What You Need to Know About Regulatory Compliance Tech Stacks in 2025

If you’ve spent any amount of time in refrigerant management, you know that regulatory compliance is undergoing steady, consistent changes. With major changes expected in 2026 thanks to the AIM Act and other regulations, you only have a limited amount of time to prepare. Your compliance management software needs to be operating at peak performance. 

Facilities managers need more than just an awareness that changes are coming; rather, they need to rethink the tools and systems they use to manage compliance. 

Unfortunately, many organizations still depend on fragmented approaches to refrigerant management. That likely includes: 

• Standalone HVAC/R management software 
• Manual spreadsheets 
• Basic refrigerant management modules within legacy CMMS platforms

These gaps can lead to missed deadlines, potential fines, and countless wasted hours. Your tech stack should eliminate these risks and help you improve your approach to regulatory challenges. Whether your technology is hindering your ability to be fully compliant or just failing to make it easier, it’s time to consider making some changes to your HVAC/R compliance management software. 

Why is regulatory compliance getting more complex in 2025—and what does that mean for your tech stack?

Climate change is a global issue, and companies worldwide are being tasked with developing more sustainable and responsible protocols. This certainly includes refrigerant management, as refrigerants are one of the most significant contributors to global warming and climate change. 

In the US, the regulatory landscape of facilities management has expanded dramatically, driven by these environmental concerns. Government oversight continues to tighten, and consumers are consistently choosing to give their money to organizations that plainly communicate their environmental responsibility. 

Your tech stack must support the refrigerant management processes that keep you compliant across multiple sites. Compliance management software shouldn’t be viewed as a simple “add-on” service. Standalone HVAC/R management software products may fill the gap in a pinch, but the ideal solution is flexible, comprehensive, and fully integrable into your existing tech stack. 

Let’s take a look at everything your compliance management software needs to manage. 

1. Evolving Refrigerant Regulations

The EPA's American Innovation and Manufacturing (AIM) Act represents a big upcoming significant shift in compliance requirements for companies working within the US. The mandatory elements of the act go into effect on January 1, 2026, which leaves companies to prepare throughout 2025.

Your tech stack needs to keep you on top of the new regulations, based on the size and scope of your HVAC/R assets. These new rules include: 

• Require leak repair for systems with just 15+ pounds of refrigerant (previously 50 pounds)
• Mandate automatic leak detection systems for larger systems of up 1,500+ pounds
• Promote the use of reclaimed HFCs for servicing existing equipment
• Establish detailed record-keeping and reporting standards

These new requirements affect a much broader range of assets than previous regulations, which means that many smaller systems are no longer exempt from reporting and management tracking. Will your tech stack and HVAC/R management software keep up with these changes? 

2. Multi-Jurisdictional Reporting Requirements

Companies with facilities in multiple states need to take a patchwork approach to regulations, as there may be differences in reporting for each building or group of buildings. If you operate in California, New York, Washington, or New Jersey, this is especially important for your refrigerant tracking and HVAC/R management software. 

State-specific rules include:

• California CARB applies to facilities with refrigeration systems using more than 200 pounds of high-GWP refrigerant (went into effect on March 1, 2025)
•  New York Part 494 covers HFC usage tracking, refrigerant sales data, and inventory records (went into effect on March 1, 2025)
• Washington State Refrigerant Management Program requires registration of systems that use more than 1,500 pounds (went into effect on March 15, 2025 or earlier)
• New Jersey DEP GHG Monitoring is mandatory for all systems requiring 50+ pounds of high-GWP refrigerant (went into effect on April 1, 2025)

This creates a significant coordination challenge for facilities teams managing assets across state lines, with each jurisdiction requiring slightly different documentation, tracking, and submission protocols. Good compliance management software will address all of these regulations and any new ones that come along. 

3. Complex Compliance Documentation

Manual processes just can’t keep up with the volume and complexity of today’s documentation demands. An effective compliance management software solution will: 

• Automate and streamline record-keeping that is audit-ready 
• Enforce mandatory data collection on sustainability, asset repair, technician work, and more
• Provide configurable report templates for a variety of regulatory bodies 
• Enable direct submission of data and compliance forms to regulators 
• Maintain compliance-driven workflows 
• Unify data collection protocols to eliminate inconsistencies in documentation
• Supply you with real-time compliance dashboards, which provide visibility into compliance status issues 

HVAC/R compliance software needs to manage all of these important documentation tasks. 

What tools should be part of a modern compliance management stack for facilities and HVAC/R teams?

