7 Best Maintenance Management Software in 2025 (Review)

Adjustable dashboard for performance views: Coast allows high-level customization. Users can modify various fields and views to match their specific needs. Customization extends to creating personalized dashboards that display relevant information for each user or team. Maintenance managers can see general overviews of all maintenance operations, while technicians access detailed task lists. The adjustable dashboards ensure everyone sees the information they need quickly.

Built-in team chat for communication: Coast facilitates communication between maintenance teams. The app includes messaging within work orders. Team members can exchange information, ask questions and provide updates directly within each task. The integrated communication feature keeps all maintenance-related conversations in context and easily accessible. Team members collaborate seamlessly regardless of location, supporting individual and group chats.

Visual task documentation with photo attachments: Users can upload multiple photos to work orders, visually documenting issues, repair processes and completed work. The feature improves clarity and reduces misunderstandings, particularly useful in facility management for communicating about repairs across multiple properties. The visual record serves training purposes, helps with quality control and resolves work disputes performed.

Quick setup process: Limble’s system allows for easy implementation, with minimal configuration required to start using the software. The streamlined setup process includes guided steps for inputting initial asset information and parts inventory as well as setting up user accounts and configuring basic maintenance schedules.

Customizable reporting: Users can generate and customize maintenance reports to match their specific needs and preferences. Limble’s reporting tools allow users to create various report types, including maintenance costs, asset downtime, work order completion rates and technician productivity. Reports can be scheduled for automatic generation and distribution to relevant team members or stakeholders.

Streamlined data: Management can easily run reports to gain insight on parts inventory and equipment downtime.

Real-time work order tracking: UpKeep’s work order management system makes it easy to assign, receive and track work orders as well as the time and cost it takes to complete maintenance.

Advanced reporting and analytics: Users can access detailed insights into maintenance performance, asset reliability and cost savings metrics. Custom reports, dashboards and KPIs are easy to create, while organizations can also track equipment effectiveness, maintenance backlog and unplanned downtime.

Customizable dashboards: Users can adjust their dashboards to ensure all work order assignments are easily accessible from their mobile device.

Scheduling recurring maintenance tasks: Users can easily set up recurring work orders based on time intervals or equipment usage. MaintainX also supports condition-based maintenance triggers and integration with IoT sensors, ensuring that regular maintenance tasks are never overlooked. This proactive approach helps in preventing unexpected breakdowns and extending asset life.

Equipment downtime tracking: MaintainX allows teams to monitor and record equipment downtime effectively. The platform provides asset health and reliability insights, helping users uncover root causes of failure and make data-driven decisions to boost production and reduce capital expenditures.

Mobile accessibility: Like most maintenance management software solutions, Brightly is highly mobile, making it a great choice for field technicians or maintenance personnel moving between locations.

Asset management: Users can easily access asset information using QR codes and barcodes.

Offline mode: The software includes a mobile app, so maintenance technicians can update maintenance information on the go. Technicians can view work request approvals, update work order statuses, log labor hours and attach photos or documents directly from their mobile phones or tablets. Offline mode lets users use the app even if there’s no internet, with automatic synchronization once they’re back online.

AI-powered maintenance recommendations: Fiix uses AI to optimize maintenance schedules and strategies. It analyzes historical maintenance data, asset performance metrics and failure patterns to suggest proactive maintenance tasks. Organizations can use AI-driven insights to move from reactive to predictive maintenance strategies, increasing uptime and extending asset life.