13 Best Facility Management Software Tools

Whether you’re a facilities management company with a substantial tenant base, a large organisation with multiple properties, or a small business handling a single site, it’s in your best interests to make facilities management as efficient as possible.

Fortunately, facility management software can do a lot of the heavy lifting for you.

Read on for a roundup of the best facility management solutions on the market right now, plus guidance on the benefits of facility management software and how to choose the right tool for your business.

Facility management software: Comparison table

Tool	Pricing	Review score
Einpix	€12.00+ per user per month	★ 5/5 – Capterra ★ 5/5 – GetApp
Accruent	$110+ per user per month	★ 4.4/5 – G2 ★ 4.5/5 – Capterra ★ 8.4/10 – TrustRadius
Access Maintain	£65+ per site per month	★ 4.6/5 – Trustpilot
MaintainX	From free; paid plans $21+ per user per month	★ 4.8/5 – G2 ★ 4.8/5 – Capterra ★ 4.7/5 – Gartner
ToolSense	Unlisted	★ 4.7/5 – Capterra
FM:Systems	Unlisted	★ 4.1/5 – G2
ARC Facilities	Unlisted	★ 4.5/5 – G2 ★ 4.8/5 – Featured Customers
UpKeep	$20+ per user per month	★ 4.6/5 – Capterra ★ 4.5/5 – G2 ★ 4.5/5 – Gartner
ML Work Orders	Unlisted	★ 4.8/5 – G2  ★ 4.8/5 – Capterra
Collabit	Unlisted	★ 4.7/5 – Capterra
FMX	Unlisted	★ 4.7/5 – Capterra ★ 4.7/5 – G2
Fiix	From free; paid plans $45+ per user per month	★ 4.5/5 – Capterra ★ 4.6/5 – G2 ★ 4.6/5 – Gartner
Granlund Manager	Unlisted	★ 4.5/5 – Apple App Store

1. Einpix

Einpix is a specialist facility maintenance solution that allows users to manage scheduled maintenance tasks, plan location visits, and handle enquiries from clients and other stakeholders. Use Einpix to keep on top of unexpected facility management issues across business centers, manufacturing sites, supermarkets, and more.

Features & benefits

✔ Access a one-stop shop for managing all facility maintenance tasks – including facilities management soft services like equipment and electricity malfunction and cleaning services.

✔ Use our facilities management helpdesk software to handle tenant inquiries efficiently by automatically assigning tasks to internal employees or external service providers.

✔ Manage all your external providers from a single platform, check their response speeds, and evaluate their skills and location to select the best provider for your client’s needs.

✔ Collaborate with clients and external providers that use Einpix by sharing objects, tags, and tasks.

✔ Drive productivity, response times, and client satisfaction by monitoring employee progress and tracking task duration in real time.

✔ Switch to digital documentation to boost efficiency, cut printing costs, and reduce document errors associated with physical paperwork.

✔ Speed up task completion times by preparing statement-of-work documentation and capturing digital signatures on-site.

✔ Set and manage expectations with clients and suppliers by handling all your service-level agreements through Einpix.

✔ Schedule maintenance and track locations for all your physical assets – from HVAC and gym equipment to fire extinguishers and vehicles. For best results, integrate Einpix with Internet of Things-enabled devices to fully automate scheduling and monitoring.

Review scores

★ 5/5 – Capterra | ★ 5/5 – GetApp

What users say

“Well-designed user interface, very simple and intuitive task management, no additional knowledge required. Creating a task takes just a few seconds, filters work great, and PDF reports really make the job a lot easier.”

—East Point, CBD Development Group

Pricing

Einpix pricing starts at €12 per user per month for a team of 5+ users, making us a popular choice of facilities management software for small business (although we also have the advanced features to support larger organisations). Save 15% by switching to annual billing.

→ Try Einpix for free!

2. Accruent

Accruent’s software supports tasks across a range of asset, people, and facility management examples, spanning industries like healthcare, higher education, and manufacturing.

Features & benefits

✔ Improve operational efficiency by automating labour-intensive tasks like work order generation and asset tracking.

✔ Streamline internal communication and boost collaboration by making all your most important data available across departments, from reports to asset inventory to billing systems.

✔ Simplify preventive facility maintenance processes by managing and tracking all worker orders from a single platform.

Review scores

★ 4.4/5 – G2 | ★ 4.5/5 – Capterra | ★ 8.4/10 – TrustRadius

Pricing

Accruent Maintenance Connection pricing starts at $110 per user per month for a team of 3+ users, with a minimum one-year contract. The dedicated mobile add-on costs a further $58 per user per month.

