The 10 Best Work Order Software Software in 2021

If you run or manage a business with major assets, you know that you can’t afford downtime for this essential machinery. Whether your most valuable equipment consists of walk-in refrigerators, forklifts, HVAC systems, or anything else, your assets are crucial to your business’s success. If an asset breaks or malfunctions, you can’t afford to waste any time scheduling repairs.

As your business grows and expands, work order software will play a critical role in reduced downtime, as well as responsiveness to repairs. Basically, work order software acts as a digital database where you can enter, track, and organize work orders for assets. Work orders may be submitted internally or externally (i.e. from within your business, or from a client or customer). Furthermore, there are different types of maintenance work orders—for example, preventive maintenance, reactive maintenance, and more.

With a range of conditions and categories for work orders, it can be stressful and time-consuming to try to keep track of them by paper and pencil, spreadsheets, or back-and-forth texts. Aside from taking additional time, all of these methods of tracking and scheduling work orders can lead to confusion and disorganization, as the information won’t be centralized in one convenient location.

There are many work order software programs out there. That’s why we’re taking a closer look at ten of the best options, exploring the pros and cons of each. But first, let’s talk a bit more about what a great work order software should do for your business.

What is a Work Order Software?

We touched briefly on how work order software can assist your business, but what exactly is a work order? Work orders are tasks or jobs assigned to a person who is qualified to complete them. They can be created for a range of purposes, not only for inspections or repairs but as follow-up actions (i.e. for audits). Work orders may include information such as instructions, cost estimates, dates and times of inspections or repairs, and other relevant details.

Work order software provides a centralized location for you to create, assign, and track repairs and tasks, moving them through their workflow on a single dashboard to completion. Each work order in the program may include any of the information outlined above, entered by the person who created it or by the person who works on it. Work order software allows you to streamline the inspection or repair process for an asset, keeping all essential communications and updates in one place. It is often collaborative in this regard, so that anyone who works on the task may provide progress updates.

As you learn more about work order software, the term “CMMS” will pop up. CMMS, or Computerized Maintenance Management System, is a type of software that acts as a database to store all information about an organization’s essential maintenance operations. While a CMMS has many overlapping functions with a work order software—including the ability to submit work orders and manage preventive maintenance—CMMS programs tend to have more advanced features, such as sensors and integrations. Most of the work order software available in the market are also a CMMS.

It’s probably apparent by now that work order software is the most efficient solution for logging and tracking work orders for your business. But what makes a great work order software?

How to Select the Best Work Order Software

While it’s true that every business has different needs and focuses, you should consider the following factors before investing in a work order software program:

1) Ease of use

A good work order software should be easy to use, and easy for technicians and employees to navigate. As with any new program, you can probably expect a slight learning curve in the beginning, but most actions within the software should be clear and straightforward. Complex interfaces will probably waste more time than they’ll save you.

2) Mobile App

Does the work order software have a mobile app? A website experience can be totally different from an app experience when it comes to navigating software, so a good program should be accessible through both. Moreover, if a program is only available via desktop, technicians in the field will have to log everything by pen and paper, then transfer their findings to the program once they have computer access. Ultimately, mobile apps are so important because they allow technicians to enter information and progress instantly for better accuracy.

3) Alerts & reminders

Does the work order software send alerts and reminders when a work order is nearing its due date? Does it send notifications when a work order is past due? Automated reminders ensure that technicians complete assigned work orders in a timely manner, or help employees stay on track as they work on assigned projects.

4) Reporting ability

A good work order software will ideally provide data that allows you to identify trends. This will give you a better idea of which assets frequently break down, which technicians are performing well, and which aren’t getting the work done effectively. Reports will also enable you, as an owner or manager, to make more informed decisions about time and money-saving initiatives on maintenance and assets.

5) Preventive maintenance

Preventive maintenance functionality enables you to stay on top of essential inspections and updates for your assets. When maintenance is scheduled ahead of time, your business reduces the likelihood of machinery downtime, and inspections are often far less costly and time-consuming than firefighting in the moment (after equipment has already broken down). Preventive maintenance also helps you plan ahead financially, since scheduled maintenance can be factored into your business’s budget.

