5 Best Property Maintenance Software Picks for 2024

No property manager wants to be woken up in the middle of the night to learn that a pipe burst in the apartment building they manage, but it happens — especially in the dead of winter when frozen water is the enemy of aging systems.

But with a few quick taps on a tablet, a property manager can quickly dispatch emergency maintenance work requests to a team of skilled maintenance professionals. As the property maintenance team works to repair the busted pipe and address water damage, the software solution tracks every detail — from the emergency response time to the repair progress.

This is the power of property maintenance management software. Not only can it help in the case of emergency, but it facilitates day-to-day tenant communication, routine maintenance tasks and financial transactions for rental property owners.

Let’s look at the five top options to help you choose the best property maintenance software for your business needs.

What Makes the Best Property Maintenance Software?

Property maintenance software streamlines operations for maintenance teams overseeing one or multiple properties. It centralizes work order management, allowing efficient tracking, prioritization and completion of tasks to keep properties running smoothly.

Key features include:

• Work order management: Track work orders from creation to completion, with priority settings and progress tracking.
• Location-based assignment: Delegate tasks based on proximity and expertise, reducing response times.
• In-app communication: Enable real-time updates and collaboration among staff and renters.
• Customizable options: Tailor work order forms, reporting templates and interfaces to meet unique team needs.
• Property and lease administration: Centralize property details, lease agreements and documents.
• Tenant management: Conduct background checks and automate communications.

When choosing software, consider:

• Cost and scalability: Ensure it fits your budget and grows with your business.
• Maintenance-specific features: Focus on tools that enhance property maintenance operations, such as preventive maintenance scheduling.
• User-friendly interface: Look for an intuitive design to minimize learning curves.

“Property maintenance and CMMS software are fast becoming indispensable in managing properties successfully, especially with the increase in maintenance demand we have to handle,” says Jonathan Cobey, CEO of Carolina Home Cash Offer, a Charlotte, N.C.-based, accredited home-buying company. “These systems provide the necessary tools to streamline jobs, enhance transparency and reduce energy downtime — necessary for sustaining property values. They further offer insights from data to understand future repairs and optimize costs. An investment in [property maintenance software] has made property management more feasible and efficient, thereby assisting property owners and managers in making certain key, long-term decisions.”

5 Best Property Maintenance Software at a Glance

Here are the five best property maintenance software in 2024:

Coast – For Customizable Location Fields

Coast offers a robust property maintenance solution. One of its standout features is the ability to assign assets to specific locations through customizable fields, enabling meticulous tracking and management of everything from HVAC systems to lighting fixtures across different buildings or areas.

This location-based asset management system streamlines the maintenance process, simplifying work order scheduling and tracking. The centralized system keeps all property maintenance information accessible and organized, allowing property managers to oversee operations efficiently, reduce equipment downtime and maintain high upkeep standards.

As a mobile-first platform, Coast is one of the highest-rated facility management software tools available. The all-in-one platform allows users to create and assign work orders, manage assets, track parts inventory and schedule preventive maintenance. Over 10,000 teams, including those from Hilton, Marriott and Planet Fitness, use Coast to consolidate all work orders into a single app, making it suitable for teams of all sizes and industries.

Key Features

• Preventive maintenance scheduling: Sends automated preventive maintenance notifications and alerts to ensure no work is overdue
• Customizable fields: Ensure easy user adoption and consistency with your company lingo
• In-app messaging: Provides seamless communication through group channels and individual project discussions
• A user-friendly interface: Makes setup as easy as using a mobile device

Coast Pros

• Intuitive design: Sleek design provides simple navigation and easy-to-read dashboards
• Helpful customer support: Knowledgeable team schedules regular check-ins with customers for feedback
• Quick setup: Allows users to get up and running rapidly

Coast Cons

• Reporting features: Analytics tools are only available on paid plans
• Multiple users: Occasional glitches when multiple users work on the schedule simultaneously

Coast Price

• A free version is available
• Paid plans start at $20/month
• A 7-day free trial offered

Coast’s fully customizable features make it a valuable tool for improving maintenance tracking and overall property management efficiency. Its user-friendly design and robust location-based asset management capabilities set it apart in the property maintenance software market. Plus, its strengths in customization, communication and ease of use make it a compelling choice for teams looking to log maintenance work from their mobile devices.

