Top Property Management Maintenance Software Picks (2021 Review)

June 14, 2021 in Maintenance



Top Property Management Maintenance Software Picks (2021 Review)
Table of Contents

Keep clients happy. 

Keep costs down.

Keep retention rates high. 

These are critical priorities of property management teams. As any experienced manager can confirm, dozens of minute details go into achieving each goal. 

Property managers must ensure electrical, plumbing, and HVAC systems remain in working order 24/7. In addition to overseeing preventive maintenance programs, they’re also responsible for marketing available units, drafting lease agreements, and responding to maintenance requests.

Whether maintaining a handful of duplexes or a 30-story-downtown-high-rise, the juggling act is real! The secret to rarely dropping the ball? Automate every task. 

Using property management maintenance software is one of the easiest ways for landlords and property managers to control their maintenance to-do lists. Unfortunately, finding user-friendly software—that actually delivers on its promises—can be daunting.

For this reason, we’re discussing features to prioritize when evaluating property management maintenance software options in 2021. We’ll also provide our top recommendations to try with your team before making a decision. Use the Table of Contents on your left to navigate the page.

What Is Property Management Maintenance Software?

property management maintenance software

Property management maintenance software refers to digital platforms used to automate work orders, track asset information, and develop cost-optimized maintenance budgets. 

It’s sometimes referred to as building maintenance, facility maintenance, and property management software. Though folks use the terms interchangeably, there are significant differences between property management software and management maintenance software. 

The former is an application that allows property owners and managers to oversee their rental properties, renter information, and financial accounts. In addition, a robust property management platform helps streamline tenant applications, electronic funds transfers, and other operational tasks. 

Conversely, property management maintenance software, also referred to as computerized maintenance management system (CMMS) software, exclusively focuses on streamlining maintenance-related processes. 

Who Uses it?

property management maintenance software

The following roles often benefit from using property management maintenance software:

  • Landlords and Property Managers: This duo can save significant time by automating maintenance management processes. Commercial spaces, residential spaces, student housing, gated communities, and apartments all contain numerous assets that require time-consuming upkeep to continue running smoothly. Case in point: MaintainX clients save a reported 20 maintenance-management hours per week after switching to the mobile maintenance management software from analog scheduling methods.  
  • Renters: Facility occupants submit work requests via tenant portals integrated with maintenance management software. They can also use it to conveniently discuss incoming shipments, facility announcements, and time-sensitive questions with management. 
  • Real Estate Asset Managers: Real estate asset managers are responsible for overseeing property-level investment portfolios. Historical maintenance information yields insight into the estimated useful life of assets used to increase financial assessments. 

Features to Prioritize

property management software review

Property management maintenance software’s real value is centralized organization. The right platform houses a variety of O&M management activities all in one place. Instead of jumping between multiple spreadsheets, calendars, and paper work orders, managers can quickly access everything they need to oversee numerous projects and corresponding data points. 

Beyond standard work order management, property maintenance software applications often support several valuable features. Of course, the ones most worth acquiring depend on a maintenance team’s specific needs. However, we recommend prioritizing the following: 

1. Preventive Maintenance Scheduling

Work order generation is the core capability of every maintenance software platform. It allows management to create, assign, and monitor preventive maintenance tasks with ease. This proactive maintenance approach, in turn, increases reliability, enhances customer experiences, and improves response times to emergency maintenance requests when they do arise. 

The best work order systems also include task-prioritization labels; multiple calendar views; asset, location, and parts details; and PDF uploading for maintenance manual attachments. 

Property management maintenance software is essential to running effective preventive maintenance programs that reduce the frequency of inconvenient, unplanned breakdowns. 

2. Work Request Integration

Speedy communication between tenants and management can improve resident loyalty, enhance property reputations, and reduce disputes due to miscommunication. The best software options include API integrations that allow users to merge data from separate applications. API stands for Application Programming Intermediary. Essentially, APIs help programs “talk to” each other. 

Work request APIs allow managers to connect maintenance software to online portals where tenants can submit work requests. The software generates automated work requests that maintenance managers can either approve or reject. Management then assigns approved assignments to maintenance technicians or third-party contractors as scheduled work orders. 

3. Maintenance Inventory Management

Maintaining optimized levels of parts is essential to successful maintenance management. Tenants expect malfunctioning property assets to be restored in a timely fashion; thus, critical parts must be available at all times. 

Not only is rush ordering parts inconvenient—management may have to wait on supply-chain delays— but expedited shipping fees are expensive. However, tying up capital on overstocked supply closets is also problematic. The right software will help solve this dilemma by providing low-inventory alert settings: this way, management neither overstocks nor understocks parts. 

