The 10 Best Facility Management Software of 2025

Why Invest in Facility Management Software in 2025?

The landscape of facility management is evolving rapidly. In 2025, relying solely on spreadsheets, paper-based systems, or even basic email chains for managing your building's upkeep simply isn't sustainable. Here's why investing in facility management software is no longer a luxury, but a necessity:

• Increased Operational Efficiency: Automation of routine tasks like work order assignment, preventative maintenance scheduling, and inventory tracking frees up your team to focus on strategic initiatives and problem-solving.
• Reduced Costs: Proactive maintenance, enabled by software, prevents costly breakdowns and extends the lifespan of assets. Energy management features optimize consumption and lower utility bills.
• Improved Compliance & Safety: Software helps you track inspections, certifications, and safety protocols, ensuring adherence to regulations and minimizing risk.
• Enhanced Visibility & Reporting: Gain real-time insights into facility performance through comprehensive dashboards and reports. Identify trends, pinpoint areas for improvement, and demonstrate ROI.
• Better Tenant Satisfaction: Efficient management translates to a more comfortable and functional environment for tenants, fostering loyalty and attracting new businesses.
• Remote Management Capabilities: The rise of hybrid work models necessitates software that allows for remote monitoring, control, and communication across multiple locations.
• Data-Driven Decision Making: Move beyond guesswork with data-backed insights that inform strategic investments and optimize resource allocation.
• Future-Proofing Your Business: As buildings become smarter and more connected (IoT integration), facility management software will be crucial for harnessing the power of new technologies.

Key Features to Look for in Facility Management Software

When evaluating facility management software, it's easy to get overwhelmed by the sheer number of features available. However, focusing on the core functionalities that address your most pressing needs is crucial. Here's a breakdown of essential features to consider:

• Work Order Management: A robust work order system is the backbone of any facility management operation. Look for software that allows you to easily create, assign, track, and close work orders, including features for prioritization, scheduling, and mobile accessibility for technicians.
• Preventative Maintenance (PM) Scheduling: Proactive maintenance is key to avoiding costly repairs and downtime. The best software will allow you to create and schedule PM tasks, set reminders, and track completed work.
• Asset Management: Comprehensive asset tracking is essential for managing your facilities' equipment and infrastructure. Features should include asset inventory, location tracking, maintenance history, and depreciation tracking.
• Space Management: Optimize space utilization with tools for floor plan visualization, occupancy tracking, and resource allocation. This is especially important for businesses with multiple locations or shared workspaces.
• Reporting & Analytics: Data-driven decision-making is vital. Look for software that offers customizable reports on key performance indicators (KPIs) such as maintenance costs, work order completion rates, and energy consumption.
• Mobile Accessibility: Empower your maintenance teams with mobile apps for work order assignment, data entry, and communication - regardless of their location.
• Integration Capabilities: Seamless integration with existing systems (like accounting software, building automation systems, or CMMS) is a huge time-saver and prevents data silos.
• Contract Management: Keep track of vendor contracts, service agreements, and renewal dates to avoid costly lapses and ensure quality service.
• Energy Management: Monitor and analyze energy consumption data to identify opportunities for efficiency improvements and reduce utility bills.
• Compliance Management: Ensure adherence to industry regulations and safety standards with features for tracking inspections, permits, and training records.

1. IBM Maximo: The Enterprise-Grade Work Order Powerhouse

IBM Maximo consistently ranks high in the facility management software landscape, and 2025 is no exception. It's a robust, highly configurable Enterprise Asset Management (EAM) system that has evolved to incorporate strong facility management capabilities. Unlike some of the more focused FM platforms on this list, Maximo is a comprehensive solution designed to manage a vast range of assets - not just buildings, but also equipment, vehicles, and infrastructure.

