Best Refrigerant Compliance Software for 2026
With 40 CFR Part 84 Subpart C now in effect and the 15-pound threshold bringing hundreds of thousands of additional systems under federal oversight, spreadsheet-based compliance tracking is no longer viable for most operations. This guide compares the leading refrigerant compliance platforms — their features, pricing, and fit for different types of organizations.
Disclosure: This site is operated by the team behind RefriTrak. We've done our best to provide an accurate and fair comparison, but readers should be aware of this relationship. All pricing and feature information was gathered from publicly available sources and is current as of March 2026.
What to Look for in Refrigerant Compliance Software
Before diving into specific platforms, here are the criteria that matter most when evaluating refrigerant tracking software for Subpart C compliance:
Automatic Leak Rate Calculations
The software should calculate both annualized and rolling average leak rates automatically when service data is entered. Manual calculations invite errors and missed thresholds. Look for automatic threshold alerts tied to the correct rates: 10% for comfort cooling, 20% for commercial refrigeration, 30% for industrial process refrigeration.
Audit-Ready Records
When the EPA asks for your records, you need to produce them — complete, organized, and covering every required data element. The platform should export compliance reports in a format suitable for regulatory inspection, not just raw data dumps.
Field-Friendly Data Entry
If the tool is too cumbersome for a technician to use on-site, data will not get entered. QR code scanning, mobile-optimized interfaces, and the ability to process existing work order formats (PDFs, photos, scanned tickets) all reduce friction.
Transparent Pricing
Some platforms require contacting sales for a quote, which typically means enterprise-level pricing. Others gate essential features behind higher tiers. Know what you are paying for and what features you actually need before committing.
US-Based, Security-Conscious, Industry-Knowledgeable
Your refrigerant records contain operational data about your facilities. The platform handling that data should be US-based (your data is subject to US regulations), have credible security practices (SOC 2 compliance or equivalent), and be built by people who actually understand refrigerant regulations — not just software developers who saw a market opportunity. Ask: who built this? Do they hold EPA Section 608 certification? Have they worked in the refrigerant industry?
Quick Comparison
| Platform | Starting Price | Best For | Auto Leak Calc | Pricing Model |
|---|---|---|---|---|
| RefriTrak | Free / $15/mo | Contractors, property managers, all sizes | Yes | Per user, all features |
| Parasense (MSA Bacharach) | Free | Equipment owners, multi-site operators | Yes | Free software; paid managed services |
| FMHero | Free / $15/mo | Individual technicians, small contractors | Limited | Per tech; non-tech users free |
| Fexa Trakref | Quote-based | Enterprise (100+ locations) | Yes | Custom enterprise pricing |
| ServiceChannel | Quote-based | Enterprise FM with refrigerant needs | Yes | Custom enterprise pricing |
| RefriComply | $29/mo | Small contractors | Yes | Tiered by users/equipment |
| Benchmark Gensuite | Quote-based | Enterprise EHS programs | Yes | Custom enterprise pricing |
| ServiceTitan | ~$145/tech/mo | Large HVAC contractors (field service) | No | Per technician |
RefriTrak
RefriTrak is a purpose-built refrigerant tracking and compliance platform designed for HVAC contractors, property managers, and equipment owners. The platform was founded by a software engineer with direct refrigerant industry experience — including time at A-Gas, one of the world's largest refrigerant lifecycle management companies — and who holds EPA Universal 608 certification. That combination of technical and industry expertise is uncommon in this space.
Key Features
- Automatic EPA leak rate calculations (annualized and rolling average) with threshold alerts
- AI-powered work order processing — forward contractor emails and the system extracts refrigerant data automatically
- QR code scanning for on-site equipment identification and service logging
- Cylinder tracking with movement history and map visualization
- Multi-location management with centralized compliance dashboard
- Customer compliance portals for property managers to give building owners visibility
- Chronic leaker detection and compliance deadline alerts
- Audit-ready PDF/CSV exports
- API access and SSO integration
Pricing
$15/month per user (billed annually). One plan with every feature included — no tiers, no gated features. A free plan is available with up to 500 entries/month and 2 users, with full feature access (not feature-limited). Volume pricing is available for organizations with 10+ seats.
Security
SOC 2-ready architecture, AES-256 encryption at rest and in transit, TLS 1.3 enforced, hosted on Vercel and AWS with geographic redundancy and daily automated backups.
Best For
HVAC contractors of any size, property managers with multi-building portfolios, and equipment owners who need a single platform that handles everything from field data entry to compliance reporting. The AI work order processing is particularly valuable for property managers who receive documentation from multiple contractors in different formats.
Standout: The flat $15/month pricing with every feature included is the most straightforward model in this space. Most competitors either gate features behind higher tiers, charge per equipment unit, or require quote-based enterprise pricing. Every user — whether a technician, manager, or admin — has access to the same capabilities.
Parasense (MSA Bacharach)
Parasense is a refrigerant compliance platform from MSA Safety (which acquired Bacharach, a well-known name in refrigerant leak detection hardware). The software itself is free — MSA generates revenue from optional managed services like data importing, proactive compliance review, report preparation, and contractor coordination.
