The Best Work Order Software for Small Businesses: Comparing seven vendors

Key takeaways

• For small businesses with high-value assets, sticking with pen, paper, or spreadsheets is risky and can lead to costly failures. Using dedicated work order software puts maintenance requests, preventive maintenance tasks, assets, parts inventory, and documentation in a central location, which helps reduce downtime and unexpected expenses.
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• When your leadership team is choosing work order software for your small businesses, prioritize mobile-first usability for technicians to improve communication, configurable workflows and forms, strong reporting and analytics, and solid onboarding and support.
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• Among the seven tools compared, MaintainX stands out as especially well-suited to small businesses because it combines a technician-friendly mobile app, customizable work request portals and procedures, inventory and PM automation, real-time communication features, and scalable reporting that support both current operations and future growth.

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Every decision and dollar matters for small businesses. This is especially true for small businesses with high-value assets and high-maintenance facilities that have slim margins and no room for unexpected costs.

Relying on pen and paper or spreadsheets for work order tracking and to maintain those assets might look like a less expensive option, but one missed inspection or repair could lead to a breakdown that costs thousands.

That’s why many small businesses with maintenance needs turn to work order management software to streamline processes, gain significant cost savings, simplify preventive maintenance (PM) scheduling, and improve efficiency.

This isn’t a small investment. Not only are there recurring costs, but if the software is not the right fit for your maintenance team, it could lead to downtime or accidents that multiply your spending. So, how can you choose the right software to protect your money and time? 

We’ve compiled information on the top seven work order software options for small businesses to help you make a decision. You’ll learn about each platform’s strengths, key capabilities, and more, straight from customers that have used the software.

Comparing the best work order management software for small businesses

Small businesses looking for work order management software for their maintenance team face an overwhelming number of choices. In the end, the best work order software is the one that meets your needs, gets used by the team, and provides impact to your business. We’ve compared five competitors and evaluated their functionality and usability to help small businesses find the perfect software to do preventive maintenance tasks, manage work requests, complete tasks, and gather maintenance data.

1. MaintainX

MaintainX is a favorite work order management system for small business maintenance managers because of its technician-friendly mobile design, built-in communication features, and intuitive work order scheduling and work request tracking features.

The computerized maintenance management system (CMMS) comes with a range of core features, like preventive maintenance work order scheduling, asset management, parts inventory management, and reporting while being simple enough for anyone to navigate with little to no training. It also comes with more advanced features to help small businesses scale.

Here are the key capabilities that maintenance managers at small business find most valuable:

• Customizable work request portal: Users highlight the ability to create a custom work order request form that can be used by customers, tenants, operators, or other employees. Anyone can access the portal with a QR code, submit work requests in seconds, and track progress of their submissions. It also allows maintenance teams to schedule and track any service request while completing them in a timely manner.
• Technician-friendly mobile app: Customers appreciate that technicians can access work requests, work orders, and asset history in seconds from a mobile device. There were also many mentions of technicians being able to upload photos directly into work orders to clarify equipment issues and keep better asset records, which streamlined field service management.
• Clear visibility and collaboration around every work order: Users praised MaintainX for being the ultimate source of truth for all things work orders and maintenance. Property managers, field technicians, and others called out the unmatched visibility into open work orders, which was especially helpful when a business had multiple properties. Teams also love the in-app communication, including automated notifications, live chat, and work order notes.
• Flexible, customizable workflows: A big theme through all reviews was that companies can easily adapt workflows in MaintainX to match their processes. Many reviewers pointed our customizable forms, fields, and procedures attached to work orders that can be used for jobs like HVAC installs, PM checklists, and safety documentation. There were also several mentions of using MaintainX to document SOPs and regulatory compliance paperwork as part of the work order flow.

