Work Order Management
Top 10 Best Work Order Management Software
To ensure smooth production and service delivery, businesses rely on planned maintenance solutions that help streamline processes and reduce downtime, ensuring everything runs like clockwork.
These solutions were once reserved for larger enterprises, but recent advancements in cloud infrastructure have democratized access to sophisticated tools like work order management software.
Without a centralized system for tracking and organizing work orders, communication suffers and order of priorities becomes a mess. Important details might get lost in email threads or handwritten notes, and improper prioritization may cause work orders to get lost in the shuffle.
In this article, we’ll be checking out ten top-notch work order management solutions, unpacking what makes them great and how they can benefit your organization.
What is work order software?
Work order software is a centralized platform for streamlined allocation and execution of maintenance tasks. It enables the maintenance managers to prioritize and execute PM tasks, access information, raise requests, report issues, and manage scheduling efficiently.
The software is gaining popularity due to reduced costs, decreased equipment downtime, and other core functionalities.
Modern work order management software, like Facilio's, uses IoT technology for enhanced predictive maintenance, data analytics, monitoring, automation, and cost savings.
Top work order management software: quick comparison
After extensive research, we've compiled a list of the top ten work order software management solutions worth keeping an eye on. While we haven't personally tested each one, we've gathered information from user feedback, reviews on reputable platforms, ratings, testimonials, and carefully analyzed the features of each product.
Best work order software
Here is the list of the ten best work order software based on their features and user reviews:
- Facilio
- BookingKoala
- Jobber
- RazorSync
- eSPACE
- Kickserv
- ServiceM8
- FieldEdge
- SmartService
- MaintiMizer
Let's go through each of the work order software to understand what sets them apart.
1. Facilio
Facilio offers the most feature-driven work order software on the list.
Its connected computerized maintenance management system (CMMS) provides a one-stop platform for handling all the work order information for your maintenance teams.
Its real-time data insights give a push to your service request and work order process. With the ability to prioritize tasks on its consolidated platform, Facilio presents a flexible work order solution with improved maintenance oversight for operational continuity.
With this software, you can automate work orders using various triggers, such as dates, times, alarms, meter readings, or any unusual activity you define.
Plus, you can stay ahead of any potential issues by proactively monitoring asset health, and set up work schedules for routine checks.
Facilio’s work order software allows you to connect asset actions to alarm triggers to automatically generate work orders and receive instant notifications on asset repair or replacement status.
What’s more, you get excellent customer support.
Want to learn more?
Schedule a demo now and learn what Facilio can do for your business.
Why choose Facilio's work order management solution
#1 Unified O&M solution
Facilio simplifies maintenance and work order tasks by combining them in one easy-to-use platform. You can plan and schedule any maintenance activity from one place, from quick fixes to preventive routine check-ups.
It also provides your vendors and tenants easy access to information, report issues, and log in progress using simple mobile and web portals.
#2 Plug-n-play templates
Facilio allows you to create custom maintenance schedules and order fields and layouts without coding. Facility managers can quickly curb repetitive tasks and welcome streamlined operations using pre-filled templates to optimize productivity and effectiveness.
#3 PPM scheduling/calendar-based dispatch
Facilio lets you drag and drop tasks on a calendar. Plus, it offers ready-to-use checklists and automates workflows, so you can guarantee that work orders are executed accurately and promptly.
#4 Automate work orders from A-B
Automate workflow processes and approvals to match your business needs seamlessly. No need to stick to rigid structures—this software lets you tailor any work order or business process to your liking. Whether it's work orders, alarms, gate passes, or leasing, you can set up everything to recur just the way you want it. From simple if-else conditions to detailed scripts, you're in control.
Other features of Facilio’s work order software:
- Prioritize the urgency level for each work order, consider team size, and estimate the duration needed for completion
- Seamless tracking of work orders with the flexibility to make alterations and notify everyone on the platform
- Tenants can track their service requests status and interact with managers using the mobile app
Connect with Facilio today to streamline your work orders and enhance productivity!
