UpKeep vs Facilio (2026): Features, Pricing and Reviews

UpKeep and Facilio land on the same CMMS shortlists, and for good reason: both run work orders, preventive maintenance, and asset records from a phone. I have evaluated both, and they diverge the moment your operation stops being one building and one maintenance crew. UpKeep is a mobile-first CMMS built for maintenance execution.

Facilio is a connected CMMS software platform that unifies maintenance, vendor management, tenant engagement, and energy on one architecture, so the real question is CMMS versus connected operations platform.

In this guide I compare UpKeep and Facilio on features, AI, pricing, and real reviews, and show which fits a single-site team and which fits a multi-site portfolio. If you are still building a shortlist, my guide to the best cmms software covers the wider field.

My quick take: UpKeep or Facilio

UpKeep is my pick for a lean, mobile-first maintenance team on one site or a few, where fast technician adoption matters more than cross-building visibility.

Facilio is my pick for a multi-site property portfolio that needs maintenance, vendors, tenants, compliance, and energy on one platform without paying per seat.

UpKeep vs Facilio at a glance

A one-row-per-tool snapshot of the two platforms on the dimensions a facilities buyer actually weighs, from gated features to pricing model and best-fit buyer.

Comparison as of October 2026.

UpKeep vs Facilio feature-by-feature comparison

A grouped capability read on where the difference between UpKeep and Facilio is real, scored Yes, Partial, or No with a one-line note, not a padded all-green scorecard.

Comparison as of October 2026.

Core maintenance

Asset and facility management

Intelligence and integrations

Deployment and support

A deeper, evaluative read on the operational dimensions that decide day-to-day accountability follows.

Operational dimensions

UpKeep: the mobile-first maintenance software

A quick profile of where UpKeep came from, who it serves, and the tradeoff you take on when you pick it, now that the tables have placed it.

UpKeep earned its following as an easy, mobile-first CMMS that gets small maintenance teams off paper fast. Technicians create, assign, and close work orders from a phone, and the app is consistently the part reviewers praise most. It handles preventive maintenance, asset records, parts and inventory, and a free request flow for non-technician staff, and it now bundles an AI assistant, Nova, across every plan.

That mobile-first focus is also the boundary. UpKeep is built around the maintenance work order, so vendor accountability, tenant engagement, energy, and true multi-site control sit outside its core or behind its top tiers.

Key industries: manufacturing, warehousing and distribution, property management, restaurants and hospitality, fleet, and field service.

Key features

• Mobile-first work orders: technicians generate, update, and close work orders in the field, append photos, voice notes, and PDFs, and scan barcodes to pull up the right asset.
• Multi-trigger preventive maintenance: PM schedules fire on fixed time intervals or on usage thresholds read from runtime meters, so maintenance tracks actual asset wear rather than the calendar alone.
• Asset lifecycle and downtime tracking: a central registry logs each asset's full repair history, current operational status, and breakdown costs.
• Parts and inventory control: stock quantities, storeroom locations, and automated reorder thresholds, with consumed parts deducted automatically when assigned to a work order.
• UpKeep Studio: a no-code builder that lets administrators assemble custom maintenance workflows in plain language and bridge integrations without manual API coding.
• Nova AI and Smart Imports: Nova, UpKeep's built-in AI, is bundled on every plan and metered in Nova Credits; Smart Imports turns a photo of a manual or paper sheet into a digital checklist or PM schedule.
• Edge IIoT sensor integration: UpKeep connects to remote IoT sensors for temperature or vibration baselines, though this runs through add-on edge hardware rather than native software.
• Integrations and dashboards: pre-built connectors to tools like Slack and ERPs like SAP, with dashboards that surface last completed, next due, and next trigger on a single screen.

Strengths

• Technicians adopt it quickly, and the mobile app is the capability reviewers single out most often.
• It moves a small team off paper and into scheduled maintenance in days rather than months.
• Ease of use and customer service are its two highest-scoring categories on Capterra.
• Unlimited requester and view-only users let non-technician staff log requests without buying a seat.

