Being a manager of a commercial facility requires extensive preparation and attention to detail.
You retain complete control over the whole complex, down to the last unit.
Spaces occupied by tenants may change, and contracts can vary according to prior requests. Some contracts offer additional maintenance, building amenities, or utility advantages, which complicates your responsibilities even more.
Maintaining a facility is no easy feat.
Typically, a dedicated chunk of staff is responsible for keeping the facility in peak condition. However, things can be made easier, thanks to Facility Inspection Software.
Thats right! Management becomes much easier with features like equipment tracking, tenant request processing, and auto-scheduling.
The worldwide market for asset and facilities management software is about $4 billion. Hard services are the biggest and fastest-growing categories of facility management.
What is Facility Management?
Facility management is a systematic strategy for keeping commercial assets in mint condition. Minor issues can quickly turn into major obstacles in the absence of such methodical management.
Unplanned downtime costs about $50 billion each year, which equals approximately 5-20% of a company’s productive capacity.
Experienced commercial property managers recognize the need for regular upkeep. They have seen the effects of neglect firsthand, such as leaky roofs, broken HVAC systems, or persistent plumbing problems. A proactive and attentive maintenance strategy is critical for successfully maintaining a large building or complex.
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8 Best Facility Inspection Software in 2024
Here's a quick look at the best facility inspection software that will facilitate you to streamline your operations successfully.
1. Xenia - Top Rated Facility Inspection Software For Multi-Niche Businesses
Xenia is the best-automated inspection software solution optimized for mobile devices, specifically designed for scalable commercial building inspections. With our standardized checklists, you can conduct inspections up to five times faster, ensuring more frequent checks and consistent standards across all sites consistently.
Our AI-enabled platform consolidates and enhances maintenance processes, offering an extensive feature set that streamlines and simplifies all aspects of maintenance management.
From team communication and work orders to preventive maintenance and analytics, Xenia provides a comprehensive solution.
Experience the utmost user-friendly and adaptable web and mobile interface designed to prioritize the needs of frontline personnel. Catering to large, distributed facilities and local property management teams alike, offering solutions for team communication, work orders, preventive maintenance, internal conversations, accountability monitoring, inspections, and analytics.
In addition to that, feel free to make the most of Xenia's checklist templates by tailoring them to your requirements. On your dashboard, Xenia's AI-driven SOP-generating tool allows you to craft specialized Standard Operating Procedures (SOPs) suited to the specific needs of facility inspectors.
Thanks to an integrated robust AI Assistant, creating standard operating procedures becomes significantly easier. Develop SOPs with preset roles and processes or craft comprehensive procedures that align with the unique requirements of your work orders.
Key Features
- Operations Template Builder: Choose and modify from a variety of pre-built templates specifically designed for various aspects of facility inspections such as for streamlined work processes, inspections, and compliance.
- Corrective Actions: Make the most of your inspections by quickly assigning assignments based on failed steps. Checklist submissions include data on remedial tasks, making auditing and accountability a breeze.
- Smart Inspections: Quickly document each phase of the inspection with photos and comments using Xenia's iOS and Android app. You can feel confident that every member of your team is completely responsible for their actions thanks to time and geo-stamping.
- Work Requests and Approvals: Streamline request processing, shorten approval times, and keep an eye on budgets and resources according to factors like safety and urgency.
- Incident Reports: Improve incident handling with mobile reporting, remedial measures, and real-time progress monitoring. The facility inspection system logs incidents in real-time, generating a consolidated database of reported errors.
- Team Communication: Get everyone on the same page with chats, group updates, corporate news, and task mentions.
- Asset Management: Record assets and monitor their progress across their lifespan. See the complete history of all assets and sub-assets. Reduce unplanned downtime and extend the life of your assets by analyzing your data.
Pricing
- Free Plan Forever: Up to five users: All fundamental features are covered.
- Starter: $99 per month (for up to 15 users) with access to core features.
- Premium: $199 per month (up to 30 users) with unlimited access to all the features
- Custom: Looking for custom plans?
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. MaintainX
MaintainX is well-known for its mobile-first strategy and provides robust mobile maintenance management features. Using MaintainX, users can keep tabs on preventative and reactive maintenance as well as manage routine company tasks like safety and quality inspections and operational checklists with the use of a digital audit trail.
You can compare performance across teams and regions, generate reports with insights into crucial indicators in real-time, and more with their custom dashboard tool.
Key Features
- Reactive Work Orders: Make it easy for your technicians to take care of machines, assets, and other equipment by assigning them Work Orders.
- Asset Management: Accurately document all of your assets, including their serial numbers, condition reports, and repair records.
