With hundreds of work orders generated every day, it’s easy to get overwhelmed and lose sight of your ultimate operational goals. Work order software, which falls under the purview of CMMS solutions and field service management software, can help you resolve this issue.
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What This Article Covers
Best Work Order Software for Field Service Management
Ideal for off-site equipment management, FSM solutions help you handle work orders, dispatching and route optimization.
They provide tools necessary to maintain equipment with a large emphasis on customer satisfaction (hence the term “service”).
Without further ado, let’s explore the best work order management systems in the field service management realm.
Dynamics 365 Field Service
Dynamics 365 Field Service helps technicians access critical information from the field, including work orders, customer details and inventory levels via a mobile app, even if offline.
It assists you in optimizing scheduling and dispatching, improving communication and collaboration and reducing operational costs.
Integrate with other Microsoft products like Dynamics 365 CRM, Dynamics 365 Sales, Dynamics 365 Finance and Dynamics 365 SCM to increase efficiency.
Dynamics 365 Field Service offers work order data to ensure accurate dispatching. Source
Highest Rated Modules According to Our Data
- Scheduling — 100
- Inventory Management — 99
- Work Order Management — 99
- Equipment and Asset Management — 98
- Mobile Capabilities — 93
Top Benefits
- Increase Productivity: Automate routine tasks like work order creation, dispatching and appointment confirmations to reduce manual data entry errors and help staff focus on critical activities.
- Improve Asset Management: Track assets’ locations and statuses in real time using IoT sensors and connected devices.
- Enhance Coordination: Exchange vital information with dispatchers and back-office staff efficiently to ensure everyone is on the same page using communication and collaboration tools.
- Reduce Risks: Identify and address equipment issues before they lead to costly breakdowns, improving risk management with preventive maintenance systems and predictive maintenance tools.
- Make Data-Driven Decisions: Visualize trends and patterns from reports to identify areas of improvement.
Primary Features
- Work Order Management: Create and manage work orders, track job progress, and manage customer information.
- Inventory Management: Track inventory levels, manage spare parts and automate procurement processes, ensuring that technicians have the right materials for their service tasks.
- Scheduling and Dispatching: Automatically assign work orders to available technicians based on predefined rules and priorities. Dispatchers can balance workloads among technicians, ensuring that no one is overburdened while others have idle time.
- Asset and Equipment Management: Monitor equipment and assets, manage maintenance schedules, and run compliance checks.
- Reporting: Generate automated reports and dashboards to monitor critical maintenance key performance indicators (KPIs) and track trends.
Limitations
- Implementation and user adaptation is time-consuming.
- Lags, bugs and freezes affect system performance.
- Customer support isn’t responsive.
Features Not Fully Supported According to Our Data
- Bulk Edit Work Orders — Moderately Supported Out of the Box
- Automated Invoice Follow-Ups — Not Supported
- Track the Location of Each Part in Mobile — Not Supported
- Invoice Reports — Not Supported
- Technician Portal — Not Supported
Platform:
Company Size Suitability: S M L
KickServ
KickServ is a service order software that helps small to medium-sized businesses manage leads, jobs, estimates, invoices and payments.
It enables you to create, schedule, assign, track and complete jobs from anywhere via a mobile app.
Communicate with your customers and technicians, send automated reminders and notifications, attach photos and documents to work orders, collect signatures and payments, and generate reports within a few minutes.
Integrate with third-party apps such as accounting tools and CRM systems for a seamless workflow.
Generate sales and marketing, work, and finance reports with KickServ. Source
Highest Rated Modules According to Our Data
- Work Order Management — 98
- Customer Management — 93
- Billing and Invoicing — 86
- Reporting and Dashboard — 81
- Mobile Capabilities — 77
Top Benefits
- Increase Operational Visibility: Gain insights into your field operations and identify areas of improvement with real-time tracking and reporting functionality.
- Improve Collaboration: Enable field technicians to update job status, track time, capture signatures and accept payments on the spot via an internet-enabled device. Share information in real time to keep everyone on the same page.
- Get Paid Faster: Automate invoicing and payment processes to reduce administrative tasks and improve cash flow.
- Access Anywhere: Access customer information, job details, photos, documents, notes and invoices from mobile devices.
- Simplify Customer Management: Store customer info in a central location. Track potential deals, follow-ups and conversions. Enable clients to access information, make service requests or even make payments without the need for direct contact with your staff via the self-service portal.
