As we move into 2025, facility managers who oversee multiple locations are likely to face increasing pressure to master refrigerant management. At Fexa, we have heard from facilities managers who felt like they really had a handle on their facilities maintenance procedures, only to be thrown off completely by the complexities of refrigerant management. 

What may have worked last year may not work in 2025 and beyond, thanks to the plentiful regulations and requirements that continue to get more complex every year. With new rules like the AIM Act, facilities managers will be forced to make fundamental changes to how their businesses handle refrigerant-containing systems. 

The landscape of regulations and requirements has grown substantially complex, with new rules like the AIM Act fundamentally changing how businesses must handle their refrigerant-containing systems. 

What is Refrigerant Management, and Why is It So Important?

Refrigerant management falls under the umbrella of facilities management. The role of refrigerant compliance manager is often fulfilled by the same individual serving as facilities manager, but there may be some variations in individual corporations. 

Refrigerant management is essential to modern-day companies, no matter their size, scope, or industry. A small HVAC business with five employees is obligated to dispose of spent refrigerant, just as a major corporation with 500 locations nationwide. 

Refrigerant management encompasses the proper handling of refrigerants in HVAC/R systems to prevent their release into the atmosphere. This comprehensive process includes: 

• monitoring usage
• detecting leaks
• maintaining detailed service records
• ensuring proper disposal 

The importance of refrigerant management is supported by compelling data related to three key factors: environmental impact, cost control, and regulatory compliance. 

Environmental Impact

Project Drawdown, the world’s leading climate change solutions database, has identified refrigerant management as one of the most crucial tools for addressing the global warming crisis. Their research shows that preventing 100% of refrigerant leaks could reduce carbon dioxide emissions by 57.15 gigatons over 30 years. 

This would represent a potential lifetime savings of $622.73 billion USD. 

Today’s consumers also expect to work with companies that practice environmental responsibility, to the point that they would pay up to 9.7% more for sustainably-made products. This desire for sustainability can go the opposite way, too: gaining a reputation for a lack of sustainability can cause you to lose consumer trust and loyalty. 

Cost Control

The financial implications of poor refrigerant management include but also extend far beyond simple maintenance costs. 

When your HVAC/R systems aren’t properly maintained and monitored, your organization faces a cascade of expenses that will significantly impact your bottom line. Understanding these costs is a requirement for facility managers as they make decisions about resource allocation and system upgrades. 

Some of these financial impacts include:

• Emergency repair costs that could have been prevented with proper maintenance
• Higher refrigerant replacement expenses due to undetected leaks
• Energy inefficiency from improperly maintained systems
• Substantial fines for non-compliance, which can reach up to $55,000-117,000 daily (with a maximum $446,000 fine per violation)
• Equipment downtime affecting operations and revenue

Learn more in our free Guide to Refrigerant Management, Reporting, and Tracking.

Regulatory Compliance

Today, the biggest change that facilities managers face is the evolving regulatory landscape.  

These recent regulatory changes have dramatically increased the complexity and scope of compliance requirements. The AIM Act, in particular, represents a fundamental shift in how businesses must approach refrigerant management, introducing new mandates that require significant operational changes. 

These requirements demonstrate the government’s commitment to reducing environmental impact while ensuring proper system maintenance. This includes: 

• Mandatory repair of leaking equipment within specified timeframes
• Installation of automatic leak detection systems on large refrigeration systems
• Use of reclaimed HFCs for servicing existing equipment
• Proper HFC removal from disposable cylinders 

Learn more about these regulations by checking out our 2025 Refrigerant Regulations Roadmap. 

Understanding Key Components of Effective Refrigerant Management

Effectively managing refrigerants can seem daunting, but there are tools and resources available that will make your regulatory burden easier to manage. Your best option is to choose refrigerant management software that fits into your facilities management software ecosystem. This will strengthen your management procedures and prevent you from regulatory losses. 

Leak Detection and Repair Protocols

Modern refrigerant management demands a proactive approach to leak detection. You have to think beyond simple reactive maintenance if you want to prevent issues before they happen. 

If a sophisticated leak detection system was once an optional asset to your organization, the AIM Act has made it mandatory. Large HVAC installations require leak detection, and systems of any size have to abide by new standards. 

Your comprehensive leak detection and repair program must include: 

• Regular inspections based on the size and type of your HVAC/R system
• Prompt repair requirements with specific timeline compliance
• Documentation of all leak-related activities and outcomes
• Verification of repair effectiveness through follow-up testing (Source: Asset Inventory Checklist)

Record-Keeping and Documentation

Effective refrigerant maintenance is built on the foundation of accurate and comprehensive record keeping. Without proper documentation, your organization risks compliance violations and costly operational inefficiencies. 

If you have a thorough and robust record-keeping system, you can successfully track every aspect of your refrigerant management. This includes essential records like these: 

• Equipment inventory with detailed specifications and locations
• Complete maintenance and repair histories, including notes from technicians
• Accurate refrigerant usage tracking with amount and type details
• Ongoing leak rate calculations and trend analysis
• Verification of technician certifications and qualifications
• Proper disposal documentation for end-of-life equipment 

Check out our Asset Inventory Checklist to find out more about how Fexa Trakref can keep you on track to produce meticulously accurate record-keeping. 

