7 Best Work Order Apps for Mobile Maintenance Teams

Looking to streamline your maintenance operations? Work order apps lets your team manage maintenance tasks right from their mobile devices while they’re out in the field. Instead of dealing with paper forms or running back to the office, maintenance technicians can access job details, update statuses and document their work on the go. 

Let’s explore how these seven different work order apps handle mobile capabilities to help you find the best fit for your team.

What Makes the Best Work Order Apps? 

Mobile accessibility stands at the heart of modern work order apps. Strong mobile features allow maintenance teams to manage their work from anywhere, creating and assigning tasks without returning to a desk. The most effective apps offer seamless mobile experiences, from quick work order creation to real-time status updates.

A standout work order software smoothly handles offline situations. Maintenance teams often work in areas with poor connectivity, like basements or remote facilities. But apps with offline modes let technicians continue working, automatically syncing their updates when the connection returns.

The design of an effective mobile app plays a key role in boosting productivity, accounting for 71 percent of the variation in employee performance. Capabilities like QR code scanning speed up asset identification, while user-friendly interfaces reduce training time for new team members. The ability to attach photos, message team members and access maintenance histories from a phone keeps everyone in sync.

Customization options also matter because every maintenance team operates differently. The best apps allow teams to adapt workflows, create custom fields and modify forms to match their processes. Some teams need to create detailed preventive maintenance schedules, while others focus more on quick repairs.

TL;DR on the Best Work Order Apps

Coast – For QR Code Scanning 

Coast’s mobile-first approach to work orders helps maintenance teams get more done. Team members can access asset information, from warranty details to repair histories to step-by-step guides, by scanning QR codes on their phone. Getting asset information this way is much faster than calling back to the office or flipping through manuals.

Key Features 

• Adaptable workflows: Coast enables staff to shape every part of their processes. The software adapts to existing routines with custom forms and flexible task management, making it natural for teams to track their work.
• Team communication: Maintenance staff can share updates and photos directly in their work orders. Built-in messaging informs the team when someone spots an issue or completes a repair.
• Preventive maintenance: Teams can set up maintenance schedules that keep assets running reliably. By setting up recurring tasks, they stay on top of routine checks and receive timely reminders when equipment requires servicing. 

Pros

• QR codes give quick access to asset details
• The platform keeps improving with new features
• Teams can adjust workflows to match their needs
• Easy photo sharing and messaging
• Simple mobile design

Cons 

• Some software integrations are not available yet
• Full reporting tools need a paid plan

Pricing

• Free: Includes basic features and unlimited users
• Starter: $20/user/month
• Pro: $39/user/month
• Enterprise: Custom pricing available for larger teams

Fiix – For Multiple Locations

Fiix excels at helping maintenance teams manage operations across multiple locations through a centralized dashboard. The platform allows managers to pull reports and track real-time maintenance KPIs across all sites while standardizing organizational maintenance processes. Teams can typically view metrics for each location through the dashboard and compare sites in terms of key maintenance metrics.

Key Features

• Notification system: Stay on top of maintenance costs, compliance status and preventive maintenance with automated email notifications. 
• Multi-site management: Standardize workflows, share equipment across locations and scale operations efficiently by duplicating settings for new sites.

Pros

• User-friendly interface that’s easy to navigate
• Reliable mobile accessibility allows team members to access the system from anywhere

Cons

• Customer support can take longer to respond 
• The initial data-entry process is time-consuming and requires significant effort
• Reports occasionally show inconsistencies in data accuracy

Pricing

• Free: $0/month
• Basic: $45/user/month
• Professional: $75/user/month 
• Enterprise: Custom pricing 

Hippo CMMS – For Working With Third-Party Vendors

Hippo CMMS (now part of Eptura) specializes in helping maintenance teams coordinate with external contractors and vendors. The platform makes it simple to share key asset details, digital schematics and O&M manuals, ensuring third-party service providers have everything they need to get the job done. This streamlined collaboration keeps everyone on the same page and boosts efficiency. 

Key Features

• Contractor management: Simplifies vendor coordination by providing a centralized system to share asset information, manage service requests and track contractor performance.
• Workflow optimization: Streamlines maintenance operations through standardized processes and automated work order scheduling.
• Offline capabilities: Allows technicians to continue working and updating information even without internet connectivity, syncing automatically when reconnected.

Pros

• Built-in tools to effectively monitor and log time spent on maintenance tasks
• Automated alerts keep team members and contractors updated on work order status and priority changes
• Designed with user-friendly interface, making it easier for teams of all technical skill levels to pick up quickly
• A responsive support team helps with CMMS implementation and ongoing needs

Cons

• Basic functionality compared to more detailed solutions in the market
• Limited ability to customize and generate specialized reports
• Can be challenging to manage when multiple users are inputting data, leading to duplicate entries
• According to reviews, users report difficulties integrating with other software systems

Pricing

• Contact for custom pricing based on organization size and needs 
• Plan structures are based on functionalities and number of users supported

UpKeep – For Seamless Integrations

UpKeep stands out with its extensive integration capabilities, connecting maintenance operations with essential business tools and IoT devices. From APIs and webhooks to pre-built connectors, UpKeep offers flexible options to fit your workflows. It also easily integrates with popular platforms like QuickBooks, Procore and Zapier, helping teams streamline processes and maintain a unified system.

