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.

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:

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.

To import the sample form from your device:

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Forms.

3. Click Import. For more, see Create a form in ServiceTitan.

   

4. Click Upload File, then select and upload the Refrigerant Tracking form file you downloaded.

   

5. After the file uploads, click Import.

   

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.

   

Option 2: Create the Refrigerant Tracking form

To create the form:

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Forms.

3. Click Create Form. For more, see Create a form in ServiceTitan.

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.

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: Assigning the form to a piece of equipment keeps the activity tied to the correct equipment record.

   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.

   

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

  

To configure a Completed Form alert:

1. Go to the top toolbar and click Settings .

2. In the side panel, click Integrations > Alerts.

3. Click Add.

   

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.

   

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.

     

5. Save the invoice.

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

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.

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 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.

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 next to the Item Name column and filter by your refrigerant pricebook line item.

   

3. Click Run Report.

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

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.

• See Create custom reports.

• See Fill out a Refrigerant Tracking form during a job in the ServiceTitan Field Mobile App.