When the EPA's AIM Act began tightening HFC phase-down schedules, most property managers had no idea how many systems across their portfolio were at risk. A commercial property management firm overseeing 50 buildings — spanning office towers, retail centers, and mixed-use complexes — found itself facing a compliance cliff with no centralized tracking, inconsistent documentation, and hundreds of HVAC units running on refrigerants that were rapidly becoming restricted. They turned to Oxmaint's Compliance Management platform to get ahead of the deadline — and avoided what could have been six-figure fines and emergency equipment replacements. Start your free trial or book a personalized demo to see how Oxmaint handles refrigerant compliance across your entire portfolio.
50
Buildings Brought into Full AIM Act Compliance
100%
Audit-Ready Documentation Coverage
$0
EPA Penalties Incurred After Deployment
6 wk
Time to Full Portfolio Visibility
The Compliance Problem No One Mapped
The AIM Act isn't a distant regulation — it's already in effect. R-410A was banned in new rooftop and split systems as of January 1, 2025. HFC production has already been cut to 60% of baseline levels. And beginning January 1, 2028, mandatory use of reclaimed refrigerant for servicing HFC systems kicks in. For a firm managing 50 buildings, this meant hundreds of affected HVAC units — and almost no centralized record of which refrigerant each unit used, when it was last serviced, or whether any documented leaks had occurred. Book a demo to see how Oxmaint maps your refrigerant portfolio in days, not months.
AIM Act Phase-Down: Key Deadlines Every Property Manager Must Know
2022
10% HFC production reduction begins
2024
60% reduction in HFC allowances. R-410A banned in new chillers
2025
R-410A banned in new rooftop units & split systems
Now
2026
R-410A banned in new VRF systems. EPA Leak Management Rule in effect
2028
Mandatory reclaimed refrigerant for all HFC system servicing
2036
HFC production reduced to 15% of baseline. Virgin R-410A nearly unavailable
By 2036, only 15% of 2021 HFC baseline levels will be allowed in the U.S. market. Property managers without a transition plan will face surging refrigerant costs, scarce supply, and potential regulatory penalties — all at once.
What the Firm Was Up Against
No Centralized Refrigerant Records
Service records existed in paper binders across 50 sites. No one knew the total refrigerant charge, leak history, or which units used phase-down-affected refrigerants.
Untracked Refrigerant Leaks
Technicians topped off refrigerant during service calls without logging charges against a unit's total charge — leaving the firm blind to EPA leak rate thresholds.
No Phase-Down Timeline by Asset
With no asset-level refrigerant tagging, the firm had no visibility into which units would be affected by the 2025 or 2026 restrictions — and when capital replacement would be needed.
Audit Exposure Across All 50 Sites
A single EPA inspection without proper documentation — charge records, leak logs, technician certifications — could result in per-day fines and mandatory corrective action plans.
How Oxmaint Solved It
Oxmaint's Compliance Management module was deployed across all 50 buildings within six weeks. The platform digitized all existing service records, built a live refrigerant registry by asset, and automated the tracking, alerting, and documentation workflows the firm needed to stay ahead of every AIM Act deadline. Sign up free to start mapping your refrigerant assets today — no credit card required.
01
Refrigerant Asset Registry Built Across All 50 Sites
Every HVAC unit was tagged with refrigerant type, total charge weight, GWP classification, install date, and AIM Act impact status. Built from existing service records in days — no new hardware required.
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02
Leak Rate Tracking Against EPA Thresholds
Every refrigerant top-off is logged against the unit's total charge. Oxmaint automatically calculates annual leak rates and flags units approaching or exceeding EPA thresholds — before a violation occurs.
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03
Phase-Down Deadline Alerts by Asset
Each unit affected by the 2025, 2026, or 2028 deadlines was flagged with a replacement planning window. Facilities directors received automated alerts 12 months before each unit's compliance deadline.
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04
Automated Compliance Documentation
Every service event, refrigerant charge, technician certification, and inspection is time-stamped and stored automatically. Audit-ready reports can be generated for any site, any date range, in under two minutes.
Is Your Portfolio Ready for AIM Act Scrutiny?
Oxmaint builds your refrigerant compliance registry, tracks leak rates, and auto-generates audit documentation across every building you manage — so an EPA inspection is never a surprise.
