7 Best Facility Maintenance Software for 2025

Unexpected breakdowns, missed maintenance schedules, and inefficient workflows—these are just a few of the headaches facility managers face every day. Without the right tools, managing a facility can feel like a constant uphill battle, draining time and resources.

Luckily, facility maintenance software offers a solution. By automating tasks, tracking assets, and simplifying work orders, these tools help facility managers regain control, reduce downtime, and keep operations running smoothly.

In this guide, we’ll highlight the 7 best facility maintenance software options that can change how you manage your facilities. Whether you’re overseeing a single building or multiple locations, these tools are designed to make your job easier and your operations more efficient.

What Is Facility Maintenance Software?

Facility maintenance software is a digital platform that helps businesses manage their maintenance tasks and repairs more efficiently. 

It serves as a central hub for organizing work orders, tracking assets, scheduling preventive maintenance, and ensuring seamless communication between teams and vendors.

This software is particularly useful for facility managers who oversee multiple locations or complex operations, as it provides tools to monitor equipment, reduce downtime, and improve overall operational efficiency.

How Does It Work?

Facility maintenance software simplifies how managers handle daily tasks by organizing everything in one place. Here’s how it works:

Creating and Tracking Work Orders

Managers can log maintenance requests, assign tasks, and track their real-time progress. This keeps everyone on the same page and makes sure work gets done on time.

Automating Preventive Maintenance

The software schedules routine tasks like inspections and equipment servicing. Automated reminders help teams stay proactive and avoid costly last-minute repairs.

Tracking Equipment and Assets

It keeps a detailed record of equipment performance, maintenance history, and warranties. This data helps managers plan for repairs or replacements before problems arise.

Improving Communication

Teams and vendors communicate directly through the platform, eliminating back-and-forth emails or missed updates. Notifications keep everyone informed about task changes or completions.

Providing Actionable Insights

Detailed reports show maintenance costs, task completion times, and equipment performance. Managers can use this information to spot inefficiencies and make better decisions.

Key Benefits of Facility Maintenance Software

Facility maintenance software solves common challenges for managers by simplifying operations. Here’s how it works:

• Work orders made simple: Schedule maintenance and other services by providing the location and urgency, and the software finds you local technicians.
• Track assets effortlessly: Monitor equipment performance, maintenance history, and warranties through the platform. Plan repairs or replacements ahead of time to prevent unexpected issues.
• Improved communication: Teams and vendors stay aligned with real-time updates and notifications. Everyone knows what’s happening, eliminating back-and-forth delays.
• Save time and cut costs: The software ensures all the work is done correctly, with manual supervision kept at a minimum. Platforms such as Trillium offer no additional fees, long-term contracts, or minimum commitments, making it a cost-effective solution.

7 Best Facility Maintenance Software Solutions

Here are 7 of the best facility maintenance software solutions that can make a big difference in your workflow:

1. Trillium

Trillium connects you with a network of vetted local service providers. From scheduling (immediately or at your convenience) to follow-ups, every step is managed effectively, eliminating the need for constant supervision.

With real-time tracking and updates, you can monitor work progress and ensure tasks are completed to your exact specifications.

This software is completely free, and there are no hidden fees. It doesn’t lock you into long-term contracts, and there aren’t minimum order volumes or commitments.

Traditional facilities management often has on-site personnel, which you may not need. With Trillium, you can order services when you need them.

Key Features

• 24/7 work order submission: Submit requests anytime for routine or urgent maintenance.
• Service provider dispatch: Local, vetted providers are quickly assigned to your job.
• Task follow-ups: Contractors are monitored to ensure tasks are completed as expected.
• Flexible and cost-effective: There are no hidden fees and no required long-term contracts.
• Real-time updates: Stay informed on maintenance progress from anywhere.
• Intuitive interface: Simple and user-friendly software makes managing work orders a breeze.

Pricing

• Free onboarding with no hidden fees and no monthly minimums.

Facility maintenance software like Trillium takes the stress out of managing daily tasks, helping you run your facilities in a smart and cost-effective way.

Contact sales and see how it can make life easier for you.

2. Worksmith

Source: worksmith.com

Worksmith helps businesses manage maintenance and service requests seamlessly. It connects property managers and tenants with trusted local service providers, making it easy to handle repairs, cleaning, and other facility needs.

The platform is designed to simplify the process from start to finish, helping teams stay organized and focused on their operations.

