Automated EPA Compliance for Property Managers
Property managers and equipment owners are legally responsible for maintaining EPA compliance records—even when contractors perform the work. RefriTrak's Automated Work Order Processing solves the documentation challenge: forward contractor work orders to your dedicated email address, and AI handles the extraction, organization, and compliance tracking. You review, approve, and you're done.
The Documentation Challenge for Property Managers
If you own or manage commercial properties with refrigeration or HVAC systems, EPA compliance is your responsibility. Not your contractor's. Yours.
When a contractor services your equipment, you need to:
- • Maintain detailed records of all refrigerant additions and removals
- • Calculate annual leak rates for each system
- • Track repair deadlines when thresholds are exceeded
- • Archive work orders for EPA inspections
Most property managers handle this manually: filing PDFs, updating spreadsheets, calculating leak rates quarterly (if at all). It's time-consuming, error-prone, and scales poorly as your portfolio grows.
How It Works
RefriTrak provides a universal compliance management system for property managers and equipment owners. Here's how Automated Work Order Processing fits into your workflow:
Add your equipment to RefriTrak and set your dedicated app email address.
When your contractor completes service and sends you the work order, forward it to your RefriTrak email address. PDF attachments, scanned tickets, or even photos of paper forms—RefriTrak handles them all.
Your contractors don't change their workflow. They email you work orders like always. You just forward them to one additional address.
RefriTrak uses the latest AI models from Anthropic to process the work order. The system extracts equipment identifiers, refrigerant quantities, service details, and work performed—all in adherence with EPA recordkeeping requirements.
The processing happens automatically in the background. Within minutes, your work order moves from the inbox to ready for review.
Once AI completes extraction, you see a summary showing:
- • Which unit the work order applies to
- • What refrigerant transfers occurred
- • Service date and contractor details
- • Impact on your compliance status
You review for accuracy and click Approve. That's it.
After approval, RefriTrak automatically:
- • Archives the original work order PDF under the equipment record
- • Updates refrigerant transfer history for EPA tracking
- • Recalculates annual leak rates
- • Updates your compliance dashboard
- • Creates a note summarizing the service
Your documentation is complete, organized, and inspection-ready.
Real-World Application: Regional Property Portfolio
Scenario: Property management company with 45 commercial buildings across three states
- • Staff manually file work orders in shared folders
- • Spreadsheets track additions (when remembered)
- • Quarterly leak rate calculations with missing data
- • EPA inspection revealed recordkeeping gaps
With Automated Processing:
- • Management forwards work orders to dedicated email
- • AI processes 100% of service reports
- • 10 minutes per week reviewing and approving
- • Real-time compliance across all 45 locations
- • Complete, organized records ready for inspection
Result: Centralized compliance management, accurate recordkeeping, significant time savings.
EPA Compliance Built-In
RefriTrak's AI has context and awareness of federal refrigerant management regulations, including:
- • Leak rate calculation methodology
- • Repair requirements and thresholds
- • Recordkeeping requirements for refrigerant additions and removals
- • Equipment applicability (≥15 lbs refrigerant with GWP >53)
- • Proper refrigerant recovery and handling
- • Technician certification verification
- • Disposal and venting requirements
The system correctly categorizes different types of refrigerant transfers, handles system retrofits appropriately, and flags when equipment exceeds EPA leak rate thresholds.
What Property Managers Get
- Centralized recordkeeping
All contractor documentation in one system, not scattered across email folders
- Automatic compliance tracking
Leak rates calculated continuously, not quarterly guesswork
- Inspection readiness
Complete audit trail with original work orders and processed data
- Time savings
Minutes per week instead of hours managing spreadsheets and file folders
- Scalability
Works the same whether you manage 10 units or 1,000 units across multiple locations
Who This Is For
Property managers and facility directors responsible for EPA compliance across commercial buildings, retail locations, cold storage facilities, or restaurant chains.
Equipment owners who contract out HVAC maintenance but need to maintain their own compliance records per federal regulations.
Anyone managing multiple refrigeration systems across one or more locations who currently tracks contractor work orders manually.
Security and Control
Frequently Asked Questions
Q: What file formats can the AI process?
PDFs, images (PNG, JPG), scanned documents, and Word files. The system handles typed work orders, scanned handwritten tickets, and photos of paper forms.
Q: What if my contractor doesn't email work orders?
Take a photo of the paper work order with your phone and email it to your RefriTrak address. The AI processes it the same way.
Q: How long does processing take?
Typically 30-60 seconds per work order. You'll receive a notification when it's ready for review.
Q: Can I process historical work orders?
Yes. Forward old work order emails to backfill your compliance records. The system extracts service dates and applies data to the correct time period.
Q: Does this work with multiple contractors?
Yes. Add all authorized contractors to your email whitelist. The system processes work orders from any approved source.
Q: What if the AI misreads something?
You review every work order before approval. If something is incorrect, you can edit the details or reject and reprocess. You have final control over all data.
Compliance Management for the Real World
EPA regulations require detailed recordkeeping. Contractors come and go. Properties change hands. Work orders arrive in different formats from different companies.
RefriTrak provides a universal system for managing compliance records regardless of who performs your maintenance work. Automated Work Order Processing eliminates manual data entry while keeping you in control of the approval process.
Set up once, forward emails ongoing, maintain inspection-ready records.
Explore Solutions
See how RefriTrak fits into your workflow
Ready to streamline your compliance documentation?
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