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- Best software for facility management: Top 14 picks in 2024
Best software for facility management: Top 14 picks in 2024
You might be tempted to pick facility management software based on a quick Google search or by looking at review websites like G2 and Capterra. If that’s the case, hold up for a moment.
We don’t have anything against review sites—or Google, for that matter, considering that’s probably how you ended up reading this article. However, they typically leave out a crucial part of the software evaluation jigsaw.
They often overlook the unique needs of your business. To help you choose the right software, it’s important to consider functionality that addresses key aspects of facility management, such as:
- Real-time task & maintenance management: Efficiently assign, track, schedule and update tasks and maintenance activities with real-time visibility and notifications.
- Mobile accessibility and user experience: Access the software on any device with an intuitive interface designed for ease of use.
- Real-time communication and document sharing: Facilitate direct messaging between field staff and the office, and enable uploading of photos, videos, and documents from the field.
- Centralized overview of all facilities: Gain a comprehensive view of all facilities through a centralized dashboard that provides real-time updates on task progress, asset conditions, and operational metrics.
To summarize, selecting the right facility management software requires addressing specific areas of functionality.
When evaluating options, businesses typically find their needs falling into one of the following three categories:
- Communication and collaboration
- General facility task management with computer-assisted facilities management (CAFM) software
- Maintenance-focused management with computer maintenance management system (CMMS)
In this roundup, we’ve categorized the best facility management applications according to their strongest areas of functionality. If a tool fits into multiple categories, we've focused on the features that stand out the most.
What is the best facility management software?
Software | Best for | Pricing |
1. Buildbite | Collaboration between team members in the field | $85/month per 5 users - $193/month per 50 users |
2. UpKeep | Businesses in need of a mobile solution |
$20/month per user - $75/month per user |
3. Wayleadr | Arrival and parking management | $999 month for the Lite plan |
4. Procore | Enterprise construction companies | Contact sales |
5. Facilio | Management of multiple buildings or sites | Contact sales |
6. AkitaBox | Managers of large buildings and those responsible for facility condition assessments | Contact sales |
7. MRI Facilities Management | Businesses looking for a good all-round solution | Contact sales |
8. FM:Systems | Office buildings | Contact sales |
9. Smart Church Solutions |
Churches and religious organizations | $72/month - $216/month |
10. MaintainX | Small and medium businesses | $16/month per user - $59/month per user |
11. Fiix | Businesses in need of inventory tracking | $45/month per user - $75/month per user |
12. Infraspeak | Businesses looking for a high level of automation | Contact sales |
13. Corrigo | Commercial real estate | Contact sales |
14. Maintenance Connection |
Large businesses or businesses experiencing growth | $110/month |
Communication and collaboration
In this section, we'll have a look at five different options from a communication and collaboration perspective. We'll see how each tool helps teams stay connected, share updates quickly, and manage documents and tasks effectively.
Top five picks for communication and collaboration
- Buildbite - Best for collaboration between team members in the field
- UpKeep - Best for businesses in need of a mobile solution
- Wayleadr - Best for arrival and parking management
- Procore - Best for enterprise construction companies
- Facilio - Best for management of multiple buildings or sites
1. Buildbite
Buildbite is a real-time management and operational efficiency solution for field services professionals. It offers a range of features for tracking and executing facilities management tasks and provides a high-level overview of site operations. Additionally, its flexible pricing structure makes it suitable for small and medium-sized businesses.
Buildbite key features
1. Real-time communication and collaboration
Buildbite is a mobile-first platform with real-time communication features to connect the whole team involved in a project. You can create individual groups for specific tasks and workflows, send maintenance requests, updates, and documentation via direct messaging, and ensure recipients respond quickly with push notifications.
2. Task management
Buildbite provides comprehensive overviews of facilities management tasks from a central dashboard.
Use Buildbite features to:
- Send and monitor work orders
- Split large tasks into smaller sections.
- Allocate tasks to workers
- Collaborate in real-time with people inside and outside your organization
- Track progress and receive notifications about important milestones
- Generate reports with the analytics tools
3. Time tracking
Buildbite’s mobile-first solution makes it easy for workers to track time for specific tasks. You can monitor operational data in real-time and historically to identify areas of inefficiency and lower-than-expected performance and optimize resource allocation.