Key Features

• Mobile-first platform: User-friendly design optimized for mobile, making it easy for technicians to access and update information anytime, anywhere.
• Integration model: Seamless integration capabilities through APIs, webhooks and pre-built connectors that enable hassle-free integration. 
• Real-time updates: Users receive instant notifications for work order status, new assignments and maintenance requests. Teams can track progress and respond to issues immediately.

Pros

• Quick setup process with a responsive support team and clear documentation
• Strong analytics and customizable dashboards for tracking maintenance metrics
• A user-friendly mobile app that technicians find easy to adopt
• Responsive customer service team with quick resolution times

Cons

• Some users report restrictions in customizing workflows and forms
• According to reviews, frequent updates can sometimes cause system glitches
• Users mention occasional slowdowns during peak usage times
• Some third-party integrations require technical expertise to set up properly

Pricing

• Lite: $20/user/month
• Starter: $45/user/month
• Professional: $75/user/month
• Business Plus: Contact for custom pricing

Brightly Asset Essentials – For Location Mapping

Brightly Asset Essentials excels at asset tracking with advanced mapping capabilities. The software uses a web-based, Esri-powered mapping system for users to view and manage assets across multiple locations through an interactive interface. Organizations with multiple facilities gain clear visibility of their equipment locations. 

Key Features

• Mobile documentation: Field technicians can easily upload images, notes and documentation to work orders and asset records using the mobile app.
• Interactive mapping: The GIS-based system allows users to view assets, create work orders with precise locations and generate driving or walking directions between assets.
• Asset tracking: The system monitors asset conditions and maintenance history through a visual interface. Teams access equipment details and service records from any location.

Pros

• Quick access to asset information through QR codes and barcode scanning
• Unified system for creating, tracking and managing maintenance tasks
• Real-time tracking of technician locations and movement for improved efficiency
• Strong mobile app functionality for field work management

Cons

• User feedback shows users find the system rigid with limited ability to customize workflows
• Navigation can be confusing with a steep learning curve for new users
• Users report occasional lag times and slow performance
• Setup and configuration can be complicated and time-consuming

Pricing

• Contact vendor for custom pricing based on industry type and specific needs

MaintainX – For a Simple Design

MaintainX is known for its user-friendly, mobile-first design. Its straightforward interface makes maintenance management accessible for businesses of any size. By focusing on simplicity without sacrificing functionality, the system is ideal for organizations shifting away from paper-based processes.

Key Features

• Work order creation: Accessible interface lets users generate and manage work orders with little to no training, making it accessible for everyone.
• Batch processing: Enables users to easily update multiple work orders at once, streamlining workflow management.
• Team messaging: Built-in chat feature keeps maintenance staff connected, allowing them to share updates, ask questions and solve problems without leaving the app.

Pros

• User-friendly mobile app with offline capabilities and real-time updates
• Maintenance teams can create and complete work orders in minutes
• Built-in chat functionality enables quick team collaboration
• Easy image uploading and annotation capabilities

Cons

• Teams noted third-party integrations can be complex to set up and maintain
• Scheduling abilities lack advanced planning options for recurring maintenance and long-term task management
• Limited options for customizing workflows and reports
• Some users report initial difficulties with more advanced features

Pricing

• Basic: Free 
• Essential: $16/user/month (if billed annually)
• Premium: $49/user/month (if billed annually)
• Enterprise: Custom pricing

Limble CMMS – For Tracking an Asset’s Lifecycle

Limble CMMS specializes in wide-ranging asset lifecycle management, offering detailed tracking of assets from procurement through disposal. The asset management software excels at monitoring asset costs, maintenance history and performance metrics, helping organizations optimize their asset management strategies and make data-driven decisions about maintenance and replacement.

Key Features

• Workflow management: Straightforward interface allows maintenance teams to easily create, prioritize and track work orders while maintaining detailed asset histories.
• Consistent interface: Seamless experience between desktop and mobile apps ensures consistent functionality regardless of access point.
• Work order system: Maintenance teams create, track and organize work orders with priority settings and status updates. It helps teams manage daily tasks efficiently.

Pros

• According to users, the platform can be set up and running effectively in minimal time
• Mobile app continues to function without internet connection, syncing when connectivity is restored
• Responsive support team and complete training resources
• Clear, intuitive design that requires minimal training for new users

Cons

• Limited customization options for adjusting layouts and workflows
• Users report challenges with generating and customizing preventive maintenance reports
• Some users note difficulties with bulk data imports and exports
• Specific advanced features are only with higher-tier plans

Pricing

• Basic: Free
• Standard: $28/user/month (billed monthly)
• Premium: $69/user/month (billed monthly)
• Enterprise: Custom pricing

Making the Right Choice for Your Maintenance Team

When selecting a work order app, it’s important to consider your team’s specific needs. While Fiix excels at multi-site management and Brightly, with location mapping, Coast offers unmatched customization capabilities. Its flexible workflows, strong QR code system and seamless communication features make it a top pick for maintenance teams looking to streamline operations without compromising control over their software.

Ready to elevate your maintenance operations with Coast? Sign up for a free account today, and experience the difference customization can make.