To manage the challenges of compliance and reporting, your tech stack for 2025 and beyond needs to meet four key requirements: 

1. Multi-jurisdictional tracking capabilities. Your systems must understand and accommodate different regulatory thresholds across states and regions.
2. Comprehensive asset management. With more assets falling under regulatory supervision, your tech stack must provide complete visibility into all regulated equipment.
3. Integrated leak detection and reporting. Systems must not only track leaks but also trigger appropriate follow-up actions and document them properly.
4. Automated compliance documentation. Manual processes simply can't keep pace with the volume and complexity of required documentation.

Many, if not all, legacy compliance management software systems struggle with these requirements because they were designed for a simpler regulatory era. Many were built around basic work order management, with compliance features added as afterthoughts rather than core functionalities.

A modern, configurable refrigerant management software solution will do these things and more, all while integrating into your existing tech stack. 

What does a highly functional approach to refrigerant management look like within a well-built and supported HVAC/R management software stack? There are 4 things to look for: 

1. A great CMMS platform at the core of your stack
2. Specialized refrigerant management software (HVAC/R management software) 
3. Automation and workflow tools 
4. Accurate data collection and reporting tools 

Core CMMS Platform

At the foundation of any effective compliance strategy is a modern, flexible Computerized Maintenance Management System (CMMS). This system should: 

• Centralize asset tracking across all locations
• Manage maintenance workflows with compliance requirements built in
• Provide real-time visibility into asset status and work order progress
• Integrate with specialized compliance tools
• Generate comprehensive reports for stakeholders across the organization

Specialized Refrigerant Management Software

You may be able to retrofit your CMMS to do much of the work associated with refrigerant management, but it is far more effective to have dedicated, specialized refrigerant management software that does the work of keeping your HVAC/R assets fully compliant. 

This HVAC/R management software should provide: 

• Comprehensive tracking of refrigerant usage and inventory
• Automated leak detection and management workflows
• Streamlined regulatory reporting for EPA, CARB, and other agencies
• Compliance-driven workflows that adapt to specific regulatory requirements
• Real-time monitoring of compliance status and potential issues ("Guide to Refrigerant Management, Reporting, Tracking")

Automation and Workflow Tools

Manual processes can slow down your operations, certainly, but there are also bigger risks than just wasted time. Manual processes create compliance risks because they provide more opportunities for inconsistencies, redundancies, human error, and missed steps. Automating your workflows improves your bottom line. 

A modern approach to compliance management software will include: 

• Automated workflows that trigger appropriate actions based on regulatory requirements
• Role-based notifications to ensure accountability
• Built-in compliance checks that prevent work orders from advancing until requirements are met
• Audit-ready documentation that's generated automatically

Data Analytics and Reporting Tools

Compliance requires a lot of documentation, but there’s more to it than just accurate and timely reporting. It’s also about understanding patterns in your operations and recognizing opportunities for improvement. 

This means that you want your tech stack to include analytics capabilities, including: 

• Leak rate trending across assets and locations
• Cost analysis of compliance activities
• Predictive maintenance insights to prevent compliance issues
• Customizable dashboards for different stakeholders
• One-click regulatory reporting

How can an integrated CMMS and refrigerant management system reduce risk and simplify reporting?

This is incredibly important: all of these tools need to work together. An effective compliance substack will unify these tools through effective integration and collaboration. Specifically, your stack needs to provide: 

• Seamless data sharing between platforms
• Unified user interfaces that reduce switching between systems
• Consistent asset and location hierarchies across tools
• Synchronized workflows that eliminate duplicate data entry

When your CMMS and refrigerant management systems are properly integrated, the cooperation between them creates efficiencies and safeguards that standalone systems simply cannot match. 

How can an integrated CMMS and refrigerant management system reduce risk and simplify reporting?

This is incredibly important: all of these tools need to work together. An effective compliance substack will unify these tools through effective integration and collaboration. Specifically, your stack needs to provide:

• Seamless data sharing between platforms
• Unified user interfaces that reduce switching between systems
• Consistent asset and location hierarchies across tools
• Synchronized workflows that eliminate duplicate data entry

When your CMMS and refrigerant management systems are properly integrated, the cooperation between them creates efficiencies and safeguards that standalone systems simply cannot match.

An integrated system like Fexa + Trakref transforms your approach to compliance management software in several crucial ways.

Unified Asset Records

Integration creates a single source of truth for each asset and combines maintenance history, refrigerant data, and compliance status in one place. This eliminates discrepancies and ensures decisions are based on complete information 

Automated Compliance Workflows

A well-integrated approach incorporates regulatory requirements into work orders, prompts technicians to collect required data, and schedules follow-up inspections. This makes compliance the path of least resistance rather than an additional burden. Compliance management software should eliminate bulky manual processes by replacing them with automated workflows. 