Key Features

• Service provider network – Easily access a network of reliable providers for any service need.
• Work order management – Submit, track, and manage requests without the hassle of manual processes.
• Preventive maintenance scheduling – Schedule regular maintenance tasks to keep everything running smoothly.
• Real-time updates – Get instant notifications and updates on task progress.
• Vendor management – Manage provider relationships, payments, and schedules all in one place.

Pricing

• Custom pricing

3. ServiceChannel

Source: servicechannel.com

ServiceChannel is a cloud-based facilities management platform. It provides real-time tracking for work orders so businesses can stay updated on maintenance progress and resolve issues promptly. 

The platform also features asset management tools and advanced performance analytics to help organizations make data-driven decisions.

Key Features

• Work order management: Streamline the creation, assignment, and monitoring of maintenance tasks.
• Asset management: Maintain detailed records of equipment and facility assets to improve performance.
• Preventive maintenance: Helps schedule routine inspections and servicing to prevent unexpected breakdowns.
• Analytics and reporting: Gain actionable insights to identify trends, track key performance indicators, and improve operational efficiency over time.

Pricing

• Custom pricing

4. UpKeep

Source: upkeep.com

UpKeep is a mobile-first CMMS designed to improve maintenance and reliability operations. It enables teams to create, manage, and complete work orders from anywhere, combining the ease of pen and paper with modern technology.

With features like preventive maintenance scheduling, asset management, and inventory tracking, UpKeep helps reduce downtime and improve asset health.

Its user-friendly interface ensures technicians and managers can access real-time updates, assign tasks instantly, and stay organized, no matter their location.

Key Features

• Mobile-first design – Access work orders, schedules, and inventory updates wherever you are.
• Automated workflows – Organize task assignments and track progress in real time.
• Inventory management – Stay on top of parts and tools to avoid delays or shortages.
• Preventive maintenance – Schedule and trigger work orders automatically based on meter readings and more.
• Asset management – Monitor asset health to increase availability and make informed repair or replacement decisions.

Pricing

• Lite: $20/user/month – Includes unlimited work orders and 24/7 support.
• Starter: $45/user/month – Adds preventive maintenance and inventory tracking.
• Professional: $75/user/month – Includes advanced analytics and offline access.
• Business Plus: Custom pricing – Offers workflow automation and custom integrations.

5. Hippo CMMS

Source: hippocmms.com

Hippo CMMS, part of Eptura, is a maintenance management platform designed to improve workflows for businesses of all sizes. Known for its ease of use, Hippo eliminates complexity by offering an intuitive interface that simplifies creating, tracking, and completing maintenance tasks.

With features like drag-and-drop scheduling and customized dashboards, Hippo helps teams stay efficient and organized while maintaining a clear overview of asset health and performance.

Key Features

• Drag-and-drop scheduling – Easily assign and adjust maintenance tasks to meet your team’s needs.
• Custom dashboards – Tailor data views to track key metrics and workflows.
• Asset tracking – Monitor equipment health, manage warranties, and schedule proactive maintenance.
• Work order management – Improve task creation, assignment, and progress tracking.
• Inventory control – Manage spare parts and supplies to avoid shortages and downtime.

Pricing

• Custom pricing

6. Fiix CMMS

Source: fiixsoftware.com

Fiix CMMS is a cloud-based maintenance management platform designed to simplify and optimize maintenance workflows. It enables organizations to move from reactive to proactive maintenance, helping reduce downtime, improve asset performance, and increase efficiency.

With a user-friendly interface and advanced integration capabilities, Fiix allows teams to improve maintenance operations and make data-driven decisions.

Key Features

• Work order management – Create, assign, and monitor work orders to ensure timely completion.
• Preventive maintenance scheduling – Automate routine maintenance tasks based on time, usage, or condition.
• Asset management – Track asset performance and maintenance history to extend equipment lifespan.
• Inventory tracking – Manage parts and supplies to avoid delays caused by shortages.
• Mobile access – Access maintenance tasks and asset details from anywhere, even offline.

Pricing

• Basic Plan: $40/month per user – Ideal for small teams with essential features.
• Professional Plan: $60/month per user – Includes advanced reporting and integrations.
• Enterprise Plan: Custom pricing – Tailored for larger organizations with complex needs.