What users like
“The product is synonymous with a clean look and comprises a user-friendly interface. It is fast and shows real-time insights relevant to the situation. However, the most attractive feature of Facilio's software is its easy platform for all users to collaborate and contribute.”
Facilio review, Chris K.
Rating - 4.0 ⭐️⭐️⭐️⭐(Based on Capterra reviews )
See why top CRE leaders are betting their future on data-driven O&M, Check out
2. BookingKoala
BookingKoala is a cloud-based work order management software that allows users to raise work orders, manage appointments, track growth, and more. It offers features like appointment scheduling, personal trainer tools, and yard management capabilities.
Key features of BookingKoala
- Automated scheduling requiring no manual effort once working and provider hours are set
- Staff-specific permission access adjustments
BookingKoala limitations
- The initial setup can be time-intensive and demanding
- The software's extensive features may pose challenges in keeping tabs on work orders
BookingKoala pricing
- Starter: $27/month (monthly plan)
- Growing: $57/month (monthly plan)
- Premium: $197/month (monthly plan)
BookingKoala ratings and reviews
- Capterra: 5/5 (41+ reviews)
Best suitable for
Small to mid-market companies in the fitness, transportation, automotive, and hospitality sectors
3. Jobber
Jobber is a go-to field service work order software for service-focused businesses. It offers CRM tools like client reminders, search, and history. With Jobber, you can raise work orders, optimize routes, and easily handle quotes. It also offers a mobile application.
Key features of Jobber
- User interface is navigable with a well-organized control panel
- Supports sending booking confirmations in various formats
- GPS feature verifies crew locations, addressing disputes about service delivery times
Jobber limitations
- Invoice feature lacks detailed options, such as displaying job balances alongside paid invoices
- Job forms created within the system are not visible from the active job or visit screen
Jobber pricing
- Core: $40/month (annual plan)
- Connect: $104/month (annual plan)
- Grow: $200/month (annual plan)
Jobber ratings and reviews
G2: 4.4/5 (221+ reviews)
Best suitable for
Small businesses and mid-market companies in consumer services, construction, manufacturing, hospitality, and facilities services sectors
4. RazorSync
RazorSync is a work order management software that provides a desktop and mobile application. It allows you to maintain comprehensive records of your customer services and reduce workload.
Its CRM module enables tracking service history and current customer information.
Key features of RazorSync
- Record-keeping capabilities that help streamline administrative tasks
- GPS tracking that allows offices to monitor and adapt field workers' schedules in real-time
- User-friendly interface consolidates customer information in one accessible location
RazorSync limitations
- QuickBooks integration lacks full functionality, requiring manual billing and payroll creation
RazorSync pricing
- Solo: $85/month (annual plan)
- Team: $175/month (annual plan)
- Pro: $360/month (annual plan)
- Enterprise: Pricing available on request
RazorSync ratings and reviews
Capterra: 4.3/5 (497+ reviews)
Best suitable for
Sectors like HVAC, IT or computer repair, cleaning services, and lawn care
5. eSPACE
Offered by Smart Church Solutions, eSPACE is a web-based facilities management tool that helps orchestrate member schedules and integrate HVAC service providers.
Its work order management feature allows administrators to monitor various equipment types like lighting, HVAC, plumbing fixtures, and IT equipment. It offers inventory control, tracking across multiple locations, email notifications, vendor and staff workflow management, and new work order requests.
Key features of eSPACE
- Its life cycle calculator aids in budget planning by estimating facilities’ lifespan and maintenance costs
- Offers HVAC automation features to monitor its operational efficiency
- Integrates with numerous church management software systems, making it especially beneficial for religious organizations
eSPACE limitations
- Absence of single sign-on (SSO) functionality complicates user access management
eSPACE pricing
- Deluxe: $60/month (annual plan)
- Premium: $120/month (annual plan)
- Ultimate: $180/month (annual plan)
eSPACE ratings and reviews
Capterra: 4.4/5 (424+ reviews)
Best suitable for
Religious institutions, NGOs, and educational management arms
6. Kickserv
Kickserv helps with job management, scheduling, invoices, and payments. The software facilitates comprehensive customer data management, encompassing past appointments and lead tracking.