Key Features & Strengths (for Facilities):

• Work Order Management: Maximo's core strength is its powerful work order management capabilities. You can easily create, assign, schedule, and track work orders, and integrate them with your asset records.
• Asset Management: Detailed asset records, maintenance schedules, and failure history are central to Maximo's functionality. Helps predict failures and optimize maintenance.
• Preventative Maintenance: Schedule and automate preventative maintenance tasks to extend asset life and reduce unexpected downtime.
• Mobile Capabilities: Mobile apps allow technicians to access work orders, update asset information, and capture data in real-time from anywhere.
• Integration: Maximo integrates with a wide range of systems, including finance, HR, and building automation systems (BAS).
• Reporting & Analytics: Powerful reporting tools provide insights into asset performance, maintenance costs, and overall facility efficiency.

Who is Maximo Best For?

Maximo is ideal for:

• Large Enterprises: Organizations with extensive asset portfolios and complex maintenance requirements.
• Asset-Intensive Industries: Manufacturing, Utilities, Transportation, Healthcare, and Government.
• Organizations Seeking Scalability: Maximo can handle massive datasets and user bases.

2. FAMIS 360: Streamlining Operations with a Customer-Centric Approach

Overview

FAMIS 360 positions itself as a fully integrated facility management (FM) software solution, particularly strong for organizations with complex operational needs and a focus on customer experience. Built around a "customer-centric" philosophy, it aims to improve communication and transparency between facility managers, tenants, and other stakeholders. They target a range of industries including commercial real estate, healthcare, education, and hospitality.

Key Features

• Work Order Management: Robust system for creating, assigning, tracking, and resolving work orders. Includes mobile access for field technicians.
• Preventative Maintenance: Schedules and manages preventative maintenance tasks to minimize downtime and extend asset life.
• Asset Management: Comprehensive asset tracking and lifecycle management features, including maintenance history, depreciation, and warranty information.
• Space Management: Tools for optimizing space utilization and managing floor plans.
• Lease Management: Centralized lease information, renewal tracking, and rent payment reminders.
• Reporting & Analytics: Customizable reports to monitor key performance indicators (KPIs) and identify areas for improvement.
• Tenant Portal: A self-service portal for tenants to submit requests, view maintenance status, and access important information.
• Mobile App: Field technician and user-friendly mobile application for on-the-go access and updates.

3. Planon: Integrated FM for Complex Environments

Planon consistently ranks high in facility management software reviews, and 2025 is no exception. They're known for their robust, integrated platform designed for larger organizations and complex environments. Planon aims to provide a single source of truth for all FM activities, going beyond simple work order management.

Key Features & Strengths:

• Integrated CMMS & CAFM: Seamlessly combines Computerized Maintenance Management System (CMMS) and Computer-Aided Facility Management (CAFM) functionalities.
• Space Management: Strong emphasis on optimizing space utilization and occupancy, crucial for hybrid work models.
• Energy Management: Advanced features for tracking and reducing energy consumption, aligning with sustainability goals. Expect even tighter integration with smart building technologies in 2025.
• Lifecycle Costing: Detailed analysis of asset lifecycles and costs for informed decision-making.
• Workflow Automation: Automates repetitive tasks, freeing up FM teams.
• Mobile Capabilities: User-friendly mobile apps for field technicians and other stakeholders.

Who is Planon best for?

Planon is a solid choice for large enterprises, universities, hospitals, and government organizations with complex facilities and a need for comprehensive data visibility and control. Smaller organizations may find the platform's scope and cost prohibitive.

Potential Downsides:

• Implementation Complexity: Due to its extensive features, implementation can be complex and time-consuming.
• Cost: Planon generally sits at a higher price point compared to some other FM software options.
• Learning Curve: The breadth of features can lead to a steeper learning curve for new users.

4. Archibus: The Enterprise-Grade Solution

Archibus consistently ranks among the leading facility management software solutions, and for good reason. In 2025, it remains a powerhouse particularly well-suited for large organizations and enterprises with complex facilities portfolios. Archibus offers a comprehensive suite of capabilities spanning the entire lifecycle of a building and its assets.