7. Limble CMMS

Source: limblecmms.com

Limble CMMS offers a modern, easy-to-use platform for facility maintenance. Designed for flexibility, it caters to businesses of all sizes, allowing users to handle work orders, schedule preventive maintenance, and track assets from anywhere. 

Its intuitive mobile interface makes it suitable for technicians and managers who need real-time updates and on-the-go access.

Key Features

• Work order management – Create and track tasks with ease.
• Preventive maintenance scheduling – Plan recurring tasks to reduce downtime.
• Mobile-friendly interface – Update and manage maintenance tasks on-site.
• KPI tracking – Monitor performance metrics to improve operations.

Pricing

• Basic: Free – Includes work order management for small teams.
• Standard: $28/month per user – Adds preventive maintenance and real-time reporting.
• Premium+: $69/month per user – Includes workflow automation and inventory management.
• Enterprise: Custom pricing – Tailored for large organizations with advanced controls and integrations.

How to Choose the Right Facility Maintenance Software

Finding the right facility maintenance software doesn’t have to be complicated. Here’s how to narrow down your options and choose the best fit for your team:

Know Your Team’s Needs

Think about what’s slowing your team down. Are work orders getting lost? Is equipment maintenance falling behind? Make a list of the key issues the software should address.

Consider Your Team Size and Operations

The size of your team and the complexity of your operations matter. Small teams may only need basic tools like work order management, while larger teams or businesses with multiple locations will benefit from features like detailed reporting and asset tracking.

Look for Ease of Use

Complicated systems can frustrate your team. Choose software with a clean, easy-to-navigate interface. Mobile access is a big plus for teams who need to manage tasks on the go.

Stay Within Your Budget

Only pay for the features you’ll actually use. Many providers offer flexible plans, so you can choose a solution that fits your facility management team’s needs and budget without overspending.

Best Practices for Implementing Facility Management Software

Here’s how to make getting started with facility management software simple:

Understand Your Needs

Pinpoint your team’s biggest challenges, like tracking work orders, scheduling maintenance, or managing assets. Choose software that directly addresses these problems and aligns with your goals.

Get Your Team Involved

Ask your team for input before selecting a tool. Their feedback ensures the software fits into daily workflows and increases the likelihood of smooth adoption.

Start Small

Focus on learning the essential features, such as work order management and scheduling. Once your team feels comfortable, you can explore more advanced tools and capabilities.

Connect with Your Current Tools

Integrate the software with existing systems like accounting or inventory tools. This ensures data flows smoothly across platforms and enhances overall efficiency.

Train Your Team

Provide clear training and ongoing support to help everyone use the software. A confident team will adapt quickly and see immediate benefits.

Review and Improve

Regularly assess how the software is improving your operations. Use team feedback to fine-tune processes and make the most of its features.

Keep Your Business Running Smoothly with Trillium

Facility maintenance software should make something as simple as repair easier. Trillium stands out with its free and flexible platform with no additional fees, no hidden costs, and no long-term contracts.

Unlike the other software in this list, it eliminates high markups and unnecessary on-site personnel. You only pay for services when you need them.

Ready for an easier and smarter approach? Call (844) 344-3433 today or fill out this form and see the difference yourself.

FAQs About Facility Management Software

What is the best software for facility management?

The best facility maintenance management software depends on your specific needs. Tools like Trillium Facility Maintenance Software are great for real-time work order tracking and vendor coordination, while others like UpKeep focus on mobile functionality. Consider your team size, budget, and required features when making a decision.

What is CMMS in facility management?

CMMS stands for Computerized Maintenance Management System. It is software that helps facility managers plan, track, and manage maintenance tasks such as work orders, preventive maintenance, and asset tracking. CMMS tools improve efficiency by centralizing all maintenance-related information.

What are CAFM and CMMS?

CAFM (Computer-Aided Facility Management) and CMMS are both tools for facility management, but they serve slightly different purposes. CAFM focuses on space planning, asset tracking, and facility optimization, while CMMS is primarily used for managing maintenance operations, scheduling, and tracking equipment performance. Some software solutions combine both functionalities for a comprehensive approach.

How does facility maintenance software handle asset data and work with existing systems?

Facility maintenance software tracks asset data, including performance, maintenance history, and lifecycle details, in one place. It integrates with existing systems like ERP or accounting tools to ensure smooth workflows and easy access to real-time information, helping managers make smarter maintenance decisions.