Additionally, the Kickserv app enables users to create custom fields for equipment tracking and conduct searches based on serial numbers.
Key features of Kickserv
- Email and text reminders, coupled with map app integration for tracking and navigation
- Integrates well with financial management platforms like QuickBooks
Kickserv limitations
- Software’s server performance lags and can cause delays
- Software has occasional automation failures alongside invoice and synchronization issues.
Kickserv pricing
- Lite: $47/month (annual plan)
- Standard: $95/month (annual plan)
- Business: $159/month (annual plan)
- Premium: $239/month (annual plan)
Kickserv ratings and reviews
Capterra: 4.4/5 (373+ reviews)
Best suitable for
Organization in the construction, medical, and public safety sectors.
7. ServiceM8
ServiceM8 is a solution that helps run day-to-day operations, jobs, notes, photos, online booking, asset management, invoicing, and payments in a single solution.
The cloud-based work order software provides features like generating professional forms, including JSA’s, Take 5’s, compliance certificates, and vehicle inspections. Users also have access to a filter function to find past work promptly.
Key features of ServiceM8
- Customize invoices and quotes to your preferences
- Accepts card payments on-site via the app
- Automatic backup and secure cloud storage for job history
ServiceM8 limitations
- Support is slow and inadequate, often directing users to paid external support
- Restriction to scheduling only one follow-up for past-due invoices
ServiceM8 pricing
- Starter: $29/month (annual plan)
- Growing: $79/month (annual plan)
- Premium: $149/month (annual plan)
- Premium Plus: $349/month (annual plan)
ServiceM8 ratings and reviews
Capterra: 4.6/5 (302+ reviews)
Best suitable for
Service businesses and contractors, ranging from sole operators to teams of up to 20 staff, in industries such as property maintenance, cleaning, pest control, locksmithing, electrical work, and HVAC services
8. FieldEdge
FieldEdge offers a complete solution for contractors, combining work order and field management services into one system accessible from anywhere with real-time updates.
The software helps HVAC and plumbing businesses handle work orders smoothly at their desks or in the field. Users can easily update statuses, add equipment, attach photos, and use other helpful features.
Key features of FieldEdge
- Customer flagging feature to mark some accounts as "do not service"
- Real-time status updates on work orders through the dispatch board feature
- Tracking capabilities for monitoring and management
FieldEdge limitations
- Lack of a mapping tool feature for appointments makes it difficult to schedule tasks based on location
- The mobile platform doesn't allow viewing past work orders or those completed on the same day
FieldEdge pricing
Contact the sales team for pricing plans.
FieldEdge ratings and reviews
Capterra: 4.2/5 (296+ reviews)
Best suitable for
Sectors in construction, facilities services, and consumer services.
9. SmartService
SmartService integrates with QuickBooks to tackle scheduling, billing, dispatch, customer management, work orders, and more.
SmartService simplifies the dispatching of field personnel by sending them work orders and service details. It also includes an inventory module that automatically updates the total inventory of parts or items used for fieldwork.
Key features of SmartService
- Monthly webinars offer guidance on various topics for user learning and improvement
- iFleet mobile feature provides real-time employee location tracking
SmartService limitations
- The software’s reliance on outdated and clunky Microsoft Access architecture restricts its modern usability
- Changing information is Inefficient process that requires navigation through multiple screens
SmartService pricing
Contact the sales team to request a pricing plan.
SmartService ratings and reviews
Capterra: 4.3/5 (265+ reviews)
Best suitable for
Construction, consumer services, marketing, facilities services, and security and investigations organizations.
