Best Refrigerant & Freon Compliance Software 2026
Compare the leading refrigerant compliance software platforms for EPA Subpart C tracking requirements. Find the right solution for your HVAC business, property management company, or facility operations.
Introduction
The EPA's 2026 refrigerant tracking regulations (40 CFR Part 84 Subpart C) lowered the compliance threshold from 50 pounds to just 15 pounds of refrigerant charge. With this 15-pound change, virtually every commercial HVAC and refrigeration system now requires detailed record-keeping, leak rate monitoring, and compliance reporting.
Whether you're an HVAC contractor, property manager, facility operator, equipment owner, or refrigerant reclaimer, this new 15-pound threshold means you're now responsible for tracking refrigerant (often called Freon) additions, calculating leak rates, maintaining 3-year records, and ensuring timely repairs when systems exceed EPA thresholds.
This guide compares the leading refrigerant compliance software solutions to help you choose the right platform for your specific needs.
What is Refrigerant Compliance Software?
Refrigerant compliance software helps organizations track refrigerant usage, monitor leak rates, maintain required records, and ensure compliance with EPA Subpart C regulations. These platforms automate calculations, generate reports, send compliance alerts, and maintain the detailed documentation required by federal refrigerant tracking regulations.
Top Refrigerant Compliance Software Solutions for 2026
1. RefriTrak
RefriTrak is purpose-built for EPA Subpart C refrigerant compliance. The platform automates leak rate calculations, compliance monitoring, and record-keeping specifically for the 15-pound threshold requirements that took effect January 1, 2026.
- Automated Leak Rate Calculations: Automatically calculates quarterly and annual leak rates per EPA formulas
- Compliance Dashboard: Real-time alerts when systems approach or exceed EPA leak rate thresholds
- QR Code System: Generate QR codes for equipment that technicians scan to log service events without app downloads
- Document Storage: Upload invoices, service records, and equipment manuals directly to unit information pages
- Refrigerant Inventory Tracking: Track refrigerant purchases, usage, and remaining inventory
- Multi-Location Management: Manage refrigerant compliance across multiple properties and facilities
- Mobile Access: Log service events and access compliance data from any device
Pricing: Free plan available (up to 2 users), paid plans with advanced features
Best For: Property managers, HVAC contractors, facility operators, multi-location businesses, and anyone responsible for refrigerant (Freon) compliance under the new 15-lb threshold.
Website: refritrak.com
2. FMHero
FMHero is a mobile-first refrigerant management platform built by HVAC technicians for field service companies. It focuses on documentation and service history tracking.
- Refrigerant inventory management
- Service history tracking
- Camera scanning for equipment data
- Location-aware documentation
Pricing: Free version (1 user tech only), Hero plan at $9.99/month, Team plans available
Best For: Individual HVAC technicians and small service companies who need basic field documentation
Website: fmhero.com
3. Fexa Trakref
Fexa Trakref (formerly Trakref) is an enterprise-level refrigerant management system now integrated into the broader Fexa CMMS platform. It's designed for large organizations with complex multi-location refrigerant compliance needs.
- Asset and refrigerant tracking across multiple locations
- Leak detection monitoring
- One-click EPA compliance reports
- Work order integration
- Mobile app for field technicians
- API integration with existing systems
- Analytics dashboard
Pricing: Custom enterprise pricing
Best For: Large enterprises with hundreds or thousands of refrigerant-containing systems across multiple locations
Website: fexa.io/fexa-trakref
4. SafetyCulture (iAuditor)
SafetyCulture is a general workplace operations platform with 10,000+ inspection templates, including customizable refrigerant tracking checklists. It's not refrigerant-specific but can be adapted for basic compliance tracking.
- 10,000+ customizable inspection templates
- Mobile inspections and audits
- Digital checklists
- Photo documentation
- Task management
- Training modules
Pricing: Free up to 10 users, paid plans start at $24/user/month
Best For: Organizations already using SafetyCulture for other compliance tasks who want to add basic refrigerant tracking
Website: safetyculture.com
5. Sphera
Sphera is an enterprise environmental, health, safety, and sustainability (EHS&S) platform designed for Fortune 500 companies. Refrigerant tracking is a small component of their comprehensive environmental management system.
- Carbon and emissions management
- Environmental accounting and reporting
- Supply chain risk management
- Life cycle assessment database
- Regulatory compliance tracking
- Sustainability consulting
Pricing: Custom enterprise pricing (Fortune 500 only)
Best For: Large corporations managing comprehensive environmental programs where refrigerant is one small component
Website: sphera.com
6. ServiceChannel
ServiceChannel is a facilities management platform that includes basic asset tracking capabilities. Refrigerant compliance is an add-on feature within their broader work order and service provider management system.