Primary Features
- Jobs: Send automated notifications of job assignments, updates and important details to team members. Log material, equipment and other job-related expenses to ensure that you’re not underbilling or overcharging for these costs.
- Inventory Management: Track and manage inventory levels, order supplies, and allocate parts for specific work orders, reducing stockouts.
- Invoices: Generate and send invoices within minutes. Track outstanding invoices to manage your accounts receivable. Enable clients to pay digitally to enhance payment experiences.
- Reporting and Analytics: Gain insights into service performance metrics to assess your service quality and efficiency. Produce custom reports and access dashboards to evaluate the operational and financial health of your company.
- Route Optimization: Assign the right field service technician to a job based on factors such as their job location proximity, skill sets and equipment availability.
Limitations
- Mobile version has some issues.
- Estimate syncing with QuickBooks Online is difficult.
- Reporting is very basic and not robust.
Features Not Fully Supported According to Our Data
- Email Work Orders to Customers — Moderately Supported Out of the Box
- Batch Invoicing — Not Supported
- Resource Utilization View — Not Supported
- Offline Mobile Capability — Not Supported
- AI-Enabled Scheduling Optimization — Not Supported
Platform:
Company Size Suitability: S M L
Service Fusion
Service Fusion is a cloud-based field service management software designed for service-based businesses such as HVAC, plumbing electrical and more.
It helps you improve productivity, increase efficiency and enhance customer experiences.
Manage new jobs and estimates with Service Fusion. Source
Highest Rated Features According to Our Data
- Work Order Management — 98
- Customer Management — 98
- Billing and Invoicing — 94
- Reporting and Dashboard — 84
- Inventory Management — 78
Top Benefits
- Streamline Operations: Automate tasks such as creating work orders, dispatching, scheduling, billing and reporting to save time.
- Enhance Efficiency and Accuracy: Integrate with document management systems and digital asset management tools to reduce data inconsistencies. Track and log actions and changes made within the system with audit trail functionality.
- Improve Field Connectivity: Enable field technicians to stay connected to the central system and office staff, even when they’re on-site with customers, via the mobile app.
- Enhance Customer Experiences: Send automated texts to clients requesting feedback or reviews after service completion. Enable customers to schedule appointments or services via an online booking portal.
Primary Features
- Scheduling and Dispatch: Automatically schedule and dispatch technicians based on skill sets, job types and other criteria.
- Invoicing and Payment Processing: Create and send invoices, process payments, and manage financial reports.
- Customer Management: Manage customer information, preferences and service history to personalize interactions with your customers, understanding their needs and building strong relationships.
- Job Management: Create, assign and track work orders from start to finish. Organize and prioritize jobs for your field technicians.
- Inventory Management: Keep track of inventory levels and stock movement and manage purchasing and vendor information to prevent overstock or understock situations.
Limitations
- Limited QuickBooks integration.
- Uniformed technical support staff.
- Steep learning curve.
Features Not Fully Supported According to Our Data
- Approve or Reject Work Orders — Moderately Supported Out of the Box
- Offline Mobile Capability — Not Supported
- AI-based Routing Engine — Not Supported
- Site Inspection Checklist — Not Supported
- Technician Portal — Not Supported
Platform:
Company Size Suitability: S M L
Best Work Order Software for CMMS
CMMS software is similar to field service management but doesn’t provide tools for technician travel or managing customer relationships. Instead, CMMS focuses far more on enterprise asset management, labor allocation, business intelligence and inventory control.
CMMS solutions are probably a better choice if your maintenance takes place primarily on company premises.
It’s time to check out the top work order programs in the CMMS realm.
UpKeep
UpKeep is a web-based maintenance work order software and enterprise asset management (EAM) program that runs on both desktop and mobile devices. It caters to all business types.
Maintenance and facility managers can use it to handle work orders, schedule preventive maintenance and track assets. It also helps you avoid unplanned downtime and increase equipment life spans.
Track work order statuses via UpKeep’s analytics dashboard. Source
Highest Rated Features According to Our Data
- Work Order Management — 100
- Maintenance Request Management — 96
- Mobile CMMS — 93
- Asset Tracking— 91
- Purchase Order Management — 85
Top Benefits
- Limit Downtime: Log downtime with an asset’s work order history to get a better understanding of failure causes. Schedule preventive maintenance tasks to reduce unexpected equipment failures.
- Reduce Clerical Work: Automatically assign work orders to specific technicians based on location or asset type, improving operational efficiency.
- Maintain Data Consistency: Integrate with project management platforms and accounting tools like Google Workspace, Slack, QuickBooks Pro, Zapier and more.
