Case Study: How Klimazbyt.pl Automated F-GAS Compliance Across 7 Branches

By Tomek Grabiński•February 22, 2026

Automating manual labour with data entry elimination

Case Study: How Klimazbyt.pl Automated F-GAS Compliance Across 7 Branches

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The Challenge: High Friction in HVAC Documentation

Before implementing FreonFlow, companies like Klimazbyt.pl faced a repetitive administrative hurdle. Filling out an F-GAS declaration was a manual task that required constant context-switching—jumping between the draft, the customer's data, and official registries to verify credentials.

The "Before" state:

  • 5–10 minutes spent manually typing and verifying each document.

  • Customers were forced to search for their own VAT and certificate details to provide data.

  • Risk of typos in VAT numbers (NIP) or certificate digits.

  • Back-office staff had to manually request files from branch clerks, creating internal email clutter and delays.

The Transformation: Validation at the Speed of a Click

With FreonFlow, the manual "hunt for data" has been replaced by an automated handshake with official databases. Klimazbyt.pl implemented the solution across seven of its branches, transforming how they interact with clients and manage data internally.

The "After" state: Now, the branch clerk simply enters a VAT number. FreonFlow instantly pulls verified data from the national registry (Open API) and confirms the F-GAS certificate status directly with the UDT. Clients no longer need to dig through their own files; the system knows exactly who they are and if their credentials are valid.

The Bridge: A Single Source of Truth for the Whole Organization

FreonFlow automates data entry, so it speeds up the sales process, reduces the chance for errors, and serves as a bridge between local branches and back-office operations. For a multi-branch leader like Klimazbyt.pl, it creates a single source of truth about F-GAS declarations within the entire organization.

  • Verified Accuracy: By pulling data directly from government sources, the "human error" factor is removed.
  • Instant Back-Office Access: Administration and accounting teams have direct access to the central repository. They no longer need to ask clerks from branches to send them files—every document is already in the app, organized and ready.
  • Seamless Scalability: The application’s ability to connect with other office systems means the entire organization moves at the same automated pace, regardless of the number of locations.