Refrigerant leak records, assembled from the tickets your technicians already wrote.

A rack at a grocery store throws a low-receiver alarm. A technician finds a leak at a valve on one circuit, repairs it, adds refrigerant and closes the ticket. Someone else comes back for the follow-up test, and that lands on another ticket, perhaps under the store's general account. Later your compliance lead has to lay the whole story out in order, appliance by appliance.

For the test, AI reads copies of those tickets and your appliance list and drafts a refrigerant record for one appliance at a time: its identification and full charge, each addition and recovery with the ticket it came from, leak inspection and verification test dates, and every entry missing an amount, a date or a follow-up. The leak rate field stays blank. Nothing enters your service management system, and your reviewer sets each draft beside the record your team kept.

Your ticket carries six items. The owner holds two more. Under 40 CFR 82.157(l)(2) and its HFC counterpart in 84.106(l), whoever services an appliance leaves the owner a record of the appliance's identity and location, the date, the parts serviced, the type of work on each part, the name of the person doing it, and the amount and type of refrigerant added. Full charge and leak rate, with the method behind it, sit on the owner's side. A ticket can be complete and the file still unfinished, so the draft shows which of the two is short.

A rack is rarely one appliance. EPA's definition makes each independent circuit in a multi-circuit system a separate appliance, so one rack can need several records, and "rack B" on a ticket may not say which. The full charge behind each record comes from the manufacturer's figure, a calculation from component sizes and piping volume, actual measurements, or an established range whose midpoint serves as the charge. That fourth route has to show the range, the midpoint and how it was set. Revisions carry their dates, and all of it stays on file until three years after the appliance is retired.

Not every test finds a location. A leak inspection record gives the date, the methods used, where each leak was and a certification that all visible and accessible parts were inspected. Standing pressure or vacuum decay tests, sight glass checks, receiver levels, pressure checks and charging charts can show a leak exists, and EPA says they must be paired with a method that locates it. Verification records add each repaired leak tested, the kind of test and its result. A ticket reading "leak checked, OK" answers almost none of that, so it comes back flagged with the entries it would need.

Some additions need a label before anyone counts them. EPA's GreenChill guidance describes a winter charge, extra refrigerant that floods the condenser to hold head pressure, and says heat recovery and gas defrost can shift a system's charge as well. A seasonal variance is refrigerant removed and put back within one consecutive 12-month period, and an owner relying on it keeps records saying so. A mothballed appliance needs the date it went down and the date refrigerant returned. The same leak rate method must run across a facility: Part 84 allows a switch only after buying a facility that used the other one, with both results on record. The draft marks each hint, does no arithmetic, and leaves the ruling to your compliance lead.

California adds to the file, and wants it at the store. Its Refrigerant Management Program has records kept at the facility for at least five years, including every refrigerant purchase invoice, each shipment for reclamation or destruction with its recipient, weight, type, date and purpose, and the measurements and assumptions behind the full charge. Annual reports ask why each reportable charge was added: leak repair, topping off, initial charge or seasonal adjustment, with the technician's ID number and certification type. In CARB's R3 tool, a wrong full charge or refrigerant type has to be corrected by CARB staff, and R3 has no report built for EPA's Section 608 rule, so the federal file has to stand on its own.

When your reviewer says yes, new tickets feed the same draft records for about 30 days, at a fixed price you see before signing.

Your compliance lead approves each entry before it reaches a customer's file or your own. Anything that could mean a repair deadline or a report goes to a certified technician and your compliance lead.

Any further job is a separate decision with its own price, and monthly support starts once a job is live.