These 3 Tax Deductions Can Save You Thousands—But Only If You Use Them Right

“Can I write any of this off on my taxes?”

Hey Mareaka, I just bought a new work truck, upgraded my coil cleaner and vac system, and even picked up a few tablet tools for the team—can I write any of this off on my taxes? What if I’m using them for both installs and service calls?

If you’re asking that question—you’re already ahead of the game. And yes, we’re going to break it down step-by-step in just a second.

But here’s the kicker: most roofing and HVAC business owners still overpay on taxes because they either miss deductions, misuse them, or don’t keep the right records.

And that could mean leaving thousands of dollars on the table.

Let’s make sure that’s not you this year.

We’re going to walk through each of those purchases—your truck, tools, and admin tech—and show you exactly how to deduct them the right way.

What Happens If You Don’t Use Deductions the Right Way?

Overpaying on taxes isn’t just frustrating—it eats into your profits and delays your ability to reinvest in your business.

Whether it’s forgetting to claim a deduction or not having the right proof to back it up, the IRS isn’t going to come back and remind you.

Once that tax deadline hits, your numbers are locked in. And if the IRS ever comes knocking for an audit, not having solid records—like receipts, mileage logs, or subcontractor forms—can lead to fines, back taxes, or worse.

Think of it like a roofing job: if your crew didn’t document the materials used and time spent, how would you defend the invoice?

So let’s break this down clearly. Here are 3 powerful deductions every roofing and HVAC owner should know about—and we’ll walk through exactly how to use each one the right way, step-by-step.

1. Vehicle & Equipment Write-Offs (Section 179 + Bonus Depreciation)

Let’s start with that new service truck you mentioned. Say you bought it for $50,000 this year and put it to work right away on installs and service calls. Instead of spreading that deduction over 5 years, Section 179 lets you write off the entire $50,000 this year. That’s a huge immediate win.

Same goes for your upgraded coil cleaner or vac system—if those cost, say, $8,000 total and they’re being used in the field? You can deduct the full amount right now.

Even those tablet tools you picked up for the team to handle estimates and service notes—those count too, as long as they’re primarily used for business.

Here’s how the deductions break down:

Section 179 lets you deduct the full cost of qualifying equipment—like trucks, HVAC tools, laptops, and even business software—as long as it’s in service during the year.
Bonus Depreciation kicks in if your total equipment spend goes above the Section 179 cap (which is $1.22M for 2024). It lets you deduct even more.

Pro tip: The equipment must be in use before December 31 to qualify. If it’s sitting in the garage unused, it won’t count until next year.

2. Home Office & Admin Expenses

I know a lot of roofers and HVAC owners who do their admin work from the house—whether it’s late-night invoicing at your designated work space at the dining room table or handling job scheduling from the spare bedroom. If that sounds like you, you might be eligible for a home office deduction.

Here’s what qualifies:

Let’s say you’ve turned your spare bedroom into an office where you handle estimates, invoicing, and customer calls—that room now qualifies as a business-use space. Even a small desk setup in the garage that you use strictly for job planning and scheduling can count.

So here’s how it works:

If that room makes up 10% of your home’s total square footage, you can deduct 10% of your electricity, rent or mortgage interest, insurance, and repairs.
Got a printer, desk, or laptop you bought just for the business? That’s deductible.
Even your internet and cell phone bills can be partially written off—just track how much of that use is business vs. personal.

It adds up fast, especially if you're doing admin work several hours a day from home.

Track it right: Use a simple spreadsheet or accounting software to separate business vs. personal use. And snap photos of receipts as you go.

3. Subcontractor & Payroll Deductions

Paying your crew or subs? Don’t leave money on the table—but also don’t invite trouble from the IRS.

What to do:

Make sure all 1099 contractors get a signed W-9 before the job starts. A 1099 contractor is someone you hire for specific jobs but don’t put on payroll—like an extra installer you bring in for a big project or a service tech who runs their own business. They handle their own taxes, but you still have to report what you paid them. That’s where the W-9 comes in: it gives you their legal name, business name (if any), address, and tax ID—so you can issue their 1099-NEC form at year-end without a scramble. No W-9? No deduction and more IRS headaches.

Track every payment by worker, job, and date—use a system that links to your job costing. For example, let’s say you paid a subcontractor named Alex $3,000 to install ductwork across three residential jobs. If you break that down as $1,000 per job and keep a record of when each payment was made and what it was for, you’ve got clean records. Come tax time, you can show exactly where that $3,000 went—and more importantly, you can deduct it accurately. It also helps you track labor costs across jobs, so you know which ones are actually making you money.

Issue accurate 1099-NEC forms by the January deadline—which has historically fallen around January 31st. You don’t have to figure this all out on your own either. A specialized tax pro (like me!) who understands construction and service trades can help you file everything correctly and on time, so you stay compliant and get every deduction you’re entitled to.

Bonus Tip: Labor costs tied to specific jobs should be categorized properly—that’s what turns payroll into a legit deduction.

How a Roofer Used This to His Advantage

Last year, a roofing client of mine bought a $45,000 truck, worked out of a home office, and paid three 1099 subcontractors. At first, he only planned to deduct mileage and materials.

We got him:

A full Section 179 deduction on the truck
$4,200 in admin expenses for his home office
And clean, audit-proof records on his $87,000 in subcontractor payments

He saved over $18,000 on taxes. Just by documenting things the right way.

Don’t Let These Deductions Slip Away

If you’re spending money to run and grow your business, you deserve to keep every dollar you can.

Want to make sure you're not leaving anything on the table?

Book a Profit and Tax Analysis and let’s walk through your numbers together. We’ll look at what you’ve already spent, what you can still deduct, and how to clean it up before the end of next month so you're in good shape moving forward—no matter the season.

Your bottom line will thank you.

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