4. Asset Management 

Property maintenance management software should also include an indexed asset database.  Management should be able to tag asset entries when creating digital work orders.

This feature allows technicians to maintain easy access to maintenance records at their fingertips. For example, a comprehensive asset entry should detail the previous technicians who worked on the machinery, the parts involved, the time spent, and the total costs spent on maintenance. 

5. Advanced Reporting

Tracking the long-term performance of assets, their associated maintenance expenses, and technician hours is crucial to resource optimization. Choose a platform capable of compiling data points into user-friendly reports that support budgetary decision-making. 

The right software can help management track maintenance metrics like mean-time-to-repair (MTTR), planned maintenance percentage (PMP), and schedule compliance that reveal O&M program health. Most importantly, it shouldn’t require time-consuming training to navigate! Here’s a look at what you can do with advanced reporting, as an example: 

6. Secure Cloud Storage

No modern property management software is complete without cloud storage capabilities. Cloud storage mechanisms store organizational data on the Internet via third-party storage providers. If you’ve ever used services like Google Business, Facebook Messenger, or Dropbox, you’re familiar with cloud storage. It allows for real-time data access, sharing, and holding “in the cloud.” 

This feature makes it possible for application users to access work order and asset data anywhere via smartphone. Besides providing the advantage of enhanced agility, cloud-based software solutions allow property managers to pay per monthly user and scale as they grow. 

7. Mobile App

Finally, we recommend prioritizing software options with mobile applications, specifically “mobile-first” platforms. Mobile-first means the application was specifically designed for tablet and smartphone usage from conception. 

Unlike software programs that engineers later revise for mobile compatibility, mobile-first platforms are “cleaner” code-wise.  This means they’re sometimes more reliable, more user-friendly, and faster than their hybrid counterparts. 

Shopping Tip: you may have to ask providers if their applications are native mobile or hybrid applications. It’s not something they typically advertise. 

Top 5 Property Management Maintenance Software Picks

Below are our top five recommendations for property maintenance management software. We chose each option based on core capabilities, user experience, and online consumer reviews. 

Each provider offers scalable, monthly price plans based on app user numbers. They also each have freemium plans with varying levels of functionality. 

1. MaintainX

work order software

MaintainX is CMMS software made with mobile users in mind. Translation: it’s agile, elegant, and highly user-friendly. The app’s mobile interface includes streamlined color schemes, large fonts, and toggle settings for clean user dashboards. 

Beyond providing basic capabilities—work order management, asset management, inventory management, advanced reporting—the application delivers “the wow factor” with its business messaging feature. Like enterprise messaging platform Slack, MaintainX allows property managers and maintenance technicians to communicate in real-time via individual and group messages from their desktops and mobile devices.  

In addition to work-order commenting, real-time messaging is the most frequently cited “favorite feature” by product users. Offline mode, digital checklists, and time and cost tracking features are also favorites. MaintainX has everything property managers need to digitize standard operating procedures (SOPs), oversee workflow audits/inspections, and manage equipment maintenance. 

Prominent Features:
  • Maintenance activity tracking
  • Automated alerts and notifications
  • Maintenance workflow automation
  • Work order photo and PDF uploading 
  • Meter-based maintenance
  • Parts inventory
  • Barcode generator
  • CSV exports
  • Vendors
Pricing:

MaintainX CMMS offers a free package that includes unlimited asset entries, unlimited messages, and a select number of recurring monthly work orders. MaintanX’s essential plan starts at $8.33 per user/monthly and includes unlimited recurring work orders and photos. 

Potential Drawback:

MaintainX doesn’t currently include a purchase order system, which may be a deal-breaker for certain facilities. It also limits the number of procedural checklists non-paying users can attach to their unlimited work orders. 

2. Hippo CMMS

property management maintenance software

Hippo provides users with a flexible, comprehensive, and user-friendly CMMS experience. Property managers can enjoy the basics for tracking property maintenance initiatives, managing PM schedules, organizing asset data, and managing equipment supplies.

Long-time Hippo users say the platform is robust, affordable, and easy to navigate. And maintenance managers on Capterra appreciate how the digitized work request system has helped them classify expenses, justify budgetary requests, and increase schedule compliance. Hippo is compatible with both iOS and Android devices, thus allowing for real-time updates from technicians on the job. 

