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Table of Contents

• What is Work Order Software?
• The benefits of Work Order Software
• Typical features of Work Order Software
• The cost of Work Order Software
• Considerations when purchasing Work Order Software
• Relevant Work Order Software trends

What is Work Order Software?

Work Order Software is used by a variety of maintenance and service companies to record and track tasks, as well as analyze data for insights. Work orders can be created directly through the system or from email, text, and other methods available to customers. These work orders will often contain job details, materials needed, images, relevant documents, or standard operating practices for common tasks.

Work order software evolves into computerized maintenance management software (CMMS) which is closely related to facility management systems, equipment maintenance software, and asset tracking software.

The benefits of Work Order Software

Work order software helps companies manage every assigned job to improve consistency and quality. Benefits include:

• Increased asset uptime: Maintenance companies use work orders to schedule preventive tasks to keep important machines running at peak capacity as long as possible. Careful scheduling for regular maintenance spot checks can keep assets operating efficiently for longer, oftentimes avoiding downtime altogether.
• Stronger analytics: With a history of work orders, companies can identify trends in their data and understand how long certain tasks take or which technicians are the fastest. Businesses can also record expenses to see where costs could be reduced while maintaining quality work.
• Flexible requests: Many work order systems allow users to submit service requests in a variety of ways—such as through email or text—to ensure internal and external users have a convenient way to request service however they choose.
• Improved job quality: Modern software allows users to enter more work order information than ever before, including simple instructions, images, and required materials, as well as full instructional videos and chat functionality.

Typical features of Work Order Software

• Work order management: Create, store, distribute, and analyze work orders. These can be edited on the jobsite to update information or add photos and then entered into a custom workflow that notifies the correct person that a task is moving forward.
• Dispatch management: Dispatch technicians to assigned jobs based on which tasks are most pressing. The software can assist in efficiently prioritizing and routing service technicians to get more jobs done in less time while still maintaining consistent and quality service.
• Customer database: Store information about customers and clients so each time a work order is created, repeat customer contact information can automatically populate. This also prevents inaccurate customer data in the system and allows for analysis of individual clients.
• Mobility: Access to a mobile application which gives partial or full access to the core software features on the go. This flexibility gives technicians the ability to modify or update the task details no matter how far the jobsite is from the main office.
• Barcoding or QR coding: Upload data into the work order with barcoding or QR coding capabilities. The use of a handheld scanner, or a mobile device’s camera, significantly speeds up the task of listing materials or capturing information for multiple items.
• Online forms: Create and integrate online forms on a company website so any internal or external user can use them to request service. The form can be customized to match a company’s design and send notification emails about services to customers.

The cost of Work Order Software

Most products in the market are priced on a per user, per month basis. Pricing can be divided into three pricing tiers based on their starting price:

Price ranges*:

• $29 - $35
• $35 - $64
• $64+

*The pricing included is for the entry-level/lowest priced offering found on vendor websites on February 26, 2020. These ranges correspond to the 25th, 75th, and 100th percentiles of pricing information gathered from vendor websites of sample products.

The above list summarizes pricing for the base plans of most products. An enterprise or premium product, that is priced higher, may include additional features such as preventive maintenance, enterprise asset management, and asset management.

Considerations when purchasing Work Order Software

• Key integrations: Because work order systems have an important but singular function, companies often integrate them with other existing software. A common integration is with an inventory management system, which helps maintain accurate counts of materials and tools to populate the work orders.
• Free versions: Some CMMS software vendors offer a free version of their work order module as a trial for the whole software suite. These free versions can meet basic functional needs for smaller companies as they get started and can then provide more advanced maintenance or service features as they grow.

Relevant Work Order Software trends

• Internet of things (IoT) devices continue to streamline maintenance: As the technology becomes affordable for any business, IoT device adoption can further optimize proactive maintenance by notifying technicians when maintenance is required to prevent an asset failure. They can also automatically trigger a work order based on real-time asset conditions.
• Augmented reality is changing how technicians work: The introduction of augmented reality for remote service workers can help them improve the quality of their work. Visual instructions can be superimposed onto what the technician is working on to provide the exact maintenance steps for each task.