The facility management industry has been changing rapidly in recent years. Businesses face rising costs, stricter regulations and increasing pressure to keep buildings safe, efficient and sustainable. Facility management software looks to address this. The right system streamlines facility management processes, supports asset management and allows facility managers to plan maintenance activities with confidence.
Facility management software is designed to improve how organisations manage physical assets, schedule maintenance tasks and deliver compliance. When implemented correctly, facility management software makes it easier to coordinate maintenance operations, track preventive maintenance schedules and support operational efficiency. It helps reduce costs, ensures preventive maintenance schedules are followed and gives teams valuable insights into how well their facilities are performing. Better visibility and control helps companies meet operational efficiency targets and keep business operations running smoothly.
For organisations looking to improve facility management processes, selecting the best computer-aided facility management (CAFM) software can streamline maintenance tasks, preventive maintenance scheduling and asset management.
This guide ranks some of the best facility management software available today. In the below best CAFM software list, we compare competitors based on features, usability, support, industry fit and how well they enable facility management teams to manage assets, track energy consumption and deliver cost savings. With a clearer picture of the options available, you will be better placed to decide which facility management software solution is the right fit for your business.
Why choosing the right facility management software matters
Choosing the right software is about more than convenience, it directly impacts business operations and operating costs. Without a reliable facility management software solution, companies can struggle with reactive maintenance, inefficient maintenance tracking and poor management processes. The result is wasted time, rising maintenance costs and compliance risks that could damage service quality and business reputation.
Relying on the wrong tool can be damaging. For example, some systems lack preventive maintenance scheduling and others have weak reporting tools. This creates gaps in maintenance operations and makes regulatory compliance harder to prove.
However, the right facility management software can have a significant positive impact, bringing together asset tracking, inspections, reporting and client management into one place. A robust asset management system allows facility managers to monitor asset maintenance and plan preventive maintenance schedules efficiently. Facility managers gain access to asset history, can assign maintenance jobs efficiently and keep maintenance teams focused on routine tasks that matter. Effective facility asset management software helps facility managers reduce maintenance costs, track physical assets and maintain regulatory compliance. Proper asset maintenance ensures physical assets remain operational, reduces unexpected downtime and lowers maintenance costs.
With a facility management software solution that meets your requirements, you gain control over maintenance processes, from building maintenance in manufacturing plants to managing assets in office portfolios. It can lead to clear cost savings, better preventive maintenance and informed decisions that improve both service requests and long-term asset performance.
Top competitors in the facilities maintenance software market
1. Velappity – flexible facility management for inspections
Velappity is a UK-based platform that gives facility managers complete control over inspections, maintenance schedules and compliance monitoring. Designed for flexibility, it enables users to build custom forms to capture the exact data needed across different sites. Maintenance teams complete inspections and asset monitoring on their mobile device, which works offline for when signal isn’t available. Results are then synced once back online. Inspection reports are generated automatically and can be sent to clients instantly. Results from asset compliance monitoring are available to clients on the client portal. Velappity supports regulatory compliance while helping organisations reduce costs through preventive maintenance scheduling. The system is suitable for both small and large businesses looking to improve their facility management processes. Velappity adapts to the unique maintenance needs of each facility, supporting maintenance tracking and preventive maintenance tasks.
Pros:
- Strong mobile functionality for maintenance teams, including offline access
- Flexible inspection management with custom forms
- Asset tracking to support compliance and facility maintenance tasks
- Instant report generation for audits and regulatory compliance
- Simple to scale across multiple facilities and sectors
Cons:
- Does not include inventory management or accounting software integrations
- Not a facilities management specific software – Velappity is a flexible software solution suitable for facilities management
Best suited for: organisations in facilities maintenance, waste management and contractor management that need a flexible, mobile-first solution for inspections and compliance monitoring.
2. Planon – integrated facility management systems
Planon is a global provider offering an extensive facility management platform. The software covers asset, space and energy management as well as preventive maintenance scheduling. Its strength lies in supporting large organisations with complex maintenance processes and multiple sites. Planon’s detailed reporting tools and CAFM systems integration allow businesses to track energy consumption, manage physical assets and maintain compliance across large portfolios. Planon’s platform acts as a complete building facility management system, integrating space management, energy monitoring and preventive maintenance features.
Pros:
- Advanced space management capabilities for large estates
- Strong asset management and preventive maintenance scheduling
- Energy usage and sustainability monitoring
- Integration with CAFM systems and other management tools
- Detailed reporting tools for regulatory compliance
Cons:
- Implementation can be complex and time-consuming
- Limited pricing transparency for smaller organisations
Best suited for: enterprise-level facility management teams in sectors such as healthcare, higher education and manufacturing plants where compliance tracking, asset performance metrics and complex operations need centralised control.
