Tracking a Refrigerant Recharge Job From Leak Find to Recovery, Charge Weight, and Invoice
A walk-in freezer running an R-448A condensing unit is losing charge, or you've got an R-290 self-contained case short on propane — and a recharge is never just "top it off." You have to find and fix the leak, recover what's left, weigh in a fresh charge to spec, and bill every gram. R-Pro's field app captures the on-site reality — nameplate, leak, recovered and added weight, photos — while the office ERP turns those numbers into a priced invoice with refrigerant cost, labor, and tax already calculated.
On site: pin the leak and log every gram of refrigerant
- Scan the condensing-unit or case nameplate to auto-fill the model, serial, and factory charge — so you know whether you're chasing R-448A (a near-azeotropic R-404A replacement, glide matters, liquid charge only) or R-290 propane (A3 flammable, small critical charge, leak-check discipline is non-negotiable).
- Pull up this customer's service history before you touch a gauge: if you recharged the same walk-in six months ago, a repeat top-off is a red flag for an unrepaired leak, not a maintenance item — and the app shows you the last visit instantly.
- Run the symptom through AI fault diagnosis built on 600+ real cases — low suction, frosted evaporator, short-cycling on low-pressure cutout — to separate an actual leak from an overcharge, restriction, or undersized TXV before you vent anything.
- Record the hard numbers as you work: refrigerant type, recovered weight off the scale, leak location and repair (flare, Schrader core, evaporator U-bend), micron level after evacuation, and final charge weight in. Voice memo the messy details while your hands are full.
- Work entirely offline — mechanical rooms, rooftops, and walk-in basements rarely have signal. Everything you log syncs later; nothing waits on a bar of service.
In the office: price the charge, the labor, and the tax — correctly
- Turn the logged charge weight into a priced line: recovered vs. added refrigerant, your per-pound/per-kg rate for R-448A or R-290, and the recovery/reclaim charge — no guessing what you put in three days later.
- Pull the leak-repair parts (Schrader cores, filter-drier, flare nuts, the new TXV) straight from inventory so stock counts drop as the job closes and you see what to reorder.
- Generate a clean invoice or tax invoice with your own country's tax set up the way you need it — VAT, GST, or sales tax, your name and your rate — so the total is right for your region, not a hardcoded assumption.
- Post the job to accounting automatically: the sale lands in revenue, the refrigerant and parts hit purchases/inventory, and net profit on this recharge is visible without a spreadsheet.
- File it on the customer ledger so a returning leak on the same R-448A unit shows up against a paid history — useful for warranty arguments and for spotting the system that should've been condemned, not recharged again.
The connection: weigh it once, bill it once, no double entry
- The charge weight, refrigerant type, and parts you logged at the walk-in flow straight into the office books — you don't re-key the recovery and charge numbers into a separate invoicing app.
- Refrigerant tracking stays honest end to end: what you recovered, what you added, and what you billed all trace back to the same job record, which matters when refrigerant accounting and regulations get scrutinized.
- One subscription covers both the field app and the office ERP, in 10 languages — the tech on the roof and the person cutting invoices are working from the same job, not two disconnected tools.
- Issue a receipt on site the moment the recharge is done, then let the full invoice and accounting entry generate back at the office from the exact same data — the customer gets proof immediately, your books stay accurate.
Track the whole recharge — and bill it right
R-Pro pairs a field app and an office ERP as two equal tools. On site, capture the nameplate, leak repair, recovered and charge weights, and AI diagnosis from 600+ real cases — fully offline. In the office, turn that exact job into a priced invoice with your own refrigerant rate and tax, drop parts from inventory, and post it to your books automatically. One subscription, 10 languages, no double entry.
Get R-Pro →FAQ
How do I log both recovered and added refrigerant on the same recharge?
In the field app you record the job against the customer and equipment, then enter the refrigerant type and the weights — what you recovered off the scale and what you charged back in. Both numbers stay on the job record, so the office side can bill the added charge and account for the recovered amount without you re-entering anything.
Can I set my own refrigerant price and tax for the invoice?
Yes. The office ERP lets you set your per-pound or per-kg rate for R-448A, R-290, or any refrigerant you carry, and you define your own country's tax — VAT, GST, or sales tax — with your own rate and name. The invoice total is calculated for your region, not a fixed default.
Does the app handle R-290 (propane) jobs differently from R-448A?
R-Pro tracks the refrigerant type you scan or enter, so an R-290 self-contained case and an R-448A condensing unit are logged distinctly with their own charge weights and history. The AI diagnosis and case library help you read the symptoms; the discipline for an A3 flammable like propane — small critical charge, strict leak-checking — stays with you, but the record keeps the type and weights straight.
Will this work in a walk-in or rooftop with no signal?
Yes. The field app is fully offline — nameplate scan, leak notes, recovered and charge weights, photos, and voice memos all save locally on the spot. When you're back in coverage it syncs, and the data is waiting in the office ERP to invoice and post to accounting.