Refrigerant leak checks, TM44 inspections and HVAC servicing in one register.
Track F-Gas leak checks, refrigerant logs and air-conditioning inspections (TM44) with automatic recurring schedules.
Quick answer
HVAC and F-Gas compliance means managing refrigeration, air-conditioning and heat-pump systems so refrigerants are handled legally, leaks are checked, records are kept and qualifying air-conditioning systems receive TM44 energy inspections. GOV.UK F-Gas and TM44 guidance shape the practical duties around certified engineers, refrigerant records and inspection requirements.
F-Gas duties fall on the operator, meaning the business with real control over the technical functioning of the equipment. TM44 duties fall on the person who controls the air-conditioning system. They must use certified people, keep records and arrange checks or inspections when thresholds apply.
F-Gas leak-check frequency depends on the system CO2-equivalent charge and whether automatic leak detection is fitted. TM44 air-conditioning energy inspections are required every 5 years for systems in scope. Other maintenance frequencies should reflect manufacturer guidance, use and risk.
Keep refrigerant type and quantity records, leak-check reports, repairs, recovery and transfer records, engineer and company certification, F-Gas labels, TM44 certificates and inspection reports. Evidence should show the system, charge size, checks completed, faults found and actions taken.
CertFlow keeps each HVAC asset, refrigerant charge, leak-check schedule and TM44 inspection in one register. Engineers can record checks on mobile, attach photos and certificates, log refrigerant movements, raise remedials and give managers a live view of overdue F-Gas and air-conditioning duties.
The duty
The F-Gas Regulation requires operators of stationary refrigeration and air-conditioning equipment to prevent leaks, carry out regular leak checks based on CO₂-equivalent charge, and keep records for each system.
CertFlow tracks refrigerant charge per system, sets leak-check frequency automatically, and keeps the logs and TM44 inspection reports audit-ready.
Your legal duties
Operators of stationary refrigeration and air-conditioning equipment must prevent leaks and carry out regular leak checks, with the frequency set by the CO2-equivalent charge of each system.
Records must be kept for each system covering the refrigerant type and quantity, the dates and results of leak checks, refrigerant added or recovered, and the certified company or technician who did the work.
Work on F-Gas systems must be carried out by certified personnel, and refrigerant must be recovered for recycling, reclamation or destruction at the end of the system life.
Air-conditioning systems above the relevant output must be inspected by an accredited energy assessor under TM44, at intervals not exceeding five years, producing an inspection report.
How CertFlow handles it
HVAC & Refrigeration runs on the same platform as every other discipline, so the workflow, the registry and the audit trail are identical, whatever your team inspects.
A built-in F-Gas Regulation report template, plus a drag-and-drop builder and bespoke PDF overlay for any client-specific form.
Put every hvac & refrigeration asset on a recurring examination cycle. CertFlow generates the jobs and warns you before anything falls due.
Readings, photos and signatures are captured in the field on mobile, fully offline, and sync the moment a connection returns.
Every hvac & refrigeration certificate is filed in a searchable, exportable compliance registry with a full timestamped history.
From the field
The defects and gaps that come up again and again on hvac & refrigeration inspections, the ones a good system helps you catch before an auditor does.
Why it matters
F-Gas breaches are enforced by the Environment Agency and can bring civil penalties, and missing TM44 inspections carry their own penalties. Poor refrigerant management also means lost gas, higher running costs and avoidable environmental harm.
Free download: the HVAC & Refrigeration duty-holder guideQuestions
Frequency depends on the CO2-equivalent charge of the system: broadly at least every 12 months for systems of 5 tonnes CO2e or more, more often for larger charges, with a fixed leak-detection system reducing the required frequency.
For each system: the refrigerant type and quantity, the dates and results of leak checks, the quantities added or recovered, and the details of the certified company or technician.
A statutory energy inspection of air-conditioning systems above 12 kW by an accredited assessor, at intervals not exceeding five years, which produces a report with recommendations to improve efficiency.
CertFlow tracks the refrigerant charge per system, sets the leak-check frequency automatically from the CO2e charge, and keeps the logs and TM44 reports audit-ready.
Yes. Each system holds its refrigerant type, charge and movement history, which supports both leak-check scheduling and the reporting obligations.
Further reading
What the F-Gas Regulation and TM44 air-conditioning inspections require of equipment operators.
References
Links to primary UK legislation and official regulator guidance. CertFlow is independent and not affiliated with these bodies.
Related disciplines
Written schemes of examination and pressure tests, scheduled and certified.
Domestic CP12 and commercial gas safety. Gas Safe-aligned certificates.
Tank inspections, temperature monitoring and TMV servicing on an L8 cycle.
See it on your data
We'll set up a live environment with your asset types and branding, then walk you through a F-Gas Regulation job end to end.
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