3. MRI Software – complete building facilities management solutions
MRI Software provides a broad range of management solutions for building and facility operations. The system covers asset, space, contractor and workforce management, helping facility managers coordinate maintenance teams, preventive maintenance tasks and service requests. MRI’s reporting tools give valuable insights into maintenance operations, energy usage and regulatory compliance, supporting operational efficiency across multiple locations. MRI provides robust building facility management software for managing multiple sites, preventive maintenance and maintenance history. (Note: MRI Evolution was formerly Concept Evolution by FSI.)
Pros:
- Comprehensive asset and facility management capabilities
- Strong vendor and contractor management tools
- Reporting tools for maintenance history and compliance tracking
- Preventive maintenance scheduling to reduce maintenance costs
- Integration options for wider business operations
Cons:
- Can be overwhelming for smaller organisations due to its breadth
- Implementation may require dedicated IT support
Best suited for: medium to large businesses seeking a building facility management software solution with strong reporting and preventive maintenance capabilities. Suitable for organisations managing multiple sites.
4. FMX – user-friendly maintenance management software
FMX is an intuitive platform focused on simplifying maintenance management and facility operations. It provides preventive maintenance scheduling, asset tracking, service requests management and maintenance reporting. FMX is visual and easy to use, making it a strong choice for organisations looking to improve facility management processes without complex implementation.
Pros:
- User-friendly interface for facility maintenance teams
- Strong preventive maintenance and maintenance task tracking
- Mobile access for field staff
- Easy reporting tools to monitor maintenance operations
- Quick implementation and low learning curve
Cons:
- Limited energy management features
- May not scale as well for very large multi-site enterprises
Best suited for: small to medium-sized organisations seeking straightforward facility management software for building maintenance, preventive maintenance tasks and asset tracking.
5. ServiceChannel – specialised vendor and maintenance management
ServiceChannel is a global platform that supports vendor management, facility maintenance and maintenance operations tracking. It focuses on connecting facility managers with service providers and contractors while providing tools for preventive maintenance, maintenance schedules and cost savings tracking. The system also includes reporting tools to support compliance tracking and operational efficiency.
Pros:
- Strong contractor and vendor management capabilities
- Centralised platform for preventive maintenance and maintenance schedules
- Maintenance cost tracking and reporting
- Integration with facility management systems for energy and asset management
- Scalable for multi-site operations
Cons:
- Less intuitive for internal maintenance teams compared to other CAFM software
- Mobile app functionality can be limited
Best suited for: organisations with large vendor networks or multiple facilities requiring centralised contractor management and preventive maintenance oversight.
6. UpKeep – mobile-first maintenance and asset management software
UpKeep is a mobile-first platform designed to streamline asset management, work orders and inspections for facility managers. The software supports maintenance scheduling, maintenance tracking and service requests. It is particularly effective for organisations that prioritise field mobility and reactive maintenance alongside preventive strategies.
Pros:
- Mobile-first design for on-site maintenance teams
- Preventive maintenance scheduling and tracking
- Asset management and maintenance history
- Quick implementation and intuitive interface
- Supports routine and reactive maintenance
Cons:
- Limited space management and energy management features
- May lack advanced reporting for larger enterprise operations
Best suited for: small to medium businesses or facility management teams looking for a mobile-first solution to manage preventive and reactive maintenance, asset tracking and maintenance tasks efficiently.
7. Archibus – enterprise facility management software solution
Archibus is a CAFM system that supports a wide range of facility management processes, including space planning, asset management, preventive maintenance and energy management. It is suitable for large organisations with complex facility operations.
Pros:
- Comprehensive facility management system with extensive modules
- Preventive maintenance and asset management features
- Energy management and sustainability monitoring
- Scalable for global organisations
Cons:
- High implementation costs and longer setup times
- Steeper learning curve for facility managers and teams
Best suited for: large enterprises with multiple sites requiring extensive preventive maintenance, energy management and detailed reporting for compliance tracking.
Feature-by-feature comparison
This facility management software comparison table compares the features of each platform from a high level to help make an informed decision.
| Feature | Velappity | Planon | MRI Software | FMX | ServiceChannel | UpKeep | Archibus |
|---|---|---|---|---|---|---|---|
| Ease of use | ✔ | ✔ | – | ✔ | – | ✔ | – |
| Customisation | ✔ | ✔ | ✔ | – | – | ✔ | ✔ |
| Pricing transparency | ✔ | – | – | – | – | ✔ | – |
| Customer support | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Mobile app | ✔ | ✔ | – | ✔ | – | ✔ | – |
| Preventive maintenance | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Asset tracking | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Reporting tools | ✔ | ✔ | ✔ | ✔ | ✔ | – | ✔ |
| Scalability | ✔ | ✔ | ✔ | – | ✔ | – | ✔ |
As can be seen in the CAFM software comparison table, for facility managers, Velappity, Planon and FMX represent some of the best facility management tools for maintenance tracking and preventive maintenance scheduling. Velappity stands out for mobile access, customisation, ease of use and preventive maintenance, making it particularly suited to organisations that prioritise inspections, compliance tracking and operational efficiency.