“When choosing property maintenance software, it’s vital to look at scalability, ease of integration with other systems and mobile compatibility,” says Tim Choate, founder and CEO of RedAwning, a platform for short-term vacation rental owners and property managers. “A strong CMMS should not only centralize maintenance but also facilitate data-driven decisions.”

Maxpanda – For Real-Time Metrics

Maxpanda CMMS streamlines property maintenance operations. It offers integrated asset inventory management features and preventive maintenance tools. A key feature of Maxpanda is its ability to track assets in real-time, allowing property managers and facility directors to ensure efficient operations and make data-driven decisions to ensure tenant satisfaction.

With the platform, you can manage maintenance requests from staff and customers as well as handle scheduled tasks. Maintenance teams can use this to optimize workflows and reduce equipment downtime. Also, the system makes it easy to process maintenance requests. You can submit requests via any web browser, and administrators will review them. These requests become work orders once approved, and users get emailed updates along the way.

Key Features

• On-the-go team communication: Enables seamless coordination among maintenance staff
• Real-time metrics: Provide up-to-date information on asset status and maintenance activities
• Asset and parts inventory: Help manage and track equipment and supplies effectively

Maxpanda Pros

• Allocation of assets: Tracks and manages assets across properties
• Preventive maintenance: Facilitates scheduling and tracking of routine maintenance tasks to prevent breakdowns
• Checklists: Ensure all maintenance is done right

Maxpanda Cons

• Lack of customization for users: Not as flexible when it comes to adapting to specific needs and preferences
• Administrators do not automatically approve requests: Potentially slowing down the work order process
• Can’t deploy on-premises: May not suit organizations that prefer to host their software
• Interface issues: Some users report that the app can get stuck loading pages, and the interface uses only a small portion of the screen with no adjustment options
• QR tag durability: Printing custom QR tags may result in reduced durability

Maxpanda Price

• A 7-day free trial offered

Propertyware – For Working With Multiple Vendors

Propertyware is a top property management software for managing single-family and other low-density residential properties. It’s designed to address the unique challenges that property management companies and landlords face, providing a comprehensive platform for property management tasks. An integrated suite of tools streamlines workflows, enhances tenant relations and boosts operational efficiency. From marketing and leasing to operations, maintenance and financial reporting, Propertyware covers all aspects of property management.

One standout feature is its ability to work with multiple vendors from a single work order, making it easier for property maintenance teams to manage various tasks and services. 

Key Features

• Mobile app: Gives technicians to take photos of their work and record it on the go
• Integrated vendor invoicing: Makes it easy to work with vendors on work orders and billing
• 24/7 access: Provides real-time visibility for tenants and owners

Propertyware Pros

• Simplified accounting: Covers accounts receivable, accounts payable, bank reconciliations and direct ACH payments to owners
• Flexible rent payment solutions: Makes rent collection easy with both online and cash payment options that help reduce late or missed rent and protect against theft and fraud
• Marketing tools: Control online presence, fill vacancies faster, manage listings and handle tenant screenings
• Asset protection: Reduces the risk of accidental damage and minimizes tenant liability with extensive protection solutions
• Standardized tasks: Ensure consistent and efficient operations

Propertyware Cons

• Limited to residential properties: A cloud-only installation that’s not aimed at larger commercial properties or real estate
• Limited communication features: Restricted in-app messaging and communication options
• Poor report formatting: Not customizable, and support is unhelpful
• System reliability issues: Errors occur during bill payments or check writing outside of scheduled maintenance times
• Lack of customization: Limited customization options

Propertyware Price

• Atarts at $1/unit/month with possible additional services

Fiix – For Data Tracking & Reporting 

Fiix streamlines property maintenance operations, improves asset management and optimizes workflow. With its asset tracking capabilities, you can monitor equipment comprehensively and keep detailed service histories. It also offers a robust maintenance scheduling feature that lets you create, manage and assign unlimited work orders. Last but not least, Fiix offers powerful reporting tools, providing insights into maintenance performance, asset health and operational efficiency.

