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Maintenance Management

Maintenance management software for every site and asset you look after.

Assets by site with QR codes, preventive maintenance by date, usage or meter reading, and maintenance work orders that come from customer requests, PM plans and failed inspection items. Parts come off the van or the warehouse, every visit is kept on the asset's history, and you see PM completion and backlog by site and customer. Built for service contractors and facility teams who maintain equipment at many sites, set up around your own process and live within a day.

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What it is

Maintenance management, for work done at other people's sites.

Maintenance management software keeps a record of the equipment you maintain, plans the preventive work it needs, turns requests and inspections into work orders, tracks the parts used and keeps the history, so nothing is missed and everything can be proven. Most tools in this category are built for an in-house team maintaining its own factory. Fieldproxy is built for the other case: a service company or facility team whose technicians drive between sites, and whose customers expect a report and an invoice.

Assets by site

Equipment register with QR codes

Preventive maintenance

By date, usage or meter

Maintenance work orders

From requests, PM and inspections

Parts and stock

Van and warehouse, with purchase orders

History per asset

Every visit, part, reading and photo

Compliance checklists

Required items, photos and sign-off

PM completion and backlog

By site, customer and technician

Request portal

Customers raise and follow requests

Assets and equipment

Every unit at every site, one scan from its record.

The asset register is organised the way your work is: customer, site, building or floor, then the unit.

Your asset types and fields

Rooftop units, boilers, generators, fire panels, chargers, lifts: each type carries the fields your trade needs, such as refrigerant, capacity or test pressure.

Organised by customer and site

Customer, site, building, floor and unit. Multi-site customers get a site map, and units can be pinned on the floor plan so a technician knows which plant room to go to.

QR codes per site and asset

Print a label from the app and fix it to the unit. Scanning it opens the full record on the technician's phone. The same code can let a customer raise a request against that unit.

Added from the field

A technician photographs the nameplate and the make, model and serial are read into a new record, or scans an existing barcode.

Warranty before the quote

Warranty and agreement coverage dates sit on the asset, so the office sees them before anyone quotes a repair.

Brought in for you

Your existing register is moved in from a spreadsheet or your current system as part of a free, assisted migration.
Equipment list with every unit at every customer, its age, warranty, condition and next maintenance, with counts for maintenance due, overdue and warranties ending
Every unit at every site, with its next maintenance.
Technician app Add equipment screen with Read the nameplate and the equipment fields it fills
Adding a unit from a photo of its nameplate.
Asset management in depth

Preventive maintenance

PM schedules by date, usage or meter, booked as real jobs.

Preventive maintenance is planned per unit or per site, and the visits are created ahead so they sit on the schedule beside reactive work.

By time

Weekly to annual, or seasonal. The cadence can come from the equipment type, its age or the customer's agreement.

By usage or meter

After a set number of run-hours, or when a reading passes a limit. Readings are entered on a visit, or sent in from a system that records them through the open API and webhooks.

Created ahead, fitted to capacity

Visits are generated from the cadence and assigned to the technician or crew who usually covers the site, without overbooking anyone.

Overdue is loud

A rule watches every cadence and tells the office when a visit is late, so it is rebooked and the cadence is kept.
Schedule recurring jobs tab with cadence, assigned technician or crew, next visit and visits booked ahead
PM visits booked ahead as real jobs.
Service agreement detail with contract value, billed to date, cost to serve, margin, SLA attainment, coverage by site and terms
The agreement behind the visits, with SLA attainment.
Preventive maintenance and service agreements Contracts that create the next visit

Maintenance work orders

One kind of work order, whatever started it.

Requests, planned maintenance and inspection findings all become the same work order, tied to the site and the asset, with your own stages.

From requests

A customer raises it in the portal or by scanning the unit's QR code, an email is turned into a job, or the office logs a call. Each one lands with the site and equipment attached.

From the PM plan

Planned visits are work orders from the moment they are created, with the checklist for that equipment type already on them.

From inspections

A failed checklist item can raise a deficiency on the asset with its photos, and the office turns it into a quote or a repair job.

Your own stages

New, scheduled, waiting on parts, waiting on approval, done, invoiced, or whatever your process uses. Priorities and response times can follow the customer's agreement.

Not-to-exceed amounts

Facility clients often set a limit per job. The amount sits on the work order, and work that would go over it waits for approval.

