7 Best Work Order Management Software for 2025

Need a better way to manage maintenance? Managing work orders and tracking repairs is easy with the right work order management software. You won’t have to deal with messy paperwork or lost sticky notes anymore. That’s because a software makes the whole maintenance process run smoother by digitally managing maintenance requests, equipment repairs and field appointments.

Explore how these top 7 work order management software solutions differ in tracking capabilities to find the right fit for your maintenance needs.

What Makes the Best Work Order Management Software?

The best work order management software allows you to create detailed work orders, assign them to the right people and track their progress. The software should also help you build checklists and forms that fit your needs, automate alerts when your tasks change status and include a team chat feature to communicate about progress.

You’ll also need work order software that provides offline access, so field service crews can work anywhere without an internet connection. And a good work order management system should also include documentation of maintenance history, manufacturer manuals and even options to attach photos and standard operating procedure documents. 

Consider how each maintenance software solution addresses these issues. Some track work orders easily but don’t have an offline mode, while others are clunky. Choosing the right one speeds up work, cuts costs and always keeps assets in good shape.

TL;DR on the Best Work Order Management Software

Coast – For Customizable Workflows

Maintenance teams love Coast because it’s a flexible work order app crafted specifically for them. It lets managers design custom fields and workflows that match their internal processes. Teams can also create templates, checklists and approval steps independently.

Speaking of which, teams usually communicate through work orders. They share updates, photos and messages, keeping everyone in the loop. Maintenance staff can quickly access maintenance history, manuals and service requests by scanning QR codes on assets. Basically, every work order becomes a record of what happened. 

Key Features

• Customizable fields and forms: Organizations can customize the computerized maintenance management system (CMMS) software to match their workflows by creating custom fields, checklists and approval processes.
• Team communication hub: Built-in messaging keeps project communication in one place, with photo sharing and real-time updates inside work orders.
• Smart maintenance scheduling: Automated scheduling creates recurring tasks and sends timely alerts, helping teams stay ahead of equipment maintenance.
• QR Code Asset Tracking: Quick scans reveal complete maintenance histories and let teams create new work requests instantly.
• Mobile access: Teams handle work orders, update progress and manage assets from any mobile device.

Pros

• Easy customization
• QR code asset access
• Regular platform updates

Cons

• Limited integration options
• Advanced reporting needs a paid plan

Price

• With Coast, you can get a free plan for basic needs and paid plans start at $20 per user per month with annual billing. Enterprise customers can contact Coast directly for custom pricing.

Fiix – For Assigning Work Orders to Third-Party Vendors

Fiix keeps all maintenance activities under one roof and bridges the gap between in-house and outside help. Maintenance teams can easily assign work orders to outside contractors, making tracking external work easier. Employees can use their mobile devices to access work orders, update statuses and coordinate with vendors. Managers can see everything happening in real-time, and keeping technicians connected is easier than ever.

Platform users like its straightforward interface, logical workflow design and vendor management system, which lets teams build a reliable network of contractors.

Key Features

• Vendor management: Simple work order assignment to external contractors with full tracking capabilities.
• Mobile workflow: Cloud-based system that enables teams to manage maintenance from any device.
• Maintenance planning: Schedule and track both internal and vendor maintenance activities for improved operational efficiency.
• Document storage: Keep contracts, invoices and vendor certifications in one spot.

Pros

• Simple vendor management
• User-friendly design
• Strong scaling potential

Cons

• Report creation needs improvement
• Limited feature customization
• Complex pricing structure

Price

• You can choose between three paid plans, starting at $45 per user per month with annual billing. The Professional plan costs $75 per user per month, while Enterprise pricing requires direct contact with sales.

UpKeep – For Work Order Prioritization

With UpKeep, you can prioritize different types of work orders based on easy-to-navigate deadlines, while tracking progress every step of the way. The mobile app allows repair teams to upload photos, log their time and mark tasks as completed right from the field. 

That said, customers report occasional technical issues due to the software’s rigid design, and organizations that try to match specific work patterns often encounter problems.

Key Features

• Smart priority system: Maintenance jobs are ranked based on urgency, impact and resource availability.
• Mobile updates: Field teams log progress and complete tasks from their phones.
• Connected tools: Integrates maintenance data with inventory, purchasing and asset tracking for complete oversight.
• Fast reports: It’s easy to create detailed maintenance summaries and status updates within minutes.

Pros

• Strong integration options
• Clear status tracking
• 24/7 support team

Cons

• Difficult to customize
• Steep learning curve
• Buggy performance

Price

• Plans start at $20 monthly per user for basic tracking. Mid-tier plans cost $45 monthly per user and include added scheduling tools. The professional level costs $75 monthly per user and includes offline mode. Large companies can request custom pricing. Every plan includes support access and a trial period.

MaxPanda – For Easy Communication

With MaxPanda, maintenance teams stay in touch through a message board tied to each job. Staff members share photos, update maintenance work orders and flag issues so everyone knows about them. It’s easy to track progress with MaxPanda, and users experience quick work-order creation by simply choosing equipment from a dropdown menu, explaining the issue and assigning priorities. It’s also easy to schedule preventive maintenance tasks, with automated reminders that go out to avoid unplanned downtime.

