Best Work Order Management Software (List)

Ever feel like sticky notes, emails, and frantic phone calls are getting the best of you? Is your team constantly playing catch-up with maintenance requests, repairs, and customer issues? Many businesses struggle to keep track of all the moving parts, and it’s costing them time and money. These kinds of mishaps aren’t just annoying; they can seriously impact your business. Lost productivity, unhappy customers, and sky-high costs are just a few of the consequences.  We’ll break down everything you need to know about work order management software. Let’s explore the must-have features, the amazing benefits, and some of the top players in the market. Plus, learn how Knack can help you take your operations to the next level.

Key Takeaways

• Work order management software is a centralized system that helps businesses streamline and automate the process of managing work orders, from initial request to completion. It improves efficiency, reduces errors, and enhances communication.
• The market offers a variety of solutions, ranging from simple, free apps to comprehensive enterprise-level platforms. Popular options include  Knack (which provides a no-code solution for custom work order management), Maintenance Connection, and MaintainX.
• Your ideal solution will depend on your specific needs. Consider factors like ease of use, scalability, integrations with other systems, reporting capabilities, and mobile access when making your choice.

What is Work Order Management Software?

A work order is essentially a formal request for a specific job to be done. This could be anything from fixing a leaky faucet in an office building to performing routine maintenance on a manufacturing machine.

Work order management software takes this basic concept and supercharges it. Instead of relying on paper forms or scattered emails, everything is centralized in one system. This allows you to:

• Track work requests: Capture requests from various sources (phone calls, emails, online forms) and log them in a centralized system.
• Prioritize tasks: Determine which work orders are most urgent based on factors like safety, impact on operations, or deadlines.
• Assign work orders: Easily delegate tasks to the appropriate technicians or teams based on their skills and availability.
• Monitor progress: Track the status of each work order in real-time, from “requested” to “in progress” to “completed.”
• Maintain a complete history: Store all relevant information, including work order details, asset information, communication logs, and associated costs.

But it’s also designed to manage physical assets and their maintenance with features like inventory management, planning routine maintenance, and generating insights into work order trends.

Key Features of Work Order Management Software

Work order management software comes packed with features designed to streamline maintenance operations and boost efficiency. Here are some of the essentials:  

• Centralized request tracking: Say goodbye to scattered emails and sticky notes! Work order management software acts as a central hub for all incoming requests, whether they come from customers, employees, or automated sensors. 
• Assignment and prioritization: Not all work orders are the same. This software allows managers to prioritize tasks based on urgency, safety concerns, or impact on operations. It also enables efficient assignment to the right team or technician based on skills, availability, and location.  
• Real-time updates and status tracking: Keep everyone in the loop with real-time updates on work order progress. Technicians can update their status on the go, and managers can monitor progress from their dashboards. 
• Reporting and analytics: Go beyond basic tracking with powerful reporting and analytics. Track key metrics like time to completion, cost of repairs, and common issues to identify trends, optimize resource allocation, and make data-driven decisions.  
• Integration with other systems: Work order management software often integrates with other essential business tools, such as inventory management systems, scheduling software, and CRM platforms. 

Benefits of Work Order Management Software

Investing in work order management software can significantly benefit your business in several ways. 

Improved Efficiency and Productivity

For business owners, it’s a game-changer in terms of efficiency. By automating tasks and centralizing information, it eliminates the time wasted on manual processes like data entry and searching through emails. This streamlined workflow translates to increased productivity and allows teams to focus on more strategic initiatives.

Enhanced Communication and Collaboration

Managers will appreciate the enhanced communication and collaboration that this software enables. With all work order information readily available in one place, everyone stays informed and on the same page. Real-time updates and communication features create a more collaborative environment where teams can quickly address issues and resolve problems together, which helps speed up turnaround times.

Better Asset Lifespan and Reduced Downtime

From an employee perspective, work order management software simplifies daily tasks and reduces frustration. Technicians can easily access work order details, update their progress on the go, and communicate with colleagues without any gaps. 

Data-Driven Decisions and Cost Savings

Work order management software provides valuable data and insights that drive smarter decision-making. Through detailed reports and analytics, businesses can track key metrics like maintenance costs, resource allocation, and common equipment issues. 