2. Upkeep

UpKeep receives good reviews for its usability, core capabilities, and customer support. The cloud-based software includes a full suite of CMMS features, allowing managers to create and manage recurring maintenance tasks, track inventory, catalog company assets, and run billing. The three features that customers appreciate most are:

• Easy-to-use work order management features: Users repeatedly say UpKeep modernizes their process and replaces paper work orders and ad-hoc texting
• User-friendly interface: Several customers like Upkeep's simple to use work order planning and scheduling features that make for easy onboarding.
• PM tracking and reporting: Beyond basic work orders, users like that UpKeep ties everything back to assets, preventive maintenance, and analytics.

If you're considering Upkeep for your maintenance department, these are some gaps to be aware of:

• Limited customization and reporting: Several reviews flag limits on customization and reporting, especially in building work order flows and asset hierarchies. Reporting is also described as “basic” or limited for many businesses, which make it difficult to build reporting dashboards and collect real time insights.
• A steep learning curve: Some work order features were criticizes for being too complex to set up quickly, especially without extra training.
• Friction around work order history: Several reviewers bumped into limitations when they try to work with completed work orders and mentioned that it is hard to search work order histories.

3. Limble

Limble CMMS is a cloud-based maintenance platform built to help small and mid-sized teams centralize work orders, manage critical assets, and track work requests in one place. The system focuses on ease of use and implementation, with strong onboarding support and mobile access.

The three features that customers appreciate most are:

• User-friendly for non-technical teams: Across reviews, people mention how easy Limble is to learn and work in, describing its work order features as simple and intuitive.
• Strong work order, PM, and task management: Customers highlight the platform's ability to handle work orders, preventive maintenance schedules, and work requests in a single system.
• Good onboarding, support, and training resources: Support is a recurring theme in reviews. Users mention weekly setup meetings, helpful success managers, and quick answers via chat.

Limble also has several gaps and weaknesses in their product, including these three outlined in reviews:

• Initial setup and data migration can be time-consuming: Multiple reviewers mention that getting everything into Limble is a somewhat arduous and confusing project, including a lot of upfront work to load all assets, PMs, and inventory into the system.
• A lack of flexibility and customization for workflows: Some users mention that the system is too rigid when setting up work order forms and warn that making changes later can be hard to do. They also point out the planning and scheduling modules are difficult to customize.
• Frustrating technical difficulties pop up: Some customers have run into recurring technical issues, including freezing screens, long loading times, and a lack of offline accessibility from the mobile app.

4. FMX

FMX is a cloud-based facilities and maintenance platform that combines work orders, preventive maintenance, inventory, and room/event scheduling in a single system. It’s used by schools, churches, municipalities, and other facilities or property management teams. The three most commonly mentioned strengths in reviews are:

• Easy to adopt and use: Users repeatedly say FMX is “very easy to use,” even for people who aren’t tech-savvy or “computer literate.” New staff can often submit and manage work orders with minimal training, and admins find setup and daily navigation straightforward.
• A centralized platform for maintenance scheduling and requests: Reviewers frequently call out the software's ability to manage work orders, preventive maintenance, and work requests in one place. The calendar view, approvals, and work routing are highlighted as key features.
• Solid customer support: Many reviews mention the FMX support team for its fast responses, proactive help, and a steady stream of product improvements.

Reviews also uncovered some common weaknesses of the FMX service order software, including:

• Fully configuring the system can be a big lift: Several reviewers mention that getting FMX fully configured—importing assets, defining workflows, building calendars, and tailoring modules—takes significant upfront effort and planning.
• Reporting, dashboards, and some views feel limited or cumbersome: Users would like more flexible, self-service reporting and easier dashboard customization. They also want different logs, clearer dashboards, more control over fields, and finer control over filters and saved views.
• Gaps in scheduling, mobile accessibility, and notifications: Many users mention that calendar options are too basic and that the mobile app is just the browser version on a mobile device. They also talk a lot about wanting more granular control over email and text notifications to avoid inbox overload.