Multi-Site Management Challenges

Additional challenges face facilities managers that are responsible for multiple sites across a single organization. These challenges include coordinating refrigerant usage and disposal across diverse facility types and locations. 

The best approach to multi-site management will involve a thorough and flexible software solution that can keep your work consistent but also site-specific. Your strategy should include: 

• Standardized procedures that can be implemented across all facilities
• Real-time visibility into system status and performance metrics
• Coordinated maintenance scheduling to optimize resource utilization
• Consistent compliance protocols that meet both local and federal requirements
• Centralized reporting capabilities for enterprise-wide analysis (Source: Fexa Architecture and Solutions Overview)

Impact of the AIM Act and Other Regulations

Let’s take a closer look at the AIM Act and other regulations that will affect your operations. The AIM Act certainly represents the most significant change in recent years, but it is not the only regulatory policy you need to be aware of. 

Understanding these regulations will be crucial as you develop your compliance strategies. 

New Coverage Thresholds

The AIM Act was originally passed in 2020, so why is there such a big focus on 2025? 

It is because of the EPA’s Emissions Reduction and Reclamation Program (ER&R), which was finalized in fall 2024. 

The new requirements will take effect on January 1, 2026, which leaves 2025 as a crucial preparation year. Companies only have this one year to prepare for major changes that are coming in 2026. 

The new scope of the AIM Act means that many previously exempt systems now require regulatory oversight. For example, new requirements affect facilities of all sizes, so smaller operations may be reporting for the first time. New coverage thresholds for HVAC/R systems include: 

• Systems with as little as 15 pounds of refrigerant (previously exempt from many requirements)
• Mandatory automatic leak detection systems for large systems that contain 1500+ pounds of refrigerants
• Stricter repair timelines that require prompt action
• Enhanced documentation requirements for all service activities

Our guide to the AIM Act will help you know what you need to know and do to comply with these upcoming changes. 

State-Level Requirements

Although federal regulations take up a lot of space in compliance-related discussions, many states have also implemented their own requirements that may exceed the national standards. 

This is yet another complication on the path to full compliance, especially for organizations that operate in multiple states. Facility managers should be aware of state-specific programs like these:  

• California’s Climate Accountability Acts (SB 253 and SB 261), which mandate detailed emissions reporting
• New York’s amendments to Part 494, introducing new prohibitions and documentation requirements
• Washington State’s phased-in HFC regulations, establishing a timeline for system registration and inspection 

Modern Tools and Technologies for Refrigerant Management

Even though the regulatory and operational challenges of refrigerant management are significant, technology solutions are evolving to help you meet these challenges. Modern, flexible solutions combine sophisticated tracking capabilities and automated systems to streamline your compliance procedures. 

The Power of Integrated Solutions

At Fexa, when we talk about the power of integrated solutions, here’s what we mean: Fexa Trakref offers a seamless integration between all of your systems and tools. Fexa Trakref integrates with your modern CMMS platform. Peak performance can be achieved by incorporating the Fexa CMMS with the new Fexa Trakref API. 

Integrated software solutions provide you with unparalleled access to accurate reporting, leak detection tools, and multi-site management tools. These capabilities would be impossible if all of your systems stood alone. 

Fexa Trakref Integration

The innovative Fexa Trakref API integration, launching in Q1 2025, represents a significant advancement in refrigerant management technology. With Fexa Trakref, you can combine Fexa’s proven CMMS capabilities with Trakref’s specialized expertise in refrigerant management. 

Some of the most important specifications of Fexa Trakref include:

• Seamless data synchronization between systems, eliminating duplicate entries and redundant processes
• Automated compliance tracking that stays current with regulatory changes
• Real-time leak detection monitoring with immediate alerts
• Integrated work order management for streamlined operations
• Comprehensive reporting capabilities for both operations and compliance 

With Fexa Trakref, Benefit from Automation and Efficiency

Fexa Trakref leverages automation to reduce your manual effort while improving accuracy and consistency. These technological advances help organizations maintain compliance while optimizing their operations. 

Automation looks like these features:

• Automated workflow management that ensures proper procedures are followed
• Real-time monitoring capabilities for early problem detection
• Integrated compliance checking that flags potential issues
• Comprehensive reporting tools for both operational and regulatory needs 

Learn more about Fexa’s architecture and solutions in our overview. 

Now is the Time to Prepare for Future Compliance

With the significant changes on the way in 2026, now is the time to prepare for future compliance. After all, the changes to the AIM Act represent only one update. The future will likely bring even more stringent regulations and higher expectations. 

Environmental stewardship is a shared responsibility. Organizations need to prepare now by implementing flexible solutions that can adapt to these changing requirements.

Building a Foundation for Success with Fexa Trakref

Fexa Trakref provides you with the keys to successful refrigerant management. When you use our comprehensive refrigerant management software, you can: 

• Ensure consistent regulatory compliance across all of your facilities
• Reduce operational costs through improved efficiency
• Minimize your organization’s environmental impact through better system management
• Improve equipment performance and asset longevity
• Protect your organization’s reputation through demonstrated environmental responsibility

Are you ready to transform your refrigerant management practices? Contact Fexa today to learn how our integrated solutions can help you achieve your compliance and sustainability goals.

Schedule a Demo Today.

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