---
title: "Set up and use Refrigerant Tracking for EPA recordkeeping"
slug: "set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-1"
updated: 2026-10-15T00:44:08Z
published: 2026-10-15T00:44:08Z
canonical: "help.servicetitan.com/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up and use Refrigerant Tracking for EPA recordkeeping

## Overview

Refrigerant Tracking in ServiceTitan is a recommended way to capture refrigerant activity — amounts added, recovered, recycled, or disposed of — on a per-equipment, per-job basis using a custom form. Once technicians complete the form in the field, the office is notified so that they can bill the customer and retain the records.

Technicians who fill out the form in the field should see [*Fill out a Refrigerant Tracking form during a job in the ServiceTitan Field Mobile App*](/construction/docs/fill-out-refrigerant-tracking-form-servicetitan-field-mobile-app).

---

### 

#### Who uses this feature

- Business owners, administrators, and office employees
- Applies to all business types
- Primarily benefits HVAC trades

#### Feature configuration

- Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details.
- The following permissions are required to use this feature. Please contact the account administrator on your team.
  - *Edit customer forms*
  - *Edit location forms*
  - *Edit equipment forms*
  - *View alerts*
  - *Edit alerts*
  - *View invoice*
  - *Edit invoice*
  - *Edit invoice items*
  - *Allow view, share and edit all reports and dashboards*

> [!WARNING]
> **Caution:** This article outlines a recommended workflow and includes a sample form to help your business capture information commonly required for refrigerant recordkeeping. It is not an EPA-required form. You are responsible for ensuring your documentation and processes comply with current EPA requirements and any applicable state and local regulations, which may change over time. Following this workflow does not guarantee regulatory compliance.

## Things to know

- This is a recommended example workflow and form, not an EPA-mandated form. The EPA does not require the use of any single standardized form for refrigerant recordkeeping or reporting. It requires that certain information be documented and retained.
- Assign the form to *Jobs*, not only *Locations* — location-only forms won't appear in the *Form Submissions* report, which breaks reporting and your Audit Trail.
- Completed-form alerts fire only for job forms — another reason to assign at the job level.
- Completed forms are permanently attached to the equipment asset record and can be reviewed on that asset in future appointments.
- Forms data is the recommended compliance record; invoice data is for financial reconciliation. Use both.
- Regulatory thresholds and obligations change over time and vary by jurisdiction — verify against current EPA, state, and local requirements.

## EPA compliance requirements

Refrigerant recordkeeping is largely governed by *EPA Section 608* and updated under the *AIM Act*. The information below is provided to help you understand the kind of data commonly retained. It is general information, not legal advice, and should be confirmed against current EPA, state, and local requirements.

Key information commonly retained includes:

- Full charge of appliances
- Dates, quantities, and types of refrigerant added or removed
- Verification (leak) tests after repairs
- Technician certification details

Commonly referenced thresholds:

| **Requirement** | **Threshold** | **Action commonly required** |
| --- | --- | --- |
| Leak rate tracking | 15+ lbs refrigerant | Document service, maintenance, and repairs |
| EPA leak report | 125%+ of full charge leaked in a calendar year | Submit a report to the EPA |
| Recordkeeping duration | All tracked systems | Maintain records for at least 3 years |
| Disposal records | 5 to 50 lbs | Log location, date of recovery, and refrigerant type |
| CA RMP registration | 50+ lbs high-GWP (California only) | Register system; annual reporting for 200+ lbs |

> [!NOTE]
> **Note:** Thresholds and obligations change over time and vary by jurisdiction. Confirm current requirements with the EPA and your state/local authorities. Records are commonly retained for at least three years; appliances leaking 125% or more of their full charge in a calendar year may require an EPA report; California systems over 50 lbs of high-GWP refrigerant may require additional RMP registration.

## Set up the Refrigerant Tracking form

Refrigerant Tracking forms use *smart fields* to auto-populate known job and equipment details, plus entry fields for technicians to log refrigerant activity. You can either create the form or import the sample form in your *Settings* once, and then it will be available to technicians in the field.

### Option 1: Import the Refrigerant Tracking form

Click on the **Download** icon to download the sample Refrigerant Tracking form to your device.

[](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Refrigerant Form.json?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)Refrigerant Form13.17 KB[](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Refrigerant Form.json?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

To import the sample form from your device:

1. Go to the top toolbar and click **Settings** ![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D) **.**
2. In the side panel, click **Operations > Forms**.
3. Click **Import**. For more, see [Create a form in ServiceTitan](/construction/docs/create-a-form-in-servicetitan-1).

