LeakLedgerHow it works
Import, calculate, report: how LeakLedger works
LeakLedger is built around the records your shop already produces. Here is what happens from the first upload to the report you hand your customer.
Step 1
Upload the export you already have
Export your refrigerant service records as a CSV from ServiceTitan or any field-service software — one row per visit, with the date, equipment and pounds added or recovered. Customer, location, serial number, technician and notes help matching.
The first time, you confirm which column is which (we match most automatically and show sample values). LeakLedger saves the mapping and applies it to every later file with the same columns. What to export →
What the import handles for you
- Dates in any common format, pounds written as "8.0", "8 lb" or in the notes
- Initial and follow-up verification tests, leak inspections and retrofit decisions read from the notes
- Routine PM visits with no refrigerant set aside in one tap
- Duplicates within the file, against earlier imports and against entries made by hand
- One line that covers two appliances, split with the amounts pre-filled
Step 2
Your appliance register, built from the file
On a new account nothing matches yet, so LeakLedger proposes the customers, sites and appliances it found. "Rack A", "RACK-A LT" and "Rack A - Low Temp" with the same serial number become one appliance, and the other spellings are kept so the next import matches automatically.
Service exports don't include full charges, and leak rates need them. One worklist shows every appliance without a full charge, with help for each of the four ways §84.102 allows you to determine it — manufacturer's figure, calculation, measurement or an established range.
Refrigerant classes, filled in
LeakLedger flags HFCs and substitutes with GWP above 53, ODS-only refrigerants like R-22 and low-GWP refrigerants like CO₂ (R-744) and R-290 from the refrigerant name, so coverage under §84.106(a) is worked out per appliance. You can change any of it.
Step 3
Every leak rate, with the arithmetic
Each time refrigerant is added, LeakLedger calculates the leak rate with the customer's method — annualizing or rolling average — and compares it with the threshold for the appliance type: 20% commercial refrigeration, 30% industrial process refrigeration, 10% comfort cooling and other appliances (§84.106(c)(2)).
"How this was calculated" shows the numbers, the method and the citation. Where the rule is unclear, the result says "confirm with your compliance advisor" instead of guessing quietly.
× 365 ÷ 122 days since the last addition
= 89.8% per year (annualizing) > 20%
Step 4
Deadlines that follow the rule
When a rate exceeds the threshold, LeakLedger opens the clock and keeps it current as results come in.
Repair & initial test
Due 30 days after the exceeding addition (120 with an industrial process shutdown). §84.106(d), (e)(1)
Follow-up test
Within 10 days of the successful initial test, or of normal operating conditions after an evacuation. §84.106(e)(2)
Leak inspections
Quarterly for commercial and IPR appliances of 500 lb or more, otherwise annual, after the follow-up test. §84.106(g)
Retrofit or retirement plan
Within 30 days when the owner elects to retrofit or retire, or repairs don't bring the rate down. §84.106(h)
Chronic-leak report
125% or more of full charge lost in a calendar year: report to EPA by March 1. §84.106(j)
Weekly email
Every Monday: what's overdue, what's due in 14 days, rows waiting for review, full charges still missing.
Step 5
A report your customer can keep on file
Pick a customer and a date range: LeakLedger produces a PDF with your logo and footer, the appliance register, every service event, every leak-rate calculation with its basis, open deadlines and a list of missing data. Your customer gets something they can hand an inspector; you get a reason to keep the account.
Download a sample reportAlso included
- Team members and technicians, no per-seat fee
- Corrections that keep the original and the reason
- Full export (CSV + original files) any time
- Works on a phone — add it to the home screen
See your own customers' leak rates this week
14-day free trial, no card. Or send us your export and we'll set it up with you.