Dispatch with approval and undo

Suggested technicians by skill, distance and workload; the dispatcher approves, and any change can be undone.
Job forms tab with the required pre-job safety checklist and job completion walkthrough completed by the technician, with signatures and answers counted
Required forms on the work order, completed on site.
Work order management Inspection deficiencies to quotes Tracking not-to-exceed work orders

Parts and stock

Parts off the van or the warehouse, recorded against the asset.

Maintenance stalls on parts. Stock is tracked where it actually is, so the technician knows before driving out.

Van and warehouse stock

Stock on hand in each warehouse and each technician's van. Materials used on a work order come off the right location.

Parts on the asset

The parts fitted on each visit are kept on the unit's history, so the next technician knows what was replaced and when.

Transfers and purchase orders

Move stock between the warehouse and vans with approval, and raise purchase orders to the warehouse or straight to a van.

Waiting on parts is a stage

Work orders held for a part show in their own stage, so they do not disappear from the backlog.
Add material dialog on a job showing stock on hand in the warehouse and each technician's truck
Materials come off a van or the warehouse.
Purchase orders list with vendor, ship-to, received progress, total and required-by date
Purchase orders to the warehouse or a van.
Inventory and purchase orders

Maintenance history

The asset's history outlasts the technician.

Every visit writes to the unit, so the record does not live in one person's head or one spreadsheet.

Every visit on the unit

Date, technician, work done, checklist answers, readings, parts and photos, in order.

Photos over time

Before and after photos from each visit, stacked by date, so wear is visible.

Reports from the record

Branded job reports come from the work order, with time on site, and can be sent to the customer when the job closes.

Shared when you choose

Customers can see their equipment and its service history in their portal, if you switch it on.
Job report preview with work performed, visits and time on site, and options for what to include
The visit report stored on the unit.

Compliance checklists

Checklists that have to be finished before the job can close.

Inspections and statutory checks only count if they were done the same way every time. Your checklists enforce that on the phone.

Your checklists, per equipment type

Built from your paper forms or your standard: pass, fail or not applicable, readings, photos and notes.

Required items gate completion

A work order cannot be closed while a required item, photo or signature is missing.

Safety first

A pre-job safety checklist can be required before the work starts, signed by the technician.

Evidence you can hand over

Completed forms, photos and signatures are kept on the work order and the asset, ready for an audit or the customer.
Technician app tune-up checklist with a required pass, fail or not applicable item
Checklist items one at a time; required items gate Complete.
Job checklists and forms Inspection reports in your own format

Reporting

PM completion and backlog, by site, customer and technician.

The questions a maintenance manager asks every week, answered from live data.

Due, overdue and done

Maintenance due, overdue and completed per site and customer, with the equipment list showing what is next on every unit.

Backlog with reasons

Open work orders by age and stage, so you can see what is waiting on parts, on approval or on a technician.

Agreement performance

Each agreement shows SLA attainment, billed to date, cost to serve and margin.

Ask in plain English

Ask the Command Center, or Claude, ChatGPT or Copilot through Fieldproxy's MCP server, 'which sites missed a PM visit this quarter?', and get the list.

Sent on a schedule

A weekly backlog or PM completion report emailed to you or to the customer, without anyone building it.

Exported

Data out to a spreadsheet, your BI tool or the open API.
Insights overview with revenue, gross margin, collected, close rate, first-time fix and plain-language findings
Insights in plain language.
Reporting and dashboards

Customer request portal

Customers raise maintenance requests and see what happened.

A facilities manager should not have to ring you to find out whether the chiller was fixed.

Request with a photo

The customer picks the site, describes the problem, attaches a photo and the request lands as a work order tied to the right site and equipment.

Your rules decide

Small requests confirm straight away; larger ones wait for someone in the office to approve.

Visits, reports and quotes

Upcoming visits, completed reports and photos, quotes to approve and sign, and invoices to pay, for their sites only.

No seats to buy

Customers sign in with a one-time code. Fieldproxy is one price per company with unlimited users.
Customer portal home for a commercial customer with next visit, balance due, quotes, upcoming visits, care plan and documents
The customer's view of their sites and visits.
Customer portal

CMMS vs field service maintenance software

Do you need a CMMS, or field service maintenance software?

