Best Work Order Software of 2020: The Ultimate Guide

August 21, 2020 in Industry 4.0



Best Work Order Software of 2020: The Ultimate Guide
Table of Contents

Some of the best things in life are free: The scent of rain, the sight of a sunset, and the smile of a loved one. Unfortunately, the practical things that make life easier often come with a hefty price tag—work order software is no exception. 

The best work order software can dramatically improve business operations, decrease downtime, automate complex workflows, and simplify preventative maintenance (PM). For decades, platform providers almost exclusively partnered with large organizations within the fleet, manufacturing, and facility maintenance industries. 

The reason being that the customized nature of software solutions required substantial resources to create, install, and maintain. Dropping thousands of dollars on a work order software program, or a Computerized Maintenance Management System (CMMS), is a smart investment for a company that has already invested millions in assets. 

Conversely, maintenance departments with small budgets often view work order management software as a luxury they can do without. But that is all changing thanks to the cloud infrastructure behind today’s new software programs.

What is Work Order Software? 

Work order software is a management system designed to streamline maintenance, inventory, and operational tasks across organizations. It also encompasses standard operating procedures (SOPs), production workflows, quality control, and safety inspections.

Maintenance managers can maintain full visibility of the work performed across within their organizations at all times, while creating, assigning, and tracking work orders from both mobile apps and desktops. However, more than 75 percent of companies still use spreadsheets, paper clipboards, or nothing for maintenance management, according to the 2018 Maintenance Management Buyer Report. 

Maintenance Management Buyer Report—2018

Types of Work Order Management Software Systems 

When determining which type of work order management software system is best for your organization, it’s helpful to understand their differences. Companies with heavy, on-premise maintenance requirements most benefit from CMMS solutions. Alternatively, commercial service companies may require a field service management tool capable of GPS tracking. 

Below are the three main types of work order management systems.

1. Basic Work Order Software Systems

Maintenance work order systems are designed with a simple mandate: assign, track, and record work orders. This allows for both work order creation and real-time, progress updates through one centralized platform. These work order management solutions are specifically designed for small businesses with simple management processes 

However, in recent years, some Software as a Service (SaaS) providers have taken on a revolutionary challenge: designing work order software that perfectly balances ease of use with advanced feature functionality. 

These cloud-based platforms are blurring the lines between basic work order software systems appropriate for small businesses and our next category: Computerized Maintenance Management Systems (CMMS) ideal for SMBs and enterprise companies alike. 

2. Computerized Maintenance Management System (CMMS)

CMMS software was originally designed for organizations responsible for maintaining large numbers of critical equipment and assets. Industrial plants, manufacturing facilities, and mining companies are longstanding users of CMMS. However, in recent years, facility management, food service, hospitality franchises, and more have also implemented CMMS programs. 

The platforms are complete maintenance management systems that include capabilities for organizing strategic preventive maintenance, predictive maintenance, and reactive maintenance programs.The software also provides labor time tracking, historical metric reporting, and real-time insights into O&M cost-saving opportunities. 

From preventive maintenance schedules to parts inventory CMMS systems are invaluable for operations that depend on critical assets. As previously mentioned, today’s cloud-based CMMS solutions are more versatile than their predecessors. 

The cloud-based software is stored on multiple servers that allow providers to deliver more affordable, scalable, and reliable user experiences than ever before. Translation: Monthly, per-user pricing plans that don’t break the bank. The best CMMS programs are available for mobile usage on both iOS and Android.

3. Field Service Management (FSM) 

FSM systems are designed for companies with field teams. If your organization needs to assign and track field technicians, salespeople, or other dispatch team members, FSM might be the right choice for you. Many of these systems include invoice management features which help convert your work order tickets into billable invoices once completed. They also help plan routes and share any relevant information, files, etc. on the fly. 

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Our 2020 Work Order Software Review

In this work order software app review, we’ve compiled information on the top free work order software based on customer reviews, user experience, and functionality. We have included a variety of the top work order software solutions that include simple Work Order software, CMMS software and field service management software. Though each option offers premium paid plans that come with more advanced features, the freemium versions are capable of a surprising amount of heavy lifting for small maintenance teams: 

RankProductOverall ScoreFree Option
1MaintainX★★★★★
2UpKeep★★★★★
3Jobber★★★★★
4Fiix★★★
5ManagerPlus★★★

1. MaintainX

work order software app review

MaintainX is the world’s first work order software solution designed with real-time chat functionality, and one of the world’s first platforms designed specifically for smartphone usage. MaintainX provides an integrated CMMS solution, including everything you need to create, assign, and track maintenance and work orders; execute preventive maintenance programs; document Standard Operating Procedures (SOPs); manage inventory; maintain asset logs; track work requests and maintenance requests, create invoices, and track KPIs. 

