5 Best Facility Maintenance Software of 2026 (In-Depth Review)

Facility maintenance software is a digital tool that helps keep buildings running smoothly. It helps maintenance teams stay on top of work orders, equipment checks and repair schedules — whether managing one building or several.

I tend to see this category become “urgent” when maintenance work starts living in too many places: a spreadsheet for preventive maintenance, texts for urgent repairs, paper checklists for inspections and tribal knowledge for where equipment records are stored. The best facility maintenance software replaces that fragmentation with a clear workflow. That way nothing falls through the cracks, and your team isn’t reinventing the process every week.

These platforms are useful for operations managers, maintenance leads, technicians and contractors — really anyone responsible for facility upkeep. And the goal is simple: Save time, reduce chaos, and keep buildings and equipment reliable. These are my top picks based on what matters most in facilities: work order execution, mobile usability, multi-site organization and how well the system supports vendors and documentation.

Top Picks

1

Best Option

Best for teams looking for easy customizations

Try for Free

2

Best for teams with vendor management needs

3

Best for teams with robust asset management needs

What Makes the Best Facility Maintenance Software?

When I evaluate facility maintenance software, I start with a basic question: Will technicians actually use it consistently? If the interface is frustrating or mobile performance is weak, you lose the real benefit — accurate updates from the field. In my experience, the best facility maintenance software consistently solves five problems:

• Fast work order intake and tracking: Work order management stands at the center of facility operations. If request submission and updates are clunky, everything slows down.
• Mobile execution: Technicians need to create requests, update statuses, attach photos and pull up history while moving between buildings.
• Multi-site visibility: Managing multiple properties requires clean location organization and asset hierarchies, so you can see what’s happening where.
• Documentation inside the workflow: Checklists, procedures, manuals and photos should live inside the work order — not in a separate binder or shared drive.
• Customization: Facilities don’t run the same way. The software should adapt to your routing rules, approvals and maintenance standards.

Different tools emphasize different strengths. Some are better for vendor collaboration, others for purchase-order visibility, and others for technician routing and real-time dashboards. That’s why I separated the five tools below by what they do best.

How I Chose the Software

To create this shortlist, I started by reviewing more than 20 facility maintenance software options currently on the market. From there, I narrowed the list using a consistent evaluation framework: ease of use, mobile experience, core features, adaptability, customer support, pricing  and verified user feedback.

I put the most weight on what impacts facility teams every day: how quickly you can create and assign work orders, how reliably technicians can update jobs on mobile, and how well the tool supports multi-building operations.

I also reviewed feedback on sites like G2 and Capterra (and yes, even Reddit threads when they were specific and detailed), because implementation pain, learning curve and support quality matter just as much as features. The five tools below came out as clear leaders for facilities use cases.

Why Trust Coast?

At Coast, we take our software reviews seriously. Our review methodology evaluates software across seven critical categories that help differentiate the solutions from one another. Each category receives a score from one to five, with five being the highest, and a maximum possible score of 35 points.

	Best for	Standout Feature	Pricing
	Customizations	Customizable workflows that adapt to your business	Free plan available; paid plans from $20/month per user
	Third-party collaboration	Vendor management portal	Free plan available; paid plans from $45/month per user
	Asset cost & history tracking	Hierarchical asset organization	Contact for details
	Simple work order management	Easy-to-use mobile app	Free plan available; paid plans from $20/month per user
	Real-time data & technician routing	Live labor tracking	Contact for details

Top 5 Facility Maintenance Software

All five options can run a facility maintenance program, but they’re optimized for different realities — custom workflows, vendor coordination, asset cost tracking, technician usability or real-time operational visibility.

1. Coast: For Customizable Workflows

For Customizable Workflows

34

out of 35

Ease of Use

5

Mobile Experience

5

Core Features & Functionality

4

Adaptability & Customization

5

Customer Support

5

Pricing

5

Current Reviews

5

Why It's a Top Facility Maintenance Software

Coast stands out as the most customizable facility maintenance solution for teams that want software to match their operations, not the other way around. I chose it as my top pick for its customizable workflows because of how easily users can reshape processes to reflect their team’s existing maintenance processes. Unlike tools that impose rigid templates, Coast empowers maintenance managers to build flexible, role-specific task flows without needing technical knowledge. Not only does this help save time, it also helps improve team adoption and machine uptime that can lead to significant maintenance cost savings.

