The 5 Best Facility Management Software of 2025

What is Facility Management Software?

Facility Management Software (FMS) is a digital solution designed to streamline and automate the complex tasks associated with maintaining buildings, infrastructure, and assets. It's far more than just a glorified maintenance schedule; it's a central hub for managing everything related to your facility's health and performance.

Think of it as a virtual facilities manager, consolidating tools and data into a single, accessible platform. Traditionally, facility management relied heavily on spreadsheets, paper records, and manual processes - often leading to inefficiencies, missed deadlines, and a lack of visibility. Modern FMS addresses these challenges by offering features like:

• Preventative Maintenance Scheduling: Automatically generate and assign maintenance checklists based on time, usage, or other triggers, minimizing breakdowns and extending asset lifespan.
• Work Order Management: Track work requests from submission to completion, assigning tasks, prioritizing urgency, and monitoring progress.
• Asset Tracking: Maintain a detailed inventory of all assets, including location, maintenance history, warranties, and depreciation information.
• Space Management: Optimize space utilization, track occupancy, and plan for future needs.
• Reporting & Analytics: Gain valuable insights into facility performance, identify areas for improvement, and demonstrate ROI.
• Mobile Accessibility: Empower field technicians with real-time access to information and the ability to update records directly from the job site.

Ultimately, FMS helps businesses proactively manage their facilities, reduce operational costs, improve safety, and ensure regulatory compliance. It shifts the focus from reactive repairs to proactive maintenance, enabling a more sustainable and efficient approach to facility management.

Why Invest in Facility Management Software?

Managing a facility-whether it's an office building, a retail space, a hospital, or a manufacturing plant-is a complex undertaking. Traditionally, much of this management relied on spreadsheets, paper checklists, and manual processes. While these methods might work for smaller operations, they quickly become unsustainable as your business grows and the complexity of your facilities increases.

Investing in facility management software isn't just about adopting a trendy tool; it's about future-proofing your business and maximizing its potential. Here's why it's a smart move:

• Increased Efficiency: Automate routine tasks, streamline workflows, and eliminate bottlenecks. Software can handle scheduling maintenance, assigning tasks, and tracking progress, freeing up your team to focus on higher-value activities.
• Reduced Costs: Preventative maintenance, enabled through detailed checklists within the software, minimizes costly reactive repairs. Optimized space utilization and energy management also contribute to significant savings.
• Improved Asset Management: Keep track of every asset's location, maintenance history, and warranty information. Proactive maintenance scheduling helps extend asset lifespan and avoids unexpected downtime.
• Enhanced Compliance: Easily manage inspections and audits, ensuring compliance with safety regulations and industry standards. Generate reports to demonstrate adherence and minimize legal risks.
• Better Communication & Collaboration: Centralize all facility-related information, making it accessible to relevant stakeholders. Improve communication between maintenance teams, tenants, and management.
• Data-Driven Decision Making: Gain valuable insights into facility performance through comprehensive reporting and analytics. Identify trends, optimize processes, and make informed decisions based on data, not guesswork.

Ultimately, investing in facility management software allows you to move from reactive problem-solving to proactive, preventative care - a critical shift for any modern business seeking operational excellence.

1. Hippo CMMS

Hippo CMMS consistently ranks high in user reviews, and for good reason. It's a cloud-based solution known for its user-friendly interface and robust features, making it a particularly good fit for smaller to mid-sized businesses. What really sets Hippo apart is its focus on preventative maintenance. They offer an extensive library of pre-built maintenance checklists covering a wide range of equipment and systems.

