Top 10 Work Order Software To Consider

Managing properties presents challenges, especially keeping maintenance on track and tenants satisfied. The right tools can make all the difference.

Work order management software is no longer a “nice-to-have”; it’s an essential solution for automating tasks, staying organized, and ensuring nothing is overlooked.

This blog details the top 10 work order software options made specifically for property management needs. Whether you manage a few units or a large portfolio, you’ll discover tools here to make your work easier.

Read on!

What is Work Order Software For Property Management?

Work order software for property management is designed to simplify and organize maintenance operations by streamlining task assignment, tracking, and completion.

It provides property managers, maintenance teams, and facility managers with tools to handle service requests and preventive maintenance schedules and ensure timely repairs.

Maintenance managers can use work order management software to assign tasks to appropriate personnel, track progress, and ensure critical assets are properly maintained. Whether handling routine maintenance or urgent repairs, the software ensures that work requests are prioritized and completed as efficiently as possible.

The software often integrates with existing systems, allowing property managers to connect maintenance processes with inventory management or asset-tracking tools.

Maintenance history and trends can also be accessed, supporting data-driven decisions and predictive maintenance strategies for long-term cost savings.

Functions of work order software include:

• Task assignments: Give work to maintenance teams based on availability and skill.
• Work order tracking: Monitor progress in real-time and ensure timely completion.
• Preventive maintenance schedules: Plan to maintain critical equipment and minimize downtime.
• Mobile access: Maintenance teams can update tasks via mobile devices.

How Work Order Management Software Helps Property Managers

Work order management software gives property managers a clear, organized way to handle day-to-day maintenance tasks. It tracks tenant service requests, prioritizes assignments, and completes each job efficiently.

Managers can monitor maintenance operations from a centralized platform, simplify task assignments, meet deadlines, distribute resources, prevent delays, reduce operational costs, and satisfy tenants with timely repairs or maintenance.

Predictive maintenance solutions included in such systems also help safeguard critical equipment by preventing unexpected failures. Viewing all maintenance activities in one place is invaluable for those overseeing multiple properties.

Advantages for property managers include:

• Handling maintenance requests from tenants with improved accuracy.
• Creating preventive maintenance schedules to minimize disruptions.
• Ensuring effective communication with maintenance teams through mobile devices.
• Managing inventory alongside asset repairs to optimize operational efficiency.

Can Work Order Systems Be Integrated with Existing Property Management Tools?

The best work order management software solutions are designed with integration in mind.

These systems seamlessly connect with other property management software, improving performance and seamless communication without disrupting pre-existing workflows.

For instance, combining work order tracking systems with inventory management tools gives property managers visibility into available spare parts and keeps maintenance on track.

Integrating with accounting systems automates operational costs related to service requests or equipment repairs. Maintenance history logs can also be updated automatically, saving administrative effort and ensuring accurate record-keeping.

Examples of integrations include:

• Asset management tools to track maintenance trends and reduce future downtime.
• Field service tools to coordinate remote maintenance operations with skilled personnel.
• Inventory systems to support timely repairs and ensure resources are always available.
• Predictive maintenance solutions to boost long-term cost savings and minimize failures.

Features to Look For in Property Management Work Order Software

Task Assignment & Tracking

Effective task assignment and monitoring are essential for maintenance management operations. Work order management software simplifies this process, offering tools that enable property managers to allocate maintenance tasks to appropriate personnel.

With a centralized platform, updates on task progress become easily accessible. Maintenance teams can view assignments, prioritize based on urgency, and provide real-time updates as tasks are completed.

Features like automated notifications further improve operational efficiency, informing managers and team members about deadlines and task statuses.

Key functionalities include:

• Real-time task updates to monitor work requests from start to finish.
• Work order tracking for easier monitoring of maintenance activities.
• Assignment capabilities to route work based on skill or team availability.

Mobile Accessibility

Mobile accessibility is no longer optional in facility maintenance management workflows. It enables maintenance teams and managers to access critical information and updates directly from their devices, regardless of location.

Modern work order management software supports mobile functionality, allowing field teams to respond quickly to work requests and provide real-time status updates.