3. Access Maintain

Access is a business software provider with solutions spanning a wide range of use cases, from finance to sales to operations. Its facility management software, Access Maintain, provides a real-time overview of all maintenance work being carried out at a property, along with the associated costs.

Features & benefits

✔ Streamline cost management by managing your entire maintenance budget at site- or estate-level in real time.

✔ Create a single source of truth for managing jobs, suppliers, work requests, and authorisations.

✔ Support field-based teams with mobile job allocation, authorisation, and mobile job approval and signoff.

Review scores

★ 4.6/5 – Trustpilot

Pricing

Access Maintain uses a cost-per-site pricing model, with rates starting at £65 per site per month. Pricing scales based on the size of your estate and length of your contract.

4. MaintainX

MaintainX is a maintenance and operations management platform predominantly aimed at manufacturing businesses. With a generous free-for-life plan, MaintainX is worth considering for anyone looking for facilities management software for small business.

Features & benefits

✔ Reduce equipment downtime by planning and scheduling recurring maintenance tasks. Automate technicians’ workflows to ensure planned maintenance work is carried out by the right people at the right time.

✔ Create a single source of truth for work requests, with the ability to instantly view new requests, assign them to a team or individual technician, prioritise it against other requests, and monitor progress.

✔ Schedule facility and equipment inspections, turn them into repeating tasks, set due dates, and receive notifications for overdue inspections.

Review scores

★ 4.8/5 – G2 | ★ 4.8/5 – Capterra | ★ 4.7/5 – Gartner

Pricing

MaintainX offers a forever-free plan for small teams who need to digitise and track work orders. Paid plans start at $21 per user per month.

5. ToolSense

ToolSense describes itself as an asset operations management platform with built-in AI-powered automations. It supports businesses across a range of industries and use cases, from gym equipment maintenance to facility and property management.

Features & benefits

✔ Create work orders, assign them to the relevant employee, then track progress, record the results, and close the order once it’s been completed.

✔ View full details of closed work orders so you can accurately calculate how long it takes to complete specific tasks and how many orders employees can complete in a given period.

✔ Automate routine admin tasks like data entry and maintenance scheduling using the platform’s AI assistant, freeing up users to focus on higher-value tasks.

Review scores

★ 4.7/5 – Capterra

Pricing

ToolSense doesn’t publish pricing information, but Capterra says prices start at €29 per month.

6. FM:Systems

FM:Systems is a business software vendor workplace management, facility management, workplace experience, and portfolio analytics. It targets six types of organisation – corporates, government, higher education, finance, healthcare, and technology.

Features & benefits

✔ Leverage space management software to better understand your real estate portfolio, track how space is used, and model different floor planning scenarios across owned and leased facilities.

✔ Run an efficient maintenance program with automated work order ticketing and centralised data to reduce the risk of downtime.

✔ Track multiple classes of assets to maintain accurate asset counts across your portfolio, covering everything from furniture and office equipment to lab supplies and corporate artwork.

Review scores

★ 4.1/5 – G2

Pricing

FM:Systems doesn’t publish pricing information.

7. ARC Facilities 

ARC Facilities is a dedicated facility management software platform for K-12 school districts, higher ed institutions, healthcare providers, government agencies, sports facilities, manufacturers, and financial services firms.

Features & benefits

✔ Get instant access to emergency information like evacuation routes, response plans, and shut-off points for utilities.

✔ Plan routine maintenance tasks by accessing equipment information, maintenance history, and manuals.

✔ Work via your preferred platform, with most ARC features available on web, iOS, and Android – meaning you don’t need to log into specific platforms to perform certain tasks.

Review scores

★ 4.5/5 – G2 | ★ 4.8/5 – Featured Customers

Pricing

ARC Facilities doesn’t publish pricing information, but Capterra says prices start at $5,000 per user per year.

8. UpKeep 

UpKeep is an enterprise asset management and computerised maintenance management system that serves a wide range of industries, from manufacturing and plants to healthcare and utilities. It’s positioned as a mobile-first platform, although it works on desktop too.

Features & benefits

✔ Manage work orders from creation and prioritisation to assessment and measurement, all within a single platform.

✔ Reduce response times by sending push notifications to technicians on their smartphones whenever they receive a new work order. 

✔ Clearly document inspections by adding inspection tasks to checklists and work orders, record key information like building temperatures and meter readings, and trigger follow-up work orders following failed inspections.

Review scores

★ 4.6/5 – Capterra | ★ 4.5/5 – G2 | ★ 4.5/5 – Gartner

Pricing

UpKeep pricing starts at $20 per user per month.

9. ML Work Orders

ML Work Orders is part of the MasterLibrary software suite from Follett Software. Like all Follett products, ML Work Orders is built specifically for K-12 school districts – so if you’re in a different industry, this isn’t the facility management software for you.

