ColdLedger keeps your refrigerant register, cylinder history, and RHL licences audit-ready — so an Arctick audit is a non-event.
No credit card required. Free for 14 days.
What's included
ColdLedger tracks every part of your RTA compliance — refrigerant transactions, cylinder histories, technician licences, safe work documentation — and packages it into a report pack when you need it. Each feature is built around the Code of Practice and Arctick audit requirements.
Every transaction is logged with the detail your RTA requires: refrigerant type, quantity, supplier or customer name, and date. Sold transactions link directly to the source cylinder via FIFO consumption tracking, so you can account for every kilogram. Bulk refrigerant transfers record the purchaser's RTA number as required under the Code of Practice. Stock on hand updates in real time — no end-of-month reconciliation.
Supply and reclaim cylinders are tracked separately from the moment they enter your register. Hydrostatic test dates are recorded and the 10-year retest interval is calculated automatically — no manual date arithmetic. FIFO linking traces every sold transaction back to its source cylinder. When a reclaim cylinder is returned for disposal, the supplier, branch, and date are documented and preserved.
Photograph the front and back of a technician's RHL card and ColdLedger extracts the licence number, name, and expiry date via OCR. It then queries the Arctick register directly to confirm the licence class and current status. If a licence is suspended, it is flagged immediately. Expiry reminders go out at 30, 14, and 7 days — to the admin and the licence holder — so renewals never catch you short before an audit.
Centrepiece output
When it is time for your Arctick audit, ColdLedger generates a single PDF containing your refrigerant register, cylinder maintenance history, employee licence status, and an index of signed-off safe work records — formatted for an auditor, not for internal filing. The report covers the audit period you specify. Every section feeds from the records your team has been maintaining throughout the year.
HVAC/R-specific templates for Take 5 pre-task risk assessments, SWMS/JHA, and Safe Work Procedures are built into the platform. Documents move through a structured workflow — draft, submitted, signed off — with sign-off restricted to the appropriate role. Completed documents are linked to tasks and indexed in the audit report pack. If a document is still in draft at audit time, the readiness check will tell you.
Tasks are assigned to technicians and mapped to an RHL licence requirement. If the assigned technician does not hold the required licence class, ColdLedger flags it before the work is dispatched. Overdue tasks — past their due date and not yet complete — surface in the audit readiness check alongside licence and cylinder gaps. Nothing falls through the administrative cracks.
Trade streams
ColdLedger is structured around distinct refrigeration trades — each with its own licence requirements, regulatory obligations, and audit documentation. Choose your stream; the compliance framework is already there.
Automotive air conditioning compliance for ARC licence holders.
Stationary refrigeration and air conditioning compliance for RHL licence holders.
Compliance for refrigerated transport operators and fleet refrigeration technicians.
Large plant and process refrigeration compliance, including NH3 and CO2/R744 systems.
Enterprise tier
Every stream. One audit pack.
For businesses that operate across multiple trade segments — Auto, HVAC/R, Transport, and Industrial — ColdLedger Complete provides a single account, unified reporting, and one audit report pack covering all streams. Flat-rate pricing below the sum of individual streams.
Every tier includes a 14-day free trial. No credit card required.
For individual operators and very small teams getting compliance under control.
1–3 users
The standard choice for growing refrigeration businesses with a team in the field.
4–10 users
For established businesses with larger teams and more complex compliance needs.
10–25 users
Multi-stream for businesses spanning HVAC/R, Auto, Transport, and Industrial.
Contact us
Enterprise pricing — get in touch
All streams, all users
Every tier includes a 14-day free trial. No credit card required.
| Feature | Entry | Professional | Business | Complete |
|---|---|---|---|---|
| Core compliance | ||||
| Refrigerant register (bought, sold, reclaimed) | ||||
| Cylinder and RTA maintenance tracking | ||||
| RHL licence tracking and expiry reminders | ||||
| Arctick audit report pack (PDF) | ||||
| Safe work documentation (Take 5, SWMS, SWP) | ||||
| Task management with licence validation | ||||
| OCR licence card scanning | ||||
| Offline capture (PWA) | ||||
| Risk management plan (RMP) | ||||
| Reporting and audit | ||||
| Audit readiness dashboard tile (RAG) | ||||
| Audit readiness PDF report | ||||
| Integrations and scale | ||||
| API integrations (Simpro, AroFlo, ServiceM8) | ||||
| Data portability guarantee | ||||
| Users included | 1–3 | 4–10 | 10–25 | Unlimited |
| Multi-stream (HVAC/R, Auto, Transport, Industrial) | ||||
| Priority support and onboarding | ||||
Your trial gives you full access to the Professional tier for 14 days — no credit card required. At the end of the trial, choose a plan to continue or your account becomes read-only. Your data is never deleted: you can export everything or upgrade at any point.
No. ColdLedger is a compliance layer, not a job management platform. Keep using your existing tools for scheduling, quoting, and invoicing. ColdLedger handles what they don't: the refrigerant register, RHL licences, cylinder maintenance records, and the Arctick audit report pack.
API integrations (Business and Complete tiers) allow data to flow in from your job management platform automatically. Entry and Professional tiers support CSV import as a straightforward alternative.
Every active person on your account counts as a user — admin, technician, and read-only roles all count. Deactivated accounts do not count toward your limit. If you need to move between tiers as your team grows, you can upgrade at any time and the price difference is prorated.
Pricing applies per stream. A single refrigeration business using the HVAC/R stream pays the plan price shown. If your business spans multiple streams — for example, both HVAC/R and Automotive — ColdLedger Complete is the right fit, at a flat rate below the sum of individual stream prices.
Yes. Your compliance records belong to you. On every tier, you can export your full refrigerant register, cylinder history, licence records, and safe work documents at any time — as CSV or PDF. When you cancel, your account goes read-only for 90 days so you can export anything you need before it is removed.
No. ColdLedger organises and presents the compliance records that your business already needs to keep. The audit readiness report shows gaps in those records — it does not provide legal or regulatory advice. We recommend maintaining a relationship with a compliance consultant for interpretation of Arctick and RTA requirements specific to your business.