Key Features
- EPA 608, CARB, and F-Gas compliance tracking
- Automatic leak rate calculator (rolling 12-month view)
- Compliance calendar with automated reminders
- Asset database with make, model, refrigerant type, and GWP tracking
- Tiered user roles
- Unlimited users, sites, and assets on the free plan
Pricing
Free — full features, unlimited users, sites, and assets. Paid managed services are available for organizations that want hands-on support with data migration, compliance review, and reporting.
Best For
Equipment owners and multi-site operators who want solid compliance tracking without a monthly software cost. The MSA/Bacharach pedigree lends credibility, and the free tier is genuinely full-featured.
Consideration: The free model means MSA's revenue incentive is on the managed services side, not the software side. This can be an advantage (no subscription cost) or a disadvantage (potentially less active software development compared to paid platforms). The absence of AI-powered work order processing and contractor portal features means more manual data entry.
FMHero
FMHero positions itself as "Built By Techs for Techs" — a mobile-first platform designed primarily for individual HVAC technicians and small service companies. The product follows a "Scan, Record, & Go" philosophy focused on simplifying field documentation.
Key Features
- Refrigerant cylinder tracking (incoming/outgoing/in-use stages)
- Camera-based equipment scanning and nameplate reading
- Service history documentation
- Mobile appointment scheduling and dispatch (Team plan)
- Location-aware GPS functionality
- Web dashboard for contractors (HeroPro and Team plans only)
Pricing
| Plan | Monthly | Annual | Notes |
|---|---|---|---|
| Hero (Free) | $0 | $0 | 1 user, mobile app only, no web access |
| HeroPro | $25 | $15/mo | 1 user, adds web access and advanced features |
| Team | $39/user | $25/user/mo | Multi-user; only techs/field users pay |
| FacilityOps | Quote-based | For equipment owners — coming soon | |
Best For
Individual HVAC technicians who want a free mobile tool for basic service documentation. The free Hero plan is genuinely useful for solo techs who need to track cylinders and log service calls from their phone.
Consideration: FMHero's free tier is mobile-only with no web interface — you cannot access your data from a desktop. The pricing model where "only techs and field users pay" sounds attractive, but it means the people who need compliance oversight (managers, compliance officers) are using a system designed primarily for technician field documentation. The FacilityOps product for equipment owners is listed as "coming soon" — meaning the owner/property manager workflow is not yet available. For organizations where both managers and technicians need the same level of access, a platform with a single unified experience may be more practical.
Fexa Trakref
Fexa Trakref (formerly Trakref, now part of the Fexa platform) is the most established name in refrigerant compliance software. Their customer list includes Dollar General, Foot Locker, Rite Aid, and Prada — this is enterprise-grade software for organizations managing hundreds or thousands of systems across many locations.
Key Features
- Asset tracking across locations with inspection and repair records
- Built-in federal, state, and regional regulations (EPA, CARB, SEC) automatically incorporated into workflows
- One-click audit report generation
- Mobile app for field operations with offline data entry
- API integration with third-party CMMS platforms
- ESG/sustainability reporting (Scope 1 fugitive emissions)
- Integration with the broader Fexa CMMS ecosystem (work orders, provider network, facilities management)
Pricing
Not publicly disclosed. Requires a demo and custom quote. Based on industry estimates and the enterprise customer profile, expect pricing in the range of $500+/month depending on the number of locations and systems. This is not a self-service signup product.
Best For
Large enterprises managing refrigerant compliance across 100+ locations. If you are a national grocery chain, retail brand, or multi-site operator with an existing CMMS and need deep integration, Fexa Trakref is the incumbent solution.
Consideration: The enterprise focus means this platform is likely overkill (and overpriced) for small to mid-size contractors and property managers. The lack of transparent pricing is a barrier for organizations that want to evaluate cost before committing to a sales process.
ServiceChannel
ServiceChannel is a comprehensive facilities management platform used by over 600 brands — including grocery stores, restaurants, retail, healthcare, and hospitality. Refrigerant tracking is a module within the broader FM platform, not a standalone product.
Key Features
- Refrigerant tracking integrated with work orders, asset management, and preventive maintenance
- Service provider marketplace and coordination
- Multi-location facilities management
- Compliance tracking and reporting
Pricing
Not publicly disclosed. Enterprise sales process required. ServiceChannel is a full FM suite — you are paying for much more than refrigerant tracking alone.
Best For
Organizations that already use (or need) a full facilities management platform and want refrigerant tracking integrated into their existing FM workflow. Not appropriate if your only need is refrigerant compliance — you would be buying an entire FM suite to get one feature.
RefriComply
RefriComply is a new entrant that appeared in early 2026, positioning itself as a Subpart C compliance tool with automatic leak rate calculations, QR code logging, and audit-ready reports.