Prominent Features:
  • Maintenance activity tracking
  • Maintenance workflow automation
  • Work order photo and PDF uploading 
  • Interactive floor plans & maps 
  • Bar code generator
  • Parts inventory
  • API access
Pricing:

Hippo CMMS doesn’t offer any free package, but you can sign-up for a 14-day free trial. Its entry-level plan starts at $39 per user/monthly and includes unlimited work orders and everything a property maintenance management team needs to run a PM program. 

Potential Drawback:

As mentioned by Jennifer M., facilities coordinator, Hippo’s inventory aspect could be improved by adding “inventory below minimum” settings. It’s also worth emphasizing that Hippo doesn’t support predictive maintenance (PdM) programs at this time, nor does it facilitate team messaging. 

3. FMX

work order software

FMX is unique because it combines both facility management and CMMS capabilities into a single software product. The hybrid functionality enables property managers to streamline operational processes, track maintenance tasks within broader facility initiatives, and make data-driven decisions that boost efficiency.  

K-12 educational providers appreciate how the one software program accommodates various departments—technology, maintenance, transportation, grounds, athletics—with one login portal to enter work requests. 

If you’re seeking an all-in-one solution that supports operational excellence, FMX is worth evaluating. Furthermore, FMX has a reputation for providing its customers with 24/7 support with LIVE representatives. 

Prominent Features:
  • Maintenance activity tracking
  • Customer database
  • Commercial property management
  • Contract and licensing management
  • Inventory management and control
  • Dispatch management
  • Vendors
  • Routes
Pricing:

FMX’s freemium version includes unlimited work orders, unlimited asset entries, and complete work order history records. Its entry-level plan starts at $35 per user/monthly. 

Potential Drawback:

Capterra reviewers voiced dissatisfaction over FMX’s reporting capabilities. And one user said that, though he hadn’t had any issues with the product, the training for it “was a bit ridiculous.” Additionally, FMX is not mobile compatible and does not include team messaging. 

4. Fiix CMMS

property maintenance software

Fiix CMMS is another user-friendly property management software option worth considering. It allows users to organize assets, optimize maintenance tasks, and integrate other property management functions. 

Similar to the other providers mentioned, Fiix comes with the full range of capabilities necessary for excellent facility maintenance programs. Notably, it’s compatible with iOS, Android, and desktop devices to suit the needs of both desk workers and field technicians. 

Recently, Fiix began to take data analysis a step further with Fiix Foresight—an AI-powered system designed to spot equipment behavioral trends. Managers can use the information to address unknown bottlenecks in operational workflows  

Prominent Features:
  • Maintenance activity tracking
  • Maintenance workflow automation
  • Work order photo and PDF uploading 
  • Multi-asset work orders and rounds
  • Out-of-Box and custom ERP integrations
  • AI-powered insights (only on premium plans)
Pricing:

Fiix has a freemium plan limited to three users per organization. Unlike the other free plans, Fiix limits the number of work orders, work requests, and asset entries non-paying users can create. The provider’s basic plan starts at $45 per user/monthly. 

Potential Drawback:

Most Fiix users require organization-wide training for mastery. Additionally, Fiix does not include individual or team messaging capabilities. 

5. UpKeep CMMS

CMMS

Finally, UpKeep is a good choice for property managers wanting to streamline their existing maintenance programs without undergoing the steep learning curve that often accompanies other software adoption. 

UpKeep consistently receives high customer satisfaction rankings for ease of use, robust features, and exceptional customer support. With offline mode, maintenance technicians can access their work order assignments anytime and anywhere. Property managers will also enjoy seeing notifications of receipts for completed tasks throughout the day. 

Prominent Features:
  • Maintenance activity tracking
  • Automated alerts and notifications
  • Maintenance workflow automation
  • Work order photo and PDF uploading 
  • Foreign language availability 
  • Meter-based maintenance
  • Parts inventory
  • Barcode generator
  • CSV exports
  • Vendors
Pricing:

Upkeep offers a freemium version with limited capabilities and no work order history viewing. The provider’s entry-level plan starts at $45 per user/monthly. 

Potential Drawback:

Most notably, UpKeep doesn’t have individual or team messaging. Additionally, its mobile version is supported by hybrid mobile programming, thus making it more likely to glitch than true native mobile applications. 

Which Option Is Right for You? 

Keeping tenants happy is no small feat. Dozens of important details are integral to providing consistent customer experiences every day. Landlords, property managers, and maintenance technicians can all benefit from the convenience of user-friendly work order software.

While features are important, functionality is critical. The most valuable software—the option that will deliver the highest ROI—is the one your team will actually use. With that said, always sample several options before making your final decision. 

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