How Checklists are Used in Hippo CMMS:

• Preventative Maintenance Schedules: Hippo allows you to create and assign preventative maintenance checklists to specific assets, scheduling recurring tasks based on time or usage. This is essential for keeping equipment running reliably and preventing costly breakdowns.
• Work Order Checklists: When a work order is created (whether planned or reactive), checklists can be attached to guide technicians through the diagnostic and repair process. This ensures consistent quality and reduces the risk of overlooking important steps.
• Inspection Checklists: Regular inspections of facilities, equipment, and safety systems are vital. Hippo allows for the creation and completion of inspection checklists, documenting findings and prompting necessary corrective actions.
• Customizable Templates: While Hippo offers pre-built checklists, the ability to customize them to your specific needs is a significant advantage. You can add new tasks, modify existing ones, and tailor the language to match your team's terminology.
• Mobile Accessibility: Technicians can access and complete checklists directly on their mobile devices, improving efficiency and ensuring that data is captured in real-time. This eliminates the need for paper-based forms and simplifies data entry.

Who is it Best For?

Hippo CMMS is a solid choice for businesses looking for an accessible and affordable CMMS solution, particularly those with a strong emphasis on preventative maintenance. It's easy to learn, but powerful enough to handle complex maintenance workflows.

2. UpKeep

UpKeep consistently ranks highly among facility management software, and for good reason. It's built with mobile-first design at its core, making it exceptionally user-friendly for field technicians who spend their days performing inspections and maintenance tasks. The intuitive interface allows for easy logging of work orders, photo attachments, and detailed notes, all accessible from any device.

Key Features & How Checklists Integrate:

• Preventative Maintenance Checklists: UpKeep excels at scheduling and executing preventative maintenance. You can easily create custom checklists for various assets (HVAC systems, elevators, plumbing) ensuring regular inspections and proactive issue resolution. These checklists can be assigned to specific technicians and trigger automated reminders, reducing the risk of costly breakdowns.
• Work Order Management: Streamline work order requests, assignments, and tracking. Users can submit requests directly through the app, which are then routed to the appropriate technician. Checklists can be embedded within work orders, guiding technicians through step-by-step procedures.
• Asset Management: Keep a comprehensive inventory of all your facility assets, including details like purchase date, warranty information, and maintenance history. Checklists can be linked to specific assets, creating a complete maintenance record.
• Reporting & Analytics: Gain valuable insights into your facility's performance with customizable reports. Track maintenance costs, identify trends, and optimize your preventative maintenance program based on checklist completion data.
• Integration Capabilities: UpKeep integrates with a variety of other business tools, further streamlining your workflows.

Who it's best for: UpKeep's mobile-first approach makes it ideal for businesses with a large field service team and those seeking a highly accessible and easy-to-use facility management solution. While it's powerful, its user-friendly design also makes it suitable for smaller businesses and those new to facility management software.

3. Limble CMMS

Limble CMMS consistently earns high praise for its user-friendly interface and robust feature set, making it a strong contender for businesses of all sizes. What sets Limble apart is its focus on mobile-first design. Technicians can easily access work orders, checklists, and asset information directly on their smartphones or tablets, facilitating real-time updates and faster response times.

Here's a closer look at what Limble CMMS offers:

• Intuitive Checklists: Limble's checklist functionality is incredibly flexible. You can create detailed, step-by-step checklists for preventative maintenance tasks, inspections, and repairs. These checklists can be customized with photos, videos, and attachments, ensuring consistency and accuracy across your team. You can also use branching logic to tailor checklists based on the specific equipment being serviced.
• Work Order Management: Streamline your workflow with integrated work order creation, assignment, and tracking. Technicians can easily update work order status, add notes, and record parts used.
• Asset Management: Keep a comprehensive record of all your assets, including location, warranty information, maintenance history, and more. This provides a clear understanding of asset performance and helps with lifecycle planning.
• Reporting & Analytics: Track key performance indicators (KPIs) like Mean Time Between Failures (MTBF) and work order completion rates to identify areas for improvement.
• Integration Capabilities: Limble integrates with popular platforms like QuickBooks, Slack, and Zapier, allowing you to connect your facility management software with your existing tools.

How ChecklistGuro Users Can Benefit: ChecklistGuro users appreciate the importance of documented processes. Limble's robust checklist capabilities, coupled with its mobile accessibility, directly align with that philosophy. By digitizing your maintenance checklists within Limble, you're not just improving efficiency; you're also ensuring compliance and fostering a culture of best practices.

