Facility management software enables organizations to centrally manage and optimize various aspects of their facilities, including work order management, preventive maintenance, asset tracking, space utilization, inventory control, and reporting/analytics. We used our review methodology to review and rank our favorites.
- MaintainX: Best Overall
- UpKeep: Best for Manufacturing Plants
- FMX: Best for Educational Institutions
- SafetyCulture: Best Multi-Site Support
- eMaint: Best for Property Management
- Fiix: Best Free Option
- Maintenance Connection: Strong Preventative Maintenance Scheduling
- ServiceChannel: Best for Retail and Restaurants
- Maintenance Care: Strong Work Order Management
- Click Maint: Best for Small to Mid-Sized Businesses
1 MaintainX - Best Overall
Why we chose it: MaintainX is our top pick due to its comprehensive features, mobile accessibility, and user-friendly interface. We gave MaintainX a 9.0 score because it offers tools tailored to facility management, including work order management, document storage, preventive maintenance scheduling, customizable templates, and daily operations control. This software enables users to create work orders with photos using their mobile app, which includes the same features as the web-based version.
MaintainX also allows companies to manage different types of maintenance, such as reactive, routine, and preventative maintenance. This flexibility would be a good choice for educational institutions, allowing them to proactively maintain their facilities and equipment and extend asset lifetime. It would also be suitable for healthcare facilities, with its digital audit trails to ensure compliance with OSHA and JCAHO, and it integrates with HIPAA regulations.
We like MaintainX’s competitive and affordable pricing, with plans starting as low as $16 per month. This software is also scalable and meets the needs of companies of various sizes. The one drawback we found when testing MaintainX is the limited customization and reporting capabilities in the lower-tier plans.
2 UpKeep - Best for Manufacturing Plants
Why we chose it: We believe UpKeep is suitable for manufacturing plants due to its preventative maintenance for machines and asset tracking. With UpKeep, users can schedule recurring maintenance tasks based on time or meter readings to extend their asset life and reduce downtime.
We also gave UpKeep an 8.9 score for manufacturing plants due to its unlimited asset tracking. Users can track equipment and discover details like make, model, location, and maintenance history. The mobile app also allows plants to monitor work requests, track inventory levels, create and go through checklists, and scan QR codes from their mobile devices.
UpKeep offers a limited free version so businesses can risk-free test the software before investing. However, one drawback of UpKeep is that open API and integrations are limited to the highest price plan.
3 FMX - Best for Educational Institutions
We chose FMX as a top pick, giving it an 8.0 rating for its customization, maintenance management, and asset tracking. This software offers a ‘pick and choose’ model that allows schools to select and pay for only the features they need. Additionally, staff and teachers can customize approval processes, custom fields, and user permissions, tailoring the software to their operational procedures.
We also like that FMX provides strong tracking capabilities, allowing educational institutions to monitor their assets, such as projectors, computers, printers, and HVAC systems. This feature gives businesses increased accuracy and follows compliance regulations.
FMX’s preventative maintenance scheduling and tracking can also save schools and universities money, helping them extend asset lifespans and reduce the number of breakdowns. It also streamlines maintenance requests from staff, teachers, and students. However, FMX is dependent on cloud deployment, making it unsuitable for companies in areas with unreliable internet connectivity.
4 SafetyCulture - Best Multi-Site Support
Why we chose it: We included SafetyCulture, formerly known as iAuditor, because of its multi-site support and remote accessibility. Users can conduct inspections in any setting—both rural and remote. Once the device is back online, the data will sync, so companies don’t need to worry about losing data while on the go.
We also like that SafetyCulture integrates with asset management software like Samsara, compliance management platforms like ZenQMS, and incident reporting tools, allowing businesses to automate workflows seamlessly. SafetyCulture also features collaboration tools, so teams can share inspection templates, assign tasks, and monitor real-time progress. One drawback we found is that the Enterprise plan requires a custom quote, and their pricing models may be a bit expensive for smaller companies.
5 eMaint - Best for Property Management
Why we chose it: We believe eMaint, a cloud-based CMMS, is best suited for property management companies due to its asset tracking capabilities and impressive maintenance features. It offers preventative maintenance planning so companies can schedule tasks for elevators and equipment, and work order management to manage tenants’ maintenance requests.
We also like that eMaint helps improve operational efficiency and reduce maintenance costs. It offers capabilities like real-time KPIs, condition-based monitoring, customizable dashboards and reports, and integration with BMS and CAD software. However, due to its higher cost, we wouldn’t recommend eMaint for small companies.
6 Fiix - Best Free Option
Why we chose it: Although Fiix is not a dedicated facility management tool, it can track maintenance costs, integrate with financial systems, and optimize asset performance. This makes it a valuable software for companies looking to improve their financial management of physical assets and maintenance operations. Plus, Fiix offers a free plan for small teams so companies can test out the software risk-free.
Fiix allows businesses to track and add maintenance costs, such as parts and labor, to work orders, improving visibility and management of maintenance costs. It can also integrate with finance software like NetSuite and Oracle Cloud so that companies can better track their project spending and accounting processes.
We also like that Fiix provides over 100 templated reports, a custom report builder, and automatic report sending. This feature ensures full visibility of maintenance and equipment data, facilitating data-driven decision-making.
However, we found that Fiix only offers customer support in English and has limited integration options with accounting and finance software.
7 Maintenance Connection - Strong Preventative Maintenance Scheduling
Why we chose it: We like that Maintenance Connection enables the scheduling of preventative maintenance tasks with triggers and alerts, and it can attach relevant documentation like repair manuals and histories. We also chose this software due to its effective assignment, tracking, and documentation of work orders. With this, organizations can reduce reactive maintenance and eliminate asset failures. Each work order can be updated through a mobile device.
