The Hidden Benefits of Refrigerant Tracking

Refrigerant management is a critical concern for facilities managers, especially as regulatory requirements intensify and consumers continue to prefer sustainable brands over other options. 

Whether you oversee one location or multiple sites across multiple states, it’s paramount to understand the fundamentals of refrigerant tracking. Refrigerant tracking, when supported by great refrigerant tracking software, improves your compliance rates and helps you practice better environmental responsibility and sustainability. 

In addition to those pretty obvious benefits of refrigerant tracking, there are hidden benefits, too! Fexa Trakref API can help you improve your financial stability, operational efficiency, and even your vendor relationships. 

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What is refrigerant tracking, and why is it important?

Refrigerant tracking is the systematic monitoring, documentation, and management of refrigerant gases used in HVAC and refrigeration systems.  The goal is to reduce the amount of hydrofluorocarbons that are released into the environment, as these carry a high level of Global Warming Potential (GWP). 

The process, governed by the EPA and other regulatory bodies, involves documenting refrigerant usage, leaks, repairs, and disposal throughout the lifecycle of equipment assets that contain these substances.

Multi-site facilities managers are finding that refrigerant tracking has become more complex over the past several years as regulatory requirements have evolved. The EPA’s AIM Act, set to take full effect in January 2026, expands the scope of equipment that must be reported. 

At its core, refrigerant tracking serves several vital functions for companies across all industries: 

• Regulatory compliance: Meeting federal, state, and local requirements for refrigerant management 
• Financial protection: Preventing costly leaks, reducing waste, and avoiding hefty non-compliance penalties 
• Environmental responsibility: Minimizing the release of potent greenhouse gases and building a reputation on sustainability
• Operational efficiency: Optimizing system performance and extending equipment lifespans 
• Risk management: Maintaining comprehensive documentation for audits and inspections

The practical implications of refrigerant tracking extend beyond simply logging refrigerant usage. It encompasses a comprehensive approach to managing refrigerant-containing assets, from installation and maintenance to eventual disposal, creating a complete data trail for each piece of equipment.

What are the benefits of refrigerant tracking? Can it save you money?

When people talk about refrigerant tracking, they’re usually thinking about regulatory compliance. But savvy facilities managers and CFOs are smart to think about the potential for cost savings, too. 

When done effectively, refrigerant tracking delivers substantial financial and operational advantages that directly impact your bottom line. 

Refrigerant tracking prevents costly leaks and reduces waste

Refrigerant leaks represent a significant drain on resources. According to industry research, a typical system experiencing a 20% refrigerant leak can increase annual running costs by 15%, with expenses rising exponentially as leaks worsen. 

Learn more in our Fexa Trakref blog: The Financial Impact of Refrigerant Leaks

Consider these financial impacts:

• Direct refrigerant replacement costs: With refrigerant prices ranging from $10 to over $125 per pound depending on type, replacing leaked refrigerant quickly becomes expensive. 
• Increased energy consumption: Systems with insufficient refrigerant must work harder to achieve the same cooling, dramatically increasing electricity usage. 
• Reduced equipment lifespan: Leaking systems experience more wear and tear, shortening the operational life of expensive HVAC/R assets. If you care about asset life cycles, then you should care about refrigerant management. 

Refrigerant management lowers your energy bills

The relationship between refrigerant levels and energy efficiency is well-established. Research indicates that when the refrigerant charge decreases to 85% of optimal levels, annual running costs increase by approximately 10%. At just 60% of correct charge, this penalty soars to 45%. 

Let’s say a facility is losing 20% of its refrigerant annually. If that system cost $80,000 to operate, a 20% refrigerant loss translates to roughly $12,000 in wasted energy expenses each year. Multiply that for each system where the same loss is occurring, across multiple facilities. The combined impact of that kind of waste is staggering! 

Refrigerant tracking software enables facilities managers to:

• Monitor charge levels across all equipment 
• Schedule maintenance before efficiency declines 
• Document the correlation between refrigerant management and energy consumption 
• Provide data-backed justification for system upgrades or replacements 

Avoid compliance fines and legal risks with refrigerant tracking software

Today’s regulatory landscape involves federal, state, and local requirements. Some of these requirements overlap, but you still have to report the same data to multiple recipients. The thresholds for reporting vary from one compliance statute to the next. 

Non-compliance penalties are severe! The EPA can fine your organization up to $60,000 per day, per violation, and state penalties can add up to the hundreds of thousands. In addition to fines, you could face potential legal actions. 