The Top 10 Work Order Software

The 10 work order software outlined below provide many of these helpful features. We’ve compiled an overview of what you need to know about each work order software, and also include pricing information, so you can make the best investment for your business.

1. Coast

Coast is a scheduling, team messaging, and work order management tool, and helps businesses stay organized by keeping essential business processes in a centralized place. Its work order creation and delegation feature makes it a good solution for work order management. Coast is easily accessible and navigable via mobile app, and offers a free plan.

Key Features:

• Mobile app allows technicians to view, update, and edit all work orders in the field;
• Schedule and streamline work orders with preventive maintenance feature based on time (daily, weekly, monthly);
• Add checklists to any work order for your technician to complete;
• Automated reminders sent to technicians to ensure they complete work orders before the due date;
• Attach photos to work orders to easily identify issues.

Pros:

• Easy to set up and run, and easy to onboard staff;
• Reports and analytics allows you to see which work orders are being completed, and which aren’t;
• Track time and cost associated with each work order;
• Ability to create custom fields for work orders, assets, location, and parts;
• Fast and easy work order creation.

Cons:

• Limited integrations;
• No ability to generate PDFs;
• No ability to generate QR codes.

What People Think About Managing Work Orders with Coast:

• Capterra – 5/5
• G2 – 5/5
• Google Play Store – 4.4/5
• Apple App Store – 4.7/5

Pricing:

Free Plan: Yes —  includes unlimited work orders, scheduling, and messaging. Try Coast for free now to save time and money on your maintenance!

Paid Plans: Several.

• The Starter plan is available for $4 a user per month.
• The Plus plan is available for $8 a user per month.
• The price of the Professional plan (for larger teams) is undisclosed on the Coast website, but a demo of the software may be requested.

2. MaintainX

MaintainX allows businesses to track reactive and preventive maintenance and digitize important documentation such as safety procedures and checklists. Mobile access to all of these functions is also heavily prioritized for completing updates in the field.

Key Features:

• Asset tracking, such as audit and activity tracking, plus barcoding;
• Predictive maintenance, which tracks the operation of equipment to detect potential problems before they occur;
• Preventive maintenance—including maintenance scheduling, reminders, inspection management, and more;
• Technician management—managers can instant message technicians individually or via group chat;
• Work order management—including work order creation, quotes and estimates, recurring appointments and scheduling, and more

Pros:

• Easy to create work orders;
• Dashboard is well-organized and provides a clear overview of progress;
• Real-time updates are reported, so everyone stays in the loop;
• Tracks and updates all essential actions so that businesses can focus on work.

Cons:

• Lack of inventory capability;
• Reports are not easily filtered;
• No translator option for non-English speaking staff;
• No email system to communicate with clients and vendors—all communication occurs through the app.

What People Think About Managing Work Orders with MaintainX:

• Capterra – 4.7/5
• G2 – 4.8/5
• Google Play Store – 4.7/5
• Apple App Store – 4.8/5

Pricing:

Free Plan: Yes—basic plan includes unlimited work orders, assets and locations. Limited to 2 repeating work order per month.

Paid Plans: Several.

• The Essential plan is available for $8.33 a user per month.
• The Premium plan is available for $32.50 a user per month.
• The Enterprise plan is available for $115 a user per month.

3. UpKeep

UpKeep is a great tool for simplifying the workflow process for businesses, and its easy-to-use interface makes creating and managing work orders a breeze. Like many comparable programs, UpKeep emphasizes their mobile software, since most technicians and facility managers spend their work days away from their desks.

Key Features:

• Mobile work order creation and management that prioritizes and assigns work orders;
• Time, parts, and cost-tracking, with the ability to review trends and insights to make cost-effective decisions;
• Allowing technicians, janitors, and operators to submit work requests from their mobile devices to improve workflows and response times;
• Preventive maintenance tracking, with options to create calendar-based preventive maintenance, checklists, and more;
• Integrated inventory tracking—notifications as supplies diminish, parts are used during maintenance, etc.