The CMMS software also includes API integration capabilities that allow external sensors to trigger Work Orders and can push data back to ERP systems. MaintainX stands as a comprehensive maintenance management software for mobile devices. Despite being a relatively new player in the work order software space, MaintainX has acquired a substantial amount of positive reviews from customers in both the Apple App and Google Play stores.   

work order software app review

Noteworthy Features: 

  • Instant Messaging: Segment chat conversations by individuals, groups, departments, topics, and more. 
  • Work Order Commenting: Chat with technicians directly within individual work orders to troubleshoot in real-time. 
  • Photo Uploading: Workers can upload (and mark-up) photos of equipment failures, parts issues, or maintenance quandaries to better illustrate what is happening to management. 
  • User-Friendly Interface: The MaintainX mobile app is one of the most intuitive, user-friendly work order systems on the market right now. The interface feels sleek, quick, and easy to navigate. 
  • Seamless Integration: Switch back and forth between desktop and smartphone usage without losing progress. 
  • E-Signatures: Technicians can sign-off on completed jobs for additional accountability, in addition to the app’s time stamp feature.

Free Plan Includes:

  • Unlimited work orders
  • Unlimited team messages
  • Unlimited assets and locations
  • Unlimited Web and mobile access
  • 5 work orders with photos per month
  • 2 work orders with forms per month
  • 1 months worth of reporting and analytics 

Potential Drawbacks:

  • No purchase order system
  • No custom user permissions on the free plan
  • No API access on the free plan

Industries Using MaintainX: 

Manufacturing, Industrial, Facility Managers, Property Managers, Government, Schools, Hospitality, Operational Teams, Fleet Managers, Quick-Serve Restaurants, Warehouses, Churches, Retail, Safety/EHS leader, Building Maintenance. SMB to Enterprise.

Best Suited For: 

Organizations of all sizes that need a user-friendly work order app that workers can quickly navigate without extensive training. 

2. UpKeep

upkeep mobile app

UpKeep is another maintenance software mobile app that receives high rankings for usability, features, and customer support. Founded in 2014, and developed specifically for mobile work orders, the app allows maintenance teams to create and manage recurring maintenance tasks, track inventory, run billing/invoicing, manage calibrations, control keys/locks, and more. 

UpKeep also allows managers to assign work order processes with varying priority levels so tasks can be completed from most important to least important. It’s also worth mentioning that creating work orders can be done on mobile for a complete work order management system. 

However, many of UpKeep’s most compelling features are only available to paying customers. For example, we have heard tons of positive feedback from property managers who enjoy using UpKeep’s requester portal! The starting price point for the basic plan is $35 per user per month.  

It’s worth mentioning that UpKeep’s freemium version was created with the goal of allowing users to “try before they buy,” and isn’t meant to be a complete CMMS solution. As such, the work order software app is best suited for individual technicians wanting to organize their daily tasks. 

work order software app review

Noteworthy Features: 

  • User-Friendly Interface: The mobile app is attractive, intuitive, and pretty easy to get the hang of, requiring little training. 
  • Seamless Integration: Switch back and forth between desktop and smartphone usage without losing progress. 
  • Asset Management: Compile asset information in one place. 
  • Great Customer Support: Upwork associates are quick to respond to user questions via email and live chat. 

Free Plan Includes:

  • Unlimited work orders
  • Unlimited assets and locations 
  • Unlimited Web and mobile access

Potential Drawbacks: 

  • Can’t assign work orders to team members. 
  • Can’t view any work order history
  • No access to advanced reporting data. 
  • No File/PDF work order attachment

Industries Using UpKeep:

Property Management, Manufacturing, Facilities Management, Fleet, Hotels, Oil & Gas, Construction, Municipalities, Distribution, Warehousing, Restaurants, Utilities, Churches, Education, Food Processing, Packaging

Best Suited For: 

Individuals who don’t need to assign work orders to others, and simply want to better organize their daily tasks and won’t need to refer to them once they are completed.

3. Jobber

Jobber app screenshot

Jobber is ranked as our top field service management app (FSM) that deals with field service processes. It has a work request and scheduling platform tailored for service providers. Founded in 2011, Jobber focuses on helping small businesses with dispatch related work.

The tool helps to communicate with field teams when new customer orders are issued, when orders need to be revised or when work needs to be allocated. 

The app makes it easy to build and delegate work orders by offering a drag-and-drop calendar. The app also helps with client work request intake by automatically creating new work orders that can be assigned to one of your team members.

