5 Best Facility Management Software in 2025 (In-Depth Review)

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As a facilities manager, you’re tasked with managing the day-to-day operations and maintenance of spaces and the people that occupy them. On any given day, you’re faced with an endless to-do list that may include everything from overseeing facility maintenance and repairs, to energy management, space planning, health and safety, security and more.

Facility management (FM) software acts as a centralized database, providing you and your team with a comprehensive overview of all of the facilities under your supervision. Whether you work in construction, real estate, retail or manufacturing, FM software can support you in managing your workload, staying on top of your various tasks and ensuring that your buildings and spaces remain well-maintained, safe and functional. That’s why we’re here to explore some game-changing tools in the space.

Our Top Picks

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Best Option

For fast, intuitive team coordination

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2

For tools tailored to facilities

3

For map-based asset tracking

Trust Icon 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.

What Makes the Best Facility Management Software?

When it comes to facility management software solutions, there is no one-size-fits-all approach. The right software is one that is tailored to fit your organization’s specific needs and integrates smoothly with your existing maintenance program, making tasks like work order management easier and boosting overall efficiency. 

Another perk of FM software is that it digitizes your entire facility management system, helping you move away from unreliable paper-based systems and ensuring that all your information is securely stored and easily accessible whenever and wherever you need it. 

The right FM software will help you:

  • Manage maintenance operations for various types of buildings and facilities, such as plants or warehouses
  • Keep track of inventory management for equipment, parts or materials
  • Schedule work requests for equipment inspections, repairs and maintenance
  • Incorporate health, safety and environmental compliance documents and best practices
  • Access facilities through key and lock tracking systems

5 Best FM Software Solutions at a Glance

Best for Standout Feature Pricing
Customizable location fields Various fields can be customized to the needs of the customer Free plan available and paid plans from $20/month per user
Real-time data Provides up-to-date information on maintenance and operations Contact for details
Asset mapping and floor plans Visualizes and maps assets for easier management Custom pricing based on square footage
On-the-go work orders Enables mobile access to create and manage work orders Free plan available;
paid plans from
$16/month per user
Predictive maintenance Predict the reliability of your assets and ensure efficient use of your resources Contact for details
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

Coast facility locationsCoast is a computerized maintenance management system (CMMS) software that excels in its ability to offer robust facility management options, including customizable parent and child location fields. Choose which fields show up on forms and checklists and who can see them, adding and removing fields as needed.

Tailor the CMMS software to match the structure of your organization, and streamline maintenance processes with precise management and tracking of the various facility components you’re responsible for, making it easier for you to oversee and maintain facilities efficiently.

  • Unparalleled customization: You can easily rename fields to use the labels and terms your team already knows, making the app more intuitive and reducing the learning curve. This kind of customization helps the software slot effortlessly into your organization’s existing workflows, boosting efficiency and prioritizing user-friendliness.

  • Manage work orders on the go: Access work orders whenever, wherever from a single dashboard with Coast’s mobile app. Keep an eye on maintenance requests when you’re out of office, check how tasks are progressing, and enable your staff to close out work orders as soon as they’re done right from their mobile device.

  • Streamlined communication: Coast lets you send messages, announcements, photos, videos and documents right within your work orders, so you don’t have to keep track of messages across multiple platforms. Each chat group includes tools for creating and assigning tasks, checklists and procedures to keep everything organized. Your team gets automatic notifications when tasks are assigned, and you’ll be alerted as soon as they’re completed.

Pros

  • People outside your organization can submit work orders easily via a QR code
  • Sleek, modern design that’s also user-friendly
  • Tailor workflows and tasks to fit your specific needs

Cons

  • Certain native integrations are limited
  • Reporting features are only accessible with a paid plan

Enhanced Tracking Capabilities Throughout the Facility

Coast has completely transformed how we manage our facility. Maintenance tasks are now completed much more efficiently, and our preventive maintenance program is stronger than ever — with significantly fewer tasks being delayed to the off-season.
Kimberley, Arts & Crafts, Mid-Market Business

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
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

FMX facility management calendarFMX’s facility management platform is a great fit for schools and government entities alike. With its real-time data and reporting features, administrators can easily monitor facility conditions and track maintenance activities. You’ll get alerts as issues come up, allowing for quick responses to service requests. FMX’s user-friendly interface boosts operational efficiency and helps with informed decision-making, tracking work orders and scheduling preventive maintenance — all while keeping you compliant with regulatory standards.

  • An activity dashboard that does it all: FMX’s activity dashboard offers real-time updates on maintenance tasks, work orders and facility conditions, providing a comprehensive overview of tasks that are ongoing, upcoming or completed. The dashboard also lets you customize the layout to suit you best, while delivering performance metrics and visualizations to help you monitor operational efficiency.

  • Timely alerts and notifications: FMX provides a host of alerts and notifications to keep you up to speed on the status of work orders. Critical issue alerts let you know when there’s an urgent problem or equipment failure that needs immediate attention, while compliance reminders keep you on track with regulatory standards by notifying you about upcoming deadlines and inspections. Plus, FMX lets you customize notifications, so you get the alerts that matter most to you based on your role and preferences.

