Refrigerant Tracking

The record lives on the unit

Every unit with a refrigerant circuit (rooftop units, split systems, condensing units, chillers, and refrigeration equipment if you service it) carries its full charge and how it was worked out. Scan the tag and it is right there, next to the nameplate and the service history.

On each visit the tech records what they did with refrigerant:

• Pounds added and pounds recovered, and the refrigerant type.
• A leak found, a leak repaired with its initial verification test, or a follow-up verification that passed.

Type amounts the way you say them, “18.5” or “18 lb 8 oz”. Edits to a visit keep the old version, so a changed amount is never quietly rewritten.

The leak rate, worked out for you

EPA’s leak repair rule under the AIM Act (40 CFR 84.106, in force from January 1, 2026) covers HFC systems with a full charge of 15 pounds or more. Residential and light commercial AC is left out, so for most HVAC shops this is about the larger rooftop units, splits and chillers on your commercial accounts. ProTag works out the leak rate each time refrigerant is added, using the annualizing method from the rule, and compares it with the trigger for that kind of system:

Over the trigger, the unit is flagged with the date the repair is due, then the follow-up verification once the repair is logged. Seasonal top-ups and charges right after an install or retrofit are left out of the rate, and units that add more than 125% of their charge in a calendar year are flagged as chronic leakers. Older ozone-depleting refrigerants such as R-22 fall under the Section 608 rule instead, and ProTag tracks those from 50 pounds.

Where you see it

• A Refrigerant card on the unit, with its leak status.
• The Refrigerant leaks tab on the maintenance page, listing every unit with a repair or verification due.
• A refrigerant section and a needs-attention line in the site equipment report you hand the building owner.
• An Excel export for a unit or a whole site, with the columns the rule’s recordkeeping list asks for, ready when an auditor or the owner asks.

A unit that keeps leaking also counts toward its replacement outlook, so the rooftop unit that has been topped up four times this year shows up on the list of units worth replacing.

On every plan

Refrigerant tracking is included on Starter, Pro and Commercial Fleet at no extra cost. On covered systems these records are required, and we do not think you should pay extra to keep them.

ProTag keeps the records and does the arithmetic. It is not legal advice: whether a system is covered, and what you have to do about it, is still your call and your customer’s.