Key Features
- Automatic leak rate calculations (annualizing and rolling average)
- Compliance alerts with color-coded dashboard
- QR code scanning for 30-second service logging
- Audit-ready PDF reports
- ALD calibration tracking (Pro plan and above)
- Optional offline mobile app
Pricing
| Plan | Monthly | Users | Equipment Limit |
|---|---|---|---|
| Solo | $29 | 1 | 50 units |
| Pro | $59 | 5 | 200 units |
| Business | $99 | 15 | 500 units |
Features are also tiered: ALD tracking, photo/signature capture, and multi-location support are gated behind the Pro and Business plans. No free tier is available.
Due Diligence Warning
RefriComply warrants caution. Our research found no verifiable information about the company behind this product — no company address, no team page, no LinkedIn presence, no Crunchbase profile, and hidden WHOIS registration. The feature set and positioning closely mirror established tools in the space, but without any transparency about who built it or where it operates from.
When evaluating any compliance platform, you are trusting it with sensitive operational data about your facilities. At minimum, you should be able to verify that the company is US-based (your data is subject to US regulations), that it has credible security practices, and that the team has actual refrigerant industry expertise. A platform with no discoverable corporate identity raises questions that should be answered before you upload your equipment inventory and compliance records to it.
Other Enterprise Options
Several broader EHS (Environment, Health & Safety) platforms include refrigerant compliance modules. These are relevant for organizations that already have or need a comprehensive EHS program:
Benchmark Gensuite
Enterprise EHS platform that recently expanded its refrigerant leak management module for Subpart C. Integrates with Microsoft 365 and SAP. Custom pricing. Best for organizations with existing EHS programs that want refrigerant tracking as part of a broader compliance suite.
Sphera
Comprehensive environmental management platform targeting Fortune 500 companies. Refrigerant lifecycle management is one module within a larger platform. Pricing starts around $99/month but scales significantly for enterprise deployments.
ERA Environmental
Modular EHS platform covering air, waste, water, and refrigerants. Includes EPA Section 608 reporting and Scope 1 GHG emission roll-ups. Starts at approximately $125/year for basic access. Better suited for manufacturers and facilities with broad environmental reporting needs beyond just refrigerants.
Accruent Observe
Facilities management platform with refrigerant level monitoring, leak rate alerting, and technician certification tracking. Custom pricing. Targets multi-site retail and commercial facilities.
What About ServiceTitan?
ServiceTitan is the dominant field service management platform for HVAC contractors, with pricing around $145–$300+ per technician per month. It handles dispatching, scheduling, invoicing, and basic refrigerant inventory tracking.
However, ServiceTitan is not a refrigerant compliance platform. It does not automatically calculate leak rates, does not provide threshold alerts, does not track ALD calibration, and does not generate Subpart C compliance reports. Many HVAC contractors use ServiceTitan for their field operations and a separate purpose-built tool for refrigerant compliance. If you are already paying $145+/tech/month for ServiceTitan, adding a dedicated compliance platform at $15–25/user/month is a relatively small incremental cost for a critical regulatory need.
Your Evaluation Checklist
Before committing to any platform, verify:
- □Automatic leak rate calculation — Does the system calculate both annualized and rolling average rates automatically? Does it alert at the correct thresholds (10%, 20%, 30%)?
- □Chronic leaker detection — Does it flag equipment that has lost 125%+ of its full charge in a calendar year?
- □Audit-ready exports — Can you produce a complete compliance report with all required data elements in a format the EPA will accept?
- □Field usability — Can a technician enter service data on-site in under a minute? Does it support QR codes, mobile access, or work order forwarding?
- □Transparent pricing — Is the cost clearly published? Are features gated behind higher tiers? Are there equipment or user limits?
- □Company credibility — Is the company US-based? Can you verify who built it? Do they have refrigerant industry experience or EPA 608 certification? Are security practices documented (SOC 2, encryption standards)?
- □Data portability — Can you export all your data if you switch platforms? CSV/PDF export capabilities are essential.
- □Multi-location support — If you manage multiple properties, can you see compliance status across all of them from a single view?
Bottom Line
The right platform depends on your organization's size and needs:
For contractors and property managers (any size)
RefriTrak offers the most complete feature set at the most straightforward price point. $15/month per user with every feature, no equipment limits, no tiered gating. The AI work order processing and multi-location dashboard make it particularly strong for property managers juggling multiple contractors and buildings.
For budget-constrained equipment owners
Parasense (MSA Bacharach) is a legitimate free option with solid compliance features. If your primary need is tracking and reporting without AI automation, it is worth evaluating.
For solo technicians
FMHero's free mobile app is a useful field documentation tool. Just be aware that it is not a full compliance platform and the owner/manager experience is still in development.
For large enterprises (100+ locations)
Fexa Trakref is the established enterprise solution with deep CMMS integration and ESG reporting. Expect enterprise pricing and a longer sales cycle.
Related Resources
- EPA Subpart C: Complete Compliance Checklist for 2026 — Understand what you need to track before choosing a tool
- Recordkeeping Requirements Under § 84.106 — The specific data elements your software must capture
- How to Write Compliance Into HVAC Service Contracts — How your software choice affects contractor data flow
- Does 40 CFR Part 84 Apply to My Building? — Determine whether your property needs compliance tracking
- Who Gets Fined? Real EPA Enforcement Cases — The cost of not having a compliance system in place