Pros:

• Efficient management of resources;
• Improved accountability with sign-off feature, verifying a task has been completed;
• Concise and straightforward workflow;
• Creating work orders is simple and fast;
• Diverse in functionality, allows a range of actions.

Cons:

• Some features do not auto-sync when a location is changed (i.e. meters, open work orders);
• Some discrepancies between mobile app functionality and desktop version;
• Limited features included with the free version;
• Location subcategories are not diverse enough (i.e. no option to separate tasks by building, floor, etc.)
• Limited options for importing data.

What People Think About Managing Work Orders with UpKeep:

• Capterra – 4.7/5
• G2 – 4.5/5
• Google Play Store – 4.3/5
• Apple App Store – 4.8/5

Pricing:

Free Plan: Yes—there is a free trial that is offered.

Paid Plans: Several.

• The Starter plan is available for $35 a user per month.
• The Professional plan is available for $60 a user per month.
• The Business Plus plan is available for $100 a user per month.

4) Fiix

With Fiix, maintenance and facilities personnel can get jobs done quickly with a simplified work request process, all while storing important information in a centralized location. Fiix offers a fully-functional mobile app, and a free version of the software—though it only accommodates three users.

Key Features:

• Fiix Foresight, which enables businesses to analyze their data and find trends fast;
• Fiix app exchange, which allows users to explore tools that can supercharge their CMMS;
• Easy asset management, with the ability to track, control, and optimize asset performance;
• Simplified work order management process;
• Integration capability—connect your CMMS and share data across any system.

Pros:

• Helpful training videos make software that much easier to learn and use;
• Quick and easy software set-up;
• Flexible work order system, with scheduling capability for machines, assets, or projects;
• Uncomplicated cross-integration among departments;
•  Scheduled maintenance set-up is straightforward and work orders are easy to generate.

Cons:

• Some development needed in the parts and supplies area (i.e. spare parts cannot be moved to other business locations);
• Custom reports are difficult to create;
• Changing permissions can be challenging;
• Some discrepancies between desktop and mobile app (i.e. mobile app lacks ability to enter parts on the fly when working in the field);
• Bulk editing capabilities are limited.

What People Think About Managing Work Orders with Fiix:

• Capterra – 4.4/5
• G2 – 4.2/5
• Google Play Store – 2.9/5
• Apple App Store – 5/5

Pricing:

Free Plan: Yes—unlimited work orders and service requests. Limited to 3 users and 25 active preventive maintenance.

Paid Plans: Several.

• The Basic plan is available for $40 a user per month.
• The Professional plan is available for $60 a user per month.
• The Enterprise plan is undisclosed, but a demo of the software may be requested.

5. eMaint

eMaint is a CMMS software that enables easy work order creation and management, preventive maintenance scheduling, and parts inventory, among other functions. Servicing industries from manufacturing and facilities, to restaurants and healthcare, eMaint gives businesses the flexibility to customize software for their specific needs. They also offer a free demo version of their program.

Key Features:

• Work order management, including the ability to access work orders offline;
• Spare parts management for easy tracking of inventory;
• Intuitive asset management, which reports on the functionality of your business’s assets;
• Maintenance scheduling, including work order assignment;
• Predictive and preventive maintenance tools.

Pros:

• Easy asset and inventory tracking that keeps everything organized;
• Simple to use and navigate interface;
• Creates unique reports for assets;
• Great customer support;
• Versatile software, with full ability for creating customizable reports.

Cons:

• Some discrepancies between desktop and mobile capabilities
• Some features could use work (i.e. no ability to open multiple work orders at once);
• Lag time for generating reports;
• No standalone mobile app for the software (but accessible online through mobile).

What People Think About Managing Work Orders with eMaint:

• Capterra – 4.4/5
• G2 – 4.4/5
• Google Play Store – No score available
• Apple App Store – No score available

Pricing:

Free Plan: Yes — a free trial is offered.

Paid Plans: Several.

• The Team plan is available for $33 a user per month.
• The Professional plan is available for $85 a user per month.
• The Enterprise plan is available for $120 a user per month.