Key Features (2025)

• Integrated Workplace Management System (IWMS): Archibus goes beyond basic FM, offering robust capabilities for real estate management, space planning, and capital project management.
• Asset Management: Detailed tracking and maintenance planning for all building assets, minimizing downtime and maximizing ROI. Predictive maintenance capabilities are continually improving.
• Space Management: Efficiently manage space utilization, optimize floor plans, and understand occupancy patterns.
• Maintenance Management: Work order management, preventative maintenance scheduling, and mobile access for technicians.
• Energy Management: Monitor and analyze energy consumption, identify opportunities for efficiency improvements, and reduce costs.
• Real Estate Portfolio Management: A holistic view of your real estate holdings, including leases, financials, and performance metrics.

Who is it for? Archibus is ideal for large corporations, government agencies, universities, and healthcare organizations that need a centralized, integrated platform to manage their facilities, assets, and real estate.

5. FMX: Streamlining Maintenance with Mobile-First Design

FMX has steadily risen in popularity within facility management, and for good reason. In 2025, their continued focus on mobile accessibility remains a key differentiator. The platform prioritizes a mobile-first approach, meaning technicians in the field have a powerful, intuitive app to manage work orders, track inventory, and communicate with the office. This focus significantly improves response times and overall efficiency.

Key Features & Strengths (2025 Focus):

• Mobile-First Platform: The core of FMX - truly optimized for on-site technicians.
• Preventative Maintenance Scheduling: Robust scheduling features to proactively address potential issues.
• Asset Management: Comprehensive asset tracking, maintenance history, and lifecycle costing.
• Reporting & Analytics: Improved dashboards and customizable reports for data-driven decision-making - specifically offering predictive maintenance insights based on historical data in 2025.
• Integration Capabilities: While not as extensive as some competitors, integrations with accounting and building automation systems continue to expand.

Who is FMX a Good Fit For?

FMX is particularly well-suited for organizations with a large field service team and a need for real-time visibility into maintenance activities. Its simplicity and user-friendly mobile app make it a great choice for teams of all technical skill levels. Its pricing can be attractive for smaller to mid-sized businesses, although larger enterprises might find other options more scalable in 2025.

6. eMaint CMMS: A Customizable Powerhouse

eMaint CMMS has been a mainstay in the facility management software space, and in 2025, it continues to be a strong contender. Their strength lies in their high degree of customization and scalability. While potentially requiring more initial setup than some simpler platforms, the flexibility they offer is a major draw for organizations with complex maintenance needs.

Key Features & Strengths:

• Highly Customizable: Tailor the platform to match your specific workflows and data requirements. Significant updates in 2025 include expanded customization options for reporting and dashboards.
• Work Order Management: Robust work order creation, assignment, and tracking with advanced scheduling capabilities.
• Asset Management: Comprehensive asset tracking, including detailed maintenance history, costs, and depreciation tracking.
• Preventative Maintenance: Advanced scheduling features with dynamic scheduling based on usage and condition monitoring - enhanced in 2025 with predictive maintenance algorithm integrations.
• Reporting & Analytics: Detailed reporting features with the ability to create custom reports and dashboards. A renewed focus on visual data representation and real-time insights is expected in 2025.
• Integration Capabilities: eMaint boasts a mature API and supports a wide range of integrations with other business systems.

Who is eMaint CMMS a Good Fit For?

eMaint is ideal for larger organizations with complex maintenance operations and the in-house expertise to configure and manage a more robust platform. Their flexibility makes them a strong choice for industries with unique maintenance requirements, such as manufacturing, healthcare, and education. While the learning curve can be steeper, the rewards in terms of efficiency and control are substantial.

7. Facilio: Intelligent Facility Management Powered by IoT

Facilio has rapidly gained traction in the facility management landscape, and in 2025, their unique approach-integrating IoT data and predictive analytics-positions them as a frontrunner. They cater to larger, enterprise-level organizations that prioritize proactive maintenance and operational efficiency through data-driven insights.