However, the platform has some limitations. Work order forms are not configurable, so teams can’t add special fields or change layouts to match their needs. Because MaxPanda lacks project planning tools, managing multiple jobs or complex projects can get tough. They also say it’s difficult to get the reports they want from their data.

Key Features

• Simple work orders: Creates tickets quickly using equipment lists and priority settings.
• Auto-scheduling: Sets up repeated maintenance tasks with automatic team alerts.
• Message board: Keeps all job communication organized in one spot.
• Equipment tracking: Stores maintenance records and schedules for each asset.

Pros

• Quick to learn
• Clean design
• Good connections with other tools

Cons

• Fixed work order format
• Missing project tools
• Limited reporting options for data-driven decisions

Price

• Contact MaxPanda directly for current pricing options and plans.

eMaint – For Detailed Reporting

eMaint allows users to create, view and complete work orders from anywhere with powerful offline functionality that automatically syncs when reconnection occurs. Setting up preventive maintenance schedules keeps equipment running smoothly. The system sends alerts when machines need attention, tracks part inventories and logs all maintenance history. Managers make reports that fit their exact needs, pulling data from all connected systems and presenting it how they want.

Still, users describe the software as sluggish. Setting up custom reports and entering data takes time and effort. Creating work orders for outside contractors proves challenging, and mobile access falls short since users get a mobile website instead of a true app.

Key Features

• Smart scheduling: Plans preventive maintenance tasks with automatic system alerts based on time or usage triggers. 
• Custom reports: Users can create customized reports by choosing any combination of metrics and data points.
• Equipment records: Stores complete maintenance histories and technical details for every piece of equipment. 
• Parts management: Monitors inventory levels and automatically flags when parts need reordering. Connects usage data with work orders to predict future part needs.

Pros

• Strong report options
• Helpful support team
• Reliable system links

Cons

• Time-consuming setup
• Tricky contractor access
• Limited mobile tools

Price

• The team plan starts at $69 monthly per user. The professional level costs $85 monthly per user. Large organizations need enterprise pricing, so contact eMaint directly.

MaintainX – For Work Order Templates

MaintainX is a CMMS software that offers essential maintenance management through streamlined work order templates. Staff members store safety guidelines, equipment inspection lists and procedures in each order.

With the mobile app, teams can access orders quickly, and photos, comments and messages flow between team members. If managers have to adjust maintenance schedules at the last minute, multiple orders can update simultaneously.

Key Features

• Easy template system: Staff build repeatable processes using stored procedures, checklists and safety requirements in each order. 
• Mobile-first design: Workers handle the work order management process through phones or tablets with real-time updates and photo sharing. 
• Bulk work order management: Managers update multiple orders simultaneously, saving time on routine changes. 
• Free communication tools: Teams chat and share updates without limits, even on free accounts. Built-in messaging keeps every member informed.

Pros

• Free unlimited work orders
• Simple mobile interface
• 24/7 support on paid plans

Cons

• Complex third-party setup
• Basic scheduling options

Price

• MaintainX includes a free Basic plan for core features. Essential plans that add preventative maintenance start at $16 per user monthly with annual billing. Premium plans, including inventory and API access, cost $49 per user/month, billed annually. Enterprise plans provide custom solutions for large organizations.

Maintenance Care – For Unlimited Users

With Maintenance Care, managers can scale operations without worrying about hidden fees or per-user fees. Flat monthly rates cover unlimited staff members, keeping costs predictable during growth.

The platform features instant notifications that alert teams about new work orders directly on their mobile devices, with a smart work order duplication checker that prevents redundant tasks. The work order app connects maintenance data with other business tools, reducing manual data entry, though some users find the reporting capabilities confusing.

Key Features

• Flat-rate pricing: You can add as many users as you want with a single fee. Planning and managing resources is easier when there are no per-person charges.
• Mobile notifications: Staff get notifications about new orders right on their phones. Minor problems don’t turn into major equipment failures with quick response times and follow-ups.
• System connections: Automated data transfer reduces manual data entry by linking maintenance data with other business tools.
• Asset management: Users can track equipment details, maintenance history and parts inventory.
• Team reporting: Detailed reports keep managers on top of maintenance trends. 

Pros

• The single fee covers all users
• Strong platform connections
• Mobile access included

Cons

• Complex report creation
• Limited free version

Price

• Free Edition serves up to two users. Work Order Edition costs $100 monthly with annual billing for unlimited users. Enterprise Edition runs $250 monthly ($200 introductory pricing), including asset tracking and inventory management. 

Choosing the Right Work Order Management Software for Your Needs

Each work order management software system brings something different to the table to help maintenance teams reduce breakdowns and improve operational bottlenecks. Coast excels with customization, Fiix connects with vendors and UpKeep prioritizes tasks. Meanwhile, MaxPanda, eMaint, MaintainX and Maintenance Care offer communication tools, reports and templates that help users better understand each work order status.

Choosing the right fit depends on your individual work order process. Coast simplifies maintenance operations with intelligent work order management that allows the customer to adapt the software to their needs. Book a free Coast demo today.