Service Management
7 Best Service Order Software for Facility Management in 2024
Until recently, facility managers and FMSPs were still stuck with legacy systems that created data silos and cumbersome workflows. Everyday operations, right from creating a service order to assigning it to the right maintenance teams and seeing it to completion was an uphill task.
Unfortunately, it also created countless challenges that reduced operational efficiency while increasing operational expenses.
Effective facility management, therefore, is no longer about lowering costs—it’s about standardizing service delivery and shifting to a more holistic approach by managing all business processes from one scalable, robust SaaS infrastructure.
Let’s explore how the right service work order software can help you as an FM service provider deliver exceptional customer experience and agile responses to the rapidly evolving needs of your facilities across various service lines and geographies.
You’ll get a sneak-peek into the essential features and benefits of service order management software, and how it helps streamline operations, reduce equipment downtime, and boost efficiency across your portfolio.
Core challenges faced by facility managers and FMSPs in service delivery
Imagine you’ve assigned a service order to a technician to repair your HVAC unit. But that technician falls sick and you need to reassign that work order to another technician.
If you’re tracking all of this in an Excel spreadsheet, you’re manually trying to figure out schedules. This can create a lot of back and forth which nobody wants.
This is just one of the problems FMSPs face when they’re using legacy tech or manual systems.
Some of the biggest hurdles FMSPs face are:
Manual service order creation and processing
Facility managers have been forced to rely on outdated and time-consuming manual processes for creating and managing service orders.
The time spent on paperwork and manual entry could be better utilized on higher-value tasks. But without automation, these inefficiencies continue to drain resources and lead to delayed service order completions.
Additionally, manual entries are also error-prone. For example, the wrong task details being updated in service orders. This cascades into missed deadlines and inefficient task management.
Unpredictability of reactive maintenance
Allocating resources reactively without considering the appropriate skillsets or the criticality of tasks directly affects customer satisfaction, resolution time, and operational struggles like managing assets and inventories against the workload, unplanned costs, and technician availability.
It results in more back and forth with technicians to coordinate maintenance schedules, to assign the service order to a qualified or experienced technician, and more—all leading to delays.
Broken communication channels
When real-time communication between facility managers and technicians breaks down, it compromises overall facility management visibility.
The biggest downside of this miscommunication is that it can lead to missed service orders which leave equipment failures unattended and, ultimately, result in poor service quality.
In the absence of real-time communication and notifications, a consistent flow of information is impossible. Managing facilities then becomes a guessing game rather than a streamlined strategy-driven endeavor
Rigid resource schedules
In any facility, the ability to quickly and efficiently adjust resource (technicians and maintenance equipment) schedules is crucial.
Rigid schedules and poor planning are a recipe for disaster. When stakeholders can't adjust their schedules or see what everyone else is doing, misunderstandings and missed deadlines are inevitable. This directly impacts service quality.
Difficulty in tracking and analyzing service order data
Manual service order tracking is a major pain point in facility management. Without data, you’re flying blind, making it tough to identify patterns, predict issues, or optimize operations.
This leads to inefficient workflows, missed deadlines, and unhappy customers. It’s time to ditch the paperwork and legacy tech and embrace forward-thinking technologies like modern, scalable, platform-driven service order software.
The 7 best service order management software for facility management
There are countless service order management software out there with dedicated work order and service order management modules.
However, it’s necessary to take a close look at their key features and read about what existing customers feel about them to make an informed decision.
Facilio
Facilio is a cloud-based service order management software designed to streamline maintenance and service order tasks across your facilities in a single, platform-based CMMS .
You can create a centralized help desk for tenants to raise service requests and send notifications to relevant maintenance personnel when the service requests are created.
All this and much more can be managed for multiple tenants across multiple facilities and geographies.
From urgent repairs to routine maintenance, effective facility management hinges on efficient operations. The right service work order software can streamline workflows, improve response times, and optimize resource allocation.
Key features:
Service request creation & management
Facilio allows tenants, occupants, and clients to raise service requests easily through both web and mobile portals. These requests are then automatically routed to the facility manager or maintenance personnel who can resolve it promptly.
Further, Facilio can create service requests directly from incoming emails, which spares stakeholders the effort of manual service order creation.
Read more about how the Facilio service order software helped Investa, one of Australia’s largest commercial office real estate firms, solve Investa’s manual workflow challenges, provide complete portfolio visibility, and achieve better vendor compliance.
Real-time tracking & notifications
Facilio gives tage-wise real-time notification including when comments are added or updates are made to the service requests. Stakeholders also have the facility to customize their notification preferences.
Enhanced communication & collaboration
To keep communication centralized, Facilio centralizes all conversations, comments, and attachments related to an issue in a single thread. This gives full visibility to all involved stakeholders and facilitates seamless collaboration.
Watch this webinar below to see how Facilio CMMS can help you move away from broken O&M processes.
Automated workflow management
Automated workflows help facility managers maintain smooth operations while focusing on more critical tasks. Right from converting service requests into work orders and closing service requests once it is completed, Facilio automates the entire workflow to avoid errors.
These features and several others have been successfully used by organizations to streamline their facility management. Georgia-based Tuten Labs digitized and automated its O&M across 10,000 stores with Facilio.
Read more about how Facilio helped Tuten Labs with a centralized remote monitoring system to improve service delivery.