Before vs. After: The Compliance Transformation
Before Oxmaint Compliance Management
After Oxmaint Compliance Management
The Results: By the Numbers
| Metric | Before | After | Outcome |
|---|---|---|---|
| Buildings with Complete Refrigerant Records | 0 of 50 | 50 of 50 | 100% coverage |
| EPA Penalties Incurred | High risk exposure | Zero | $0 in fines |
| Time to Generate Audit Report | 2 to 3 weeks | Under 2 minutes | 99% time reduction |
| Units Flagged for Phase-Down Replacement | Unknown | Identified & scheduled | 3-year capital plan built |
| Leak Threshold Violations Detected | Not tracked | Auto-flagged | 14 units remediated proactively |
| Deployment Time Across 50 Buildings | — | Full visibility live | 6 weeks from kickoff |
What Oxmaint Tracks for Refrigerant Compliance
Refrigerant Type & GWP
Every unit is tagged with refrigerant type (R-410A, R-22, R-454B, etc.) and GWP classification. AIM Act impact status updates automatically as new EPA restrictions take effect.
Asset registry
Total Charge & Leak Rate
Each refrigerant addition is logged against the unit's total charge. Annual leak rates are auto-calculated and compared against EPA thresholds — flagging violations before they occur.
Leak monitoring
Phase-Down Deadline Tracking
Units are mapped to their applicable AIM Act restriction dates. Replacement planning windows are generated automatically with alerts issued 6 and 12 months in advance.
Deadline alerts
Technician Certification Records
EPA Section 608 certifications for every technician who services refrigerant-containing equipment are stored and linked to each work order — audit-ready at all times.
Technician compliance
Service & Repair Documentation
Every refrigerant service event is timestamped with charge amounts, refrigerant source (virgin or reclaimed), technician ID, and corrective actions — meeting 2028 reclaimed-refrigerant documentation requirements.
Audit trail
Portfolio-Level Compliance Dashboard
One view across all buildings shows compliance status, upcoming deadlines, flagged units, and capital replacement timelines — without pulling a single paper record.
Portfolio visibility
Implementation Timeline
Week 1 - 2
Refrigerant Asset Discovery & Digitization
Existing service records imported and digitized. Every HVAC unit across 50 buildings tagged with refrigerant type, charge, install year, and AIM Act status in Oxmaint's asset registry.
Week 3 - 4
Compliance Rules & Alert Configuration
EPA leak rate thresholds configured per unit. Phase-down deadline alerts activated. Technician certification records uploaded and linked to work order profiles.
Week 5 - 6
Live Compliance Dashboard & First Flags
Portfolio-wide compliance dashboard goes live. 14 units flagged for leak rate issues. First audit-ready report generated for a site undergoing a routine building inspection.
Month 3 Onward
Ongoing Compliance & Capital Planning
Three-year equipment replacement schedule built from phase-down data. Quarterly compliance reports automated for portfolio leadership. All new service events logged automatically via Oxmaint's mobile app.
Don't Let AIM Act Deadlines Catch You Off Guard
Oxmaint maps your refrigerant assets, tracks every leak and service event, and keeps you audit-ready — across every building you manage. No paper. No scramble. No penalties.
Frequently Asked Questions
Which refrigerants are affected by the AIM Act and how does Oxmaint track them?
The AIM Act targets all high-GWP hydrofluorocarbons (HFCs), including R-410A, R-404A, R-134a, and R-507. Oxmaint's compliance module lets you tag every HVAC unit with its specific refrigerant type and automatically maps it to the applicable EPA phase-down schedule — so you always know which units face the next deadline. Start a free trial to begin building your refrigerant registry today.
What documentation does Oxmaint generate for EPA inspections?
Oxmaint auto-generates inspection-ready reports that include refrigerant type and charge per unit, all service events with dates and technician IDs, calculated annual leak rates versus EPA thresholds, technician Section 608 certification records, and refrigerant source documentation (virgin or reclaimed). Reports can be pulled for any building, any date range, in under two minutes. Book a demo to see a sample compliance report walkthrough.
How does Oxmaint help with the 2028 reclaimed refrigerant requirement?
Beginning January 1, 2028, all refrigerant used to service HFC systems must come from reclaimed sources. Oxmaint logs the refrigerant source (virgin or reclaimed) on every service work order — automatically building the documentation trail you will need to prove compliance. Alerts can be configured to flag any service event where reclaimed refrigerant source is not recorded. Sign up free to start building this documentation trail now, ahead of the 2028 deadline.
Can Oxmaint support capital planning for equipment replacements driven by the phase-down?
Yes. Once your asset registry is built, Oxmaint automatically identifies units affected by upcoming AIM Act restrictions and generates a prioritized replacement planning schedule with projected cost windows. This turns compliance deadlines into a structured capital plan — giving leadership the 2 to 3 year runway needed to budget properly instead of reacting to regulatory surprises. Talk to a specialist to build a custom replacement roadmap for your portfolio.
Your Refrigerant Compliance Clock Is Already Running
R-410A restrictions are live. The 2028 reclaimed-refrigerant mandate is coming fast. And an EPA inspection without proper documentation puts every building in your portfolio at risk. Oxmaint gives you full visibility and control — starting from day one.