Plus, Coast’s cloud-based solution offers an all-in-one platform that combines real-time communication with preventive maintenance scheduling and other key features like asset data tracking and reports forecasting that lead to actionable insights.

Why I chose Coast: I prioritized tools that can scale across buildings and teams without turning into an IT project. Coast combines technician-friendly execution with workflow customization, which is a rare mix in facility maintenance software.

Key Features

• Flexible workflow builder: Teams can build custom workflows or modify templates in Coast to match their processes, adding specialized approvals and routing work orders to departments based on specific triggers.

• QR code asset management: Technicians scan unique QR codes on each asset to access complete maintenance histories, manuals and schedules. The system supports external work orders when contractors need limited access.

• Customizable alert system: Managers can set up automatic PM alerts based on dates, runtime hours or specific triggers. The system sends these through different channels (app, email, text) depending on urgency.

Pros & Cons

Pros

• User-friendly interface: Each tech gets their own dashboard showing their individual jobs, upcoming PMs and how they're doing — keeping things clear and helping them stay on track.
• Comprehensive documentation: You can add step-by-step guides, photos, videos and checklists to work orders, so techs know exactly what to expect before they arrive on site.
• Team communication: The platform features built-in messaging that keeps all communication within the context of specific work orders.

Cons

• Limited third-party integration: Coast lets you customize plenty within the system, but doesn't play nice with as many accounting, ERP or business tools as you might want.
• Mobile connectivity issues: The mobile app occasionally experiences synchronization delays when used in areas with weak cellular coverage.

Current Review

Coast: Efficient & User-Friendly

I like] its user-friendly interface and intuitive design, which made managing tasks and tracking expenses incredibly simple and efficient.

Israel O., Coordinator, Law Enforcement

Coast vs. MaintainX Coast vs. UpKeep Best CMMS Software

Pricing

Free - $0 / user / month

• Unlimited Work Orders
• 5 Repeating Work Orders
• Real-Time Messaging
• 7-Day History
• File Uploads Up to 3 MB

Starter - $20 / user / month

• Unlimited History
• Unlimited Repeating Work Orders With Procedures
• Unlimited Request Users
• No Limits on File Uploads
• Workspace Permissions
• Time & Cost Tracking
• 5 Workflow Automations

Pro - $49 / user / month

• Full Workflow Customization
• Reporting Analytics
• Unlimited Customizable External Work Request Forms
• Unlimited Custom Dashboards
• Automated Downtime Tracking
• 30 Workflow Automations
• Implementation, Setup & Training

2. Fiix: For Working With Third-Party Vendors

For Working With Third-Party Vendors

23

out of 35

Ease of Use

2

Mobile Experience

3

Core Features & Functionality

3

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why It's a Top Facility Maintenance Software

While Fiix may require a bit of a learning curve, I chose it for facility maintenance teams that heavily rely on vendor coordination. If you routinely assign work to outside contractors, Fiix helps you maintain visibility while still collaborating externally. In practice, Fiix’s strength is how it connects vendor work orders with documentation and procurement processes — useful when you need to track quotes, approvals and purchase orders alongside the maintenance work itself.

Why I chose Fiix: I included Fiix because vendor collaboration is a real differentiator in facility maintenance. If a tool can’t handle contractors cleanly, managers end up back in email chains and spreadsheets.

Key Features

• Vendor management portal: Fiix maintains a centralized vendor database where teams store contracts, insurance certificates and contact information.

• Work order and purchase order integration: Maintenance teams can send requests for quotes, proposals and purchase orders (POs) directly to vendors from within the system.

• Vendor performance tracking: The platform monitors vendor metrics, including response times, completion rates and cost adherence.