Consider what happens when you are in violation of these statutes. If you get shut down until the problem is fixed, you’re also going to hemorrhage money from the unanticipated closure. 

Refrigerant management systems automate the compliance process by tracking and providing audit-ready documentation. This substantially reduces both legal and financial risks. 

ESG initiatives lead to tax incentives and improved brand reputation

Environmental, Social, and Governance (ESG) factors have become increasingly important to stakeholders. That includes investors, customers, and regulatory bodies. Effective refrigerant management, then, has emerged as an essential part of ESG expectations. 

HFCs and other refrigerants have extraordinarily high global warming potentials—thousands of times more potent than carbon dioxide. By preventing refrigerant leaks, organizations can dramatically reduce their Scope 1 emissions, supporting broader sustainability goals.

The benefits include:

• Tax incentives and rebates
• Competitive advantage with consumers 
• Investor appeal
• Regulatory goodwill

Comprehensive refrigerant tracking software provides the ESG data needed to quantify emission reductions, support sustainability reporting, and demonstrate environmental stewardship to stakeholders.

Simplify vendor and service provider management with the right refrigerant tracking software 

Keeping your HVAC/R systems running at peak capacity requires numerous service providers, spread out among multiple locations. This creates certain administrative challenges (and costs) for facilities managers. 

Your refrigerant management/refrigerant tracking software should:

• Create standardized service protocols
• Provide technicians with complete asset histories 
• Create standardized service protocols for refrigerant handling
• Provide technicians with complete asset histories 
• Verify that service providers have proper certifications 
• Document that work meets regulatory requirements 
• Identify any providers whose work results in ongoing leak issues 

This centralized approach to vendor management ensures consistent performance across locations while reducing administrative burden. It also creates accountability by linking specific technicians and service companies to refrigerant-related work. 

Choosing the right refrigerant tracking solution: How Fexa Trakref can help

Fexa's Trakref API platform offers a comprehensive solution for facilities managers struggling with the complexities of refrigerant management. By combining advanced tracking capabilities with intuitive workflows, Fexa transforms compliance challenges into opportunities for operational improvement and cost savings.

When evaluating refrigerant tracking software, facilities managers should consider these key capabilities:

• Seamless API integration with existing CMMS systems
• Automated compliance workflows for multiple jurisdictions
• Real-time alerts for leak detection and repair deadlines
• Comprehensive asset tracking and service history
• Improved sustainability and ESG protocols
• Simplified reporting for EPA, CARB, and state requirements
• Vendor performance tracking and certification verification
• Customizable templates for different asset types
• Mobile access for technicians in the field
• Audit-ready documentation and records
• Scalable solutions that adapt to evolving regulations

Through these capabilities, Trakref helps facilities managers reduce their compliance risks, lower refrigerant costs, extend equipment life, and make data-driven decisions about their refrigerant-containing assets.

Use Fexa Trakref alongside Fexa’s CMMS for optimum results 

Using Fexa Trakref in conjunction with Fexa's CMMS platform creates a powerful, integrated approach to facilities and refrigerant management. While each can function independently, they deliver enhanced value when used together, providing facilities managers with a comprehensive solution that addresses both general maintenance needs and specialized refrigerant compliance requirements.

The key benefits of this integrated approach include:

• Unified maintenance view: Manage both routine facilities work and specialized refrigerant activities through a single interface
• Streamlined workflows: Automatically trigger refrigerant-specific protocols when HVAC/R work orders are created
• Enhanced compliance: Ensure refrigerant activities meet regulatory requirements without interrupting maintenance processes
• Consolidated vendor management: Track provider performance across both general maintenance and refrigerant-specific services
• Comprehensive reporting: Generate facility-wide insights that incorporate refrigerant management data
• Simplified data management: Eliminate duplicate entries and maintain consistent asset information across systems
• Predictive maintenance: Use refrigerant data to inform broader maintenance strategies for HVAC/R equipment
• Coordinated scheduling: Plan maintenance activities to include required refrigerant inspections and service

By leveraging both platforms together, facilities managers can ensure that refrigerant compliance becomes an integrated part of their maintenance strategy rather than a separate, siloed activity. The results of this are improved efficiency, reduced risks, and a more cohesive approach to facilities management.

Note:  Fexa Trakref can also be integrated with your existing CMMS or Facilities  Management software solution. 

Contact Fexa Trakref for a free demonstration--let us show you what we can do! 

To find out more about how Fexa Trakref API can help you discover the hidden benefits of exceptional refrigerant tracking, ask to schedule a free demo! We’re looking forward to showing you just what Fexa Trakref can do for your organization.