4. Real-time field data
Collect and access data from the field in real-time. Access important information related to task completion, flagged issues, time spent on tasks, open items, and worker observations and updates.
5. Project documentation and reporting
Buildbite provides a central location for all important documents and access to real-time data for project reports and forecasts. One-click reporting tools make it easy to fetch and analyze data.
Document and reporting features include:
- Photo and video documentation
- Documents and drawings
- PDF generation and distribution
- Risk and safety reports
- Project forecasts
- Work orders and employee tasks
Buildbite pros
- User friendly: While Buildbite offers extensive functionality, it’s designed for ease-of-use for those without a technical background. Onboarding support is offered where needed but most teams can get up and running without any training.
- Mobile app: Buildbite is a mobile-first solution for use in the field and provides immediate access to documents whenever and wherever they are needed. Many facilities management apps are designed for desktop use and have limited mobile platforms.
- Real-time data: Buildbite syncs with information from the field as it becomes available. On-site workers are notified of work orders issued from the office immediately and you’ll receive regular updates as work proceeds or issues arise.
- Affordable: Buildbite starts at $85 per month for 5 users, irrespective of the size and needs of a project.
Buildbite limitations
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As a solution designed for small and medium-sized businesses, it’s not suitable for managing large and complex enterprise operations.
Buildbite pricing
Buildbite has three transparent pricing packages, with no hidden costs or additional fees:
- Basic: This plan is ideal for small businesses with a team of workers in the field. It’s priced at $85/month for up to 5 workers or subcontractors.
- Standard: Expanding businesses with larger teams can take advantage of the mid-tier price plan priced at $139/month for up to 20 users.
- Premium: Established companies will benefit from the premium package suitable for up to 50 users and priced at $193/month.
Buildbite offers a free 30-day trial on all packages with full access to all features, allowing you to experience firsthand how the app streamlines communication, maintenance, and centralized management across all your facilities.
Buildbite reviews
2. UpKeep
UpKeep is a CMMS with a mobile-first approach and emphasis on connecting those in the field. It allows facility managers to easily create and assign work orders, schedule preventive maintenance, track asset history, and get real-time updates, leading to more efficient and organized operations.
UpKeep features
- Work orders and asset management: Create, assign, and track work orders while managing asset details and history.
- Maintenance scheduling: Plan and automate regular maintenance tasks to prevent equipment failures.
- Task monitoring and employee time tracking: Track task progress and employee hours for better productivity management.
- IIoT (Industrial Internet of Things) sensor tracking: Monitor equipment conditions in real-time using connected sensors.
UpKeep pros
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Easy-to-use platform with an accessible mobile app
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Extensive set of work order features
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24/7 customer support
UpKeep limitations
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Limited features outside of tracking work orders such as integrations with third-party tools
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Some essential features like analytics only available on higher-tier plans
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Reviewers have reported slow performance and buggy software
UpKeep pricing
Plans start at $20/month per user and run up to $75/month per user. A custom enterprise plan (Business+) provides access to the full feature set.
UpKeep reviews
3. Wayleadr
Wayleadr specializes in arrival and parking management. It offers a comprehensive suite of tools for organizing pickups, parking, and guest arrivals at workplaces and large multi-tenancy properties.
Wayleadr features
- Real-time space availability: Provides real-time updates on available parking spaces, helping facility managers communicate current parking conditions to employees and visitors.
- Booking and reservation system: Allows employees to book and reserve parking spots in advance, ensuring efficient space utilization and reducing parking-related communication overhead.
- Automated notifications: Sends automated alerts and notifications about parking status, space assignments, and policy updates, keeping everyone informed and reducing the need for manual communication.
- Visitor management: Facilitates smooth visitor parking by allowing pre-registration and providing clear communication about available parking options and directions.
Wayleadr pros
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Dedicated arrival management tool for commercial, multi-occupancy, and large residential buildings
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Mobile-first solution with an easy-to-use app
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Integrates into existing software with an API
Wayleadr limitations
- Narrow focus on arrival and parking management
- Unsuitable for smaller businesses because of expensive custom pricing
- Some feature limitations such as advanced booking
Wayleadr pricing
Wayleadr offers a limited “Lite” plan for $999/year. Get in touch with sales to learn about custom pricing for the enterprise plan.