Pros & Cons

Pros

• Comprehensive document management: Keep vendor emails, quotes and invoices together instead of scattered everywhere.
• Streamlined procurement process: Link work orders to POs to cut paperwork and track every dollar spent.
• Strong integration capabilities: Ready-made connections keep your POs and vendor info in sync with your accounting system.

Cons

• Feature complexity: Small shops with basic vendor needs will find many tools they won't use.
• Premium pricing structure: Those slick vendor management tools live in the expensive subscription tiers.
• Learning curve for vendors: External contractors sometimes require training to use the system effectively.

Current Review

Daily Fiix User

I believe there is no other tool on the market that delivers the same level of security, data capacity and range of features as the Fiix system. Fiix offers a range of benefits that have transformed how my organization manages maintenance.

Guilherme C., Materials Planning and Control Analyst PL, Mid-Market Business

Honest Fiix Review Fiix Alternatives Coast vs. Fiix

Pricing

Free - Limited Users

• 25 Active PMs
• Unlimited Service Requests
• Work Orders
• Downtime Tracking
• Asset Management

Basic - $45 / user / month

• Unlimited PMs
• Reports
• Resource-Based Scheduling
• User Certification Tracking
• Access to Success Team

Professional - $75 / user / month

• Multi-Site Management
• Fiix Foresight
• Purchasing & RFQs
• Nested PMs
• Multi-Asset Work Orders

3. Limble: For Asset Cost & History Tracking

For Asset Cost & History Tracking

25

out of 35

Ease of Use

4

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why It's a Top Facility Maintenance Software

Limble is a strong choice if your facilities team needs clearer visibility into asset history and lifecycle costs. I like that it organizes maintenance histories and expenses in a way that supports better repair-versus-replace decisions. If you’re trying to understand which assets are repeat offenders and what they’re actually costing your organization over time, Limble’s asset structure and reporting approach can be a good fit.

Why I chose Limble: I wanted an option specifically for teams who care about asset cost tracking and history depth — not just getting work orders closed.

Key Features

• Centralized asset cards: All specs, records and costs are stored in one place for each piece of equipment.

• Hierarchical asset organization: Assets can be arranged in parent-child relationships to track costs at both component and system levels.

• Custom data fields: Teams can create unlimited custom fields to track metrics like runtime hours, mileage or temperatures.

Pros & Cons

Pros

• QR code implementation: Technicians scan asset QR codes to access histories and log work, boosting field efficiency.
• Detailed cost reporting: Reports break down labor hours, part costs and downtime expenses.
• Responsive support team: Support answers within minutes and resolves most issues in hours.

Cons

• Preventive maintenance complexity: I found creating detailed PM schedules somewhat cumbersome when working with numerous asset types.
• Premium feature pricing: Advanced inventory management and some reporting tools require higher subscription tiers.
• Dashboard customization limitations: I wanted more flexibility in creating personalized dashboard views during testing.

Current Review

Limble Is a Very Reliable App

Limble has made my life very easy and effective. Now, I can conduct my maintenance task on time, and if I forget, Limble is always there to remind me.

Shane J., Maintenance Supervisor, Small Business

Honest Limble Review Limble Alternatives Coast vs. Limble

4. MaintainX: For a Clean Interface

For a Clean Interface

29

out of 35

Ease of Use

5

Mobile Experience

4

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

5

Current Reviews

4

Why It's a Top Facility Maintenance Software

In a facilities environment where requests come in constantly, a clean interface and fast work order updates matter more than most people expect. MaintainX stands out for its user-friendly interface and mobile-first design, making it easy for maintenance teams to adopt with minimal ramp-up time. During testing, I was able to submit and manage work orders within minutes of logging in. The software is also especially useful if your goal is to standardize how work gets logged — with templates, priorities and mobile-first execution — without requiring a heavy setup process.

Why I chose MaintainX: I included MaintainX for its usability. After all, if techs don’t use the system, the dashboard becomes fiction.

Key Features

• Work order management: Color-coded priorities keep team members focused and organized.

• Mobile-first design: You can update and upload photos wherever you are with the mobile app.

• Procedure library: Managers can create step-by-step guides that attach to relevant work orders.