Increased Customer Satisfaction (if customer-facing)

For businesses with a customer-facing component, work order management software can significantly enhance customer satisfaction. Enabling faster response times to service requests and ensuring efficient completion of jobs helps build trust and loyalty with customers.

How to Choose the Right Work Order Management Software

Selecting the right work order management software can be overwhelming at first glance, especially with so many options available. But by following a systematic approach, you can find the perfect fit for your business needs.

Identify Your Business Needs

Start by clearly defining your requirements. What are the most critical features for your operations? Do your technicians need mobile access to update work orders in the field? Is customizability important to match your specific workflows? Do you require integrations with existing systems like inventory management or accounting software? By identifying your must-haves, you can narrow down your options.

Evaluate Scalability and Flexibility

Choose a solution that can adapt to your evolving needs. Consider your business’s growth trajectory and ensure the software can scale accordingly. Look for features that allow you to add users, expand functionality, and accommodate increasing volumes of work orders as your business grows.

Check Integration Compatibility

Seamless integration with your existing business systems is essential for efficient data flow and avoiding information silos. Assess whether the software can integrate with your current inventory management system, ERP software, CRM, or other critical tools. This integration will ensure a smooth transition and prevent disruptions to your existing workflows.

Consider Ease of Use and Training Requirements

A user-friendly interface is essential for quick adoption and efficient use, especially if your team members are new to work order management software. Look for intuitive navigation, clear dashboards, and easy-to-understand features. Consider the training resources provided by the vendor, such as documentation, tutorials, or online support.

Review Support and Customer Service Options

Evaluate the quality of support offered by the vendor, including response times, availability of support channels (phone, email, chat), and the helpfulness of their support team. Also, check for online resources like knowledge bases, FAQs, and community forums.

Pricing and ROI

Carefully consider the pricing structure and assess the return on investment (ROI). Weigh the software’s cost against the anticipated benefits, such as increased efficiency, reduced downtime, and improved asset lifespan. Factor in implementation costs, ongoing maintenance fees, and potential training expenses to get a complete picture.

Popular Work Order Management Software Solutions in the Market

The market offers a wide variety of work order management software solutions, each with its own strengths and ideal use cases. Here are a few of the top picks:

Knack

Knack stands out for its powerful yet user-friendly approach to work order management. As a no-code platform, Knack empowers businesses to build custom solutions tailored precisely to their needs. This means you can create a system from a work order template that perfectly matches your workflows, terminology, and reporting requirements without writing a single line of code.  

Ideal for: Businesses of all sizes who value flexibility, customization, and control over their work order processes. Knack is particularly well-suited for those who want to integrate work order management seamlessly with other business processes, such as CRM, inventory management, field service management, or project tracking.  

Key Features:

• Intuitive Interface: Knack’s drag-and-drop interface makes it easy to build and customize your work order system, even without technical expertise.  
• Powerful Customization: Create custom fields, forms, workflows, and reports to match your exact requirements.  
• Robust Reporting: Generate insightful reports to track key metrics, identify trends, and make data-driven decisions.  
• Seamless Integrations: Connect Knack with other applications you rely on to streamline your workflows and eliminate data silos.

Fiix

Fiix is a popular cloud-based work order management solution known for its user-friendly interface and robust mobile capabilities. It offers features designed to streamline maintenance operations and improve asset management. While Fiix offers integrations with many popular platforms, integrating with older or less common legacy systems could pose challenges.

Ideal for: Businesses with a strong focus on asset management and preventative maintenance. Fiix is suited for industries like manufacturing, facilities management, and transportation, where maximizing equipment uptime is critical. 

Key Features:

• Asset Management: Track asset details, maintenance history, and associated costs in a centralized system.  
• Preventative Maintenance: Schedule and automate preventative maintenance tasks to minimize downtime and extend asset lifespan.  
• Mobile Access: Empower technicians with mobile access to work order details, allowing them to update information and complete tasks on the go.  
• Integrations: Connect Fiix with your existing ERP systems for seamless data flow and enhanced reporting capabilities.
    