- Work order management
- Service provider marketplace
- Asset tracking
- Multi-location management
- Analytics and benchmarking
Pricing: Custom pricing, typically starts around $1,000+
Best For: Multi-location businesses already using ServiceChannel for facilities management who need to add basic refrigerant tracking
Website: servicechannel.com
Quick Comparison Guide
| Platform | Best For | Refrigerant-Specific | Pricing Starts At | Free Version |
|---|---|---|---|---|
| RefriTrak | Everyone | Yes | Free | Yes (up to 2 users) |
| FMHero | Individual techs | Yes | $9.99/month | Yes (1 user tech only) |
| Fexa Trakref | Large enterprises | Yes | Custom | No |
| SafetyCulture | General compliance | No | $24/user/month | Yes (up to 10 users) |
| Sphera | Fortune 500 environmental | No | Custom (high) | No |
| ServiceChannel | Facilities management | No | $1,000+ | No |
Key Features to Look for in Refrigerant Compliance Software
When evaluating refrigerant compliance software, prioritize these essential capabilities:
1. Automated Leak Rate Calculations
The software should automatically calculate quarterly and annual leak rates using EPA's official formulas (considering charge size, refrigerant added, and system changes). Manual calculations are error-prone and time-consuming.
2. Compliance Alerts
Real-time notifications when systems approach or exceed EPA leak rate thresholds (10%, 20%, or 30% depending on appliance type and refrigerant). Early warnings prevent violations.
3. 3-Year Record Retention
EPA requires maintaining refrigerant tracking records for at least 3 years. Your software should automatically store and organize historical data.
4. Mobile Access
Field technicians need to log refrigerant additions, equipment changes, and service events on-site without paper forms or data entry delays.
5. Multi-Location Support
If you manage systems across multiple properties or facilities, look for software that provides location-based organization and reporting.
6. QR Code or Easy Data Entry
The faster technicians can log service events, the more accurate your records will be. Look for QR codes, mobile apps, or other streamlined data entry methods.
What Changed in 2026: The Expanded Scope of EPA Refrigerant Regulations
Prior to 2026, only equipment containing 50+ pounds of refrigerant faced federal tracking requirements. This primarily affected large supermarket systems, industrial chillers, and major commercial installations. Most standard rooftop units and smaller commercial systems flew under the radar.
The threshold reduction to 15 pounds fundamentally changed the compliance landscape. Systems that were previously unregulated—mid-sized rooftop HVAC units, walk-in coolers, commercial refrigeration cases, and server room cooling systems—now require the same rigorous tracking, leak rate monitoring, and repair protocols as their larger counterparts.
This regulatory expansion affects different sectors in distinct ways:
For HVAC contractors: Nearly every commercial job now involves refrigerant tracking obligations. Documentation is no longer optional for smaller systems.
For property managers: Building owners are legally responsible for tenant space equipment, making multi-system tracking across properties essential.
For facility operators: Internal maintenance teams must now maintain EPA-compliant records for equipment they service themselves.
The regulatory intent is clear: reduce HFC emissions by bringing more equipment under systematic monitoring. Systems that leak above EPA thresholds must be repaired within specific timeframes (14-30 days depending on system type and leak severity), and all refrigerant transactions must be documented with serial numbers, dates, quantities, and technician certifications.
Frequently Asked Questions
Q: Does this software track Freon specifically?
A: Yes, "Freon" is a brand name commonly used to refer to refrigerants. These platforms track all refrigerant types including R-22 (older Freon), R-410A, R-134a, R-404A, and other HFCs regulated by EPA.
Q: Can I try refrigerant compliance software before buying?
A: RefriTrak and SafetyCulture offer free versions you can start using immediately. FMHero offers a free version for one technician. Most enterprise platforms (Fexa Trakref, Sphera, ServiceChannel) require sales consultations.
Q: What if I only have a few systems?
A: If your systems contain 15 pounds or more of refrigerant, you're required to track them under EPA regulations. RefriTrak's free plan works well for small operations with limited systems.
Q: Do I need special training to use refrigerant compliance software?
A: Most platforms are designed for ease of use. RefriTrak requires no special training. In-depth guides are available for reference and we offer virtual training sessions upon request for any users. Enterprise platforms may include training as part of their onboarding.
Q: Can the software calculate leak rates for different refrigerant types?
A: Purpose-built platforms like RefriTrak automatically apply the correct EPA formulas and thresholds based on refrigerant type and equipment category. General platforms may require manual configuration.
Q: What happens if my system exceeds EPA leak rate thresholds?
A: Compliance software will alert you when systems approach or exceed thresholds. You'll need to complete required repairs within EPA timeframes (30 days for commercial refrigeration, 14 days for comfort cooling depending on leak severity). The software helps you track repair deadlines and maintain required documentation.
Conclusion
The 2026 EPA refrigerant tracking regulations expanded compliance requirements to systems with just 15 pounds of charge. Choosing the right refrigerant compliance software depends on your specific needs: purpose-built EPA compliance automation (RefriTrak), mobile field documentation (FMHero), enterprise CMMS integration (Fexa Trakref), general compliance platforms (SafetyCulture), comprehensive environmental management (Sphera), or facilities management add-ons (ServiceChannel).
For most HVAC contractors, property managers, and facility operators, purpose-built refrigerant compliance software offers the most efficient path to EPA compliance with automated leak rate calculations, compliance monitoring, and multi-location management.
Disclaimer: Information about the software platforms listed above was collected on January 6, 2026, and is subject to change. This guide is for informational purposes only and does not constitute professional advice, endorsement, or recommendation. Pricing, features, and availability may vary. Always verify current information directly with software providers and consult with qualified professionals regarding your specific refrigerant compliance requirements.