Log refrigerant and track cylinders (EPA 608)

Overview#

Every pound of refrigerant added to or recovered from a unit is logged against that unit, the job, the technician (with their EPA 608 certification number) and the cylinder it came from or went into. Cylinders are weighed in and out so balances match the scale. Log entries are never edited; corrections are new entries. These records feed leak-rate tracking and the compliance report.

Before you start#

• Logging needs refrigerant.log (Technician, Dispatcher) on jobs you can reach, or compliance.manage.

• Cylinders need compliance.manage (Owner, Admin, Dispatcher). Everyone with compliance.read can view.

• The unit needs its refrigerant (and ideally its charge) on the equipment record.

• TradesWork compliance tools are informational, not legal advice. Keep records at least 3 years.

Steps#

Log refrigerant (Field app)#

1. Open the unit on the appointment and tap Refrigerant.

2. The header shows the refrigerant and charge, any A2L or ozone-depleting warning, whether leak-rate rules apply, any open leak case, and your EPA 608 certification.

3. Choose Added or Recovered and enter How much (lb and oz).

4. Pick the cylinder from the list ("{label} · X left"), or Scan cylinder label. Recovered refrigerant must go into a recovery cylinder.

5. Toggle I found a leak if so, add a Note (optional), and tap Save entry.

6. If the charge pushes the unit over its leak-rate limit, you'll see "Leak rate X%/yr is over the Y% limit: the office has 30 days to get it repaired." Entries save offline and sync later.

Weigh in a cylinder (office)#

1. Go to Purchasing › Refrigerant Compliance › Cylinders.

2. In Weigh in a cylinder, enter Label, Barcode / QR (optional), Refrigerant, Kind (New refrigerant or Recovery), Tare (lb + oz), Gross on the scale, Capacity (net), Assigned to, Location and Supplier.

3. Click Weigh in. The net is gross minus tare.

Keep cylinders accurate#

• Re-weigh: enter the scale reading; the scale wins and the difference is logged. Cylinders flagged Re-weigh need this.

• Weigh out: when a cylinder is empty or returned, its balance goes to zero.

• Change Assigned to or Location and click Save.

Cylinder statuses: In service, Empty, Returned.

Review the log#

1. Open Refrigerant log. Filter From / To and click Show (default: last 30 days).

2. Columns: When, What, Amount, Refrigerant, Unit, Job, Cylinder, Technician, EPA 608 # and Leak rate. Warning badges flag problems such as no certification on file.

Settings that change this#

• Refrigerant Compliance › Leak cases › leak engine settings (what's tracked and how leak rate is calculated).

• Refrigerant Compliance › Certifications: technicians' EPA 608 cards.

Tips#

• Assign cylinders to technicians so the Field app lists "My truck" cylinders first.

• Re-weigh flagged cylinders promptly; flags come from charges larger than the balance or recoveries past capacity.

Troubleshooting#

• "That cylinder holds a different refrigerant. Refrigerants are never mixed."

• "Recover only into a recovery cylinder."

• "Pick the recovery cylinder it went into."

• "This unit has no refrigerant on its record. Add it on the unit first."

• "This unit's record says R-X. Fix the unit's refrigerant first if it was converted."

• "That cylinder isn't in service (empty or returned)."

• "The scale reading is below the cylinder's tare weight."

FAQ#

Does a missing certification block logging? No. The entry is saved and flagged (for example "No EPA 608 certification on file.") so the office can fix it.

Can I edit a wrong entry? No. Log a correcting entry.

Coming from ServiceTitan#

• Similar to: refrigerant usage tracking on jobs.

• Different: cylinders are weighed in and out with balances, and every entry carries the technician's certification number.

• Where it lived: ServiceTitan refrigerant tracking; Purchasing › Refrigerant Compliance in TradesWork.