add your logo and business details.

Steps:

1. Go to Settings > Custom Form Styles.
2. Choose “Invoices” and click Edit.
3. Upload your logo and adjust fonts, colors, and layout to match your branding.
4. Save your template and use it for future invoices.

4. Connect Your Bank Accounts and Credit Cards

Connecting your financial accounts allows QuickBooks to automatically import transactions, saving you hours of manual entry.

Steps:

1. Go to Banking in the QuickBooks menu.
2. Click Link Account and select your bank or credit card provider.
3. Enter your login credentials and follow the prompts to sync your account.
4. Review and categorize imported transactions.

Pro Tip

Set up bank rules to automatically categorize recurring expenses like fuel or insurance.

5. Use QuickBooks’ Mobile App for Tracking on the Go

QuickBooks’ mobile app is perfect for plumbers working in the field. It allows you to log expenses, send invoices, and check reports from your phone.

Steps:

1. Download the QuickBooks app from your app store.
2. Log in with your QuickBooks credentials.
3. Snap pictures of receipts and categorize them instantly.
4. Send invoices directly from the app after completing a job.

Trends in Accounting for Plumbing Businesses

The accounting world is evolving rapidly, and plumbing businesses need tools that keep pace with the latest trends. Here’s a look at how these trends are shaping the future of accounting for plumbing businesses—and how QuickBooks is adapting to meet them.

1. Cloud Accounting: Access Your Data Anywhere

Gone are the days of being tied to a desktop in your office. With cloud accounting, you can access your financial data from anywhere, whether you’re on a job site, in your truck, or at home.

• Benefits for plumbers: Check invoices, review job costs, and approve payroll in real-time, no matter where you are.
• How QuickBooks adapts: QuickBooks Online is built for cloud accounting, allowing you to log in from any device with an internet connection. Your data is stored securely in the cloud, ensuring you always have the latest financial updates at your fingertips.

2. AI Integration: Smarter Bookkeeping and Reporting

Artificial intelligence is revolutionizing the way businesses manage their finances. AI-powered tools analyze your data to automate repetitive tasks and provide actionable insights.

• Benefits for plumbers: Reduce human error, save time, and uncover new ways to save money.
• How QuickBooks adapts: QuickBooks’ AI-powered features include automated bank reconciliations, expense categorization, and intelligent cash flow forecasting. These tools help plumbers spot trends, manage budgets, and identify cost-saving opportunities in seconds.

3. Mobile Optimization: Manage Finances on the Go

For plumbers, being in the field is a given. Mobile optimization ensures that you can manage your finances wherever you are, keeping your business running smoothly.

• Benefits for plumbers: Log expenses, send invoices, and review reports directly from your phone.
• How QuickBooks adapts: The QuickBooks mobile app is designed with plumbers in mind. It allows you to snap photos of receipts, send invoices on-site, and even track mileage for deductions—all from your smartphone.

Adapting to these accounting trends can give plumbing businesses a competitive edge. Whether it’s the flexibility of cloud accounting, the precision of AI-driven insights, or the convenience of mobile optimization, QuickBooks ensures your business stays ahead of the curve.

Final Thoughts

Managing a plumbing business comes with its fair share of challenges, but your finances don’t have to be one of them. From job costing to payroll, QuickBooks simplifies financial management, giving you the tools to focus on what you do best—serving your clients and growing your business.

For even greater efficiency, consider integrating QuickBooks with Workyard, the most accurate time-tracking solution for plumbing businesses. 

Unlike QuickBooks’ built-in time tracker, Workyard’s GPS-powered time clock app automatically clocks workers in as soon as they arrive at a geofenced job site. It even trims clock-out times to the last site visited, ensuring no time is lost and preventing time theft. Ready to take control of your business finances?

Sign up for a free trial of Workyard today and explore how integrating it with QuickBooks can make time tracking and payroll effortless.