Customers who have the highest level of satisfaction are those who need to be able to manage employee schedules and manage client invoices as seen in the review below: 

Jobber app store review

Noteworthy Features: 

  • Dedicated Mobile App: It makes sense that a mobile dispatch app would have a dedicated mobile app. Jobber indeed does
  • Built-In CRM: Easily manage clients with a built-in customer relationship manager
  • Invoice Management: Use Jobber’s invoice templates or use your own to manage invoices for your business

Paid Plan Includes:

  • Client Manager (CRM )
  • Quotes
  • Invoicing

Potential Drawbacks: 

  • No free plan
  • No asset management 
  • No parts or inventory management 

Industries Using Jobber:

Appliance Repair, Carpet Cleaning, Chimney Sweep Services, Commercial Cleaning, Electrical Contracting, Elevator Services, Garage Door Services, General Contracting, Handyman, HVAC, Janitorial Services, Junk Removal, Landscaping, Lawn Care, Locksmith Services, Painting, Pest Control, Plumbing, Pool & Spa Services, Pressure Washing, Residential Cleaning, Roofing, Snow Removal, Tree Care, Well Water Services, Window Cleaning

Best-Suited For: 

Commercial service businesses that need to dispatch work and send invoices.

4. Fiix

fiix mobile view

Next on our work order software app review is Fiix. Fiix is a Cloud-based CMMS built to help maintenance teams organize assets, manage work, connect to other business systems, and make data-driven decisions. Founded in 2008, the organization has a proven track record of providing enterprise-level organizations with dependable CMMS platforms for desktop computers. 

In more recent years, Fiix adapted its popular digital work order software for mobile usage. However, unlike UpKeep and MaintainX, the company did not design for mobile-first, which is why the user interface (UI) may feel somewhat dated in comparison. 

On a positive note, the app does utilize the same cloud-based infrastructure that allows managers to conveniently create, assign, and manage work orders. As expected, the advanced features beloved by many desktop users––like bidirectional integrations for easily transferring data between ERPS and speech-detection logging––are only available on paid plans.

Despite having an impressive number of positive reviews on third-party review site Capterra, Fiix doesn’t fare nearly as well as our other providers in terms of app store reviews. However, here’s a good one: 

work order software app review

Noteworthy Features: 

  • Beloved Desktop Compatibility: Fiix’s user-base is fanatical about the ease of the app’s companion desktop program. 
  • Seamless Integration: Switch back and forth between desktop and smartphone usage without losing progress. 
  • Asset Management: Compile asset information in one place. 

Free Plan Includes:

  • Unlimited work orders
  • Unlimited assets and locations 
  • Unlimited Web and mobile access

Potential Drawbacks: 

  • No access to advanced reporting data. 
  • Not as streamlined UX experience for mobile. 
  • No billing and invoicing functionality. 

Industries Using Fiix:

Manufacturing, Facilities Management, Fleet, Hotels, Oil & Gas, Construction, Municipalities, Distribution, Warehousing, Restaurants, Utilities, Churches, Education, Food Processing, Packaging

Best-Suited For: 

Organizations that want a quick mobile to test-drive, but anticipate wanting to switch to the premium features afforded by the paid-desktop version sometime in the near future.

5. ManagerPlus

ManagerPlus app

ManagerPlus offers complete maintenance management software that comes loaded
with several features. The work order management tool generates work orders
automatically based on a preset schedule.

Work orders can be assigned to the field
agents who get notifications on their mobile apps. Yes, ManagerPlus comes with
mobile apps that make work order assignment and tracking easier. It also
supports messaging and comes with a powerful asset management feature.

It also has a built-in CRM solution that helps you manage clients and vendors right from your CMMS dashboard. This feature lets you update your clients and vendors on the progress of their work orders and deliver invoices. While they leave a lot to be desired with their mobile interface, ManagerPlus has effective CRM integrations that some customers require.

Key Features

Here is a list of the major benefits of
ManagerPlus work order software:

  1. Create work orders with a simple form
  2. Assign and track work orders
  3. Complete work order management
  4. Asset management
  5. Mobile app
  6. CRM solution
  7. Third-party integration support
  8. Reporting and tracking

Potential Drawbacks: 

  • No free plan
  • Poor mobile reviews
  • More expensive for comparable features on other platforms

Industries Using ManagerPlus:

Fleet Management, Facilities, Construction, Manufacturing, Government

Choosing the Best Work Order Software for Mobile

We hope you have enjoyed our 2020 work order software app review. As you can see, work order software is now more affordable, functional, and accessible than ever before. However, the three options outlined above are miles ahead of anything else in the marketplace. 

Unless your organization has uniquely complex maintenance needs, choosing the best CMMS often comes down to personal preference: What features do you absolutely need? And which ones could you live without? 

The thing is, you often won’t know until you begin creating and managing your very own procedures, checklists, and templates. For this reason, we recommend downloading the apps that appeal the most and making the decision based on what you would most enjoy using every day.


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