![List of forms with options to activate or deactivate each entry.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-vvv8pnez.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
4. Click **Upload File**, then select and upload the Refrigerant Tracking form file you downloaded.

![A dialog box for importing a form file with an upload button highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-jtjfsms8.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
5. After the file uploads, click **Import**.

![Import form dialog showing file selection and import button for Refrigerant Form.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-ljdhxm55.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
6. After the Refrigerant Tracking form is imported, click **Preview Form** to review it, or click **Edit Form** to make changes. For more, see [Edit a form](/construction/docs/create-a-form-in-servicetitan-1#edit-a-form).

![Import Form dialog showing successful import with options to edit or preview the form.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-brh5vowp.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

### Option 2: Create the Refrigerant Tracking form

To create the form:

1. Go to the top toolbar and click **Settings** ![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D) **.**
2. In the side panel, click **Operations > Forms**.
3. Click **Create Form**. For more, see[](https://help.servicetitan.com/construction/docs/create-a-form-in-servicetitan-1)[Create a form in ServiceTitan](/construction/docs/create-a-form-in-servicetitan-1).

### Recommended fields for the Refrigerant Tracking form

The fields below are suggested so your form captures the information commonly needed for refrigerant recordkeeping. Adjust them to fit your business and your compliance obligations.

| **Field** | **Type** | **Notes** |
| --- | --- | --- |
| Job Number | Smart field | Auto-populates from the job record |
| Location Address | Smart field | Auto-populates from the job location |
| Location Name | Smart field | Auto-populates from the customer location |
| Equipment ID | Smart field | Auto-populates from the selected asset |
| Model Number | Smart field | Auto-populates from the equipment record |
| Serial Number | Smart field | Auto-populates from the equipment record |
| Technician Certification Number | Smart field | Auto-populates from the technician's profile |
| Refrigerant Type | Dropdown | e.g., R-410A, R-22, R-32 |
| Refrigerant Entries | Number / repeatable | Pounds added, recovered, recycled, or disposed of |
| Additional Fields | Dropdown / text / number | Optional context |

### Recommended form settings

When you set up the form:

1. In the *Display on* section, select **Both Office and Technician Sides** so technicians can complete it in the field.
2. In the *Assigned to* section, select **Job**, **Location,** and **Equipment.**

> [!NOTE]
> **Note:** Assigning the form to a piece of equipment keeps the activity tied to the correct equipment record.

> [!TIP]
> **Tip:** If you want the form to appear automatically on relevant jobs (for example, on HVAC job types or after the technician arrives), configure a trigger. For more, see Use
> 
> form triggers.

![Form displaying service call and equipment information for refrigeration tasks.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-vubivrj0.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

If you'd like to see how technicians should fill out the form in the field, see *"Fill out* *a Refrigerant Tracking form during a job" in the ServiceTitan Field Mobile App*.

## Configure office notifications and billing

### Set up a completed-form alert

You can set up email notifications so selected office employees are automatically notified whenever a refrigerant form is completed. The alert can notify staff with a link to the job and the completed form. This helps keep the appropriate employees informed so they can follow up on billing and compliance tasks.

The email includes:

- A direct link to the associated job
- A direct link to the completed refrigerant form

![Email notification about a completed refrigerant form for NorthStar Energy Services.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-neu8vurh.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

To configure a *Completed Form* alert:

1. Go to the top toolbar and click **Settings** ![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D) **.**
2. In the side panel, click **Integrations > Alerts**.
3. Click **Add**.

![User interface showing alerts and integrations settings with highlighted options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-rxzbh6ow.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
4. From the *Type* dropdown, select **Completed Form**.
5. From the *Form* dropdown, select the **Refrigerant form** you set up.
6. Fill in other alert details, such as *Recipients* and *Delivery Method*. For more, see [Use Alerts](/v1/docs/use-alerts).