- Searchable Work History: With a comprehensive maintenance log and audit trail, you can keep track of who performed what and when.
Pricing
- Free Plan: Available for one user per month at no cost
- Essential Plan: Priced at $16.00 per month for a single user
- Premium Plan: Priced at $49.00 per month for a single user
2. Fiix
Fiix's cloud-based maintenance management software automates maintenance work planning, tracking, and optimization. Fiix software suite includes tools for managing tasks, inventories, and assets, as well as integration with other corporate systems.
Built specifically for corporate facility maintenance teams, Fiix facility inspection software empowers businesses to revolutionize their operations by streamlining asset management, improving the performance of mission-critical equipment, and directing maintenance teams to prioritize the most important activities.
Key Features
- Asset Maintenance Management: keep track of every piece of equipment data in one location, including parts utilization, maintenance history, and cost.
- Work Order Management: With the help of Fiix's AI-powered work order software, you can submit and reply to requests more easily, organize your data in one location, and have thousands of work orders automatically analyzed.
- Maintenance Analytics and Reporting: With Fiix analytics, use your data to save waste, boost uptime, and avoid equipment failure while saving hours on your to-do list.
Pricing
- Free Plan: Limited users. No credit card required.
- Basic Plan: $45 per user, per month.
- Professional Plan (Most Popular): $75 per user, per month.
- Enterprise Plan: Custom pricing.
3. UpKeep
Up next on our facility inspection software list, we've got Upkeep.
With this robust solution, your maintenance staff can confidently plan for today, tomorrow, and beyond.
Facility maintenance managers now can use their smartphones to generate and approve work orders. Utilizing a mobile device to do preventative maintenance along with notifications, notes, and updates promotes team responsibility.
By offering dependable customer assistance, a knowledge center, and a tailored strategy to assist you in growing with UpKeep, the UpKeep Customer Success Team functions as an extension of your team, assisting clients in reaching their maintenance objectives.
Key Features
- Task Management: Ensure timely completion of inspection-related activities by efficiently assigning tasks, setting priorities, and monitoring progress.
- Customizable Checklists: Modify inspection checklists according to particular needs, making sure that inspections adhere to compliance rules and industry norms.
- Photo and Document Attachments: Import images and other pertinent documents to supplement inspection reports with visual evidence, providing a thorough overview.
Pricing
- Lite Plan: $20 per month per user.
- Starter Plan: $45 per month per user.
- Professional Plan (Most Popular): $75 per month per user.
- Business + Plan: Custom pricing.
4. eMaint CMMS
You can manage work orders, optimize workflows, and schedule predictive maintenance with the help of eMaint CMMS, a cloud-based software solution for maintenance management.
eMaint's extensive features make it suitable for any business that wants to keep tabs on its inspection processes and assets. When assets are about to fail, eMaint notifies users and suggests preventative actions via its condition monitoring capabilities. Since it is a component of Fluke, eMaint can work along with Fluke hardware.
Key Features
- Asset Management: A well-organized asset hierarchy makes it easy to find assets, which streamlines management and increases asset lifespan.
- Work orders: Automated work orders based on asset data, a PM calendar that you can drag and drop, and well-organized, user-friendly work orders are all features to be included.
- Reporting: Tracking key performance indicators (KPIs), audit dashboards, and more can be made easier using eMaint.
Pricing
- Team: Starting at USD - $69
- Professional: Starting at USD - $85
- Enterprise: Custom quote
5. Fyxt
One of the best options for managing a commercial real estate portfolio is Fyxt, which is cloud-based. Fyxt is a platform that consolidates and improves maintenance activities. It streamlines and simplifies all aspects of maintenance management with its extensive feature set.
Everything from tasks and assets to equipment and work order history is concisely compiled on its user-friendly interface. In particular, Fyxt's adaptive process automation stands out. Improving efficiency isn't the only goal here; procedures can be tailored to meet the specific requirements of individual property management teams.
Key Features
- Task Management: Fyxt provides automated, user-friendly task management for all critical CRE tasks.
- Enterprise Services: Their staff is dedicated to integrating and optimizing your tech stack, whether it's via data mapping or bespoke settings.
- Commercial Tenant Experience: To meet the specific facility inspection requirements of net-lease occupiers, Fyxt provides a digital amenity that is custom-made for your renters.
Pricing
- Request vendor for pricing details.
6. TOPdesk
When it comes to flexible facility inspection software, TOPdesk stands out, and for good reason.
Its modular design is a selling point as it permits significant customization to match unique business requirements. Because of its adaptability, TOPdesk is a great option for businesses looking for a customized solution for facilities management.
The TOPdesk Facility Management software streamlines and simplifies a wide variety of processes, including asset monitoring, maintenance planning, and room booking.