10. MaintiMizer
MaintiMizer's work order module offers users a straightforward interface for arranging maintenance tasks, monitoring assets and labor hours, and overseeing inventory. Coupled with custom configuration, training and support, you can boost bottom lines and improve efficiency.
Key features of MaintiMizer
- Web-based portal offers flexibility for logging in from different devices, both on and off-site
- Technicians or administrators can maintain and adjust inventory
- Equipment labeling by area simplifies organization for printing PM work orders
MaintiMizer limitations
- Lacks integration with software like Outlook for automated input
- Incorrect PM dates in search/update functions require navigating through work orders for accurate information retrieval
MaintiMizer pricing
Starting at $450/year/user
MaintiMizer ratings and reviews
Capterra: 4.1/5 (104+ reviews)
Best suitable for
Companies in aerospace/defense, construction, consumer services, education, offices/clinics, food and beverages, and plastic industries
Key capabilities of a Best work order management software
While work order management software sounds valuable on paper, does it translate equally during application?
- Business reports and analytics
- Financial management integration
- On-the-go accessibility
- Inventory management
- Auto-scheduling
Let’s take a look at its key capabilities.
1. Business reports and analytics
Facilio's software, for instance, allows you to generate tailored reports and glean insights into key metrics such as inventory costs, equipment usage, and labor hours.
Through a collaboration with Al Tayer, a company spanning automotive, retail, and real estate sectors, Facilio enabled real-time data collection, improving decision-making and efficiency at all levels.
"The biggest success is that we control the data. These are assets that last 50-60 years. We can now look after them for that long and plan for them effectively"
- Al Tayer's facilities manager.
Checkout Case study on How Facilio's Connected CaFM elevates Al Tayer's portfolio oversight and operational efficiency
2. Financial management integration
It syncs up with your financial systems, making it easy for accounts payable to give the thumbs up on invoices. That means smoother administrative work, and expedited payments to contractors.
For example, Facilio partnered with Investa, a commercial office in Australia, to address their payment processing challenges. Investa heavily relied on vendors for invoices, quotes, and performance data.
With Facilio's integrations, Investa could synchronize data across modules, simplifying vendor management. This allowed Investa to monitor vendor activity, track invoices, and purchase orders, and manage payment cycles from one centralized platform.
“With Facilio, we no longer need to manually track records. Now, vendors add them to the work orders directly. It also ensures accurate payment tracking. We have clear visibility into the near-term and long-term future.”
- General Manager of Facilities Services of Investa
Checkout Case study on How Investa streamlines operations, augments tenant and contractor experience with Facilio's connected CMMS
3. On-the-go accessibility
Your work order software should be mobile-friendly, allowing maintenance teams to handle service requests, make informed decisions, and provide speedy service right from their phones.
Consider Quality FM, a facilities services firm, as an example. By utilizing Facilio's contextual mobile work orders, their workforce experienced remarkable optimization. These mobile orders offered staff valuable insights into asset maintenance history, cutting down on lengthy investigations and saving significant time and effort.
“Facilio’s integrated solution suite helps our stakeholders make data-led operational decisions to deliver continuous value to our customers.”
- Sumith Sukumaran | Operations Manager, Quality Group
Checkout Case study on Quality FM's Rapid Compliance Achievement: Unleashing Operational Excellence with Facilio in Just Three Weeks
4. Inventory management
Alerts within the software can notify maintenance managers when inventory levels reach a low threshold. This then prompts the automatic initiation of a work order to replenish depleted supplies.
Think about Tuten Labs, a retail company that had trouble managing work orders manually. Before, when they got alerts, they had to manually assign work orders to match the needed fixes—a slow process prone to errors.
However, when Tuten Labs integrated Facilio's platform with their work order system, Tuten Labs could automate critical operational processes. This included generating work orders directly from alerts. This overhaul led to quicker response times and a standardized approach to managing alerts and subsequent actions.