5. Click Maint

Click Maint is cloud-based CMMS built around a simple interface and hands-on support. It’s used by organizations looking for a basic work order management tool with core CMMS capabilities, like preventive maintenance and asset tracking. After analyzing reviews from small business teams using Click Maint, the three most consistent strengths are:

• Simple to pick and use without advanced training: Users repeatedly highlight the intuitive UI and how quickly both technical and non-technical staff can start submitting and managing work orders with minimal training.
• High-touch onboarding: Many reviews mention the fast responses by the Click Maint team via chat, email, and calls. They also call out a smooth onboarding and data migration process.
• Solid core CMMS workflows: Customers consistently talk about access to key capabilities for managing maintenance work, including submitting and prioritize work requests, scheduling preventive maintenance, managing basic parts inventory details.

There were also several areas of the software that reviewers struggled with, including:

• Gaps in the mobile app: Several reviewers mention that the mobile app doesn’t match the desktop experience. Some actions, like inviting requesters and viewing KPIs, are only available on the web version. Also, there’s currently no offline/online sync.
• Basic capabilities leave little room to grow: Customers note that certain advanced features are missing or lack the needed capabilities. This includes being able to handle multiple assets on one work order, hours-based maintenance schedules, and richer tool tracking.
• Reporting and planning tools don't have enough depth: While basic reporting and status visibility are in place, a few users call out gaps in more advanced or specialized reporting, like purchase-order tracking, more robust KPIs, and additional report types or filters.

6. Fiix

Fiix is a cloud-based CMMS software that can help you organize your assets, manage maintenance requests, and connect other business systems for data-driven decision-making. It has since established itself as a dependable provider of CMMS platforms for enterprise-level organizations.

Its notable features include:

• The ability to compile all asset information in one place: Reviewers liked that they could use a custom dashboard and calendar to get up to date information on maintenance requests and activities.
• Core asset management and parts inventory tracking: Users consistently praise Fiix for keeping all maintenance info in one place, including equipment information, repair history, equipment manuals, and inventory.
• Clear work order management and accountability: Customers like how it helps their maintenance team stay on top of work using one centralized platform. This includes having a bird's eye view work order statuses, backlog, and outstanding work.

The platform’s biggest potential drawback, based on reviews, are:

• Difficulty navigating the mobile app: One of the most common complaints comes from mobile users who say that the app interface and functionalities aren’t always smooth, don't always match the desktop version, and are sometimes complicated to set up.
• Limited functionality on lower tiers: Free and low-cost options are very limited, according to some customers. For example, the free version limits assets, work orders, parts, and document storage.
• Setup and data entry can be time-consuming for small teams: Several reviewers flag the added burden on administrators and other key stakeholders, like the time it takes to enter all assets and work orders.
• Reporting and documentation can be complex: The core reporting exists, but using it well is a pain point. Users describe the report builder and graphing tools as cumbersome or not very user-friendly.

7. eWorkOrders

eWorkOrders is a cloud-based CMMS used by organizations of all sizes to centralize work requests, preventive maintenance, asset tracking, and reporting. It's used by organizations that need software that is configurable but still easy for frontline staff to adopt. The strengths of the platform that are commonly mentioned by reviewers include:

• Short set up and adoption period is common: Reviewers repeatedly say eWorkOrders is easy to use, intuitive, and simple for employees to submit and manage work orders. Teams in schools, real estate, and utilities highlight smooth day-to-day use with the software.
• Long-term customer support: Users call out the support team as providing fast responses by phone and email, and for being patient with training and configuration. Many reviews describe a consistent level of across years of using the software.
• Robust maintenance workflows: The platform's automated workflows for preventive maintenance and asset tracking are consistently highlighted in reviews.

If you're looking for potential red flags for eWorkOrders, here is what customers have to say:

• Initial setup and data configuration can take effort: Several reviewers note that getting assets, PM schedules, locations, and workflows set up takes time and planning. Some mention the original setup taking longer than expected or needing to invest time in training, especially around reports and charts.
• Reporting customization could go further: While many people like the reporting basics, some users would like more modern or flexible tools, like a richer dashboard, easier custom queries, and more powerful filters when searching for specific work orders.
• Limitations when customizing or expanding workflows: Several reviews point out constraints in building workflows that match their existing processes, such as parts tracking, creating new PM schedules, naming assets, and adding media to work orders, like pictures.