Planon and Archibus excel in energy management, space management and enterprise-level scalability, which makes them ideal for large multi-site operations. FMX and UpKeep provide intuitive mobile-first solutions for small to medium organisations, focusing on preventive maintenance tasks and asset tracking. ServiceChannel is strongest for organisations with complex vendor networks, offering contractor management alongside preventive maintenance scheduling.
For facility management teams, the standout tools will depend on priorities: mobile flexibility and ease of use (Velappity, FMX and UpKeep), enterprise reporting and energy management (Planon and Archibus), or vendor and contractor management (ServiceChannel). This comparison makes it clear that the “best facilities maintenance software” is determined by specific business needs.
Key features in facility management software
Velappity provides a flexible and practical facility management platform that supports facility managers in streamlining maintenance operations, inspections and asset compliance monitoring. One of its key strengths is custom forms for inspections, which allows organisations to capture exactly the data needed for preventive maintenance tasks, regulatory compliance and maintenance tracking. This level of customisation sets Velappity apart from many traditional facility management systems.
The software also enables clear management of schedules and tasks. Jobs can be created one-off, or as recurring jobs. For example, setting up a preventive maintenance schedule of recurring jobs. Maintenance teams complete jobs on the mobile app, even offline, while facility managers have full visibility of form completion, asset monitoring results and job history across multiple locations. The platform includes scheduling tools for facility managers to plan maintenance operations and team members efficiently.
Other essential features include automated reporting tools for regulatory compliance and tracking of asset performance metrics. Reports are generated on the completion of inspections. These can be set to automatically be emailed to clients, or first be reviewed by office staff. These reports as well as asset monitoring results are available to clients on the client portal, for example reporting on HVAC systems to clients. Custom reports can also be created using the Microsoft Word plugin, so reports are designed and structured to meet your requirements. Velappity’s combination of inspection management, preventive maintenance scheduling and asset monitoring makes it one of the best facilities management software choices for businesses.
Key trends in the facility management software market
The facilities management trends are evolving, driven by digital transformation, changing regulatory requirements and a growing focus on sustainability. Businesses are increasingly adopting facility management software to automate maintenance processes, manage facility management tasks and improve operational efficiency. Mobile-first platforms are becoming standard, allowing maintenance teams to complete inspections, update maintenance tasks and track assets directly from sites.
Preventive maintenance and scheduling continue to be important considerations. Facility management software that enables facility managers to plan maintenance schedules, track preventive maintenance tasks and monitor asset compliance is highly valued. Facility management software is designed to reduce reliance on reactive maintenance, lower maintenance costs and support long-term asset management.
Energy management and sustainability are also influencing software selection – tools that monitor energy usage, optimise energy consumption and provide insights for cost savings. Integration with computerised maintenance management systems (CMMS), space management and vendor management features helps organisations centralise their facility management processes and comply with regulatory standards.
Ease of use, scalability and reporting tools remain key factors. When selecting a software solution, look for features that will support your facilities managers to make informed decisions, track maintenance operations and support facility management teams across multiple sites.
How to choose the right facility management software for your business
Choosing the right facilities management software requires a clear understanding of your business’ needs, priorities and long-term goals. First assess your facility management processes and identify gaps in areas such as maintenance tracking, inspection scheduling and asset monitoring. Compare how each platform supports facility management tasks like building maintenance, service requests and maintenance operations.
Evaluate different software solutions’ features against your management processes. Look for solutions that offer mobile access for maintenance teams, reporting tools for regulatory compliance and other features relevant to your processes. Ease of use, scalability and flexibility are important considerations. For example, Velappity allows facility managers to create custom forms and track maintenance activities across multiple sites.
Budget and pricing transparency are also key. Compare management solutions based on implementation costs, licensing models and ongoing support. Free trials or demos are great for testing workflows, inspection and maintenance forms, and asset monitoring features before settling on a choice.
Finally, consider the software’s fit for your industry. Healthcare, education and manufacturing plants have unique facility management requirements, from space management to energy usage tracking. Choosing the right platform helps ensure greater operational efficiency, reduced maintenance costs, and improved asset and facility management.
Conclusion
Choosing the right facility management software is an important decision for businesses looking to optimise their facility management processes, improve asset management and reduce maintenance costs. The “best” facility management software platform will depend on your specific operational needs. For example, you may prioritise mobile inspections, scheduling, energy management or reporting features.
Platforms like Velappity stand out for their flexibility and ease of use. With Velappity, you can streamline facility maintenance operations by scheduling recurring maintenance tasks, performing inspections and asset monitoring tests, and sending clients the automatically generated reports and test results instantly. By integrating inspections, asset monitoring and reporting into a single platform, Velappity enables organisations to make informed decisions, improve operational efficiency and achieve cost savings.
Careful evaluation of facility management software features, usability and industry fit will ensure your organisation selects a solution that fits your requirements. Explore platforms, test workflows, and consider how software like Velappity can simplify maintenance operations and support the long-term success of your clients or your own facilities.