“Working with Facilio is much more than using a new piece of software; it means consolidating a one-in-a-kind value proposition to transform the facility management industry…”
- Roi Amszynowski | CEO, Tutenlabs
5. Auto-scheduling
The automated scheduling functionalities work to save time and prevent issues like duplicate service requests.
Take, for instance, a janitorial company that services multiple office buildings and commercial properties. This function can also automatically check for scheduling conflicts or overlaps to avoid situations where multiple staff members are assigned to clean the same area simultaneously or where gaps in coverage occur.
Key benefits of work order management software
- Control and manage labor overtime and expenses:
Work order software enables technicians to easily record the materials used and time invested in a project. This helps maintain accurate inventory counts and provides improved tracking of labor allocation.
For example, hospitals can use work order management software to identify departments with excessive overtime usage and make better scheduling adjustments. This helps cut down on expenses while ensuring that patient care remains uncompromised.
- Boost employee productivity:
Work order management software optimizes workflow allowing your employees to focus on core tasks and responsibilities.
Let's consider the importance of optimizing workflows in CRE. Your team's focus should be on maximizing property value and tenant satisfaction. By automating repetitive tasks like scheduling routine inspections or generating maintenance reports, work order management software frees up valuable time for your team to concentrate on strategic initiatives.
- Strategic planning and financial forecasting through data:
The past maintenance data from work order software can help managers plan for future needs and manage resources efficiently. For example, a retail chain uses software to track costs and performance across store locations. It analyzes data on repair costs, equipment lifespan, and maintenance frequency to plan for repairs and budget wisely.
- Improved customer service:
Work order management software makes maintenance easier, leading to quicker responses to service requests and faster fixes. This makes customers happier.
For instance, a university uses work order management software to handle maintenance requests in student dorms and academic buildings and improves the campus experience by quickly fixing problems like broken heaters or leaking pipes.
Selecting the best type of work order software for your business
You could go in and get busy ticking off boxes that match your next work order software. You might find yourself overwhelmed with options and tempted to stick with legacy work order systems out of habit. But here's the deal: any vendor's work order management program comes with its own set of hurdles.
However, the headaches that come with traditional systems are next-level. They're risky, lack visibility, and can rack up hefty costs.
Facilities managers need to be aware of these challenges with traditional work order management. It's crucial to use them as leverage when making the case for upgrading to a newer, more intelligent system.
The drawbacks of these systems include:
- Traditional work management software often falls short on accountability:
How can facilities managers be sure repairs were actually necessary and carried out properly? That's where the value of advanced management systems shines through. With new technology like Facilio’s machine learning work order system, repairs can be self-diagnosed and reported via sensors connected to the Internet of Things (IoT), eliminating the need for blind trust.
- Another snag is the lack of real-time visibility and reporting in legacy systems:
It's easy to think of work order management as mainly reactive maintenance, but even preventive maintenance can involve work orders, especially when tasks exceed your in-house team's expertise. Failing to recognize these activities as part of preventive maintenance might lead to misunderstandings about reducing reactive maintenance and future issues.
When choosing a work order software, you should also consider the following:
- Does this software send automatic notifications regarding the status of work orders?
- How can this tool assist in task assignment to field technicians? Can it establish recurring schedules for preventive maintenance and similar tasks?
- Can this platform facilitate instant connection with field technicians, regardless of their location?
- Look for work order software that offers customized options tailored to your organization's needs.
- Consider work order software that integrates well with other essential systems and tools used in your facility, such as accounting software or IoT devices.
- Opt for work order software that is intuitive and user-friendly, especially for non-technical facility management staff.
- Can field technicians and contractors easily use this app on a mobile phone or tablet while on the job?
Curious about how Facilio can make your work order management smoother?
You'll get to see how it helps you make better work order decisions on whether to repair or replace, with real-time monitoring, smart triggers for automatic fixes, and detailed asset history right in your work orders.Try out a demo today and experience its benefits firsthand.