What reviewers say

UpKeep holds a 4.6 out of 5 rating across more than 1,300 customer reviews on Capterra, and 4.5 out of 5 across roughly 1,090 reviews on G2. Shyam Kishor P., an office admin in IT services, wrote in July 2026 that the mobile app "makes it simple for techs to log updates from any site location." The recurring counterpoint is cost: Kevin J., a manager in IT services, noted in June 2026 that "the pricing may also become expensive as the number of users increases." For a fuller breakdown, see my UpKeep CMMS review.

Limitations

• Per-user pricing climbs with every seat, and reviewers report the effective cost approaching 100 dollars per user once the features they need are switched on.
• The features most teams actually need sit in higher tiers: offline mode, the external request portal, full analytics history, and asset lifecycle start at Professional, while multi-site management, workflow automation, reliability tracking, and SSO are Enterprise-only.
• Multi-site management is not in the base product, so a growing portfolio lands on a custom Enterprise quote to run more than one site properly.
• Energy management and a tenant-facing layer are not native, and IoT runs through add-on hardware, so UpKeep stays a maintenance tool rather than a building-operations platform. For teams that have outgrown it, I cover the field in my guide to the best upkeep alternatives.

Facilio: the connected property operations platform

A short orientation on what Facilio is and why it enters this comparison, with its customer proof kept to the dedicated section further down.

Facilio is a connected, AI-powered facility management platform, a Connected CMMS and CaFM built for multi-site commercial portfolios. Where UpKeep centers on the maintenance work order, Facilio treats maintenance as one workflow among vendor management, tenant engagement, compliance, and energy, unified on a single no-code architecture with a digital twin of each building.

Multi-site is the base architecture here, not a tier you upgrade into. Facilio overlays and unifies the systems you already run rather than ripping them out, which is why it tends to enter the conversation when a team has outgrown a single-site CMMS.

Core capabilities

• Connected CMMS and smart work orders: auto-routes and assigns work by urgency, technician proximity, and real-time asset data.
• Native BMS and IoT integration: bi-directional, vendor-agnostic connectivity to existing building management systems, meters, and software without a hardware overhaul.
• Predictive maintenance and fault detection: correlates real-time alarms with anomaly detection to trigger condition-based maintenance before assets fail, the core of Facilio's predictive maintenance software.
• Vendor and subcontractor lifecycle: contractor onboarding, automated certificate-of-insurance gating, and SLA scorecards that can block non-compliant vendors from dispatch.
• Tenant and occupant engagement: a native tenant portal with client SLA tracking, which UpKeep does not offer in its core app.
• Energy and sustainability: native monitoring, benchmarking, and analytics across the whole portfolio through built-in energy management software.
• Portfolio dashboard and job costing: real-time, site-level control with budget-versus-actual job costing across properties.
• Atom AI agents: autonomous back-office agents that act across the operation rather than inside maintenance alone.

UpKeep vs Facilio pricing

The pricing difference that decides most of these deals, from UpKeep's per-user tiers to Facilio's portfolio-based model, and what each one really costs as you grow.

The clearest difference is the pricing model. UpKeep charges per user per month on its published pricing page: Essential at 24 dollars, Premium at 55 dollars, with Professional and Enterprise quoted individually. The entry price rarely reflects what a scaling team pays, because the features most operations need sit higher up: offline mode, the request portal, and full analytics begin at Professional, and multi-site, automation, and SSO are Enterprise-only. Add the per-seat model and reviewers report an effective cost near 100 dollars per user once everything useful is switched on. For the full tier-by-tier breakdown, see my upkeep pricing guide.

Facilio prices differently: a portfolio-based annual subscription with no per-seat or per-user fees, so internal staff and contractors scale without a seat penalty. Facilio does not publish list prices; the figure is set by portfolio size and scope through a quote. Third-party estimates put an entry-level deployment near 10,000 to 25,000 dollars per year, but treat that as an outside estimate and confirm current numbers with Facilio.

Pricing comparison as of October 2026.

UpKeep AI vs Facilio AI: Nova vs Atom

How the two approaches to AI differ, from UpKeep's in-workflow Nova assistant to Facilio's operation-wide Atom agents, and what each one actually does today.