Pros

  • Real-time asset tracking enables prompt responses and informed decision-making
  • Reporting features provide actionable insights that help you understand equipment repair trends and budget accordingly

Cons

  • Limited customization options including restricted field customization, reporting and workflows
  • Mobile app can be clunky

FMX Delivers Where It Matters Most

Our overall experience with FMX has been great! It's user-friendly, flexible and makes data tasks easy. Import/export tools and reporting features help us work efficiently and stay organized daily.
Krissi, Education Management, Mid-Market Business
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

AkitaboxAkitaBox’s cloud-based software provides real-time facilities data and space management in a visual, easy-to-use format that you can customize. It can help your team simplify operations, reduce risk and tackle even the toughest facility management challenges. With AkitaBox’s location-based asset mapping, you get a detailed visual of your assets within the facility, making it easy to locate and manage them based on their physical placement. Designed for industries like commercial real estate, AkitaBox gives property managers and facility operators precise floor plans and management tools to effectively oversee complex real estate portfolios.

  • Location-based asset mapping: AkitaBox’s location-based asset mapping gives you a high-level view of your assets within a facility or facilities. This feature lets you view and manage assets based on their exact locations, making maintenance and operational tasks a breeze. With a clear visual representation of your assets, you can effortlessly track and maintain equipment, spot potential issues before they arise and proactively plan for future needs. This approach is especially helpful for managing complex facilities, like those in commercial real estate, where precise asset management is key to staying efficient and controlling maintenance costs.

  • Quality tracking and data: This facilities management solution allows facility managers to track energy consumption of various facilities, helping companies with regulatory compliance and sustainability.

Pros

  • Industry-specific tools enhance asset management and operational efficiency, particularly for commercial real estate
  • Intuitive interface that makes onboarding easy for most teams

Cons

  • Lacks comprehensive inventory management features, which may limit the tracking of supplies and parts
  • Not as customizable as other facility maintenance software

Effective Facility Management Software

AkitaBox allows us to streamline operations and communicate easily to address needs in multiple facilities. Very useful tool with good vendor support.
John, Government, Mid-Market Business
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

maintainx work ordersMaintainX software is known for its user-friendly mobile app, which empowers you to manage your facilities from the field and beyond. The app allows you to create, assign and track work orders right from your phone, delivering real-time updates and communication, streamlining facility maintenance management, enhancing response times and improving operational efficiency.

  • Easy-to-use mobile app: MaintainX software stands out for its ease of use, giving you the power to effortlessly manage facility operations from anywhere. Its capabilities include creating and tracking work orders, assigning tasks and accessing real-time updates. Its user-friendly interface minimizes training time and boosts productivity by enabling data entry on the go.

  • Intuitive work-order creation: Its simple design makes it easy to create work orders and add procedures and checklists to them.

Pros

  • Intuitive design makes the app easy to navigate without extensive training
  • Ability to make changes to multiple work orders simultaneously

Cons

  • Third-party integrations could be more intuitive for smoother connectivity with other tools
  • Lack of customization options, like the ability to highlight important text and change fonts

Easy to Use & Great Support

Between the ease of use, the flexibility in configuration and customization, the Customer Success and Customer Support Teams, we are extremely satisfied with MaintainX, as it has far surpassed the expectations that we had coming from other maintenance systems.
Michael, Facilities Services, Mid-Market Business

Basic - $0 / user / month

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

Essential - $16 / 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 - $49 / user / month

  • Unlimited Work Orders With Attached Procedures
  • Unlimited Access to Advanced Analytics
  • Meter-Based Maintenance
  • Parts Inventory Management
  • Purchase Order Management
26
out of 35
Ease of Use
4
Mobile Experience
4
Core Features & Functionality
4
Adaptability & Customization
3
Customer Support
4
Pricing
3
Current Reviews
4

Fracttal one ease of useFracttal One’s facilities management solution excels in predictive maintenance, helping you to forecast the reliability of individual assets. Its advanced analytics and data-driven insights help identify potential issues before they lead to failures, allowing for proactive maintenance and increasing machine uptime. By leveraging real-time data and historical trends, Fracttal helps optimize asset performance and extends the lifecycle of critical equipment.

  • Advanced analytics: Fracttal’s predictive maintenance harnesses the power of real-time data to help you anticipate and prevent asset failures, reducing machine downtime and extending equipment lifespan with advanced analytics and real-time data.

  • Robust reporting: Fracttal’s comprehensive reports help identify trends for informed decision-making, leading to better resource management and cost savings.

Pros

  • A virtual assistant that boosts efficiency and cuts down on manual workload by providing real-time support and automating routine facility management tasks
  • Easy to upload photos, videos and documents

Cons

  • Depends heavily on a network connection, can be limiting if connectivity issues arise
  • Flat-rate pricing is on the high end

Fracttal: Dynamic Maintenance Tool CMMS

It is a dynamic tool for maintenance management. It allows for the easy updating of maintenance histories used in assets, in addition to having all the requirements of a CMMS, such as the management of maintenance plans, spare parts and consumables consumption, human resources, work orders and more.
Alvaro Alonso C., Small Business

Choosing the Best Facility Management Software

The best FM software integrates customization, maintenance schedules, real-time data, mobile accessibility, predictive maintenance and detailed asset mapping. Customization is key to ensuring the tool fits seamlessly with your existing systems and delivers the exact features you need. Coast, FMX, MaintainX, Fracttal and AkitaBox each offer unique advantages: Coast for its flexible customization, FMX for real-time insights, MaintainX for its user-friendly mobile app, Fracttal for predictive maintenance and AkitaBox for its detailed asset mapping capabilities. 

Ultimately, the best choice depends on your facilities team’s unique needs and priorities.

  • Anya leibovitch

    Anya Leibovitch is a B2B SaaS content marketing specialist. She partners with tech companies to design and execute their content marketing strategy. A writer first and foremost, she harnesses the power of storytelling to build and strengthen relationships between companies and the clients they serve.

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