Top 6 Work Order Management Software Options for Small Businesses

Running a small business means juggling many moving parts, especially when it comes to managing work orders. From assigning tasks and tracking progress to keeping customers in the loop, staying organized can feel like an uphill battle without the right tools. That’s where work order management software comes in. Designed to streamline operations, save time, and reduce errors, these tools can make a world of difference for small businesses looking to work smarter, not harder.

Key Takeaways

• Work order management software efficiently creates, assigns, and tracks tasks, ensuring that maintenance, repairs, or operational work is completed on time. For small businesses, it reduces manual errors, improves team communication, and streamlines workflows to save time and money.
• The top six work order management software solutions are Knack, MaintainX, Fiix, ManWinWin, UpKeep, and Maintenance Care.
• Entry-level work order management software typically costs between $20 and $50 per month per user, mid-tier options cost between $50 and $150 per month per user, and high-end solutions start at $150+ per month per user.

Top Work Order Management Software Solutions for Small Business

Each of the platforms listed below offers unique features to address the challenges small businesses face in managing work orders. Let’s take a look at each one so you can make an informed decision.

1. Knack

Knack is a powerful no-code platform that allows small businesses to create fully customized work order management solutions. Instead of forcing you into a rigid system, Knack adapts to your workflows, offering unmatched flexibility without the need for coding expertise. Whether you’re streamlining task assignments, tracking progress, or integrating with existing tools, Knack is built to fit your exact needs. 

Key Features

• Fully customizable workflows with a no-code interface
• Integrations with existing software and tools
• Drag-and-drop functionality for easy setup
• Scalable to grow alongside your business needs

Ideal For

Knack is ideal for small to medium businesses that need tailored, flexible work order solutions that can evolve over time.

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 management tool designed for businesses that need real-time access and collaboration while on the go. Its intuitive interface and communication features make it ideal for teams that work across different locations or in the field.

Key Features

• A mobile-friendly platform for real-time task tracking
• Built-in communication tools to keep teams aligned
• Simplified work order creation and scheduling

Ideal For

MaintainX is best suited for small businesses that prioritize mobility and need to manage work orders remotely.

Why Knack is Better

While MaintainX is great for mobility, Knack’s no-code customization ensures your platform is tailored to your processes, offering more flexibility and adaptability as your business grows.

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

3. Fiix

Fiix is a cloud-based CMMS (Computerized Maintenance Management System) that specializes in asset management and preventive maintenance. It provides powerful tools for tracking assets, scheduling maintenance, and reducing downtime, making it ideal for businesses managing equipment-heavy workflows.

Key Features

• Asset tracking and preventive maintenance scheduling
• Predictive maintenance insights to reduce downtime
• Integration with ERP and other management systems

Ideal For

Fiix is ideal for small businesses focused on asset management and preventive maintenance strategies.

Why Knack is Better

While Fiix excels at asset management, Knack offers more versatility, allowing businesses to manage not just maintenance tasks but a variety of other workflows—all in one customizable platform.

4. ManWinWin

ManWinWin offers a simple yet powerful solution for managing maintenance tasks and work orders. With multi-language support and strong asset management tools, it’s a great choice for businesses with multilingual teams or a global workforce.

Key Features

• Multi-language support for global accessibility
• Asset management and maintenance scheduling tools
• User-friendly design for easy adoption

Ideal For

ManWinWin is best for global businesses or teams working in multilingual environments.

Why Knack is Better

While ManWinWin simplifies maintenance management, Knack’s ability to fully customize workflows and integrate with other tools makes it a more flexible and dynamic solution for growing businesses.

Related: What is a Work Order Process?

5. UpKeep

UpKeep is a popular CMMS platform known for its ease of use and mobile-friendly design. It simplifies work order management, inventory tracking, and reporting, making it a solid choice for small businesses looking for a user-friendly solution.

Key Features

• Mobile-friendly interface for managing tasks on the go
• Inventory management and asset tracking
• Analytics and reporting for better decision-making

Ideal For

UpKeep is suited for small businesses seeking a straightforward, intuitive work order management solution.

Why Knack is Better

While UpKeep offers simplicity, Knack’s no-code flexibility allows businesses to create workflows tailored to their unique needs.

6. Maintenance Care

Maintenance Care is a feature-rich platform designed for small businesses that want a balance of affordability and functionality. It includes tools for preventive maintenance, asset management, and detailed reporting, helping businesses stay organized without breaking the bank.

Key Features:

• Preventive maintenance scheduling and asset tracking
• Reporting tools for insights into maintenance activities
• Affordable pricing for small businesses

Ideal For

Maintenance Care is ideal for small businesses looking for a cost-effective solution with a wide range of features.

Why Knack is Better

While Maintenance Care offers strong out-of-the-box features, Knack’s ability to customize workflows ensures you only pay for what you need.

What Use Cases Do Small Businesses Need to Support in Their Work Order Management Software?

When choosing work order management software, it’s essential to ensure it supports the specific needs of small businesses. From streamlining daily tasks to preventing costly disruptions, here are the most critical use cases to look for:

• Streamlining Maintenance Requests: Automate work order creation and task assignments to minimize delays and reduce manual errors.
• Asset Management: Track the status, condition, and location of critical business assets to reduce downtime and unnecessary costs.
• Preventive Maintenance: Schedule regular maintenance tasks to proactively prevent unexpected breakdowns and costly repairs.
• Team Collaboration: Enhance communication between teams by centralizing updates, task statuses, and shared information for seamless coordination.
• Data and Analytics: Generate reports and insights to identify trends, improve operational efficiency, and make data-driven decisions.

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

How Much Should the Software Cost?

Cost is a critical factor when investing in work order management software, but it’s just as important to evaluate the return on investment (ROI). The right solution should align with your business needs, offering features that boost efficiency, reduce downtime, and enhance team productivity without overspending. Here’s a breakdown of cost tiers to help you find the best fit.

Entry-Level Solutions:

• Typical Cost: $20–$50/month per user
• Features: Basic work order creation, task tracking, and simple reporting tools
• Best For: Small businesses just getting started with work order management and looking for affordable, no-frills solutions.

Mid-Tier Solutions:

• Typical Cost: $50–$150/month per user
• Features: Advanced analytics, asset tracking, preventive maintenance tools, and integrations with other business systems
• Best For: Businesses ready to scale their operations with enhanced tracking and reporting capabilities.

High-End Solutions:

• Typical Cost: $150+/month per user
• Features: Predictive maintenance, highly customizable workflows, enterprise-level support, and advanced automation tools
• Best For: Growing businesses or enterprises with complex needs and a focus on maximizing operational efficiency.

Give Knack a Try

Choosing the right work order management software can transform how your small business operates. Whether you need basic task tracking, asset management, or predictive maintenance, there’s a solution to fit your needs and budget.

However, not all platforms offer the flexibility to adapt as your business grows. That’s where Knack shines. With its no-code platform, you can build a fully customized work order solution tailored to your unique workflows—no unnecessary features, no wasted time, just exactly what you need to get the job done. See our work order benefits page right here; sign up for Knack and start building for free today!