Key Features
- Asset audit and Single Label Printing: To maintain an accurate CMDB, scan each room and all of its assets. Use straightforward barcode label generation from your registered assets.
- Customizable Reports: From complex graphs to simple pie charts, the Report Wizard makes it easy to generate reports in just five simple steps.
- Planned Preventative Maintenance: Make planned long-term maintenance easy to manage, schedule, and budget.
Pricing
- Request vendor for pricing details.
7. FMX
If you're looking to improve efficiency, boost asset productivity, and make better use of insights gathered from facilities and maintenance management, FMX is the way to go.
It does this by offering facilities management and maintenance software that can be customized to increase efficiency and save expenses. Using this platform, resolving repair orders, organizing preventative maintenance, and centralizing equipment and asset management is a breeze.
Their comprehensive reports make it easy to collect data and keep tabs on all finished inspection work, which is great for management teams wanting complete oversight.
Key Features
- Work Order Management: Efficiently handle maintenance problems and streamline request submissions.
- Reporting & Analytics: Record the time and money spent on labor, and provide an explanation for investment.
- Equipment Maintenance: Maximize asset durability and minimize equipment downtime.
Pricing
- Request vendor for pricing details.
Facility Inspection Software Core Functions
Streamline your business maintenance operations with the help of facility management software's powerful tracking tools and user-friendly interfaces. Leave the bulky spreadsheet behind.
The best facility inspection software significantly improves the upkeep through detailed inspections and audits of buildings and facilities by improving multiple fundamental activities, each of which contributes to overall operational efficiency and effectiveness.
All organizations, no matter how big or how they operate, need to regularly inspect for safety concerns. The objectives of these internal audits are to identify safety risks, maintain compliance with Occupational Safety and Health Administration (OSHA) regulations, and guarantee that the right remedial measures are implemented.
Facility Inspection Checklists and Standardized Procedures
A facility maintenance checklist, which outlines the frequency of inspections required for each area of your facilities management, assists teams in staying on top of the numerous tasks on their plates. Managers who follow checklists report that their staff responds to fewer reactive maintenance requests and that their assets and equipment last longer.
The size and type of business you run will determine how thoroughly your facility is inspected for safety issues. You must carry out external inspections, for example, if your industrial facility includes sizable outside spaces.
To make sure that everyone is aware of the safety protocols and that all the details are addressed, create checklists for each inspection that has to be done and engage the workers in preparing the lists.
Work Order Management
The facility inspection software's work order management system is essential to maintaining a high standard of operational effectiveness. Both preventative and corrective maintenance work orders are created, assigned, tracked, and prioritized using this system.
Preventive maintenance strategies can save businesses between 12-18%, or $5 for each $1 that is spent.
The program makes it possible to precisely specify work orders, which makes it possible to allocate professionals to tasks according to their availability and level of experience. The best facility inspection software guarantees transparency in the status and progress of every activity by providing real-time tracking capabilities.
Asset Management
Asset management refers to the thorough monitoring and administration of all facility assets, such as furnishings, equipment, and inventory control.
For effective asset tracking, the program makes use of technologies like RFID tagging and barcode scanning. Effective tracking of asset expenses, depreciation, and general financial management is made possible by integration with financial systems. This results in enhanced cost management, simpler regulatory compliance, and optimum resource usage.
Data Analytics and Reporting
The FIS data analytics and reporting function is critical in driving informed decision-making. The software offers comprehensive information on important performance parameters such as facility maintenance costs, energy usage, and work order fulfillment times.
These reports are essential for recognizing patterns, measuring operational efficiency, and making data-driven choices. With these data, facility managers can streamline maintenance schedules, more efficiently deploy resources, and constantly enhance overall facility operations.
Final Thoughts & General Implementation Tip
Cloud-based facility inspection software is gaining prominence because of its scalability, flexibility, and low cost.
The ability to access facility data and management tools from any location is an outstanding feature of these systems, which allows for more flexible facility management.
If you handle commercial real estate properties, Xenia is your best choice among the 8 Best facility inspection software.
Schedule inspections, improve vendor management, expedite building maintenance, and boost tenant-vendor contacts with the help of Xenia's unique artificial intelligence (AI) solutions. All of this while keeping all data private and organized.
Having said that, as far as one of the best tip for implementing a facility inspection software is concerned, always appoint a technology champion from within your company to help standardize the learning process. It's easy, cost effective and works flawlessly with knowledge delegation and training processes.
If facility management through digitzed solutions sounds like something you'd be interested in? Try Xenia's free trial today!
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Unify All Your Facility Maintenance and Safety Operations with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
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