4. Fiix

Fiix by Rockwell Automation stands out as a robust, enterprise-level facility management software solution, particularly well-suited for organizations with complex maintenance needs and a focus on asset-intensive environments. It's more than just a checklist provider; it's a comprehensive Computerized Maintenance Management System (CMMS) built for scalability and integration.

Key Strengths:

• Advanced Workflow Automation: Fiix excels at automating maintenance workflows, from initial request to completion. You can define custom workflows that automatically assign tasks, escalate issues, and notify relevant personnel.
• Asset Management Powerhouse: The software's asset management capabilities are incredibly detailed. You can track asset history, performance metrics, warranty information, and even associated documentation. This provides a clear understanding of asset health and lifespan.
• Mobile Accessibility: Fiix's mobile app allows technicians to access work orders, checklists, and asset information directly in the field, facilitating real-time updates and efficient task completion.
• Integration Capabilities: It boasts strong integration capabilities with other Rockwell Automation platforms, as well as broader ERP and IoT systems, enabling a holistic view of your operations.
• Preventative Maintenance Focus: Robust scheduling and tracking of preventative maintenance tasks, ensuring equipment longevity and minimizing unexpected downtime. Checklists are integral to these preventative maintenance schedules, guiding technicians through necessary inspections and procedures.

How Checklists are Utilized:

Fiix allows you to create highly customizable checklists tied directly to specific assets and maintenance tasks. These checklists can include:

• Inspection Checklists: Detailed inspection procedures for equipment, facilities, and safety protocols.
• Maintenance Task Checklists: Step-by-step guides for routine maintenance activities.
• Safety Checklists: Ensuring adherence to safety regulations and best practices.
• Calibration Checklists: Guaranteeing accurate measurements and performance.

The software tracks checklist completion, stores results, and identifies trends, providing valuable data for optimizing maintenance strategies.

Considerations:

• Pricing: Fiix is generally more expensive than some other options on this list, making it best suited for larger organizations with significant maintenance needs.
• Complexity: Its extensive features and customization options can have a steeper learning curve for new users.

5. Maintenance Connection

Maintenance Connection is a robust, cloud-based facility management software solution particularly well-suited for larger organizations and those with complex maintenance needs. It's been a long-standing player in the industry, and that experience shines through in its breadth of features.

A core strength of Maintenance Connection lies in its contractor management capabilities. It provides tools to onboard, vet, and manage external vendors, streamlining communication and ensuring quality control. Their work order management system is exceptionally detailed, allowing for precise tracking of tasks, materials, and labor. The platform also facilitates asset tracking, preventative maintenance scheduling (with customizable checklists!), and reporting, giving you a holistic view of your facilities' health.

Checklist Integration: Maintenance Connection allows you to create and integrate custom checklists into your preventative maintenance schedules. These checklists aren't just static lists; they can be tied to specific assets, include required materials and parts, and automatically generate work orders when tasks are completed. This ensures consistent maintenance procedures are followed by both internal teams and contractors. You can even set recurring checklist reminders to proactively address potential issues.

Who it's for: Maintenance Connection is ideal for property managers, building owners, and facility managers overseeing multiple sites and employing both in-house and contracted maintenance personnel. While the platform's comprehensive feature set can be overwhelming for smaller businesses, its powerful functionality makes it a worthwhile investment for organizations prioritizing robust contractor management and detailed asset tracking.

Pricing: Maintenance Connection's pricing isn't publicly available and requires a direct quote, reflecting its focus on larger enterprise clients.

6. ChecklistGuro: Streamlining Facility Management with BPM

While we might not be in the top 5 of this list, ChecklistGuro is rapidly changing how facility managers operate. Unlike traditional facility management software, we're built on a Business Process Management (BPM) platform. This means instead of just tracking assets or work orders, we empower you to design your entire facility management workflows-from preventative maintenance to emergency response-visually and intuitively.