6. FMX

FMX makes it easy to track and schedule maintenance. With several other software options available that target similar functionalities, the founder of the software wanted to create a CMMS that anyone could use. As a result, FMX was designed for easy use for desktop and mobile alike. A free trial of the software is available, and there is no one-size-fits-all pricing—businesses are encouraged to reach out for tailored quotes.

Key Features:

• Work order creation and management, accessible to all employees;
• Preventive maintenance actions, such as scheduling recurring tasks and inspections;
• Comprehensive reporting and analytics;
• Asset and equipment management to reduce downtime;

Pros:

• Schedule request module makes facility scheduling a streamlined process;
• Interactive and collaborative customer service team, plus access to training videos;
• Ability to manage processes for multiple niches (i.e. technology, maintenance, transportation);
• Tracks frequency of hours worked (employees), plus frequency of work performed;
• Very easy to use—minimal training or onboarding required.

Cons:

• No native mobile app
• Staff members are not searchable in the system (i.e. who submitted requests);
• Some glitches reported with the import feature;
• Failed inspections do not auto-create work orders;
• Some users reported that they were not able to view their maintenance requests once submitted.

What People Think About Managing Work Orders with FMX:

• Capterra – 4.7/5
• G2 – 4.7/5
• Google Play Store – No score available
• Apple App Store – No score available

Pricing:

Free Plan: Yes — a free trial is offered.

Paid Plans: Yes, but no pricing plans are listed on their site. Interested businesses can request quotes, which are tailored to their needs.

7. Limble CMMS

Limble CMMS is a work order software that can be started in minutes, and helps increase efficiency with intuitive reports and functionality. Limble has a fully-functional mobile app for easy field use, and is also user-friendly on tablets and desktops. A free 30-day trial is available, as is tailored pricing.

Key Features:

• Multilingual options (with translations by a native speaker);
• Vendor management and information storage;
• Real-time analytics and reports, viewed easily from customizable dashboard;
• Work order and preventive maintenance management;
• User-friendly mobile maintenance app.

Pros:

• Easy onboarding process—no extensive training or IT assistance required;
• Bulk actions available (i.e. importing assets, jobs);
• Automatic preventive maintenance scheduling and reminders;
• Simple set-up for instant use;
• Efficient tracking of spare parts and inventory.

Cons:

• Could use more custom reporting capabilities;
• Design could be updated to be more sleek;
• Alerts are sent only through app (not available through text);
• Limited offline functionality on mobile app.
• Bulk editing capabilities are limited.

What People Think About Managing Work Orders with Limble CMMS:

• Capterra – 4.9/5
• G2 – 4.9/5
• Google Play Store – 4.2/5
• Apple App Store – 5/5

Pricing:

Free Plan: Yes — a 30-day free trial is offered.

Paid Plans: Several.

• The Starter plan is available for $40 a user per month.
• The Professional plan is available for $70 a user per month.
• The Business Plus plan is available for $105 a user per month.
• The Enterprise plan is available for $185 a user per month.

8. Hippo CMMS

Hippo CMMS is highly-ranked for ease of use, customer support, and value added to businesses. Their software caters specifically to maintenance-only actions, and offers a mobile app that’s accessible offline. The UI is straightforward, easy to navigate, and uncluttered, and making it easy for businesses to store and find information. Hippo CMMS offers a free trial of their program, as well as a demo.

Key Features:

• Preventive maintenance, including development, scheduling, and tracking;
• Work order creation and management, with ability to track, update, and close work orders;
• Equipment maintenance, which enables businesses to view assets, find maintenance issues, track parts used, and more;
• Facility management to monitor and ensure optimization of systems and equipment;
• Inventory management to track, manage, and control facility assets from any location.

Pros:

• Tracks machine maintenance costs;
• Keeps all work orders on track;
• Stores history of previous work orders;
• Fully-functional and user-friendly mobile app.

Cons:

• Some data is difficult to access (work order reports);
• Work order closing procedure could be simplified (i.e. there are many manual steps required for closing out a work order);
• Labor tracking and reporting could be improved;
• Additional detail could be added (i.e. part replenishment history, where parts are used).