- Improve Asset Visibility: Access asset information under a single interface and gain insights into which assets need maintenance or replacements.
Primary Features
- Work Order Management: Grant role-based access to various users (tenants, technicians and managers) and enable them to request work orders via the customer portal. Requesters can track work order statuses and, if necessary, make changes to the details.
- Mobile App: Enable technicians to send in-app messages to connect with management and each other as well as update work orders in the field using the maintenance work order app.
- Asset Management: Store essential asset information, maintenance histories, documents and images in a central location. Get a complete picture of an asset’s life cycle, repair costs and more.
- Reporting: Obtain information on both high-level and granular measures. Assess technician efficiency, compute work order fulfillment rates, and generate custom reports on individual assets or entire facilities to determine which assets require the most care.
- Maintenance Management: Add pre-made checklists or custom checklists to your work orders. Schedule routine maintenance tasks, inspections and preventive maintenance activities.
Limitations
- Struggles with data transfer.
- Needs a stable internet connection.
- Lacks a robust mobile app.
Features Not Fully Supported According to Our Data
- Automatic Downtime Update— Not Supported
- AI-Based Parts Forecasting — Not Supported
- Incident Management — Not Supported
- Multi-Site Support in Mobile App — Moderately Supported Out of the Box
- Auto-Create Corrective Work Orders — Not Supported
Platform:
Company Size Suitability: S M L
Maintenance Care
Maintenance Care is a cloud-based maintenance management platform that helps businesses optimize maintenance management, streamline workflows and monitor asset performance.
It provides a work order tracking system to help you keep maintenance request records, allocate resources, track progress, and ultimately enhance the maintenance and care of your assets and facilities.
It’s a scalable solution catering to diverse industries and tailored to individual requirements.
Submit maintenance requests with a few clicks with Maintenance Care. Source
Highest Rated Modules According to Our Data
- Maintenance Request Management — 100
- Vendors and Customer Management — 100
- Work Order Management — 99
- Dashboard and Reports — 95
- Mobile CMMS — 90
Top Benefits
- Save Time and Money: Schedule and manage maintenance tasks to avoid unnecessary repairs, extend equipment life spans and reduce downtime.
- Increase Productivity and Efficiency: Assign and track technicians’ tasks, optimize resource allocation, and increase team performance and accountability.
- Enhance Safety and Compliance: Access updated maintenance activity records to prevent accidents and injuries and comply with industry standards and regulations like OSHA’s Maintenance Regulations.
- Gain Valuable Insights: Monitor and analyze maintenance data and performance using various reports and dashboards.
Primary Features
- Request Forms: Access customizable request forms, set up approval workflows and assign requests to the right technicians with minimal effort.
- Mobile Work Order Management: Access work orders and related information directly through mobile devices. Scan QR codes to access asset details.
- Instant Notifications: Receive real-time alerts for new, updated or completed work orders via email, text or push notifications.
- Maintenance Lists: Create and organize maintenance tasks into lists based on priority, location, category or status. You can also filter and sort your lists to find the tasks you need.
- Email Capabilities: Access pre-designed email templates for common communication scenarios to save time and maintain consistency. Send and receive emails directly from the platform.
Limitations
- Difficulty in generating reports.
- Inability to edit task comments.
- Lack of detailed feedback to work order submitters.
Features Not Fully Supported According to Our Data
- Automatic Work Order Creation from Checklists — Moderately Supported Out of the Box
- Offline Mobile Capability — Not Supported
- Global Search — Not Supported
- AI-Based Parts Forecasting — Supported With Custom Development
- Auto-Create Corrective Work Orders — Supported With Partner Integrations
Platform:
Company Size Suitability: S M L
FMX
FMX is a cloud-based solution that helps businesses, educational institutions, health care facilities and other organizations improve the efficiency and effectiveness of their facility management and maintenance operations.
It enables you to generate work orders, schedule maintenance and streamline processes for facilities, assets, maintenance and fleets.
It offers a calendar-based interface, reports and integration with a directory system.
You can access it via mobile devices to keep track of operations on the go.
View equipment details such as status, location, inventory items, attachments and manufacturer information with FMX. Source
Highest Rated Modules According to Our Data
- Work Order Management — 92
- Dashboards and Reports — 92
- Maintenance Request Management — 90
- Platform Capabilities — 77
- Inventory Management — 72
Top Benefits
- Streamline Work Orders: Assign, monitor and resolve work orders based on importance or request date to complete the most critical or time-sensitive work orders first, improving productivity and customer satisfaction.