Key Features & Strengths:

• IoT Integration: Native integration with building management systems (BMS) and IoT devices allows for real-time data collection and analysis. Expect even tighter integration with a wider range of devices in 2025.
• Predictive Maintenance: Leverages machine learning to predict equipment failures and optimize maintenance schedules. Advanced algorithms and enhanced data processing capabilities will be a core focus in 2025.
• Work Order Management: Streamlined work order creation, dispatch, and tracking with mobile access for field technicians.
• Asset Management: Centralized asset repository with detailed information, maintenance history, and performance data.
• Space Management: Tools for optimizing space utilization and managing building occupancy. Enhanced features for smart building integration expected in 2025.
• Reporting & Analytics: Customizable dashboards and reports providing actionable insights into facility performance. Predictive analytics dashboards are a major focus for 2025 releases.

Who is Facilio a Good Fit For?

Facilio is best suited for large enterprises and organizations managing portfolios of buildings, particularly those embracing smart building technologies. Their focus on predictive maintenance and data-driven decision-making requires a level of technical expertise and a commitment to integrating IoT devices. While the initial investment can be significant, the potential for long-term cost savings and improved operational efficiency is substantial.

8. Hippo CMMS: Maintenance for Small to Mid-Sized Facilities

Hippo CMMS has been steadily gaining traction as a user-friendly and affordable option for facility managers, particularly those with smaller to mid-sized operations. While it might not offer the breadth of features of some enterprise-level solutions, its focus on simplicity and ease of use makes it a strong contender. In 2025, Hippo continues to impress with its intuitive interface and growing feature set.

Key Features & Strengths:

• Intuitive Interface: Hippo's drag-and-drop interface is consistently praised for its ease of learning and use. This is a huge time-saver for teams with varying levels of technical expertise.
• Mobile Accessibility: Their mobile app allows technicians to manage work orders, track inventory, and communicate with the team from anywhere on-site. We anticipate further improvements to offline capabilities in 2025.
• Preventative Maintenance Scheduling: Robust scheduling tools help minimize downtime and proactively address potential issues.
• Asset Management: Centralized asset tracking with customizable fields provides valuable insights into equipment performance and lifespan.
• Reporting & Analytics: Basic reporting features offer visibility into key maintenance metrics. We're watching for enhanced analytics in future updates.
• Affordable Pricing: Hippo CMMS consistently offers competitive pricing plans, making it accessible to a wider range of organizations.

Who is Hippo CMMS Best For?

Hippo CMMS is a great fit for: Small to medium-sized businesses, facilities with limited IT resources, teams looking for a user-friendly solution with a quick learning curve, and organizations on a tighter budget.

9. FacilityForce: Work Order Management & Preventive Maintenance

FacilityForce consistently earns high marks for its robust work order management capabilities and its strong focus on preventive maintenance scheduling. Aimed at facilities ranging from healthcare to education and corporate offices, it offers a comprehensive solution for teams looking to move beyond reactive problem-solving.

Key Features:

• Work Order Management: Intuitive interface for creating, assigning, tracking, and completing work orders. Includes mobile access for technicians in the field.
• Preventive Maintenance (PM) Scheduling: Highly customizable PM schedules ensure equipment longevity and reduce unexpected breakdowns. Allows for recurring tasks and automated reminders.
• Asset Management: Centralized database to track all facility assets, including detailed information, maintenance history, and warranty details.
• Reporting & Analytics: Provides data-driven insights into facility performance, allowing for informed decision-making and optimization of maintenance processes.
• Mobile App: Technicians can access work orders, update status, and document work performed directly from their mobile devices.

Pros:

• Strong work order and PM functionality.
• Good mobile capabilities.
• Scalable for varying facility sizes.

Cons:

• Can be perceived as having a steeper learning curve compared to some simpler platforms.
• Pricing might be higher than entry-level options.