Maintenance Connection’s inventory management can automate purchases, and track parts, histories, costs, and usage statics to help lower inventory costs. This software also has a centralized platform to manage assets across multiple sites and share best practices and resources. The one drawback we found with using Maintenance Connection is that adding customizations can be pricey, and reviewers have mentioned that there is a learning curve to the software.
8 ServiceChannel - Best for Retail and Restaurants
Why we chose it: We picked ServiceChannel due to its service provider marketplace and inventory management. The platform offers access to a marketplace of pre-vetted service providers experienced in plumbing, electrical, and refrigeration for retail and restaurant locations.
ServiceChannel also allows tracking of unlimited assets like equipment, vehicles, and facilities, alongside maintenance history, parts inventory levels, and reorder points. This helps both retailers and restaurant managers avoid stockouts.
ServiceChannel also has mobile app accessibility for users to submit requests and track progress from anywhere. One drawback we discovered with ServiceChannel is their limited customization options. While the software offers customizable features, some users mentioned that few options matched their organization’s specific workflows and requirements.
9 Maintenance Care - Strong Work Order Management
Why we chose it: We chose Maintenance Care because it enables easy creation, management, and tracking of work orders, with features like simple request forms, a user-friendly dashboard, and a built-in duplication checker to prevent repetitive tasks. It also supports automatic notifications for new requests and preventive maintenance tasks, deliverable via email or text message to any mobile device.
Additional perks of Maintenance Care include integrations with apps like Zapier, Alexa, and 3DVR and an open API for custom integrations. We also like that it delivers automated out-of-the-box reporting for tasks, forecasts, and asset depreciation.
However, Maintenance Care doesn’t offer auto-generated reports with auto-fill. Also, it provides a mobile app, but only for users who selected the Enterprise Edition at $200/month.
10 Click Maint - Best for Small to Mid-Sized Businesses
Why we chose it: Click Maint is one of our top picks due to its easy-to-use and intuitive interface. Click Maint is designed with a strong user focus, making it easy for non-technical users to navigate. This can be particularly beneficial to small businesses that don’t have a dedicated IT or maintenance staff.
We also like that the CMMS platform offers fast and simple implementation so users can get up and running quickly. Click Maint offers competitive and affordable pricing with flexible payment terms. This aligns well with start-ups or small companies with budget constraints and makes the software more accessible.
However, this software isn’t suitable for large enterprises due to its lack of multi-language capabilities. We wouldn’t recommend it for businesses that need predictive or condition-based maintenance, as it currently lacks those features.
What is Facility Management Software?
Facility management software monitors the health of buildings, spaces, and the equipment in them through tracked repair and facility maintenance work. Also known as computer-aided facility management software, or CAFM software, these solutions can monitor assigned tasks to ensure repair work is done when necessary (corrective maintenance) or as a routine check-up (preventive maintenance).
Most processes are accomplished through:
- Asset management
- Vendor/supplier management (for purchasing parts)
- Maintenance software workflows
Together, these functions act as a unique type of computer maintenance management or CMMS software, helping to automate your facility lifecycle management and avoid downtime, ultimately improving asset efficiency and longevity.
Key Features
- Asset Management: Track and optimize the use of physical assets, including equipment, tools, and machinery. Store location data to know where an asset is at all times.
- Materials Management: Buy the needed parts and supplies for repair work. Ensure materials are only sourced from approved vendors to ensure quality and price points. Streamline the order process and organize purchase orders.
- Maintenance Management: Create service issues and work orders for any needed maintenance, whether corrective, preventive, risk-based, or condition-based. Track the status of work orders in real-time.
- Preventative Maintenance: Create schedules, track procedures, set maintenance routines, and balance workloads. Validate that maintenance events have occurred.
Facility Asset Management Software
Facility management software is much more than asset tracking software. This software is a continuation of asset tracking and provides the tools needed to manage multiple campuses or properties that your business operates.
To determine if you’ll need asset management software or facility management software, you’ll need to consider:
- What types of assets are being managed?
- What does the business plan to do with the assets?
- Who is responsible for the assets?
In short, asset management software aims to squeeze as much value out of an asset as possible and extend its lifespan. A simple way to think about this is that a longer life span equals higher utilization opportunities, which leads to that asset adding more value to your company.
Facility management, on the other hand, wants to have the most optimal work environment by improving business productivity. Compared to asset management software, there is less of a focus on the health of an asset, and more of an emphasis on meeting workplace demands; typically by ensuring the business is running at optimal cost/quality ratios. This means that for every two identical machines if one produces a better quality product, the system will prioritize using the higher quality system.
CMMS Facility Management Software
For companies more concerned about equipment asset management and equipment maintenance (compared to facility maintenance), a CMMS software may be the better fit. Many companies may mistakenly consider the terms “CMMS software” and “facility management software” interchangeable.
CMMS software helps lower the overall cost of maintenance while improving productivity through equipment availability. It tracks maintenance costs and shows which labor resources are invested in asset maintenance. Some CMMS software may also provide location tracking and asset depreciation tracking.
Facility management software acts as a tool that provides comprehensive care of the facilities that make up your business, and includes the following features not found in CMMS:
- Space management
- Energy management
- Real estate and property management
How Much Does Facility Management Software Cost?
This software typically follows a subscription-based model, starting at $5 to $10 per employee per month. However, pricing may vary depending on the organization’s number of employees or users. Additional costs may be associated with this software, from setup fees to ongoing customer support or integration with other systems, which could increase the price to thousands of dollars.
Free Facility Management Software
Only a handful of free options exist such as Fiix and a basic plan on Maintenance Care. These options are meant as starter packages and will charge you for additional functionality down the road. They may also be trial versions of paid options, which give you a preview of what you could get if you purchase the software.