Ratings and reviews
Capterra rating: 4.0⭐ (24 reviews)
Customer review:
“Simple and intuitive interface. Standalone unified portfolio makes in highly accessible across devices.” - Verified User in Facilities Services
FMX
FMX is a user-friendly maintenance management software that simplifies facility operations through an intuitive interface, offering easy work order creation, quick service scheduling, asset tracking, and reporting tools.
Key features:
- Configurable request forms that can be made bespoke with custom fields relevant for the service requests.
- Work order history that gives a timestamped log of all work order instances, right from creation until completion.
- Full mobile access for remote creation of service requests and for receiving real-time notifications.
- Automatic routing of service requests based on urgency, criticality, expertise, or similar predefined rules.
- Inventory tracking of assets and consumables located and available across the facility and portfolio.
- QR code tagging of service orders and equipment items, inventory items or resources and locations for quick accessibility.
Pros:
- Ease of use
- Collaborative features
Cons:
- User experience and software performance need improvement
Ratings and reviews:
G2 rating: 4.5⭐ (7 ratings)
Customer review:
“I have had trouble with users stating that they have entered requests from weeks ago and have not been helped and I've always had an easy time locating tickets in FMX.” - Alexis, Enterprise customer
UpKeep
UpKeep is a mobile-first CMMS that empowers teams to manage work orders, track assets, and optimize maintenance operations with real-time updates and seamless communication.
Key features:
- Multi-location day-to-day service management
- Asset management
- Platform-based approach
- Equipment maintenance can be scheduled
- Custom or recurring work order requests
Pros:
- Reliable customer support
- Ease of use and easy learning curve
- Intuitive interface
- Mobile app accessibility
Cons:
- Slow performance
- Limited mobile app communication
- Limited offline mode
- Closing a work order is cumbersome
Ratings and reviews
G2 rating: 4.5⭐ (947 ratings)
Customer review:
“UpKeep has allowed our maintenance team to ditch paper time sheets while still allowing custom reporting for our vacation property rental owner billing setup.” - Adam, Systems Manager
Limble CMMS
Limble CMMS offers a modern, user-centric approach to maintenance management, providing powerful tools for work order automation, asset tracking, and data-driven decision-making.
Key features:
- Prioritize, assign, and schedule work orders
- Track progress in real time
- User-friendly mobile app
- Materials management
- Equipment breakdown reports
Pros:
- Ease of implementation and use
- Streamlined work order management
- Efficient task allocation
- Customer support
Cons:
- Can be slow at times
- Sharing reports is not easy
- Not easily customizable
- Multi-user time tracking is difficult
Ratings and reviews
G2 rating: 4.8⭐ (436 ratings)
Customer review:
“Once learned, Limble gives you the data to make the best decision!” - Todd H
Housecall Pro
Housecall Pro is an all-in-one service management platform designed for field service professionals, offering easy scheduling, invoicing, and customer management on the go.
Key features:
- Job and order request calendar
- Resource allocation
- Client and technician confirmation and notifications
- Scheduling notifications
- CRM integrations
- Field sales management
Pros:
- Easy invoicing
- Mobile accessibility
- Service scheduling and management
- Reliable customer support
- Client/tenant communication
Cons:
- Technical issues like buggy software that hinder smooth operations
- Limited features that can restrict full-scale facility management
Ratings and reviews
G2 rating: 4.3⭐ (162 ratings)
Customer review:
Housecall Pro integrates scheduling, invoicing, and customer management in one easy-to-use platform. It simplifies complex tasks and improves overall efficiency. - Renz, Sales Administrator, Customer Success Specialist
Fiix
Fiix is a cloud-based CMMS that connects maintenance teams with assets, work orders, and analytics, helping organizations streamline operations and improve maintenance outcomes.
Key features:
- AI-powered work order management
- Intelligent asset management
- Inventory management
- Advanced analytics and reporting
- Mobile friendly
Pros:
- Automatic work order creation
- Resource time tracking
- Ease of use
- Asset and equipment spares tracking and management
- Comprehensive reporting
Cons:
- Approval processes for work orders need improvement
- WO tracking by status is not easy
- Could be technical for non-tech users
- Clunky inventory module
Ratings and reviews
G2 rating: 4.6⭐ (377 ratings)
Customer review:
“Work orders can be programmed to automatically go out at a certain time on certain days. Customer support is very helpful and they provide good tips and resources.” - Verified user in facilities management.
MaintainX
MaintainX is a mobile-focused work order and procedure management software that enhances productivity by simplifying the tracking and execution of maintenance tasks in real-time.
Key features:
- Work order management
- Preventative maintenance
- Equipment breakdown reports
- Approval management
- Vendor management
- Reporting & dashboards
Pros:
- Short learning curve
- Great customer support
- Web and mobile support
Cons:
- Work orders are not easily customizable
- Templates/workflows cannot be replicated across facilities/properties
Ratings and reviews
G2 rating: 4.8 ⭐
Customer review:
“Useful but additional features would allow for expanded use.” Scott H
Choose a service order software that helps you deliver the best client experiences
Selecting the right service order software is crucial for optimizing facility management. Look for features that streamline work order creation, assignment, and tracking. Real-time visibility, seamless integration, and mobile accessibility are essential.
Consider the software's overall usability, scalability, and the customer support. There really is no one-size-fits-all solution when it comes to deploying a service work order software.
But by investing in the right solution, you can improve efficiency, reduce downtime, and enhance overall facility performance.
Explore how Facilio can help you improve service quality and gain complete operational visibility through a single pane of glass.