UpKeep

UpKeep is a mobile-first work order management solution designed to simplify maintenance tasks and improve communication for teams on the go. Its mobile app allows technicians to access work orders, update statuses, and track time from their smartphones or tablets. While UpKeep excels in mobile functionality, some users have found the desktop interface to be less intuitive or feature-rich compared to other solutions.

Ideal for: Small to medium-sized businesses with a significant portion of their workforce in the field. Industries like construction, property management, and HVAC often find UpKeep’s mobile capabilities particularly beneficial.

Key Features:

• Intuitive Mobile App: Access and manage work orders from anywhere with a user-friendly mobile interface.  
• Real-time Tracking: Track work order progress, technician location, and task completion in real-time.  
• Preventative Maintenance Scheduling: Schedule and automate routine maintenance tasks to prevent equipment failures.  
• Barcode Scanning: Quickly access asset information and update work orders by scanning barcodes on equipment.

Hippo CMMS (Now Eptura.com)

Hippo CMMS (now Eptura Asset) is a customizable work order management solution with a focus on facility management. It offers various features and configuration options to adapt to business needs and workflows. Hippo CMMS is known for its features and customization options, but this can come at a higher price point compared to some competitors.

Ideal for: Businesses with complex facility management needs and a desire for a flexible and configurable solution.

Key Features:

• Maintenance Scheduling: Plan and schedule preventative maintenance tasks with automated reminders and notifications.  
• Document Management: Store and manage important documents, such as equipment manuals, warranties, and safety procedures, within the system.  
• User-Friendly Dashboard: Access a centralized dashboard to monitor key performance indicators, track work order progress, and manage maintenance activities.
• Customization Options: Configure the system to match your specific terminology, workflows, and reporting requirements.

Maintenance Connection

Maintenance Connection is a comprehensive work order management solution designed specifically for asset-intensive industries. It offers a wide array of features to manage complex maintenance operations, track asset performance, and optimize resource allocation. Due to its comprehensive functionality, mastering Maintenance Connection may require more training and time compared to simpler solutions.

Ideal for: Large enterprises in industries like manufacturing, healthcare, and utilities, where managing a high volume of assets and ensuring regulatory compliance are critical.  

Key Features:

• Asset Management: Maintain a detailed inventory of assets, track their maintenance history, and monitor their performance with comprehensive asset management tools.  
• Predictive Maintenance: Leverage data analysis and predictive modeling to anticipate equipment failures and proactively schedule maintenance, minimizing downtime and optimizing asset lifespan.  
• Work Order Tracking: Streamline work order creation, assignment, and tracking with automated workflows and real-time updates.  
• Compliance Management: Ensure adherence to industry regulations and safety standards with built-in compliance tracking and reporting tools.
   

eMaint

eMaint is a work order management solution that emphasizes data analysis and reporting. It provides businesses with insights into their maintenance operations to make data-driven decisions and optimize their maintenance strategies. eMaint offers various modules and add-ons, which can make pricing less transparent and potentially more expensive depending on the chosen configuration. 

Ideal for: Organizations of all sizes that prioritize data analysis and seek to improve their maintenance efficiency through informed decision-making.  

Key Features:

• Customizable Workflows: Tailor work order processes to match your specific needs and industry requirements with customizable workflows and automation rules.  
• Advanced Reporting: Generate a wide range of reports and analyze key performance indicators to identify trends, track costs, and measure the effectiveness of your maintenance program.  
• Work Request Portal: Provide a user-friendly portal for employees or customers to submit work requests, streamlining communication and ensuring timely response to maintenance needs.  
• Integration with Other Systems: Connect eMaint with your existing ERP, inventory management, or other business systems for a seamless flow of information.

Limble CMMS

Limble CMMS prioritizes simplicity and mobile accessibility, making it a great choice for teams that need a user-friendly solution they can access from anywhere. While Limble CMMS prioritizes simplicity, it may lack some of the advanced features found in more comprehensive solutions, which could be a limitation for businesses with complex requirements.

Ideal for: Teams that require a mobile-first solution with a streamlined user experience. This makes it a good fit for industries with a large number of field technicians, such as manufacturing, construction, and facilities management.