The ability to remotely update tasks reduces delays caused by waiting for updates or physical documentation. Maintenance personnel can log maintenance requests, upload photos to clarify, and close completed jobs on mobile devices.

Property managers can also monitor work order progress away from their desks.

Crucial benefits include:

• Real-time collaboration between field staff and management through mobile features.
• Flexibility to assign or update work orders without being tied to a specific location.
• Access to maintenance history for better decision-making on future tasks.

Work Order History & Documentation

Work order software enables detailed tracking of completed tasks, service requests, and repairs, making it easier to access relevant documentation when needed.

Looking back at past issues or planning maintenance schedules? Accurate historical data from facility maintenance software makes smart decisions easier and keeps things running smoothly.

These systems organize work order details in a centralized platform, eliminating the need to sift through paperwork or scattered spreadsheets. Maintenance managers can review task history to identify patterns, pinpoint recurring equipment failures, and adjust future schedules accordingly.

Benefits offered by comprehensive documentation within these systems include:

• Accurate maintenance history for better planning preventive maintenance work orders.
• Improved visibility into recurring issues, helping optimize resource allocation.
• Easy report generation for audits or compliance purposes.

Small Vendor Matching

Managing small vendors can be complex without the right tools.

Work order software simplifies this task by providing features to track vendor information, assign tasks, and evaluate performance. Property managers no longer need to juggle multiple systems or rely on memory to manage vendor relationships effectively.

These systems create a workflow by integrating vendor management into the work order process.

Small vendors can receive service assignments, track operational tasks, and update their progress through the platform. This centralized setup ensures clear communication, reduces delays, and helps managers compare vendor performance based on response time and task outcomes.

Key advantages of small vendor matching capabilities include:

• Simplified task distribution to external vendors, ensuring work requests are quickly addressed.
• Real-time updates on vendor assignments for improved operational efficiency.
• Performance tracking to identify vendors best suited for specific maintenance needs.

Customization Options

Customization allows property managers to customize workflows, set task priorities, and adapt the software’s functionalities to match specific operational processes. This feature is particularly useful for properties with diverse maintenance operations or specialized service requests.

Managers can personalize the user interface or create unique fields for maintenance tasks to track critical details without navigating unnecessary features.

Whether managing large facilities or smaller units, software that adapts to the team’s needs increases efficiency and reduces wasted effort.

Advantages of customizable work order systems include:

• Adjusting task workflows to align with specific property needs.
• Tracking maintenance requests with tailored data fields.
• Creating reports for better decision-making and resource optimization.

Invoice & Payment Management

Many work order software solutions include integrated payment management tools, reducing reliance on separate systems. This feature simplifies tracking vendor payments, recording costs associated with repairs, and automating invoicing for completed tasks.

With better visibility over financial processes, managers can track previous expenses, ensure timely vendor payments, and maintain accurate financial records.

Integrated solutions that support secure payment processing and detailed invoicing further reduce the risk of errors, save time, and prevent unnecessary disputes. Property teams can manage operational costs directly through the same platform used for maintenance tasks.

Key benefits for invoice and payment integration include:

• Simplified record-keeping of invoices tied to service requests.
• Visibility over ongoing costs to support operational efficiency.
• Automated tools that reduce errors and improve accountability.

Reporting Tools

Access to robust reporting tools is essential in work order software for improving decision-making and evaluating operations. Clear and customizable reports give property managers valuable insights into maintenance trends, resource use, and task efficiency.

Detailed reports can include data on preventive maintenance schedules, equipment performance, and completed work requests.

These insights allow maintenance managers to spot recurring issues, compare timelines, and optimize operations. Some software even offers automated report generation, saving time and ensuring data accuracy.

The right tools should include:

• Customizable templates for tailored insights.
• Automatic generation of recurring reports.
• Integration with other systems for comprehensive data analysis.

Vendor Profiles

Detailed vendor profiles within work order software simplify property management and strengthen working relationships with external partners. These profiles typically store details like contact information, service specialties, and pricing structures.

When storing vendor performance details, such as completion times or quality ratings, property managers gain insight into which vendors deliver reliable results.

Over time, these records help streamline vendor selection for each project and ensure consistent service quality.