Streamlined Reporting

Pre-configured templates, automated data collection, and one-click submission tools transform reporting from a manual headache to a streamlined process. This is especially valuable for organizations reporting their refrigerant tracking data to multiple jurisdictions. 

Proactive Management

Real-time dashboards, automatic alerts, and predictive capabilities shift compliance from reactive to proactive, significantly reducing the risk of violations and operational disruptions. 

What are the risks of relying on outdated compliance workflows or fragmented systems?

When you’re already working hard to keep your operations running and your financial executives satisfied, you may be wondering if you can just keep managing with the status quo of how things have been. The problem is that refrigerant tracking continues to get more and more complicated. 

We get it. It’s hard to think about switching to a whole new compliance management software system! Even when they’re required or incredibly important, changes in technology are often met with hesitation, skepticism, or even hostility. 

However, maintaining the status quo of divided, siloed systems and manual processes is going to cause damage in the long run. You may be thinking, “I can survive without some of these benefits,” but can you survive if your software solutions undermine your compliance rates? 

Organizations that continue to rely on legacy compliance management software systems or fragmented approaches to compliance face growing risks. Your fragmented, outdated system could lead to any of the following: 

• Financial penalties (up to $60,000 per day per violation from the EPA alone!) 
• Operational disruptions (including having your equipment shut down for non-compliance)
• Increased emergency repair costs to address compliance issues 
• Significant costs associated with refrigerant leakage (failed refrigerant tracking)
• Higher energy consumption 
• Shortened equipment lifespans
• Blind spots in your refrigerant tracking and other data 
• Administrative overhead costs
• Resources allocated to preparing for and responding to audits

Learn more about HVAC/R management software in our new blog post: The Business Case for Integrated Facilities and HVAC/R Compliance Management Systems

How do you build a future-ready compliance strategy—without adding more work?

The challenges to adopting a new technology tool can seem daunting, so you are likely wondering how you can get the benefits of improved refrigerant tracking compliance without adding a ton of work to your already significant workload. 

At Fexa, we know that facilities managers and other decision-makers are often already feeling the pressure of keeping things running. Adopting a new compliance management software platform doesn’t have to create a massive headache, though — especially when you choose a platform that offers great customer support and training. 

What you want to do is work on developing a thoughtful compliance strategy that leverages modern technology while aligning with operational realities. 

Building Your Future-Ready Compliance Framework

Let’s start with the basics. 

Begin with a comprehensive asset inventory documenting all refrigerant-containing equipment across locations. This ensures your strategy addresses your complete regulatory exposure, not just the most visible assets. 

Next, you want to choose integrated solutions that work with your existing workflows. Specifically, you should: 

• Implement platforms that incorporate compliance requirements into maintenance processes
• Ensure systems share common data across assets, locations, and providers
• Utilize API connections to keep information synchronized 

You will also want to leverage automation to reduce manual effort. This looks like: 

• Using dynamic workflows that adapt based on asset type and service performed
• Setting up automated notifications for upcoming deadlines
• Configuring automatic follow-up scheduling when required by regulations 

Throughout all of this, use data strategically with dashboards that provide:

• Real-time visibility into compliance status
• Insights into patterns across equipment and locations
• Cost tracking for optimization opportunities 

Fexa can align your compliance needs with your existing tech stack

Fexa Trakref is a new, state-of-the-art, meticulously designed and supported HVAC/R management software that meets all of these compliance needs. Whether you are combining it with Fexa’s flexible CMMS or another facilities maintenance management system, Fexa Trakref can make your HVAC/R compliance easier and more cost-effective. 

Refrigerant tracking should help you control costs and maintain full compliance with regulatory bodies. 

As the regulatory landscape for facilities management continues to change, organizations that rely too much on fragmented approaches and outdated systems face increasing risks of violations, fines, and operational disruptions. You need HVAC/R management software that does the important work of keeping you compliant without creating more work and more expense. 

Fexa Trakref helps you build a future-ready compliance tech stack. By integrating specialized tools into a cohesive, integrable system, you can embed your regulatory requirements into everyday workflows. 

Our goal is to help organizations like yours integrate a comprehensive compliance strategy with exceptional compliance management software solutions. With Fexa Trakref, you can transform regulatory compliance from a burdensome cost generator to an efficient, cost saver. The time to build this foundation is now, before the full impact of 2025's regulatory changes takes effect.

Contact Fexa to request a free demo.