What is work order management software?

Work order management software is a maintenance management system that oversees and streamlines maintenance activities, inventory, and operational tasks across an organization. It incorporates work orders, standard operating procedures (SOP), safety inspections, and quality control capabilities in one place to simplify maintenance operations. With work order software, your maintenance team can easily create, assign, and track work orders distributed among multiple maintenance technicians.

What should small businesses look for in work order management software?

The right work order management software for small businesses works natively and is intuitive on mobile devices. A mobile-first design enables technicians to have all the information they need, including documentation, procedures, and safety instructions, at the tip of their fingers, eliminating trips back to the office. The ability to document completed work, attach pictures, and easily reference past work helps to retain tribal knowledge as aging technicians retire. 

Leadership also enjoys a centralized view of their operations and all open work orders. Highly configurable software ensures work meets standards and steps aren’t skipped. Some software providers also have helpful resources like templates, automation, and AI to save time so maintenance and plant managers can focus on important tasks. Additionally, most work order software comes with advanced reporting functionality that translates saved data points into detailed analytics and key performance indicators to improve PM strategies.

MaintainX maintenance management software is how small businesses optimize their operations

No matter the size of your maintenance and operations team, MaintainX was designed to help your small business get more work done. Plus, MaintainX can scale with your company as you grow, helping you reach new heights you never thought possible.

Streamline daily operations with digital work orders and work requests

Digitizing work orders is a crucial step in streamlining daily operations. With pen and paper or spreadsheets, an incredible amount of time and organization is required to keep up with work. MaintainX’s procedure library and templates make it easy to get started with digital work orders and free up time for more important tasks.

Maintenance technicians also get notified when new work orders are assigned, and the user-friendly design of MaintainX makes it easy for people of any technical background to navigate the app. 

Enhance team productivity with mobile accessibility

Adding MaintainX to your operations means work orders are easily managed from mobile devices. This helps technicians find all the information they need on their phones or tablets, allowing them to complete work faster and more accurately. 

MaintainX also comes with a live chat feature, allowing team members to collaborate and communicate from the field. Past work orders can be pulled up, and pictures can be attached for reference. Work order chains can be created for work that needs to be repeated, meaning a new work order will be created when the previous one is closed.

Reduce maintenance costs with efficient inventory tracking and management

Every dollar you spend matters, which means that any amount of waste has a big impact. Without software, team members have to manually track inventory, place orders as stock depletes, manage spare parts, and assign costs for accurate reporting—processes with are prone to error.

MaintainX makes inventory management easy and reduces mistakes. View inventory levels with a few clicks, set up low stock notifications, and make sure you never have unplanned downtime due to missing parts. Streamlining inventory management helps to reduce maintenance costs and ensure adequate inventory is on hand at all times.

Improve asset reliability with preventive maintenance

MaintainX is designed to not only handle work orders but also to transform your entire maintenance strategy. Shifting from reactive to preventive maintenance might sound intimidating, but not with a powerful maintenance partner by your side. Preventive maintenance scheduling saves time, improves asset reliability, and enables effective maintenance workflow automation.

Automate work orders so maintenance tasks are completed before asset failure. Creating scheduled maintenance tasks improves asset lifecycle, performance, and reduces maintenance costs. Unplanned downtime can be avoided or eliminated, and expensive replacement costs can be deferred.

Gain insights into maintenance work and asset data with customizable reports and analytics

Data can be a sore subject when manual reporting is involved. Getting actionable insights can be difficult when data isn’t centralized. MaintainX removes the pain of manual reporting with a centralized view across locations.

By digitizing KPI tracking and dashboards, MaintainX ensures you have accurate data and provides you with customizable reports and analytics. With error-free data, you can feel confident and make data-driven decisions about your operations. Identify bottlenecks and monitor important trends that can help position your company for long-term success.

Ensure compliance with automated record-keeping

Be ready for any audit with MaintainX’s automated record keeping. Easily pull up past work orders and other documents that prove required work has been completed and to satisfactory levels.