Important features of vendor profile management include:

• Centralized storage of vendor details for easy access.
• Tracking performance metrics to evaluate task outcomes.
• Integrating profiles with work requests for smooth operations.

Communication Tools

Communication tools in work order software foster streamlined interactions between teams, tenants, and vendors. Effective communication ensures that maintenance tasks are completed accurately and on schedule.

Many systems include features like in-app messaging, automated notifications, and status updates to keep all parties informed.

Property managers can quickly share updates, assign tasks, and confirm service completions, while tenants benefit from transparent communication regarding maintenance progress. Automated notifications ensure team members and vendors are promptly alerted to new assignments or changes.

Benefits of integrated communication tools include:

• Transparent updates for tenants and team members.
• Faster task completion with reduced miscommunication.
• Notification features to keep everyone informed.

10 Best Work Order Software Options

1- MagicDoor

MagicDoor is an exceptional choice for property managers, because it offers the market’s first AI-native work order software.

Unlike most solutions that rely on external plugins, MagicDoor has AI deeply integrated into its platform from the ground up.

When tenants submit maintenance requests, the platform’s AI-powered runbooks collect all essential details. Then, they recommend potential fixes or assign tasks to the right vendor, reducing delays.

Additionally, MagicDoor facilitates real-time communication between tenants, vendors, and property managers through its built-in messaging hub. The platform removes communication barriers with AI-based translation capabilities, making it a reliable choice for managing multilingual teams or residents.

MagicDoor is the perfect solution for property managers and landlords managing various properties, such as residential, commercial, or mixed-use portfolios.

The system’s AI capabilities support everything from simple maintenance work orders to more complex tasks like fleet and equipment maintenance.

2- BuildingEngines

BuildingEngines’ systems include tools to simplify the work order management process, and its Prism platform integrates essential features to optimize property operations.

One of the standout aspects is its use of artificial intelligence to handle work orders, ensuring that maintenance tasks and requests are processed quickly and precisely.

The software lets property teams handle everything from preventive maintenance scheduling to tracking work requests in one platform. AI-powered functions provide proactive solutions, such as identifying potential maintenance needs before they become costly.

With a user-friendly interface, BuildingEngines enables teams to assign tasks, monitor progress, and oversee vendor responses effortlessly. The software also improves tenant communication by ensuring clear and professional work order updates.

3- Visitt

Visitt offers an innovative approach to work order software, combining AI-driven tools with an intuitive interface. It’s designed to help property teams manage tasks efficiently while improving building operations.

Visitt’s system includes robust features to optimize the work order management process.

The software uses AI to automate categorization and detect similar work orders, reducing repetitive team tasks. This makes assigning and resolving requests faster and more accurate. Real-time updates and AI-powered insights ensure nothing falls behind, even in complex building operations.

Visitt is tailored for property managers who want a comprehensive solution for handling work orders and related commercial or residential real estate operations. Teams responsible for large portfolios or multiple buildings will benefit most from its ability to centralize operations.

4- Buildium

Buildium provides tailored tools for property managers, particularly when handling maintenance tasks. This software simplifies the work order process, making it easy to manage repairs efficiently.

Key features include 24/7 access to request tracking, which keeps managers updated throughout the process. Buildium also allows you to schedule recurring tasks, ensuring no maintenance needs slip through the cracks.

Additionally, you can manage bills and invoices directly within the platform, reducing paperwork and simplifying vendor interactions.

This platform is ideal for property management professionals who oversee mixed portfolios, including residential, multifamily, community associations, and more.

5- FMX

FMX offers an easy-to-use platform that simplifies work order management for property managers. Its software is designed to help teams stay organized and improve efficiency by centralizing maintenance requests and work history.

This platform goes beyond basic work order tracking by incorporating preventive maintenance scheduling, reporting tools, and parts inventory management. These features allow property managers to minimize equipment downtime and reduce costly repairs.

Additionally, FMX offers powerful analytics that provide insights into labor hours, costs, and recurring issues, making it easier to allocate resources effectively.

FMX is well-suited for schools, restaurants, and other organizations with multiple facilities.

6- Propertyware

Propertyware is a comprehensive solution for managing work orders within single-family rental properties. Its functionality allows property managers to create, assign, and track work orders efficiently.

