EPA Compliance Reports & Audit Tools

EPA Document Generation

Generate official EPA forms (3520-36, 3520-38) pre-filled from your RefriTrak data — ready to upload to the CDX/HAWK portal. Chronic leaker reports and repair extension requests can also be generated as branded PDFs with digital signatures, per 40 CFR §84.106.

Compliance Audit Report

Export a full compliance audit report for any unit directly from the compliance summary. Covers every circuit — leak rate history, threshold status, repair timelines, and required actions. Branded PDF, ready for an EPA inspector or to share with customers.

Cylinder Inventory Reconciliation

Create inventory sessions to verify cylinder quantities against system records. Scan QR codes, enter gross weights, and RefriTrak calculates discrepancies and creates correction transfers automatically. Multiple technicians can collaborate on the same session.

Customer Portal Compliance Reports

Customers can now view their compliance audit reports directly through the portal — no login to your account needed.

Privacy Policy Update

Our privacy policy has been updated as of April 20, 2026. Review it at refritrak.com/privacy.

Job Compliance Actions & Leak-Transfer Linking

Actionable Compliance on Job Details

The job details page now shows the full compliance picture with actions you can take. Leak inspections display severity, leak rate impact, and days remaining on repair deadlines. You can mark repairs complete and record verification test results directly from the job — no more jumping between pages to manage the leak → repair → verification workflow.

Leak-Transfer Linking

Loss transfers and leak records are now connected. When identifying a leak during an inspection, the system shows recent unlinked losses on the same circuit so you can associate them. This closes the gap between "refrigerant was lost" and "here's the leak" — giving you a complete, audit-ready compliance trail.

Smarter Transfers & Compliance Forecast

Redesigned Circuit Transfer Flow

The circuit transfer experience has been completely redesigned. Instead of a rigid step-by-step form, the flow now adapts to what you're doing — adding refrigerant, recovering, recording a loss, or performing a retrofit. Each path shows only the steps that matter, so you spend less time clicking through irrelevant fields.

Compliance Forecast

Before confirming a transfer, you can now see exactly how it will affect your leak rate. A color-coded projection (green/amber/red) shows your current rate vs. the projected rate, calculated using the same method as the compliance engine. You'll know if a transfer will push a circuit over the EPA threshold before you commit.

Leak Identification During Transfers

When recording a refrigerant loss, the wizard now asks if you'd like to document a leak identification. If yes, it captures the leak location and severity and creates the inspection record on the job — connecting the first link in the compliance chain automatically.

Notes with Entity Links

Notes now show clickable links to every related record — job, unit, circuit, transfer, leak, or cylinder. Tap any link to jump directly to that record's detail page.

Cylinder Inventory & Authentication Improvements

Cylinder Inventory Reconciliation

Periodically verify your cylinder inventory by weighing them against system records. Create an inventory session, scan QR codes to add cylinders, enter gross weights, and RefriTrak automatically calculates discrepancies and creates correction records to keep everything accurate. Multiple technicians can collaborate on the same inventory session in real time.

Bulk QR Code Printing for Cylinders

Select multiple cylinders from the list and print their QR labels in a 2×2 grid layout — same one-click flow as unit QR printing.

Improved Cylinder Transfers

The cylinder-to-cylinder transfer is now a cleaner multi-step flow with QR scanning at every step. Post-transfer gross weight tracking catches unaccounted losses automatically.

Passwordless Security

RefriTrak now prioritizes passkeys (Windows Hello, Touch ID, Face ID) and one-time codes as the primary login methods — faster to use and more secure than traditional passwords. Sign up, verify your email with a one-time code, and enroll a passkey in under a minute.

Mobile Improvements

QR code pages, compliance summaries, and unit detail pages are now properly responsive on phones and tablets. Cylinder search also gets filter options for status, refrigerant type, and page size.

Bulk QR Code Printing & Unit Search Improvements

Bulk QR Code Printing

Select multiple units and print their QR codes in one shot — a preview sheet opens with all selected units ready to print, each card showing the unit name and serial number. New units now also get a QR code generated automatically at creation.

Unit Search Options

The cog icon next to the search bar now includes a customer filter, a toggle to show decommissioned units, and a toggle to show only EPA-regulated units (circuits at or above the charge threshold). A dot on the cog indicates when a filter is active.

Export Selected

When units are selected, export just those units to CSV or PDF from the action bar — no need to export the full list.

Transfer Improvements & Unit List Filter

Multi-Cylinder Transfers

You can now pull refrigerant from multiple cylinders in a single transfer operation. Select as many source cylinders as needed — the transfer will draw from each and consolidate everything into the destination.

Automatic Loss Detection (DE_MINIMIS)

When recording a cylinder replacement, RefriTrak now automatically detects unaccounted refrigerant loss based on gross weight. If the recovered amount is less than expected, a DE_MINIMIS loss record is created and linked to the cylinder automatically — no extra steps required to stay EPA-compliant.

EPA-Regulated Units Filter

The unit list search options now include a toggle to show only EPA-regulated units — those with a circuit at or above the applicable charge threshold. Useful for focusing compliance reviews without the noise of smaller equipment.

Search, Map & Notes Updates

Technician Search & QR Overhaul

The technician search experience has been significantly improved. Search is now unified with QR scanning — scanning a unit's QR code drops you directly into that unit's context. Results load with infinite scroll, and the interface has been optimized for mobile use in the field.

Unit Map

Units can now be viewed on a map. Get a geographic overview of your equipment across properties — useful for field teams and property managers coordinating service.

Notes — File Downloads

Files attached to activity can now be downloaded directly from the activity log.

Automated Work Order Processing

Stop manually entering contractor work orders. When you receive service documentation from contractors, simply forward it to your dedicated RefriTrak email address and let AI extract all the refrigerant information automatically. RefriTrak reads PDFs, photos, scanned tickets, and handwritten forms—then gives you a clear summary to review and approve before recording anything.

What you get: Your dedicated RefriTrak email address (yourcompany@app.refritrak.com). When contractors email you work orders like they always do, just forward them to RefriTrak. AI reads any format—PDFs, photos, handwritten tickets—and extracts all refrigerant data. Review in your dashboard, make edits if needed, then approve with one click. RefriTrak automatically creates EPA-compliant transfers, updates leak rates, and saves attachments for audits.

Enhanced Equipment Management Features

Import multiple units at once and streamline field workflows with improved QR scanning capabilities. Upload spreadsheets with hundreds of units, validate customer and location information automatically, and get your entire equipment inventory into RefriTrak in minutes instead of hours.

What you get: Upload your existing equipment spreadsheet and RefriTrak creates all units, circuits, and charge records in one batch with automatic address validation and customer matching. QR scanner now auto-fills your location using GPS, and field technicians can quickly record cylinder pickups with the new "Take Cylinder" feature.

EPA Compliance Reporting & Status Report Export

Generate professional EPA compliance status reports directly from RefriTrak. Export detailed compliance reports as PDF for individual units or all units for a customer at once. The new CORRECTION checkpoint system also ensures accurate charge reconciliation when equipment is manually topped off or recovered outside the app.

What you get: One-click PDF export with your company branding, professional compliance status reports for customers, bulk reporting for all customer units, and automatic charge tracking that stays accurate even when field work happens offline. Perfect for year-end EPA reporting and customer documentation.