Top 4 Facility Management Work Order Software Solutions (Guide)

Facility managers are responsible for everything from handling repairs and maintenance to ensuring tenant satisfaction. But with so many tasks to juggle, it can be tough to stay organized and efficient. How often do urgent requests get lost in the shuffle? How much time is wasted tracking down information or chasing approvals? How many preventive maintenance tasks get delayed or forgotten, leading to bigger problems down the line?

Facility management work order software helps you be more intentional with organizing all your maintenance and repair tasks, all in one central place. It automates many of the tedious manual processes, like creating work orders, assigning tasks, and sending notifications, which frees up your time and ensures that nothing slips through the cracks.

We’ll explore the full scope of top facility management work order software solutions available. We will also break down their key features in simple terms, discuss pricing options, and help you understand how easy they are to use. By the end, you’ll be able to choose the best software for your management needs. 

Key Takeaways

• Facility management work order software replaces outdated methods like spreadsheets and sticky notes with a centralized system to track maintenance requests and schedule repairs. It essentially reduces the chaos of managing a facility, leading to cost savings, improved tenant satisfaction, and better communication.
• Leading the pack are solutions like Knack, MaintainX, GoCanvas, and Service Function. These options offer robust features, user-friendly interfaces, and scalable pricing plans to fit the needs of various organizations, from small businesses to large enterprises.
• Prioritize software that streamlines work order creation and tracking, allows for preventive maintenance scheduling, provides mobile access for on-the-go updates, and offers comprehensive reporting and analytics. Pricing varies widely, from free plans for basic needs to enterprise solutions with custom pricing based on your specific requirements.

Top 4 Facility Management Work Order Software Solutions

Tired of chasing down work orders, deciphering illegible handwriting, and struggling to keep everyone informed? It’s time to upgrade your facility management operations with software that can handle it all.

By implementing the right facility management software, you can:

• Streamline work order creation, assignment, and tracking.
• Minimize downtime and prevent costly repairs with proactive maintenance.
• Keep tenants and technicians informed with real-time updates and notifications.
• Respond to requests quickly and efficiently.
• Track key metrics to identify areas for improvement and optimize your operations.

But with so many options available, choosing the right software can feel as overwhelming as your long list of management duties. That’s why we’ve compiled this guide to help you navigate the top solutions and find the perfect fit for your facility’s unique needs.

Related: What is a Work Order Process?

1. Knack

While other platforms offer pre-built features, Knack provides a unique advantage: complete customization. It’s a no-code platform that empowers you to build a facility management solution tailored precisely to your needs without any coding expertise.

Features:

• Unleash your creativity with custom work order forms: Go beyond basic fields and create forms that capture every detail relevant to your operations, from specific equipment information to tenant preferences.
• Orchestrate seamless workflows: Design automated processes that route work orders, trigger approvals, and send notifications, ensuring smooth and efficient task management.
• Connect your entire operational ecosystem: Integrate Knack with your existing tools, such as accounting software, communication platforms, and IoT devices, creating a truly connected facility management system.
• Unlock data-driven insights with custom reports: Go beyond pre-defined reports and generate customized dashboards that visualize the metrics most important to your organization, empowering you to make informed decisions.
• Craft a user-friendly experience: Design an intuitive interface that simplifies work order management for your team and tenants, increasing adoption and satisfaction.

Ideal for: Forward-thinking facility managers who recognize that cookie-cutter solutions rarely fit perfectly. Knack is ideal for those who want to:

• Break free from rigid templates: Design a system that adapts to your unique workflows and requirements, not the other way around.
• Integrate seamlessly with your existing tech stack: Connect all your tools and data sources to create a unified facility management hub.
• Empower their team with a user-friendly solution: Drive adoption and efficiency with a system that’s intuitive and easy to navigate.

Why Knack stands out:

In a software space with one-size-fits-all options, Knack offers unparalleled flexibility. It’s the only platform that allows you to build a truly bespoke facility management system, giving you the tools needed to optimize your operations precisely to your needs. With Knack, you’re not just adopting software – you’re creating a solution.

Want a complete tutorial on how to build an efficient work order system with Knack in only a few minutes? Read our guide right here.

2. MaintainX

MaintainX is a mobile-first work order software designed for ease of use on the go. It’s a good option for teams that need to manage work orders from their smartphones or tablets.  

Features:

• Real-time communication: Facilitates communication between technicians and requesters through in-app messaging.  
• Task prioritization: Allows you to prioritize urgent work orders and ensure timely completion.  
• Maintenance tracking: Helps you track preventive maintenance schedules and asset history.  
• Offline functionality: Enables technicians to access and update work orders even without internet connectivity.

Ideal for: Facilities with a large mobile workforce or those requiring a simple, user-friendly solution for basic work order management.

Related: Maintenance Work Orders: Strategies and Tools (Guide)

3. GoCanvas

GoCanvas is a platform that helps you transition from paper-based processes to digital workflows. It offers a library of customizable templates for work orders, inspections, and other forms.  