Additionally, Propertyware’s platform integrates inspection tools, ensuring that any identified issues transition into actionable work orders.

A customizable interface and open API feature make it easy for businesses to optimize processes suited to their needs. The software facilitates communication between property managers, tenants, and vendors, streamlining coordination and improving response times.

This software is an excellent choice for professionals overseeing single-family properties.

7- UpKeep

UpKeep is powerful work order software designed to simplify property management tasks and increase visibility into maintenance operations. Its intuitive, mobile-friendly platform allows property managers and maintenance teams to create, assign, and track work orders efficiently.

Here’s how it works:

• Centralized request hub: All work orders and maintenance requests are managed in one place. This reduces time spent on back-and-forth communication, as updates and comments are through a single portal.
• Preventative maintenance scheduling: Set recurring tasks and inspections to ensure critical equipment remains in top condition and avoid unexpected downtime.
• Analytics and reporting: Generate detailed reports that track asset health, maintenance costs, and labor hours.
• Mobile accessibility: UpKeep’s mobile features enable users to submit requests, monitor updates, and log tasks through their smartphones or tablets.

8- NetVendor

NetVendor is a versatile work order software tailored specifically for property management companies. It automates maintenance processes, vendor networking, and compliance management.

Overview of work order functions:

• Digital maintenance requests: Centralize work orders with a platform that simplifies property maintenance, from resident notifications to tailored inspections.
• Mobile-friendly operations: Property managers, residents, and technicians can access the platform on the go.
• Vendor credentialing and monitoring: Simplify vendor compliance through a system that ensures credential accuracy and tracks vendor performance and risk management.

9- Property Meld

Property Meld is a property maintenance solution designed to tackle everyday challenges efficiently. This software combines all key players, managers, vendors, and residents into a unified platform, ensuring better communication and operational flow.

Its communication features allow real-time updates between all stakeholders, reducing miscommunication and delays. The scheduling tool ensures tasks are assigned and completed on time, minimizing backlogs and maintaining smooth maintenance.

Additionally, its data reporting and tracking capabilities offer clear visibility, helping teams identify improvement areas and reduce spending.

This platform is ideal for property managers who oversee multiple units and need to control maintenance costs while improving response times.

10- MaintainX

MaintainX simplifies maintenance and operations management. This platform allows property managers to streamline workflows, oversee daily tasks, and efficiently handle work orders.

Overview of work order functions:

• Work orders & requests: Quickly create and delegate tasks to team members. MaintainX makes it effortless to monitor progress, ensuring nothing slips through the cracks.
• Preventive maintenance: Schedule recurring tasks to reduce downtime. Automating reminders for equipment checks or property inspections can help avoid unexpected hiccups.
• Asset management: Track and monitor the performance of all property assets, from HVAC units to security systems.

How to Choose the Right Work Order Software to Manage Properties

Evaluate Your Property Management Needs

Before exploring options, take a moment to assess the unique characteristics of your operations.

Start by analyzing the size and scope of the properties you oversee.

Ask yourself, are you managing a handful of residential homes, a sprawling commercial park, or a mix of both? Knowing the scale ensures the system you choose can handle your portfolio without unnecessary complexity.

Next, think about the recurring pain points your team encounters.

Are maintenance requests overlooked? Do technicians struggle with tracking tasks and priorities? Pinpoint these issues to find software that addresses them directly.

To help clarify your needs, consider these factors:

• Number of users: Will a small group use the platform or an entire team, including contractors?
• Frequency of requests: Do you deal with occasional fixes, or is the maintenance volume high?
• Integration needs: Does the system need to sync with your existing property tools or billing software?

Consider how mobile-friendly the software is.

Technicians onsite often need quick access to updates or work orders without being tied to a desk. Features like mobile access can make daily operations smoother, saving time for everyone involved.

Lastly, think about the long term.

Could your portfolio grow in the future? If so, choosing a scalable solution can save you from outgrowing a platform too soon.

Compare Software Features

Each platform offers unique capabilities, so comparing them side by side will help you determine which is the best fit for your needs.