![Form editing interface showing alert settings for completed forms and recipients.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-k62g2pz8.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

### Bill the customer for refrigerant

After receiving the email notification, access the associated job, completed refrigerant form and summary of total pounds of refrigerant used with the inserted links. To add refrigerant charges to a customer invoice:

1. Open and review the refrigerant form
  - Click the refrigerant form link in the email.
  - Confirm the total pounds of refrigerant used.
2. Open the job invoice
  - Click the job link in the email to open the associated job.
  - Navigate to the job invoice.
3. On the job invoice, update/add the refrigerant material item
  - If the technician already added the refrigerant material item to the invoice:
    1. Edit the refrigerant material item.
    2. Update the quantity to match the total pounds used, as recorded on the completed refrigerant form.
  - If the technician did not add the refrigerant material item to the invoice:
    1. Click **Add Material** on the job invoice.
    2. Search for the appropriate refrigerant item in the Pricebook.
    3. Select and add the refrigerant item to the invoice.
    4. Update the quantity to match the total pounds used, as recorded on the completed refrigerant form.
4. Link the refrigerant invoice item to the location equipment where the refrigerant was used.
  - Click on the **Equipment** dropdown menu.
  - Select the equipment that the refrigerant was used for.

![Invoice details showing HVAC maintenance costs and equipment information for refrigerant usage.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-kocso74l.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
5. **Save** the invoice.

The refrigerant charge now appears on the customer's invoice.

> [!TIP]
> **Tip:** For setting up dedicated refrigerant pricebook items by type and tracking them, see *Manage Parts & Purchase Orders*. Billing can also be handled by the technician in the field — coordinate with your team on the preferred workflow.

## Reporting on refrigerant data

There are two ways to report on refrigerant usage. Use both to maintain complete records:

- Form data for the compliance record
- Invoice data for financial reconciliation

### Report on form data

Form data reflects exactly what technicians entered into the Refrigerant Tracking form and is the recommended workflow for recordkeeping.

Build a custom report using the *Form Submissions* report template:

1. Go to the navigation bar and click **Reports > Create Report**.
2. From the *Choose report type* section, select **All**.
3. From the *Select a report template* section, select **Form Submissions**.
4. Select the appropriate columns you want to see in your report and click **Next**. For more, see [Form Submissions report template](/construction/docs/form-submissions-report-template-2).

![Report creation interface showing options for selecting report type and template.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-7heegw2j.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

Once the setup is complete, filter the report:

1. Use the *From - To* filter to set your date range.
2. Use the *Form Names* filter to select the refrigerant form you set up.
3. Click **Run Report**.

Each completed form appears as a row, with form questions as columns.

![Report interface for refrigerant tracking with filters and data table displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-e1w3m8ec.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

### Report on invoice data

Invoice data reflects refrigerant charges billed to customers and is useful for tracking revenue and verifying that all used refrigerant has been invoiced.

Build a custom report using the **Invoice Items** report template:

1. Go to the navigation bar and click **Reports > Create Report**.
2. From the *Choose report type* section, select **All**.
3. From the *Select a report template* section, select **Invoice Items**.
4. Select the appropriate columns you want to see in your report and click **Next**. For more, see [Create custom reports](/construction/docs/create-custom-reports).

![Selecting report types and templates for invoice item details in a software interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-8sv03z97.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)

Once the setup is complete, filter the report:

1. Use the *From - To* filter to set your date range.
2. From the report table, click **Filter** ![A simple icon in the shape of a funnel.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-filter-alt.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D) next to the *Item Name* column and filter by your refrigerant pricebook line item.

![Invoice tracking interface displaying filters, item details, and completion date selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-and-use-refrigerant-tracking-for-epa-recordkeeping-image-2z3ss3uf.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A43%3A18Z&se=2026-10-31T01%3A43%3A18Z&sr=c&sp=r&sig=fvVygbzBVxWwN1bUT40yy9oa2qQB5QZcnP%2Bxpwr6s3k%3D)
3. Click **Run Report**.

Each completed form appears as a row, with form questions as columns.

> [!NOTE]
> **Note:** For recordkeeping purposes, treat the form-based report as the authoritative record and use invoice-based reports for financial reconciliation and auditing billing accuracy.

## Before you go live

This is a recommended workflow and example form, not a guarantee of compliance. Before relying on it for recordkeeping:

- Confirm the form fields capture everything your obligations require.
- Verify your processes against **current** EPA, state, and local requirements.
- Have your compliance or legal team review your setup.

## Want to learn more?

- See [Use form triggers](/construction/docs/use-form-triggers).
- See [Create custom reports](/construction/docs/create-custom-reports).
- See [Fill out a Refrigerant Tracking form during a job in the ServiceTitan Field Mobile App](/construction/docs/fill-out-refrigerant-tracking-form-servicetitan-field-mobile-app).

A downloadable log of who changed what record and when.

**What it does:** Provides change history for accountability, error investigation, and compliance across teams.

**Also called:** Change history

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)