Pros & Cons

Pros

• Quick implementation: Full deployment took less than a day with limited IT support.
• Clear prioritization: Urgent tasks stand out clearly, helping prevent overlooked issues.
• Built-in messaging: Keeps all work order-related communication in one place for easy tracking.

Cons

• Busy dashboard: The main screen can feel crowded with too many elements.
• Customization limits: More flexibility for custom fields and workflows would be helpful.
• Sync delays: Occasional lag between mobile and desktop updates observed.

Current Review

Great Experience With MaintainX

MaintainX has all the tools we need to properly manage our maintenance system at an affordable cost. It’s easy to set up and use while providing all the data points we need. Implementation was easy and the support team outstanding.

John B., Engineer Manager, Mid-Market Business

Honest MaintainX Review MaintainX Alternatives Fiix vs. MaintainX

Pricing

Basic - $0 / user / month

• Unlimited Work Orders
• Unlimited Procedures
• Unlimited Requester Users
• Real-Time Messaging
• 2 Work Orders With Attached Procedures

Essential - $20 / user / month

• Unlimited Work Orders With Attached Images
• Unlimited Repeating Work Orders
• 3 Work Orders With Attached Procedures
• 3-Month Access to Advanced Analytics

Premium - $65 / user / month

• Unlimited Work Orders With Attached Procedures
• Unlimited Access to Advanced Analytics
• Meter-Based Maintenance
• Parts Inventory Management
• Purchase Order Management

5. FMX: For Real-Time Data

For Real-Time Data

25

out of 35

Ease of Use

4

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why It's a Top Facility Maintenance Software

FMX stood out to me for teams that need real-time visibility into maintenance operations — particularly in environments like schools, campuses or government facilities where response time and technician routing are critical. Its dashboards and routing workflows are designed to show what’s happening right now: what’s open, who’s available and where bottlenecks are forming.

Why I chose FMX: I included FMX because some facilities teams require more than work order software. They need live operational control. FMX is strongest when real-time visibility and routing matter more than deep customization.

Key Features

• Interactive activity dashboard: I appreciated the centralized dashboard, which displays current work order status, technician availability and maintenance progress in real time.

• Automated work order routing: FMX automatically assigned my test maintenance requests to the most appropriate technician based on availability and skills.

• Multi-channel alerts: I received immediate notifications through multiple channels when critical issues arose during testing.

Pros & Cons

Pros

• Live labor tracking: I monitored technician progress throughout the workday, with real-time updates showing the current task status.
• Instant status visibility: I saw which buildings had the most outstanding work orders during my facility tests.
• Sensor integration: I connected basic IoT sensors to the system and watched as it automatically generated work orders when sensors detected temperature spikes or water leaks.

Cons

• Pricing transparency: I found it difficult to evaluate costs upfront, as FMX requires contacting sales for a custom quote.
• Initial setup complexity: The rich feature set required more configuration time during implementation than competing products.
• Limited offline functionality: Testing revealed a substantial decline in the mobile app's real-time performance in areas of weak connectivity.

Current Review

Go FMX!

FMX is very easy to use in all modules. Workflow is easy to track. The support staff is awesome to speak with, as they always have solutions on hand or are quick to find one when needed.

Miles T.; Director, Buildings, Grounds, Transportation & Security; Mid-Market Business

Honest FMX Review Best Preventive Maintenance Software

Final Verdict on Facility Maintenance Software

After testing these five maintenance platforms, here’s how I’d summarize them:

• Fiix is the strongest fit if vendor management and procurement visibility are central to your workflow.
• Limble is the best choice when asset cost and history tracking are the main driver.
• MaintainX stands out for technician adoption thanks to its clean interface and mobile-first experience.
• FMX is a strong fit for teams that want real-time visibility and technician routing.
• Coast is my top recommendation for most facilities teams because of its workflow customization — so the tool adapts to your operations instead of forcing your staff into rigid processes.

If you’re deciding between two tools that both check all the boxes, I’d use this tiebreaker: Choose the platform your technicians will actually update in real time. In facility maintenance, consistent updates are what prevent missed work, repeated repairs and maintenance work that disappears into gaps.