10. MaintainX: Work Order Management & Communication

MaintainX consistently ranks high for its ease of use and focus on mobile-first communication. In 2025, it continues to be a strong contender, especially for facilities seeking a user-friendly platform to centralize work orders and improve technician efficiency. Their key strength is how they simplify the process of requesting, assigning, and tracking work requests, even for users who aren't tech-savvy.

What Makes MaintainX Stand Out in 2025?

• Mobile-First Design: Technicians can access and update work orders directly from their mobile devices, improving responsiveness and reducing paperwork.
• Simplified Requesting: Requestors (building occupants, etc.) can easily submit work requests through the app, with photos and detailed descriptions.
• Automated Workflows: Configure automated workflows to streamline task assignment and escalation.
• Integration Capabilities: While not as extensive as some competitors, MaintainX continues to expand its integrations with popular platforms.
• Affordable Pricing: MaintainX offers competitive pricing tiers, making it accessible to smaller facilities as well as larger enterprises.

Who is MaintainX Best Suited For?

MaintainX is a great choice for:

• Facilities looking for a straightforward and intuitive work order management system.
• Teams with a need for strong mobile accessibility for their maintenance technicians.
• Organizations that prioritize clear communication and transparency in the maintenance process.

11. ChecklistGuro: BPM for Facility Management (Rising Star)

While not exclusively a facility management software, ChecklistGuro is rapidly gaining traction as a highly adaptable Business Process Management (BPM) platform that can be powerfully customized for facility management needs. Its strength lies in its flexibility - you define the workflows, checklists, and data you need, rather than being confined to pre-built modules. This makes it ideal for organizations with unique or complex facility management requirements.

What sets ChecklistGuro apart?

• Complete Customization: Build facility management workflows from scratch or adapt existing templates. Tailor checklists, forms, and reports to perfectly match your processes.
• BPM Engine: Automate tasks, approvals, and notifications to streamline operations and improve efficiency.
• Mobile Accessibility: Technicians and staff in the field can access checklists, submit data, and receive updates in real-time via mobile devices.
• Integration Capabilities: Integrates with various systems through APIs, allowing you to connect your facility management data with existing tools.
• Affordable & Scalable: Offers flexible pricing plans suitable for businesses of all sizes.

Ideal for: Facility managers and organizations needing a highly customizable solution, wanting to automate complex processes, and needing robust reporting and analytics.

Conclusion: Optimizing Your Facilities for Tomorrow

The facility management landscape is constantly evolving, and choosing the right software is a crucial investment for businesses looking to thrive in 2025 and beyond. We've explored ten leading options, each offering unique strengths and catering to diverse needs. Remember that the "best" software isn't a one-size-fits-all solution. Consider your specific challenges, budget, team size, and growth plans when making your decision.

Don't be afraid to take advantage of free trials and demos offered by these providers. Truly understand how each system integrates with your existing workflows and empowers your team. The shift towards data-driven facility management-leveraging insights from software to optimize energy consumption, predict maintenance needs, and enhance overall efficiency-is no longer a luxury, but a necessity. By embracing these tools and prioritizing proactive management, you're not just maintaining your facilities; you're building a foundation for future success and creating a more sustainable and productive environment for your business. Ultimately, the goal is to choose a platform that not only addresses your current needs but also scales with your business as it grows.

Resources & Links

• Accengage - Integrated Workplace Management System (IWMS)
• Archibus - Integrated Workplace Management System (IWMS)
• FacilitiesGrid - Cloud-Based CMMS
• Fiix - Computerized Maintenance Management System (CMMS)
• e-Builder - Construction and Facility Management Software
• Infor - Facility Management Software Suite
• Planroom - Construction and Facility Management
• Symfa - Integrated Workplace Management System (IWMS)
• SpaceIQ - Integrated Workplace Management System (IWMS)
• UpKeep - CMMS Mobile-First