Features:

• Easy data collection: Replace paper forms with digital versions that can be completed on mobile devices.  
• Digital signatures: Capture signatures electronically for approvals and work order completion.  
• Customizable templates: Adapt existing templates or create your own to match your specific needs.
• Offline data capture: Collect data in the field even without an internet connection.

Ideal for: Facilities looking to digitize their existing paper-based processes and improve data collection efficiency.

4. ServiceChannel

ServiceChannel is a comprehensive facility management software that focuses on automating maintenance tasks and connecting businesses with service providers.  

Features:

• Preventive maintenance scheduling: Plan and schedule preventive maintenance tasks to minimize downtime.
• Asset tracking: Maintain a centralized inventory of your assets and track their maintenance history.
• Advanced reporting: Generate detailed reports on maintenance performance, costs, and compliance.  
• Contractor network: Access a network of qualified service providers for various maintenance needs.

Ideal for: Large facilities or multi-site organizations with complex maintenance requirements and a need to manage a network of contractors.

Related: From Paper to Digital: Transforming Work Order Forms (Guide)

What Should I Look For in Facility Management Work Order Software?

Choosing the right facility management work order software can be a game-changer for your operations. But with so many options available, it’s important to know to look for solutions that can offer:

Ease of Use:

Look for software that’s as easy to navigate as your favorite app, with clear menus, drag-and-drop functionality, and helpful prompts. This will minimize training time and frustration, allowing your team to focus on getting work done and not battling with complicated software.

Mobile Access:

Your team is constantly on the move, responding to urgent requests and conducting inspections, so why not give them mobile access? Choose a solution with a dedicated mobile app or a responsive design that works seamlessly on any device. This allows your team to update work orders, communicate with tenants, and access critical information from anywhere at any time.

Customizability:

Every facility has its own set of workflows and requirements, so don’t feel like you have to settle for a one-size-fits-all solution. Look for software that can adapt to your specific needs. Whether it’s customizing work order forms, automating approval processes, or generating tailored reports, the right software should bend to your will, not the other way around.

Integration Capabilities:

Find a solution that can support the systems you already use. Seamless integration with your existing tools, such as your CMMS, ERP, or accounting software, will streamline your operations and provide a holistic view of your data.

Scalability:

Whether you’re managing a single building or a growing portfolio, your software should be able to keep pace. Look for a solution that can scale with your needs, accommodating new users, locations, and assets without missing a beat. 

Analytics and Reporting:

Don’t just manage your facility – understand it. Go beyond simply reacting to problems and move towards proactive, data-driven decision-making. Monitor metrics like average work order completion time, the number of completed preventive maintenance tasks, and the costs associated with specific repairs. You can also spot recurring issues – are certain types of equipment requiring more frequent repairs? Are there patterns in tenant complaints that need to be addressed? Get the raw data you need to do something about it.

How Much Should the Facility Management Work Order Software Cost?

Now that we’ve covered the basics let’s talk about the budget. Facility management work order software comes in a variety of pricing models, and the cost can vary significantly depending on the features, number of users, and support options you need.

Small Facilities Solutions:

Typical cost: $20–$75/month per user

These solutions typically offer basic work order management features, such as creating and tracking work orders, assigning tasks, and generating simple reports. They may have limited customization options and integrations.

Medium-Sized Facilities Solutions:

Typical cost: $75–$150/month per user.

At this level, you can expect more advanced features, such as enhanced reporting, automation capabilities, and integrations with other systems. These solutions offer greater flexibility and customization to adapt to your specific workflows.

Large Facilities Solutions:

Typical cost: $150+/month per user.

Enterprise-level solutions offer a comprehensive suite of features, including advanced analytics, predictive maintenance capabilities, API access for custom integrations, and dedicated support.

Assessing Value for Money:

While the price tag is important, make sure to measure the value against what you’re paying for it. 

• The scale of your facility: A small facility with basic needs may find a budget-friendly solution sufficient, while a large, complex facility may require a more robust and expensive option.
• The complexity of your workflows: If your operations involve intricate processes, approvals, and integrations, investing in a more sophisticated solution with advanced automation capabilities may be worthwhile.
• Your Long-term ROI: Consider the potential return on investment. Will the software help you reduce costs, improve efficiency, and enhance tenant satisfaction? If so, the initial investment may be offset by long-term gains.

Don’t just focus on the upfront cost, but evaluate the software’s features, scalability, and potential to improve your operations in the long run.  

Give Knack a Try

Remember that the best solution is the one that truly aligns with your unique needs and workflows. If you’re seeking a platform that offers unparalleled flexibility, customization, and integration capabilities, Knack is worth exploring. See our work order benefits page right here.

Take the next step towards a more organized system:

• See Knack in action: Get inspired by real-world examples of how organizations are using Knack pre-built templates to transform their facility management workflows.
• Experience the power of no-code: Start your free trial and discover how easy it is to build a custom facility management solution tailored to your specific requirements.

We believe that facility management software should adapt to your needs, not the other way around. With Knack, you have the power to create a system that truly works for you.