UpKeep's Nova is a background AI assistant bundled on every plan and metered in Nova Credits. It works inside maintenance workflows: generating work orders from data, offering voice-first field access, and powering Smart Imports that turn documents into checklists. It is capable, and it stays within the maintenance domain.

Facilio's Atom suite is a set of autonomous agents meant to act across the operation, not just maintenance. The examples the company describes include Luca for invoice and job validation and Mira for helpdesk dispatch, aimed at automating a large share of repetitive back-office work without a human trigger. Confirm which Atom agents are generally available before you rely on any single one. For teams already on UpKeep weighing agentic AI, I compare the two approaches in agentic ai for upkeep users.

AI scope as of October 2026.

When UpKeep is the right choice over Facilio

The conditions where I would pick UpKeep, stated plainly, because a lighter tool is the right call more often than vendors admit.

• You run one site or a handful, and the priority is getting technicians off paper fast.
• Mobile adoption is the whole game: your crew lives on phones and wants work orders, PM, and parts in a tap.
• Your budget favors a low, predictable per-user entry price, and you do not yet need multi-site, energy, or tenant features.
• You want published pricing you can sign up for without a procurement cycle.

If that describes you, Facilio is more platform than you need today, and UpKeep will get you live faster.

When Facilio is the right choice over UpKeep

The conditions where the connected platform earns its keep, built around the moment a single-site CMMS stops scaling with your portfolio.

• You manage a multi-site portfolio and need one view across every building, not a separate login per site.
• Maintenance is only part of the job: you also run vendors, tenants, compliance, and energy, and want them on one platform.
• Per-seat pricing has started to punish growth, and you want cost tied to portfolio scale rather than headcount.
• You need native BMS and IoT connectivity and predictive fault detection without bolt-on hardware.
• Vendor accountability matters, with COI gating and SLA scorecards that can block non-compliant vendors from dispatch.

What industry leaders say about their transition to Facilio

Named, dated, published proof from operators who moved their portfolios onto Facilio, since a comparison is only as honest as the evidence behind it.

I only trust proof that is named, dated, and published. Here is what operators have reported after moving onto Facilio, as customer-reported results rather than guarantees.

• A leading US FM service provider in landscaping and exterior maintenance now runs about 1,700 sites and 150 vendor companies through one platform, with 40,000 or more work orders a year and a full work-order-to-invoice audit trail (case study).
• Investa, one of Australia's largest commercial office owner-operators, unified operations that had been split across three separate databases and now governs 150 or more vendors across a portfolio whose tenants include AON and Deutsche Bank (case study).
• Quality FM, a provider managing more than 1,500 properties, reported an 85 percent reduction in customer escalations and 95 to 99 percent SLA compliance after moving to Facilio, per operations manager Sumith Sukumaran (case study).
• Berkeley, an FM provider operating across 113 or more sites, cut client onboarding from more than 30 days to 15 and turned week-long monthly reporting into an instant export, per head of technical services Enrico Menzel (case study).

Already on UpKeep? Moving to Facilio is simpler than you think

A practical path off a single-site CMMS, phased so the field team stays productive while you bring buildings onto the connected platform.

• Export what you already have: your UpKeep asset registry, work-order history, PM schedules, and parts data export cleanly, and Facilio imports them in bulk, so you do not start from an empty system.
• Run in parallel, then cut over: Facilio deploys alongside your existing systems through open APIs, so you can pilot a few sites while UpKeep keeps running, rather than forcing a hard switch.
• Phase by site, not big-bang: bring buildings on in waves, validating data and workflows per site, which keeps technicians working during the move.
• Plan the timeline: a single-site pilot can stand up quickly, while a full portfolio rollout typically runs over a few weeks with a dedicated customer success contact. Confirm scope with the Facilio team.

My verdict: UpKeep or Facilio

The clearest signal to move is the one UpKeep's own reviewers name: per-user pricing that climbs and the features you need sitting behind higher tiers. If you want to see how we would map your sites onto one platform, request a demo.

Frequently asked questions about UpKeep vs Facilio

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