7 Best Work Order Software for Small Businesses

If you’re a small business currently juggling spreadsheets, paper and clipboards to handle your maintenance operations and management processes, transitioning to a digital system might feel overwhelming. But work order software is designed to make your life easier by providing you with a software system that allows you to create, assign and track maintenance work orders, all in one central location.

When implemented properly, work order software can lead to notable improvements — and as a small business, you know that every boost to operational efficiency counts. According to a 2022 McKinsey report, businesses have seen up to a 50 percent reduction in machine downtime, a 30 percent increase in throughput and productivity, and 85 percent more accurate forecasting. The numbers speak for themselves, making it clear that work order software (sometimes referred to as computerized maintenance management system or CMMS software) is a powerful tool that can transform your small business and boost your bottom line.

Whether you’re running a small business and would like to keep it that way or have plans to scale in the future, the right work order management software will grow with you, ensuring nothing slips through the cracks. In this article, we’ll explore some of the best work order software for small businesses looking to transform their work order management system for the better.

TL;DR on the Best Work Order Software for Small Businesses

Coast – For More Workflow Options

Coast is one of the most versatile and user-friendly work order management tools on the market. The software solution is made for the modern workplace, letting you manage work orders from your desk or on the go via the handy work order app, improving efficiency and minimizing delays. Through its use of QR barcodes, Coast makes it easy for anyone to create a work request using a request form. The request is then sent to the maintenance team who approves the request and moves onto work order creation. This workflow is just one example of how Coast simplifies the work order process, enabling team members to quickly create, assign and track work order status. 

Coast also stands out for its extensive customization options, which allow small businesses to tailor workflows to their specific operational needs. Communication between teams is streamlined within the platform, which offers the ability to send messages and upload photos and checklists directly in work orders, keeping everyone on the same page. Whether it’s adjusting work orders, scheduling preventive maintenance or streamlining asset and parts inventory management, Coast gives you the flexibility to set up your equipment maintenance program in a way that works best for you. 

Coast Pros:

• QR codes make it easy for anyone to quickly create a service request
• Recurring preventive maintenance scheduling (daily, weekly and monthly)
• Digitally tracking work order information makes it easy to access maintenance histories that offer data-driven insight on how to improve response times and reduce bottlenecks
• The customer success team is with you every step of the way, helping you implement the software with ease 

Coast Cons:

• Some native integrations are limited
• Reporting features are only available on paid plans

Coast Pricing:

• Free plan available
• Paid plans start from $20 per month per user

Click Maint – For Intuitive Design

 Click Maint is a simple yet effective work order management solution. While it may not offer as many features as more robust CMMS options, its straightforward design ensures that users can get up to speed quickly, making it a great choice for first-time users or small businesses new to work order tracking with maintenance management software. If you’re looking for a straightforward software to manage your maintenance needs without being overwhelmed by complex systems, Click Maint certainly fits the bill.

Click Maint shines with its simple onboarding process that helps you and your team get up and running quickly. Its automated preventive maintenance scheduling makes sure tasks are completed on time. All in all, this tool is a good option for small teams looking to stay organized without requiring extensive training or resources.

Click Maint Pros:

• The intuitive design makes navigation easy, even for those unfamiliar with CMMS tools
• Helpful training videos provide guidance on how to maximize the platform’s features, lessening the learning curve

Click Maint Cons:

• Lacks offline/online synchronization, meaning users cannot access or update data without an internet connection
• The mobile app has fewer features than the web version, limiting its functionality for on-the-go tasks
• Reporting features are minimal, which may be a drawback for businesses needing detailed insights

Click Maint Pricing: 

• Plans start at $35 per user/month

UpKeep – For a Simple User Interface

UpKeep is a widely used work order management tool, renowned for its clean and user-friendly interface. Its mobile app, with a sleek white design, provides an intuitive user experience, making it ideal for teams on the go. Plus, it’s easy to navigate, with minimal training needed.

Its notable work order software features include robust asset management and streamlined maintenance task scheduling, so your team can stay organized and on top of their work orders. Its mobile accessibility also lets you update and manage tasks anytime, anywhere.