Wayleadr reviews
4. Procore
Procore is another project and facilities management tool aimed at the construction sector. It has a large set of features and is very well-suited to enterprise organizations.
Procore features
- Tender management for selecting subcontractors: Manage and evaluate subcontractor bids to select the best candidates for projects.
- Mobile collaboration tools: Use the mobile app to communicate and collaborate with the team directly from the job site.
- Analytics and project tracking dashboard: Monitor project progress, analyze performance metrics, and track key data through an integrated dashboard.
Procore pros
- Enterprise-grade solution with extensive functionality
- Includes advanced features like BIM drawings
- Strong-in-field communication tools
Procore limitations
- Complex platform with a steep learning curve
- Integrating with third-party tools can be difficult
- Some users report that pricing is unsuitable for smaller companies
Procore pricing
Pricing isn’t publicly available. Contact the sales team for a custom quote.
Procore reviews
5. Facilio
Facilio is a new company that prioritizes facilities management across multiple sites. As such, it’s a good option for larger businesses in need of a wide-ranging collaboration platform. It offers real-time monitoring, streamlined maintenance workflows, and integrated communication tools, making it easier to manage diverse facilities efficiently and effectively.
Facilio features
- Operational analytics across multiple buildings: Provides insights and performance metrics for all managed buildings, enabling informed decision-making and efficient operations.
- Work orders and asset management: Simplifies the creation, tracking, and management of work orders and assets, ensuring timely maintenance and optimal asset performance.
- Vendor management and collaboration: Facilitates coordination with vendors, including contract management and communication, to ensure smooth operations and service delivery.
Facilio pros
- Comprehensive management and operations tool
- Large set of features
- Strong focus on the enterprise market
Facilio limitations
- Not suitable for smaller businesses
- Limited set of integrations
- Complex custom pricing
Facilio pricing
Pricing is based on several factors, including the number of buildings, the level of onboarding assistance required, and the integrations needed.
Facilio reviews
Facility task management tools
Here we'll explore five different options based on task management functionality tailored for facility mnanagement. We'll evaluate how each tool helps in organizing, tracking, and managing facility tasks and operations efficiently, focusing on their ability to streamline task allocation, progress monitoring, and overall task management.
Top five picks for facility task management tools
- Buildbite - Best for collaboration between team members in the field
- AkitaBox - Best for managers of large buildings and those responsible for facility condition assessments
- MRI Facilities Management - Best for businesses looking for a good all-round solution
- FX:Systems- Best for office buildings
- Smart Church Solutions- Best for churches and religious organization
1. Buildbite
Buildbite is a comprehensive solution for scheduling maintenance tasks, following the status of repairs, monitoring assets, and tracking the progress of facilities management jobs and operational data.
It also provides extensive communication tools for connecting all team members and stakeholders across your sites and facilities through an easy-to-use mobile app.
Buildbite key features
1. Task management
Buildbite’s task management tools allow you to schedule and track maintenance jobs from a single platform while dealing quickly with issues and delays. You can schedule preventative maintenance, send and automate work orders, and receive real-time updates from the field.
2. Time tracking
Employees and subcontractors can record time spent on maintenance and repair tasks using the intuitive mobile app. You can also run analytics to identify inefficiencies and overbudget operational expenses.
3. Real-time field data and communication
Buildbite connects your whole team in the field. This means you’ll get real-time updates about ongoing jobs, maintenance tasks, routing operations like health and safety assessments and updates about issues in need of attention.
4. Project documentation and reporting
Access all operational data and documentation, including work orders, safety assessments, and asset reports, from a single dashboard. Create analytics reports and forecasts with real-time data to pre-empt maintenance and schedule future jobs at your facilities.
Buildbite pros
- User-friendly work order creation and distribution
- Vendor and subcontractor communication tools
- Real-time tracking for maintenance and management tasks
- Communication and collaboration tools
- Affordable plans well-suited to small businesses
Buildbite limitations
- As a solution designed for small and medium-sized businesses, it’s not suitable for managing large and complex enterprise operations.