Key Features

• Preventive maintenance: Includes robust scheduling tools and work order reporting for project analysis
• Contractor management: Provides a complete view of scope and responsibilities
• Maintenance analytics and reporting: Helps with devising data-driven strategies
• Integration with ERP systems: Offers enhanced data management and synchronization

Fiix Pros

• Excellent customer service: Many companies offer similar tools, but Fiix stands out with exceptional support
• Document storage: Each asset can have associated files, making it easy to keep all relevant information in one place
• User-friendly: Designed to be accessible, even for those unfamiliar with digital tools
• Customizable search and filters: Easily find assets or users by various criteria and clean, user-friendly design
• Data security features: Ensures robust data protection with advanced security measures and encryption

Fiix Cons

• Analytics limitations: Some users want more advanced tools and customizable reporting options
• Integration flexibility: Limited options for connecting with other systems
• Session timeouts: Users get logged out after a few minutes of inactivity
• Pricing inflexibility: No customization based on the specific needs of the user
• Data migration issues: Migrating inventory data can be problematic and sometimes requires re-entering information

Fiix Price

• A free version is available
• Paid plans start at $45/user/month with a 1-month free trial

eMaint – For Focusing on Facilities Management

Part of the Fluke Corporation, eMaint helps you manage work orders, preventive maintenance schedules and parts inventory. The facilities management system focuses on improving maintenance operations and asset performance so that facilities can proactively deal with potential issues before they escalate. It improves facility uptime and extends equipment life.  

No matter what size organization you are or how many locations you have, you can use the cloud-based CMMS software to manage work orders, optimize workflow, track inventory and spare parts, and schedule preventive and predictive maintenance. It makes sure routine maintenance tasks don’t get overlooked, leading to improved performance and fewer unexpected downtimes.

Key Features

• Preventive maintenance: Drag-and-drop scheduling for easy task management
• QR codes: Offers quick asset identification and information retrieval
• Offline mode: Ability to work offline, ensuring continuity in areas with poor connectivity

eMaint Pros

• Integration: Combines functions from other popular platforms to create a unique experience
• Easy navigation: Simple to switch back and forth between assets and work orders
• Support: A dedicated implementation specialist who tracks progress and makes suitable suggestions
• SCADA integration: Allows for easy data integration with similar systems through SCADA integration
• Condition monitoring: Enables real-time equipment health tracking and predictive maintenance

eMaint Cons

• User input: Difficult for residents to input work orders themselves
• Web-based: Web-based systems present some usability challenges until users learn shortcuts
• Usernames: Inability to create custom usernames, system-generated only
• Component tracking: Difficulty tracking component failure and history of components changed on a machine
• Calibration: Lacks a way to record multiple readings for calibrations showing percent error with an automatic pass/fail
• Training: Some features require training, which Fluke offers
• Lack of customization: Offers limited options for customizing features to suit specific property maintenance needs

eMaint Price

• Contact eMaint and request a demo

Choose the Best Property Maintenance Software

Coast, Maxpanda, Propertyware, Fiix and eMaint each offer unique features, but customization stands out for meeting specific needs. Custom solutions integrate seamlessly with existing systems, enhancing workflows and aligning with business goals.

Coast provides a customizable, user-friendly interface, ideal for any property maintenance team. Experience the benefits of tailored property maintenance solutions with Coast. Sign up for a free account.