What People Think About Managing Work Orders with Hippo CMMS:

• Capterra – 4.4/5
• G2 – 4.2/5
• Google Play Store – No score available
• Apple App Store – No score available

Pricing:

Free Plan: Yes — a 14-day free trial is offered.

Paid Plans: Several.

• The Starter plan is available for $39 a user per month.
• The Plus plan is available for $69 a user per month.
• The Pro Plus plan is available for $99 a user per month.

9. ManagerPlus

ManagerPlus is actually part of the Hippo CMMS family, along with two other software programs. This software serves niches such as construction, manufacturing, fleet, and facilities, and offers many essential work order management tools to businesses. A demo version of each ManagerPlus plan may be requested, and there is a 7-day free trial available.

Key Features:

• Fully-integrated work order software that streamlines workflows;
• Preventive maintenance actions to reduce equipment downtime;
• Asset management to track vehicle, equipment, and machine performance;
• Inventory management that tracks inventory and part usage.

Pros:

• Keeps track of all fleet and heavy equipment details and history;
• Employees can request work orders easily through the web portal;
• Easy to use and to train others;
• Simple integration with other programs.

Cons:

• Reports module is not user-friendly (desktop version was better than current Cloud version);
• Program automatically logs you out after fifteen minutes of inactivity;
• Attachment size is very limited (i.e. 4MB or smaller—most user manuals can’t be uploaded for this reason);
• Difficult to correct errors;
• Mobile app does not perform as well as the desktop app.

What People Think About Managing Work Orders with ManagerPlus:

• Capterra – 4.2/5
• G2 – 5/5
• Google Play Store – 3.5/5
• Apple App Store – 2.9/5

Pricing:

Free Plan: Yes — a 7-day free trial is offered.

Paid Plans: Several.

• The Lightning Plus plan is available for $85 a user per month.
• The Lightning Experience plan is available for $125 a user per month.

10. MaxPanda

MaxPanda is a dynamic and affordable maintenance solution program. Their mobile app is designed for both online and offline use, and both the desktop and mobile version are very user-friendly.

Key Features:

• Building and asset maintenance;
• Fully-featured work order management at a low cost;
• Automatic generation and emailing of preventive maintenance orders, plus calendar views of upcoming and scheduled PM actions;
• Shared task library, which includes cost estimation of work orders and PMs;
• Unlimited reporting tools.

Pros:

• Ability to enter work orders from the field with mobile capability;
• Versatile software and easy-to-use UI;
• Easy to track history (for PMs, asset repairs, etc.)
• Great value for everything it does.

Cons:

• Mobile app requires that the latest version is downloaded at all times;
• No ability to delete vendors that are no longer used;
• 10 MB attachment size limit;
• Occasionally freezes and lags.

What People Think About Managing Work Orders with MaxPanda:

• Capterra – 4.4/5
• G2 – 4/5
• Google Play Store – No score available
• Apple App Store – No score available

Pricing:

Free Plan: Yes — a 3-day free trial is offered.

Paid Plans: Several.

• The Starter plan is available for $59 per month.
• The Enhanced plan is available for $129 per month.
• The Standard plan is available for $229 per month.
• The Professional plan is available for $329 per month.
• The Enterprise plan is available for $429 per month.

What are the benefits of using a Work Order Software?

1. A Centralized Place For All Your Work Orders

A work order software keeps all your work orders in one centralized place that is accessible to all your team. It replaces all the pen and paper work orders and spreadsheets that maintenance teams use that is often disorganized, inefficient, and things get lost in the fold.

2. Improves Accountability

Work order that are done through pen and paper and spreadsheets are very difficult to track and work often gets missed. With a work order software, you can easily track the status and progress of a work order directly in the app. Technicians get notified right away when they’re assigned a work order and if a work order is past it’s due date, reminders are automatically sent to the necessary people.

3. Enhanced Efficiency

With all the work order information accessible on the phones, your technicians become more productive. They can update work orders directly in the field, which minimizes all the paper work they need to do.

4. Improves Budgeting and Planning

The reporting features that comes along with a work order software will give you detailed insights into how much time and money you’re spending on completing work orders, what asset is constantly breaking down, and which technician is performing and not performing. With these reports, you can plan and budget for the future.