UpKeep Pros:

• Asset management
• Easy-to-navigate interface
• Mobile accessibility makes it convenient for field service workers

UpKeep Cons:

• Some users report experiencing technical issues
• Limited customization options 

UpKeep Pricing: 

• Plans start at $45 per user per month

Fiix – For Easy Data Extraction

Fiix is a maintenance management app that prioritizes ease of use, particularly for managing overdue work orders. With push notifications, team members receive real-time alerts on their mobile devices, ensuring critical tasks are handled quickly. Its user-friendly interface makes it another ideal solution for small businesses looking for a straightforward solution.

Fiix’s intuitive features include a powerful search tool that lets you quickly locate assets and spare parts. Field technicians can also upload images directly to work orders and asset records, adding valuable context and improving task documentation. Lastly, the software makes it easy to extract data to help better understand key maintenance metrics that can assist in decision-making.

Fiix Pros:

• Push notifications highlighting maintenance work due dates are sent to mobile devices, ensuring everyone stays on top of their work
• The app excels at data extraction, allowing you to easily generate reports and identify maintenance trends

Fiix Cons:

• Customization options are somewhat limited
• Users report occasional inaccuracies in the data and analytics

Fiix Pricing: 

• Free plan available
• Paid plans start at $45 per user per month.

Limble – For Completing Work Orders in Offline Mode

Limble is a CMMS designed to support maintenance teams, even when internet access is unavailable. Its offline mode lets you complete work orders, track progress and access essential maintenance data, all without an internet connection. This feature makes Limble particularly useful for teams working in remote locations or areas with spotty internet service.

Limble’s automated workflows streamline maintenance management, and its mobile work order request system provides you with regular updates, ensuring that tasks are completed efficiently. The mobile app also offers real-time communication, enabling your team to stay connected and access vital information whenever, wherever. 

Limble Pros:

• Real-time communication and access to mobile app information
• Offline mode provides full access to maintenance data and work orders on the go
• Supports 33+ languages

Limble Cons:

• Customization options are limited
• Lots of features are only available on paid plans

Limble Pricing: 

• Free plan available
• Paid plans start at $28 per user per month

MaintainX – For Managing Spare Parts

MaintainX is a straightforward CMMS that simplifies maintenance management, especially for small businesses that need to handle spare parts across different locations. Its easy-to-use interface helps you keep track of inventory and make sure spare parts are always on hand, reducing downtime and keeping everything running smoothly.

Besides managing spare parts, MaintainX also makes it easy to schedule recurring work orders. You can set up daily, weekly, or monthly tasks, automating routine maintenance and minimizing the risk of human error. 

MaintainX Pros:

• Easy-to-navigate interface requires minimal training
• Strong tracking capabilities for work orders and assets, providing real-time visibility into maintenance tasks

MaintainX Cons:

• Lacks an email system to communicate directly with clients or vendors
• Users have reported inconsistencies with preventive maintenance reporting

MaintainX Pricing: 

• Free plan available
• Paid plans start at $16 per user per month

eWorkOrders – For Cybersecurity Concerns

eWorkOrders boasts a perfect security rating from Security Scorecard, making it a solid choice for small businesses prioritizing cybersecurity. If you handle sensitive information and want to ensure your data remains protected, this tool may be the one for you. 

In addition to its strong security credentials, eWorkOrders offers an intuitive system that helps teams easily manage maintenance requests and assets. Features like asset and work order mapping by location helps to quickly find and organize tasks across multiple sites, helping save time. The software also offers work order time tracking, so you can stay on top of task completion. Plus, its API integration makes it easy to connect with other software, enhancing operations for businesses already using existing systems.

eWorkOrders Pros:

• Simple and easy to use, making it accessible for teams with varying levels of technical expertise
• Customer support is highly rated, providing timely and helpful assistance when needed

eWorkOrders Cons:

• Reporting features can be challenging to navigate, making it difficult for some users to generate custom reports
• Does not offer a mass-editing feature for work orders, which can slow down larger-scale updates

eWorkOrders Pricing: 

• Paid plans start at $35 per user per month

Choosing the Right Work Order Software for Your Small Business

When choosing the right work order software for your business, it’s important to consider the specific needs of your team alongside the capabilities offered by the platform. Customization remains an important consideration, as software that adapts to your workflows, communication preferences and operational needs will provide a more seamless experience and enhance team productivity from the start. 

Coast is a powerful tool for teams looking to customize their workflow options, offering flexibility and ease of use that helps teams stay organized and connected. To find out if Coast is the right fit for you, sign up for a free account today and explore its features firsthand.