Buildbite pricing
Buildbite has three transparent pricing packages, with no hidden costs or additional fees:
- Basic: This plan is ideal for small businesses with a team of workers in the field. It’s priced at $85/month for up to 5 workers or subcontractors.
- Standard: Expanding businesses with larger teams can take advantage of the mid-tier price plan priced at $139/month for up to 20 users.
- Premium: Established companies will benefit from the premium package suitable for up to 50 users and priced at $193/month.
Experience the full power of Buildbite with a free 30-day trial, giving you complete access to features that streamline task management, time tracking, real-time communication, and project documentation.
Buildbite reviews
→ Get started with Buildbite today, for free.
2. AkitaBox
AkitaBox is a full-suite facilities management and optimization platform, with extensive functionality for large buildings. It offers tools for asset tracking, maintenance scheduling, and operational analytics. Ideal for managing complex facilities, it enhances efficiency and helps facility managers make data-driven decisions to improve overall building performance.
AkitaBox features
- Facility condition assessment (FCA) tools: Evaluate and document the condition of facility assets to prioritize repairs and maintenance based on their current state.
- Work orders and preventative maintenance: Create and manage work orders while scheduling preventive maintenance tasks to reduce downtime and extend asset life.
- Operational data aggregation and tracking: Collect and analyze data from various operations to monitor performance, identify trends, and make informed management decisions.
AkitaBox pros
- Large set of features for managing large commercial buildings like hospitals and schools
- Includes specific tools for running facility condition assessments
- API for custom integrations
AkitaBox limitations
- Hard-to-use interface with difficult navigation
- Setup can be a long and involved process
- Pricing based on the square footage of the area the software covers
AkitaBox pricing
Pricing is not publicly available. Contact the AkitaBox sales team for a custom quote.
AkitaBox reviews
3. MRI Facilities Management
MRI Facilities Management is a CAFM platform that ranks as one of the best all-around solutions and is suitable for businesses of all sizes. It offers features for space management, work order tracking, and asset management. Its scalability and integration capabilities make it ideal for optimizing facility operations and enhancing overall efficiency.
MRI Facilities Management features
- Analytics overview of the operational data of facilities: Provides insights and trends from facility operations data, enabling data-driven decisions and performance improvements.
- Maintenance and work order management: Simplifies the creation, assignment, and tracking of maintenance tasks and work orders to ensure timely and effective resolution.
- Asset and equipment tracking: Monitors and manages the lifecycle and condition of assets and equipment, ensuring optimal usage and maintenance.
MRI Facilities Management pros
- Good all-round solution with different platforms for estate agents and commercial buildings
- Comprehensive work order and maintenance features
- Option for a managed services
MRI Facilities Management limitations
- Complex software solution with a steep learning curve
- Complaints from users about poor customer support
- Smaller businesses will likely benefit from a simpler solution
MRI Facilities Management pricing
Pricing is not publicly available. Contact the sales team for a custom quote.
MRI Facilities Management reviews
4. FM:Systems
FM:Systems focuses on workplace management and provides a specialized suite of tools for those in charge of taking care of corporate buildings. It offers features for space management, occupancy tracking, and facility maintenance. Its solutions help optimize space utilization, improve operational efficiency, and the overall workplace experience.
FM:Systems features
- Workplace space management and facility management: Optimizes the use of office spaces and manages facility operations to improve efficiency and accommodate organizational needs.
- Employee room and desk scheduling: Allows employees to book and manage rooms and workspaces, improving space utilization and flexibility in the workplace.
- Real-time analytics dashboard: Provides up-to-date insights into facility performance and space utilization, enabling informed decision-making and proactive management.
FM:Systems pros
- Strong set of features for workplace facilities management
- Comprehensive tools for employees
- Tracks data across multiple workplace activities
FM:Systems limitations
- Designed for large buildings with multiple employees
- Highly focused on office buildings
- Reports of poor customer support
FM:Systems pricing
Contact the sales team to book a demo and receive a quite.
FM:Systems reviews
5. Smart Church Solutions
Smart Church Solutions (formerly eSpace) is one of the leading facilities management platforms for churches and religious organizations. It offers tools for managing facility scheduling, event coordination, and maintenance tasks.
