Introducing the Fexa CMMS + Trakref Native Integration

Tomorrow-proof facilities management is here: Fexa CMMS and Trakref unite to give you total control over HVAC/R assets, compliance, and costs

Today, we are thrilled to announce the first-ever native integration between Fexa CMMS and Trakref: a convergence of the best of Fexa’s software portfolio, delivering the industry’s most complete solution for facilities and HVAC/R management.

With HVAC and Refrigeration (HVAC/R) system maintenance comprising 40% or more of the average facilities budget, the Fexa CMMS + Trakref Native Integration enables teams to control costs in their biggest expense category with unmatched ease and accuracy. What’s more, by seamlessly embedding Trakref’s compliance-informed rules engine and dynamic workflows into the Fexa CMMS platform, customers can now manage a variety of compliance and sustainability needs across their ecosystem, using the industry’s only facilities management software with a refrigerant management module that's fully audit-ready.

The new Fexa CMMS + Trakref Native Integration makes it easy for teams to track linked assets, providers, and work events across both systems, in real time.

New Challenges Require New Solutions

The built world is undergoing a seismic shift. In this new era, efficiency and adaptability are no longer just competitive advantages for multi-site businesses—they are survival imperatives.

In this context, facilities teams are under growing pressure to meet increasingly complex demands, and HVAC and refrigeration assets are at the center of the challenge. While managing these systems has always been a core responsibility, new regulatory, operational, and financial complexities make it harder than ever to maintain assets efficiently while controlling costs and risks.

• Rising Costs: The price of some refrigerants has surged by 400% or more due to regulatory phaseouts. Leaks not only result in the loss of these costly materials, but also force HVAC systems to work harder, driving up energy consumption, increasing electricity bills, and potentially shortening equipment lifespan. Meanwhile, energy costs for commercial buildings have risen by 10–20% over the past five years. At the same time, the skilled labor shortage is projected to leave 110,000 HVAC technician jobs unfilled this year—leading to increased service costs and longer delays for repairs and maintenance.

• Operational Complexity: Large organizations manage thousands of HVAC/R assets across distributed facilities, often relying on hundreds of third-party service providers with inconsistent data tracking, leading to inefficiencies and maintenance gaps.

• Regulatory Pressure: Stricter refrigerant regulations, such as the EPA’s AIM Act and state-level HFC bans, introduce higher fines, phasedown mandates, and new reporting obligations, while ESG reporting frameworks like the SEC’s climate disclosure rule are increasing scrutiny on refrigerant emissions.

Legacy CMMS platforms and refrigerant tracking tools weren’t built for these kinds of modern challenges. 

To keep pace, organizations end up adopting one of three basic strategies to address their HVAC/R needs:

• Manual tracking – relying on basic tools and spreadsheets to track and manage refrigerant assets and compliance information

• Enhanced Facilities Management Software - relying on general asset management features, or perhaps a specialized refrigerant management module (at additional cost), within a general facilities management tool

• A Two-System Approach – using a CMMS plus a dedicated refrigerant management platform in separate-yet-parallel capacities

Unfortunately, each of these approaches fall dangerously short of what today’s facilities teams need. The absence of automation, purpose-built capabilities, and system integration results in fragmented workflows, inconsistent data, and critical blind spots. As a result, teams struggle to respond quickly to maintenance needs, fail to catch and correct leaks early, and face escalating costs—both financially and administratively.

Ultimately, these strategies offer little more than a false sense of security. At best, they create inefficiencies that slow down operations; at worst, they leave your organization exposed to compliance violations, unexpected expenses, and operational disruptions.

To truly meet these demands, facilities teams need a new generation of tools—solutions that integrate richer data, real-time collaboration, and intelligent automation to drive efficiency and proactively address modern challenges. 

This was our goal in developing the Fexa + Trakref Native Integration: to simplify optimal facility management for the many types of professionals who keep operations running.

Features and Benefits

With the Fexa CMMS + Trakref Native Integration, facilities teams and their providers are better equipped than ever to tackle their most pressing operational challenges.