Features & benefits

✔ Improve comms around work orders by sharing notifications on task status with all relevant parties.

✔ Track stock levels and receive automated alerts when supplies of specific products are running low.

✔ Manage facility management budgets by tracking asset management, preventative maintenance expenses, and more.

Review scores

★ 4.8/5 – G2 | ★ 4.8/5 – Capterra

Pricing

There’s no public pricing information on the MasterLibrary website, but Capterra says prices start at $1,200 per user per year.

10. Collabit

Collabit is a computerised maintenance management system and field service management software platform used by the likes of Laing O’Rourke, M&C Saatchi, and the NHS. Functionality includes a built-in sales CRM, dashboards and reports, and a customer service help desk.

Features & benefits

✔ Centralise asset and location management data, including all floors, rooms, etc at a site and which assets are located in them. Add assets individually or in bulk from a spreadsheet.

✔ Save time with templated forms covering a wide range of task types. Edit templates to meet the specific requirements of your business and save your own creations in the form library.

✔ Store and manage company-wide inventory by scanning and logging all assets in their home location. Add certifications and set renewal reminders as necessary.

Review scores

★ 4.7/5 – Capterra

Pricing

We couldn’t find any publicly available pricing information on Collabit, so you’ll have to reach out for a quote to find out.

11. FMX 

FMX is a facilities and maintenance management solution used by hundreds of thousands of professionals in industries like manufacturing, K-12 schools, and restaurants.

Features & benefits

✔ Automate repetitive tasks like filling out spreadsheets, manually assigning work, and updating calendars.

✔ Customise FMX to your unique needs by personalizing elements like calendar views, approval chains, request forms, and more.

✔ Streamline work order management to ensure tasks are resolved quickly and accurately by receiving, prioritizing, and dispatching tickets as they arrive.

Review scores

★ 4.7/5 – Capterra | ★ 4.7/5 – G2

Pricing

FMX doesn’t share specific pricing information, but it does say prices are affected by the number of users, features, and custom workflows enabled.

12. Fiix

Fiix is a computerised maintenance management system with built-in AI. It’s predominantly aimed at businesses in the oil and gas, heavy equipment, food and beverage, and manufacturing niches.

Features & benefits

✔ Track work requests and manage contractors. Allow anyone at your facility to submit and track work requests. Message contractors and receive automatic updates on schedules, invoices, and more.

✔ Predict parts for upcoming maintenance tasks using Fiix’s AI-powered automations.

✔ Visualise and filter maintenance data by time period, cost, asset, site, and more.

Review scores

★ 4.5/5 – Capterra | ★ 4.6/5 – G2 | ★ 4.6/5 – Gartner

Pricing

Fiix offers a free-for-life plan with limited users. Paid plans start at $45 per user per month.

13. Granlund Manager

Granlund provides software and consulting services for the construction and real estate sectors. Its facility management software, Granlund Manager, is used by 1,000+ organisations across more than 50,000 properties.

Features & benefits

✔ Create a central hub for all your technical system and equipment details. Access it whenever you need and share it with your team instantly.

✔ Maintain essential property and building information in one place and manage assets based on set goals.

✔ Manage key documents like manuals, blueprints, contracts, and reports, ensuring they’re easy to access when needed.

Review scores

★ 4.5/5 – Apple App Store

Pricing

Granlund doesn’t list specific pricing information, but says prices are based on the required number of properties, modules, and integrations.

Benefits of facility management software

Facility management software empowers organisations to save money, increase efficiency, improve asset management, and comply with regulations. All of which helps users to operate more productively. Let’s take a look at the specific benefits…

Enhanced equipment management

Rather than relying on a catalog of disconnected spreadsheets, pdfs, and physical paperwork, facility management software acts as a central hub for essential equipment management, including:

✔ Location

✔ Specifications

✔ Maintenance history

✔ Warranty information

So you never have to worry about not being able to find key equipment-related details when you need them.

Improved efficiency

No more wasting time on repetitive facility management tasks like data entry and maintenance scheduling – facility management software can automate this work for you, boosting efficiency and reducing manual errors.

Greater scalability

Managing facilities becomes increasingly challenging as your business grows. Facility management software makes life easier with its time-saving automations, centralised business data, and ability to integrate new employees, properties, and tenants as required.

Transparent communication

Software platforms allow for streamlined communications between property owners, tenants, and service providers. This leads to greater transparency – which, in turn, improves tenant satisfaction – and helps to speed up issue resolution times.

Better organisation and record-keeping

Store business-critical information, records in your facility management platform to simplify record-keeping and help you comply with regulations.