Smart Church Solutions features
- Work order creation and tracking: Enables users to generate, assign, and monitor work orders for maintenance and repairs, ensuring timely completion of tasks.
- Inventory and equipment asset management: Manages and tracks inventory levels and equipment assets, helping to maintain proper stock and manage asset lifecycle.
- Event scheduling and administration: Facilitates the planning, scheduling, and management of church events, simplifying coordination and optimizing resource allocation.
Smart Church Solutions pros
- Provides tailored features for churches and religious institutions
- Attractive pricing for smaller organizations with no user caps
- Intuitive and easy-to-use platform
Smart Church Solutions limitations
- Limited features
- Unsuitable for large organizations with multiple sites
- Additional fees for customer support and advanced features
Smart Church Solutions pricing
Smart Church Solutions packages start at $72/month for up to 50 events per month and go up to $216/month for up to 300 events. A custom plan is available.
Smart Church Solutions reviews
Computerized Maintenance Management Systems (CMMS)
These are the five top picks for CMMS, where we'll examine how each system handles maintenance tasks. We'll focus on their abilities to schedule and track repairs, manage work orders, and optimize asset performance, aiming to see how well they support facility maintenance operations.
Top five picks for CMMS
- MaintainX - Best for small and medium businesses
- Fiix - Best for businesses in need of inventory tracking
- Infraspeak - Best for businesses looking for a high level of automation
- Corrigo- Best for commercial real estate
- Maintenance Connection - Best for large businesses or businesses experiencing growth
1. MaintainX
MaintainX is one of the best-known names in the computerized maintenance management systems space and a market leader. It offers a platform for managing work orders, preventive maintenance, and asset tracking. With its mobile interface and real-time collaboration features, it helps businesses enhance operational efficiency and reduce downtime.
MaintainX features
- Word order creation and tracking: Enables users to create, assign, and track work orders, ensuring tasks are managed efficiently and completed on time.
- Purchase order management with e-signatures: Allows for the creation and approval of purchase orders with integrated e-signature capabilities for easy authorization and documentation.
- Library of pre-written checklists or “procedures”: Offers a collection of predefined checklists and procedures to standardize and simplify routine maintenance tasks.
MaintainX pros
- Easy to use interface
- Full set of facility maintenance features
- Suitable for all sizes of businesses
MaintainX limitations
- Some features like analytics are not included on lower-tier plans
- Poor compatibility with third-party providers has been reported
- Limited communication and chat tools
MaintainX pricing
There are two plans: Essential at $16/month per user and Premium at $59/month per user. MaintainX offers a custom enterprise and a long-term free plan (with restrictions).
MaintainX reviews
2. Fiix
Fiix is another well-known brand in this space and a market leader in the cloud-based maintenance management software category. It is best suited for medium-sized and large businesses. It has a strong set of inventory management tools.
Fiix features
- Unlimited work orders and requests: Allows users to create and manage an unlimited number of work orders and maintenance requests, providing flexibility for handling various tasks.
- Preventive maintenance management: Facilitates the scheduling and management of preventive maintenance tasks to help prevent equipment failures and extend asset life.
- Inventory management tools: Tracks inventory levels, manages spare parts, and ensures that necessary materials are available for maintenance activities.
- Mobile application: Provides access to maintenance management tools via a mobile app, enabling users to view and update information from anywhere, including the field.
Fiix pros
- Long-term free plan for businesses with limited needs
- Advanced automation tools
- In-depth analytics and reporting for work orders and assets
Fiix limitations
- Expensive compared to other providers
- Complex analytics dashboard
- Setup process is time-consuming due to the complex interface
Fiix pricing
Fiix offers a limited free plan. The Basic package is $45/month per user and the Professional plan is $75/month per user. An enterprise package with custom pricing is available.
Fiix reviews
3. Infraspeak
Infraspeak focuses on the optimization and streamlining of maintenance tasks with a suite of 'intelligent' tools. It offers features for work order management, asset tracking, and predictive maintenance. Best suited for large facilities and organizations. Infraspeak leverages data and automation to improve efficiency, reduce downtime, and refine overall maintenance operations.
