THE CHALLENGE

Refrigerant tracking worked, but it wasn't built to scale

Gardiner is a commercial HVAC provider based in Northern Ohio, supporting over 2,000 customers across commercial, healthcare, education, and industrial environments. As customer expectations evolve, the team continues to expand how it captures and delivers asset-level data across its service operations. Refrigerant tracking was becoming a more consistent customer request, requiring accurate and repeatable reporting. While a process existed, data capture varied across jobs, and assembling reports required additional time from leadership. As demand increased, creating a more consistent and scalable approach to refrigerant reporting became a priority.

APPROACH

XOi automated Gardiner's refrigerant tracking end to end

Gardiner implemented a dedicated workflow to capture refrigerant data as part of normal service activity. By embedding required inputs directly into the technician workflow and reinforcing adoption through training and system integration, refrigerant data is now captured consistently at the point of service. This structured approach ensures that each job contributes to a complete, usable dataset, supporting faster and more reliable reporting.

IMPLEMENTATION

Automated report generation from consistently captured field data

As workflows are completed, refrigerant data is automatically structured and made available for reporting. Standardized formats allow reports to be generated quickly without manual consolidation, reducing time spent assembling information and improving consistency across customers.

“We knew refrigerant tracking was important, but until we standardized it, it wasn’t solving the problem. Now it’s saving us time, and we’re ready for where it’s headed.”– Tyler Winfield, Service Operations Leader, Gardiner

66+ hours of manual work eliminated

Manual report assembly dropped to near zero as XOi automated the generation of consistent, ready-to-send refrigerant reports.

Workflow completion +213%

Refrigerant tracking workflow completion increased by 213%, reflecting the impact of making a previously inconsistent process easy and routine for every technician.

THE IMPACT

What changed when data became reliable

Gardiner transformed a manual, time-consuming process into an automated system that scales, cutting 66+ hours of annual labor, boosting workflow completion by 213%, and building the data foundation that lets the team say yes to every refrigerant tracking request.

• 66+ leadership hours reclaimed annually
• 213% increase in refrigerant tracking workflow completion
• Reporting adoption jumped from 50–60% to a fully standardized workflow across the team
• 99% of all technician leads come through XOi (up from 40%)
• 15% total tech generated lead volume increased in 90 days

“We knew refrigerant tracking was important, but until we standardized it, it wasn’t solving the problem. Now it’s saving us time, and we’re ready for where it’s headed.” Tyler Winfield, Service Operations Leader

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