Our unique approach provides unparalleled flexibility. You can:

• Customize Workflows: Build processes that match your facility's specific needs, not the other way around.
• Automate Tasks: Trigger work orders, notifications, and reports automatically based on events and conditions.
• Integrate Seamlessly: Connect with existing systems and data sources to avoid data silos.
• Gain Real-Time Visibility: Track progress, identify bottlenecks, and make data-driven decisions with interactive dashboards and reports.
• Empower Your Team: Mobile-first design ensures your technicians can access and update information in real-time, no matter their location.

ChecklistGuro isn't just software; it's a framework for continuous improvement in facility management. We believe in empowering facility managers to be strategic leaders, not just reactive problem-solvers.

Choosing the Right Software: Key Considerations

Before diving into our top picks, it's crucial to understand that the "best" facility management software isn't a one-size-fits-all solution. Your business's unique needs and budget will heavily influence the right choice. Here's a breakdown of key considerations:

• Business Size & Complexity: A small business with a single building will have different requirements than a large corporation managing multiple properties. Assess the scope of your operations and choose software scalable enough to accommodate growth.
• Specific Needs: Do you primarily need preventative maintenance scheduling? Or is work order management your biggest headache? Some software specializes in certain areas.
• Integration Capabilities: Can the software integrate with your existing systems (like accounting, HR, or building automation systems)? Seamless integration minimizes data silos and streamlines workflows.
• User Friendliness: A powerful system is useless if your team finds it difficult to use. Look for intuitive interfaces and good training resources.
• Budget: Facility management software prices vary considerably. Factor in not only the subscription cost but also potential implementation fees, training expenses, and ongoing support costs.
• Mobile Accessibility: With field technicians often working on-site, mobile accessibility is a huge benefit for real-time updates and task completion.
• Reporting and Analytics: The software should offer robust reporting features to track key performance indicators (KPIs) and identify areas for improvement.

The Future of Facility Management: Trends to Watch

The facility management landscape is evolving rapidly, driven by technological advancements and changing business priorities. Looking ahead to 2025 and beyond, several key trends are poised to reshape how facilities are managed.

Increased IoT Integration: The Internet of Things (IoT) will be ubiquitous. Expect a dramatic rise in sensors monitoring everything from HVAC performance and water usage to occupancy patterns and security breaches. This data will feed directly into facility management software, enabling predictive maintenance, automated responses to issues, and real-time insights. Think sensors alerting you to a potential pipe freeze before it bursts, or automatically adjusting lighting based on occupancy.

AI-Powered Predictive Maintenance: Moving beyond reactive and even preventative maintenance, AI will analyze data from IoT sensors and historical records to predict equipment failures. This allows for proactive scheduling of maintenance, minimizing downtime and maximizing asset lifespan. Software will learn from past failures and optimize maintenance schedules dynamically.

Sustainability and ESG Focus: Environmental, Social, and Governance (ESG) considerations are no longer a nice-to-have - they're critical. Facility management software will increasingly incorporate tools for tracking energy consumption, waste management, and carbon footprint. Reporting capabilities will be essential for demonstrating sustainability efforts and meeting regulatory requirements.

Mobile-First Approach & Remote Management: The pandemic accelerated the shift to remote work, and this trend will continue. Expect facility management software to be even more mobile-friendly, enabling technicians and managers to access information, submit work orders, and communicate from anywhere. Remote monitoring and control of building systems will be standard.

Digital Twins: Digital twins - virtual replicas of physical assets and spaces - are gaining traction. These twins allow facility managers to simulate changes, test different scenarios, and optimize building performance without impacting the real-world facility. Integration with facility management software will become increasingly common, providing a holistic view of the facility's operations.

Resources & Links

• Accengage - Focuses on workplace experience and facilities management integration.
• Archibus - A well-established, comprehensive FMIS solution.
• FacilitiesGrid - Cloud-based FM software aimed at efficiency and data-driven decisions.
• Planon - Offers integrated workplace management solutions, including FM capabilities.
• SpaceIQ - Offers a range of workplace management solutions, including facility management functionalities.