Infraspeak features
- Maintenance scheduling and tracking features: Allows users to plan and monitor maintenance tasks, ensuring timely execution and efficient management of scheduled activities.
- Auto-generated insights from analytics: Provides actionable insights based on data analysis, helping users identify trends, optimize processes, and make informed decisions.
- Communication tools with live chat: Facilitates real-time communication among team members through live chat, improving coordination and response times for maintenance issues.
Infraspeak pros
- “Intelligent” automation and optimization suggestions
- Large library of integrations
- Tools for gathering inventory data and invoicing
Infraspeak limitations
- Sometimes difficult to use due to the complex interface
- Reports of features varying by region
- Reviews indicate performance is better on Android compared to iOS
Infraspeak pricing
Contact the Infraspeak sales team for custom pricing.
Infraspeak reviews
4. Corrigo
Corrigo from JLL Technologies is a facilities management platform that primarily targets the enterprise side of the market. It offers solutions for work order management, asset tracking, and maintenance scheduling. Corrigo is used to optimize facility operations and improve overall efficiency at scale.
Corrigo features
- High-volume work order, vendor, and asset management: Handles a large number of work orders, manages vendor relationships, and tracks asset performance, ensuring smooth facility operations.
- Mobile app for connecting workers via mobile devices: Provides a mobile platform for field workers to access and update work orders, communicate, and manage tasks directly from their devices.
- Business analytics platform: Offers analytics and reporting tools to analyze facility data, identify trends, and make data-driven decisions to improve operational efficiency.
Corrigo pros
- Feature-rich enterprise solution
- Corrigo ensures minimal platform downtime
- API and integrations library
Corrigo limitations
- Unsuitable for smaller businesses
- Reports of poor customer support
- Interface can be clunky and difficult to navigate
Corrigo pricing
Contact sales team for a quote. Third-party reports say pricing starts at $1000/month.
Corrigo reviews
5. Maintenance Connection
Maintenance is a CMMS with a large set of features and flexible scale-based pricing, making it an option for large businesses. It offers tools for managing maintenance operations, including work order management, asset tracking, and preventive maintenance. Designed to accommodate complex needs, it supports efficient maintenance workflows and robust asset management across extensive facilities
Maintenance Connection features
- Work order management: Facilitates the creation, assignment, and tracking of work orders, ensuring tasks are completed efficiently and on schedule.
- Automate notifications and workflows: Automate alerts and processes to keep users updated on task statuses and manage maintenance activities effectively.
- Operational data metrics and reporting: Provides detailed metrics and reports on maintenance activities and asset performance, enabling data-driven decision-making and performance evaluation.
Maintenance Connection pros
- Caters to a wide set of industries including healthcare, education, and government
- Offers straightforward multi-site scalability
- Large set of integrations with third-party tools
Maintenance Connection limitations
- Mobile CMMS requires an additional fee
- Training materials require improvement
- Complex analytics dashboard
Maintenance Connection pricing
Maintenance Connection has one pricing package at $110/month per user with the option to add the mobile CMMS for an extra $58/month per user.
Maintenance Connection reviews
What is facilities management software?
Facility management software allows owners and managers to visualize a building's operational data and streamline management and maintenance tasks.
Other terms for facilities management software include computerized maintenance management system (CMMS) computer aided facilities management (CAFM) software.
Generally speaking, CMMS software is more focused on maintenance while CAFM software accounts for all aspects of building maintenance over its lifespan, but there is a lot of overlap between the two platform types and the terms are used somewhat interchangeably.
A facility management system helps with the following tasks and decision-making processes:
- Creating and tracking maintenance work orders
- Visualizing and scheduling regular maintenance tasks
- Managing assets like equipment across multiple sites
- Assigning employees to tasks and track progress
- Organizing and scheduling access to spaces in a building
- Managing and updating floor plans
- Energy management and tracking HVAC energy consumption
- Communicating with team members
- Achieve sustainability goals
- Ensuring safety and regulatory compliance
- Tracking maintenance costs
Ultimately, web-based facility maintenance software enables businesses to streamline all of their building operations and maintenance programs, from waste management to cleaning and fixing equipment.