- Reduce Expenses: Save money on unexpected repairs, breakdowns and asset replacements with asset management capabilities.
- Streamline Inventory Tracking: Link work orders and preventive maintenance tasks with inventory to keep track of quantities and receive instant notifications when an item is running low.
- Simplify Interactions: Access the central color-coded calendar to interact with technicians easily.
Primary Features
- Configurable Request Forms: Create custom forms tailored to your organization’s specific needs including fields for descriptions, asset information, priority levels and any other critical information.
- Automatic Routing: Automatically assign tasks to appropriate technicians based on skills, location and workload.
- Inventory Supply Management: Monitor spare parts and materials used for maintenance tasks. Track inventory levels, set reorder points and receive alerts when supplies are running low.
- QR Code Tagging: Attach QR codes to assets and equipment for instant access to maintenance histories, repair instructions and warranty details via mobile device scanning.
- Reporting: Access visual dashboards to gain at-a-glance insights into key performance indicators, trends and critical data points. Export reports in various formats such as PDF, Excel or CSV.
Limitations
- Crashes occasionally.
- Lacks a mobile app.
- Sends unclear alerts and email notifications.
Features Not Fully Supported According to Our Data
- Automatic Work Order Creation from Checklists — Not Supported
- Automatic Downtime Update — Not Supported
- Android App — Not Supported
- AI-Based Maintenance — Not Supported
- Follow-Up Notifications — Not Supported
Platform:
Company Size Suitability: S M L
Pricing
Now let’s compare pricing plans to see if the top work order solutions from FSM and CMMS fit your budget.
| Products | Free Trial? | Pricing Plans |
|---|---|---|
| Dynamics 365 Field Service | Yes | $95/user/month |
| KickServ | Yes | Starts from $59/month (5 users) |
| Service Fusion | Free Demo | Starts from $195/month (unlimited users) |
| UpKeep | Yes | Starts from $20/user/month |
| Maintenance Care | Free Demo | Starts from $150/month (unlimited users) |
| FMX | Yes | Request a quote through their website |
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Software Selection Strategy
To make an informed buying decision, consider the following steps:
- Define Your Requirements: Start by clearly outlining your organization’s specific needs and goals like type and volume of work orders, team size, and any unique requirements. Check out our CMMS requirements checklist and FSM requirements checklist to start your needs assessment.
- Set a Budget: While allocating a budget, you can’t only consider initial purchase costs — you also have to account for ongoing maintenance, support and potential scalability expenses.
- Research and Compare Options: Conduct thorough research to identify potential applications. Different digital solutions like CMMS, FSM and facility management tools have different capabilities. Ensure that the options you consider meet your specific needs.
- Ensure a User-Friendly Interface: Select a platform that allows your team to quickly adapt without extensive training.
- Verify Mobile Accessibility: Check if the solution offers mobile access. This is crucial for teams on the go.
- Consider Integration Options: Look for a solution that helps you integrate with your existing tools to reduce data duplication and ensure an efficient workflow.
- Evaluate Vendor Reputation and Support: Read customer reviews, seek references and evaluate customer support responsiveness.
- Discuss Security Measures: Work order data is sensitive. Confirm that the system has robust security measures in place to protect your information.
- Assess Training and Onboarding: Determine whether the vendor provides comprehensive training materials and access to onboarding support to ensure a smooth transition and successful software adoption.
- Request Trial Period: If possible, request a trial period or demo to evaluate the system’s functionality and its fit for your organization.
- Generate an Implementation Plan: Develop a clear CMMS implementation plan, including data migration and employee training.
Don’t forget to check out our Lean Selection methodology — the nine-step process helps you on your software selection journey from determining your needs to signing the contract with your selected vendor.
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Next Steps
Now that you’ve gotten a chance to hear a little bit about the best work order management software, you’ll want to take a look at the leading systems on a more in-depth level.
If your business primarily focuses on managing assets in-house, check out our free CMMS comparison report.
If your company manages assets for other organizations or clients, see our free FSM comparison matrix.
Both rank all the top vendors in their markets according to our analyst team’s evaluation of each product. Our analyst team scores products based on their work order capabilities along with several other top requirements.
Compare both field service management and computerized maintenance management systems against your own business requirements to see which vendor can cater to your company’s exact needs.
What do you think of our list of the best work order software? Is there a product you use that we didn’t mention? Let us know why it should be on this list in the comments below!
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