Here’s an up-close look at a few of the solution’s capabilities:

Two Powerful Tools in One

Go beyond the false confidence and fractured workflows of spreadsheets, siloed tools and bolt-on refrigerant management modules. The Fexa CMMS + Trakref Native Integration combines Fexa CMMS, the industry’s most flexible facilities orchestration platform, with Trakref, the only audit-ready refrigerant management solution. This integration provides complete oversight and control, enabling teams to manage modern facilities challenges with accuracy and automation.

Understand Your Compliance Risk

Trakref’s compliance-informed rules engine continuously adapts to the latest federal, state, and financial regulations, including EPA, CARB, and SEC requirements, helping teams to understand their regulatory exposure in every market they serve. By integrating compliance rules directly into Fexa CMMS asset records, workflows, and work orders, teams can proactively stay ahead of evolving requirements and avoid costly fines, with minimal impact to their existing operations.

Enforce workflows consistently

Ensure compliance and proper asset management across all locations with automated workflow enforcement. Powered by Trakref’s core technology, Fexa CMMS dynamically prompts technicians to input required repair and inspection data based on asset type, maintenance issues, refrigerants in use, and applicable regulations. Automated work order queuing and alerts prevent missed steps, ensuring proactive maintenance and extending asset lifespans.

The new Fexa CMMS + Trakref Native Integration automatically links asset, provider and work order data between the two systems, allowing for seamless tracking and management for a variety of use cases.

Improve Data Accuracy & Integrity

Unify data and enhance reporting accuracy by connecting Fexa CMMS and Trakref backend systems. Enforce complete and accurate compliance and sustainability reporting by making key asset repair and recordkeeping actions mandatory, not optional, for technicians. Keep data and workflows relevant by prompting HVAC/R tracking inputs only when relevant, such as during refrigerator servicing rather than oven maintenance. By integrating asset, provider, and service records across both platforms, you gain a centralized, accurate, and actionable dataset to drive informed decision-making.

Stop Leaks Early & Reduce Refrigerant Costs

Gain centralized visibility into refrigerant leaks and system performance across your ecosystem. Identify and address chronic leaks early, while aligning equipment upgrades and replacements with refrigerant phaseout schedules—helping you optimize capital expenditures and avoid supply disruptions.

Through the new Fexa CMMS + Trakref Native Integration, synced assets are labeled with a “Trakref” badge, making it easy for users to spot and flag for service, and signaling which will have downstream automation. 

Reduce Maintenance Spend

By guiding technicians to input more detailed service records, and automatically prompting for follow-up inspections, the Fexa CMMS + Trakref integration makes it easier for internal teams and providers to perform thorough preventative maintenance and avoid disruptive emergency repairs. This reduces truck rolls, improves energy efficiency by reducing the over-use caused by refrigerant leaks, extends asset lifecycles, and enhances total cost of ownership.

Streamline Workflows

By linking asset, provider, and service records between Fexa CMMS and Trakref, teams can keep workflows and information in sync, reducing delays, minimizing errors, and eliminating duplicate data entry.

Plan Proactively

Legacy CMMS platforms often lack flexible workflows and comprehensive data capture necessary to effectively align workflows to relevant asset and service event types, making it difficult to forecast expenses, prevent failures, and maintain compliance—leading to unexpected costs and inefficiencies. 

With Fexa CMMS + Trakref, teams gain real-time insights, helping monitor refrigerant leaks, automate compliance reporting with one-click submissions, and enhance HVAC/R efficiency—ensuring a smarter, more proactive approach to facilities management.

A Higher Standard for Facilities Teams

This integration is more than just a software update—it’s a redefinition of what modern facilities management should be. By eliminating bottlenecks, operational solos, data gaps and inconsistencies, we’ve created a more intuitive and more comprehensive solution that allows teams to take control of their HVAC/R operations like never before.

The bottom line? With Fexa CMMS + Trakref, facilities teams can stay ahead of repairs, reduce administrative burdens, ensure compliance, and lower costs while improving sustainability—all in one seamless solution. For the first time, teams don’t have to choose between compliance and efficiency, and we can’t wait to see how our customers use this integration to drive smarter, more proactive facilities management.

Ready to see what the new Fexa CMMS + Trakref Native Integration can do for your team? Contact us today to learn more.