Facility Management Software: A Complete Guide

Facilities Management Software (FMS) is meant to manage an entire facility with its various subsections. The software can be used to develop an appropriate office layout, distribute project space and even assign leftover space to various groups. This allows users to keep track of maintenance.

What Is Facilities Management Software?

Facilities Management Software or FMS allows companies and organizations to efficiently manage maintenance, repair, events, and other tasks directly from the software dashboard. This software is web-based and is designed to save time. FMS enables businesses to reduce costs by ensuring the building or facility is managed correctly. The occupants, materials, and all other assets are adequately supervised through the software.

List of Tasks Performed Through FMS

  • Site maintenance
  • Facility repairs
  • Management of assets
  • Sourcing of contractors and materials
  • Compliance
  • Contracts
  • Repair or maintenance scheduling
  • Data analytics
  • Invoice generation
  • Tracking of facility space
  • Spending pattern analysis
  • Improve energy consumption
  • Budgeting
  • Communication with stakeholders
  • Coordinating with service providers

What Are the Benefits of FMS?

Let us now look at the main benefits a business can obtain through the use of facility management software:

1. Maintenance and Repair

FMS ensures all maintenance and repairs are scheduled at the correct time and are need-based. This software will help with status tracking, completion, and ordering. Furthermore, it slowly helps send notifications to relevant services for repair in case any damages occur.

2. Materials and Suppliers

The facilities management software keeps track of materials that have been purchased and those that need to be bought. It also helps businesses gain access to approved materials with proper contracts. The software will help save billing costs, find high quality supplies, track orders and figure out product warranties.

3. Payments

Each invoice is generated and paid online after verification. All necessary taxes, rates, G/L processing, and other accounting formulas are automatically applied. Overall, the FMS acts as a digital accountant that cares for the payment needs of an entire facility.

4. Management of Assets

FMS keeps track of all assets, location, maintenance information, and other histories. Management of assets becomes easier as the software enables equipment and warranty tracking, maintenance, repairs, tagging, and other management tasks.

5. RFP

Request for Proposal or RFP is a request sent to contractors via the FMS. The status and approval/rejection of contracts can be viewed online.

6. Customer Service

Most FMS also provide 24/7 customer support which enables on-time response by contractors.

7. Contractor Acquisition

FMS keeps track of all contractor data. The list only contains contractors that are verified and insured. All tax documentation can also be viewed online.

8. Scheduling

Preventive scheduling allows the software to help cut down costs for businesses. A specific budget mark ensures that excess money is not spent. The software also keeps track of all maintenance schedules, repairs, and inspections.

9. Architecture

Some FMS provide cloud and SaaS options. This software can work with any existing system and can be changed and updated quickly.


This software can help you make deals with legal contractors, embed third-party accounting systems, analyze spending costs, help with budgeting, create invoices, manage staff, keep track of maintenance or repairs, and create an improved work environment.