Start by examining task management features. Does the software allow you to assign and prioritize jobs easily? Look for tools that provide clear workflows, helping teams understand what needs to be done and in what order.

Another aspect is communication.

Efficient platforms often include messaging or notification systems, ensuring property managers, technicians, and tenants stay informed.

When comparing, don’t forget reporting and analytics. Successful property management relies on understanding performance and trends.

Some other important features to consider:

• Mobile accessibility: Can your team update tasks or view details on the go?
• Customization options: Does the software allow you to tailor fields, templates, or workflows to meet specific requirements?
• Integration capabilities: Will the platform connect with your accounting, tenant, or other management systems?

Evaluate Costs

Financial considerations always matter when evaluating work order software.

Managers must ensure the tool offers value while fitting within the allocated budget. Costs vary widely depending on features, scale, and customization options.

Start by identifying the billing structure.

Some platforms use a subscription model, charging monthly or annually per user. Others may require a one-time payment. Compare these options to determine which best suits your financial plan.

Factor in hidden charges, such as fees for upgrades, training, or additional users, to avoid unexpected expenses later.

Think about your long-term requirements.

Will your chosen plan accommodate future growth, or should you renegotiate terms? Choosing a solution that fits today and prepares you for tomorrow can save unnecessary costs later.

Questions to guide your financial assessment:

• Is pricing clear and predictable?
• Are there mandatory add-ons that inflate total costs?
• Will expenses increase with the size of your portfolio or team?

Use Free Trials and Demos

Exploring free trials or demos provides valuable insights into how work order software operates within your environment.

Begin by using trial periods to interact with essential features.

Test the software’s usability, performance, and integration abilities. Hands-on experience often reveals advantages or limitations better than any description or review.

Additionally, involve your team in the process. Allowing maintenance staff and managers to try the product firsthand ensures it’s user-friendly for all involved.

For an effective trial experience:

• Test core features critical to your management tasks.
• Verify compatibility with any existing systems you regularly use.
• Evaluate customer support efficiency during the demo phase to measure responsiveness.

MagicDoor is The Only Native AI Work Order Software

MagicDoor is the only native AI-powered work order software designed exclusively for property management. Its advanced artificial intelligence technology is seamlessly built into the platform, providing intuitive yet incredibly smart features.

MagicDoor systems can understand maintenance requests.

Instead of relying on manual input, the software intelligently responds to tenant inquiries, categorizing and prioritizing tasks based on urgency or relevance.

For property managers with large portfolios, MagicDoor adds invaluable efficiency. Its predictive analytics track patterns, enabling you to anticipate recurring issues.

Benefits of using MagicDoor include:

• AI-driven: Built-in agentic AI optimizes workflows without constant human oversight.
• Improved responsiveness: Quickly converts tenant concerns into actionable tasks, ensuring no requests are overlooked.
• Scalability: Accommodates portfolios of varying sizes while maintaining performance levels.
• Data-backed decisions: Offers insights for actionable maintenance planning.

Conclusion

Managing properties can be complex, but the right work order software simplifies maintenance, satisfies tenants, and keeps operations efficient.

This blog explored ten top solutions, each offering unique features like task tracking, mobile access, and predictive maintenance. However, not all tools are created equal.

MagicDoor is the only AI-native work order software offering advanced capabilities designed specifically for property managers. From automated task assignment to real-time communication and predictive insights, it’s tailored to streamline your workload and enhance productivity.

Are you ready to see how MagicDoor can transform your property management experience?

Explore our platform or get a demo today for more information!

Frequently Asked Questions

Which software is best for property management?

The best software depends on your needs, but popular options like MagicDoor, Buildium, and AppFolio offer solutions for managing maintenance, tenant communication, and accounting.

How much does a work order system cost?

Costs vary by platform and features. Basic systems may start at $20–$50 per month, while advanced options like MagicDoor with AI capabilities have a free tier.

What is the best CRM for property management?

CRM tools like Zoho CRM, Salesforce, and HubSpot are widely used. However, property-specific solutions such as MagicDoor or AppFolio offer built-in CRM features tailored to track tenant interactions.

Can you use Excel for property management?

Yes, Excel can be used for tasks like tracking leases, expenses, and work orders. However, it's manual and lacks automation.