Real-time reporting and analytics

Facility management software with advanced reporting features allow you to access insights on property performance (such as environmental quality, equipment operation, and other key field service management KPIs). This gives you the data you need to make smarter money-saving decisions.

How to choose facility management software in 10 steps

There’s no shortage of high-quality facility management platforms – so how do you choose the right solution for your needs? As with any software purchase, it’s all about considering your specific requirements, then choosing a tool that aligns with your budget. You’ll want to factor in other considerations, too, such as the software’s ability to scale with your business and integrate with the rest of your tech stack.

1. Determine goals and needs

The starting point is to assess the specific goals you’re trying to achieve by purchasing facility management software and list the minimum requirements for your chosen platform. 

During this process, you should account for factors like the…

✔ Number and size of facilities in your portfolio size

✔ Range and type of assets you need to manage

✔ Specific compliance needs of your business

You’ll also want to consider your organisation’s long-term growth plans. For instance, if you intend to significantly increase the number of locations in your portfolio, it might be best to avoid software that bills per facility.

2. Assess your budget

Budget shouldn’t be the only consideration for choosing facility management software. But, at the same time, you don’t have unlimited money – so your preferred tool needs to align with your budget.

Don’t just look at the headline price; check for “hidden” costs, too. For instance, many platforms charge for adding more buildings, clients, or suppliers.

Einpix keeps things simple. Our prices start at just €12 per user per month for a team of 5+ users, plus you can add and manage unlimited buildings at no extra cost. Einpix users can also create unlimited client and supplier accounts.

→ Learn more about Einpix pricing

3. Consider ease of use

Simplicity is another key factor. Prioritise facility management solutions with user-friendly interfaces, helpful training resources, and well-regarded support options. That way, it’ll take less time to start seeing value from your chosen software.

4. Factor in scalability

One of the major benefits of facility management software is that it makes life easier for organisations with lots of buildings, contractors, tenants, and/or assets. So it’s essential you choose a tool that can scale with your business. It’s (probably) not a good fit if it has tight usage limits, a lack of automations, and high per-user pricing.

5. Explore integrations

Remember: facility management software doesn’t exist in isolation. Instead, it needs to play nice with other tools in your tech stack, like your:

✔ Accounting software

✔ CRM

✔ Maintenance management tools

Check the list of integrations before you commit (or, if you can’t find one, speak to their sales team.) It’ll save you a ton of time and hassle down the line.

→ Einpix has an accessible API that allows us to integrate with any third-party tool, opening the door to a world of data collection, customised analytics, and time-saving automations.

6. Think about accessibility

Not everyone will be using your facility management software on a desktop device in an office. Field-based staff need to get access on the go, so choose a platform with a responsive website – or, ideally, a dedicated mobile app that works on Android and Apple devices. Bonus points if it offers all the same functionality across desktop and mobile.

7. Choose a secure solution

Chances are, you have a ton of sensitive data about your facilities, and you’d like to keep it safe. Make sure your facility management software has watertight security features and complies with all the necessary data and privacy requirements.

8. Look at reporting and analytics functionality

Facility management software shouldn’t just help you react to breakdowns and other time-sensitive events – it should also improve strategic decision-making by giving you access to critical data around your assets and facilities.

9. Do your due diligence

You’re not going to learn everything you need to know about a given facility management software solution by simply reading their company website. Dig deeper by searching for reviews on Google, as well as platforms like:

✔ G2

✔ Capterra

✔ Reddit

Also, try reaching out to people in your network to find out if any of them have recommendations (or warnings) about facility management software.

10. Sign up for a free trial

Confident that you’ve found the best facility management software for your organisation? Make sure by signing up for a free trial before you buy (although bear in mind that not all tools offer a free trial).

→ What are you waiting for? Sign up for your free Einpix trial today!

FAQs

What are “hard” and “soft” services in facilities management?

In facilities management, “hard” services relate to a building’s physical construction and infrastructure, while “soft” services involve making the building comfortable, safe, and productive for tenants.

Facility management hard services examples	Facility management soft services examples
Building repairs Electrical work Fire safety systems HVAC maintenance Plumbing repairs Structural upgrades	Catering Cleaning Landscaping Reception Security Waste management

What are some examples of facilities management?

Facilities management services focus on a building’s functionality, safety, and efficiency of operations. Facility management examples include:

• Maintenance and operations

• Occupancy and space management

• Emergency management

• Real estate management

• Employee and occupant experience

• Energy management

• Capital project planning

What is the best facilities management software for small business?

While there are lots of options, the best facilities management software for small business should be affordable, efficient, and capable of scaling with your business. We’re confident that Einpix meets all those criteria!