Key Features:

• Task Management: Create, assign, and track work orders with a simple and intuitive interface.
• Asset Tracking: Maintain a centralized record of your assets, including maintenance history, warranty information, and associated documents.  
• Team Communication Tools: Facilitate communication and collaboration within teams through built-in messaging and notification features.
• Mobile App: Empower technicians to manage work orders, update statuses, and access information on the go with a mobile app.

ServiceMax

ServiceMax is a field service management solution for scheduling, improving technician productivity, and enhancing customer satisfaction. Its features and focus on automation make it a tool for managing large, distributed workforces.  

Ideal for: Large organizations with complex field service operations and distributed teams. ServiceMax is commonly used in industries like healthcare, manufacturing, and technology, where efficient field service delivery is critical. As a field service management solution, ServiceMax typically comes with a higher price tag compared to other options, making it more suitable for larger organizations with significant budgets.

Key Features:

• Scheduling Optimization: Optimize technician schedules and routes to minimize travel time and maximize efficiency with intelligent scheduling tools.  
• Inventory Tracking: Manage and track inventory levels, ensuring technicians have the necessary parts and equipment to complete their jobs.  
• Mobile Field Service Apps: Equip technicians with mobile apps to access work order details, update statuses, capture customer signatures, and complete tasks in the field.  
• Customer Portal: Provide customers with a self-service portal to submit service requests, track appointments, and access information about their service history.

Best Practices for Using Work Order Management Software

Implementing work order management software is just the first step. To truly maximize its effectiveness, you need to actively engage with the software and integrate it into your team’s daily routines. Here’s how to make that happen:

Regularly Train and Update Your Team

• Don’t just hand out logins and hope for the best. Schedule dedicated training sessions for all team members, covering everything from basic navigation to advanced features like reporting and customization.
• Make training an ongoing process. As your team gains experience, offer refresher courses and introduce new features or updates. Consider creating short video tutorials or knowledge base articles for easy access to support materials.
• Invite “super users.” Identify team members who are proficient with the software and can act as internal resources for their colleagues.

Use Data and Analytics to Drive Continuous Improvement

• Don’t treat reports as finite. Regularly review key metrics like average work order completion time, frequent equipment breakdowns, and overall maintenance costs.
• Look for patterns and identify bottlenecks. Are certain types of repairs taking longer than expected? Is a particular piece of equipment prone to failure? Use the data to pinpoint areas for improvement.
• Set goals and track progress. For example, aim to reduce average work order completion time by 10% or decrease equipment downtime by 5%. Use the software’s reporting features to monitor your progress and celebrate successes.

Prioritize Preventive Maintenance

• Don’t wait for things to break. Use the software’s calendar or scheduling features to set up recurring maintenance tasks for your critical assets.
• Create standardized checklists. Ensure technicians perform all necessary checks and procedures during preventive maintenance visits.
• Track maintenance history. Use the software to log all completed maintenance tasks and any parts replaced, building a valuable record for each asset.

Keep an Updated Inventory of Assets and Resources

• Go beyond basic information. For each asset, record details like model number, serial number, purchase date, warranty information, and any relevant manuals or documentation.
• Use barcodes or QR codes. Make it easy for technicians to access asset information quickly by attaching barcodes or QR codes that can be scanned with a mobile device.
• Track spare parts inventory. Use the software to manage your inventory of spare parts, ensuring you have the necessary resources on hand to complete repairs efficiently.

Give Knack a Try

Knack isn’t just another work order management tool. It’s a no-code platform that puts you in the driver’s seat. You have the freedom to create a system that perfectly mirrors your unique workflows, terminology, and reporting needs. No more forcing your business to fit into a rigid, one-size-fits-all solution.

Here’s how Knack can help you take control:

• Stop wasting time on tedious tasks: Automate work order assignments, send notifications, and track progress with ease.
• Get everyone on the same page: Centralize all work order information, making it accessible to your entire team in real time.
• Make smarter decisions with data: Generate custom reports, track key metrics, and gain valuable insights into your maintenance operations.
• Build a system that grows with you: Easily adapt and expand your work order management system as your business evolves.

With Knack, you’re not just managing work orders; you’re building a more efficient, organized, and profitable business.

Ready to experience the difference?

Get a head start with pre-built templates that you can customize to your specific needs, or start building for free to test drive Knack’s powerful features and see how easy it is to build your own custom solution.