A CMMS (computerized maintenance management system) and field service maintenance software share a core: an asset register, preventive maintenance, work orders, parts and history. They differ in who does the work, where, and who pays for it. Fieldproxy is the second kind, and it is not a plant-floor CMMS.

CMMS compared with field service maintenance software
Plant-floor CMMSField service maintenance software (Fieldproxy)
Who does the workAn in-house maintenance team at your own plant or buildingTechnicians who travel to customer sites, or a facility team covering many buildings
Whose equipmentAssets you ownEquipment you look after for customers, by customer and site, plus your own if you have it
Where work comes fromOperators and staff raising requests, PM plans, sensors on the lineCustomer requests (portal, email, phone, QR code on the unit), PM plans, inspections and agreements
SchedulingShifts and crafts in one locationTechnicians across many sites, with skills, drive time and parts in the van
MoneyMaintenance cost against a budgetQuotes, not-to-exceed amounts, invoices, payments and agreements billed, synced with QuickBooks, Xero or Sage
Reliability analysisUsually deeper: failure codes, root cause, MTBF and MTTR, condition monitoringReadings and run-hours rules, history per asset and overdue alerts; not a reliability engineering suite

A dedicated CMMS is the better pick when

  • You maintain your own production lines or plant, and nobody is invoiced for the work.
  • Your requests come mainly from operators on the shop floor, and your technicians rarely leave the site.
  • You need reliability engineering: failure codes, root-cause analysis, MTBF and MTTR, and condition monitoring from many sensors.
  • Maintenance has to live inside your ERP's plant maintenance module.

Fieldproxy is the better pick when

  • You maintain equipment at customer sites, or your own team covers many buildings.
  • Technicians drive between jobs and need routes, offline forms and parts in the van.
  • The work is quoted, approved, invoiced and paid, often against an agreement or a not-to-exceed amount.
  • You want maintenance, scheduling, invoicing and the customer portal in one system instead of several.

Next: preventive maintenance and service agreements · work orders · parts and inventory · facilities

Plain English

Describe the change. It goes live.

Maintenance ManagementPlain English

Meter rule added

Every 250 run-hours, per generator

Overdue flag

Past 500 hours with no work order

Applied to new readings

History left as it was

Live in

Under a minutepreviewed, then confirmed

Built your way

Maintenance management, set up around how you already work.

Your asset types, your checklists, your stages and your agreements. Changed in plain English when your process changes.

Asset register

By customer, site and unit, with QR codes per site and asset.

PM by date

Weekly to annual or seasonal, per unit or per site.

PM by meter

Run-hours or reading limits trigger the next visit.

Maintenance work orders

From requests, PM plans and inspection findings.

Van and warehouse stock

Parts used come off the right location.

History per asset

Every visit, part, reading and photo on the unit.

Compliance checklists

Required items, photos and signatures gate completion.

PM completion and backlog

Due, overdue and aged work by site and customer.

Request portal

Customers raise requests and see visits and reports.

See it built around how your team already works.

Get Demo

Per unit

PM cadence and history

Any source

Request, PM or inspection becomes a work order

1 day

To go live, set up around your process

Platform

Everything you need, in one platform

A complete field service suite, explore what's included.

Preventive Maintenance & Agreements

Agreements, memberships and recurring visits that create themselves, with renewals and PM due.Learn more
Learn more

Work Orders & Jobs

Work order and job management: create, assign, track, and close every job, priority-aware and SLA-safe.Learn more
Learn more

Inventory & Purchase Orders

Truck and warehouse stock, transfers, purchase orders, reorder points, and supplier sync.Learn more
Learn more

Asset Management

Track equipment, service history, warranties, and maintenance schedules.Learn more
Learn more

Job Checklists

Dynamic forms, conditional logic, required photos, and sign-offs.Learn more
Learn more

CRM & Customer Portal

24/7 self-service for bookings, invoices, and service history.Learn more
Learn more

Want it running on your jobs? We set it up around them.

Get Demo

Integrations

Plays nicely with the tools you already use

QuickBooks

Two-way with Online, Desktop and Enterprise: customers, items, invoices, payments and bills.

Xero and Sage

Invoices, payments and bills synced two-way.

Stripe

Payment links on invoices and Tap to Pay on the technician's phone.

Open API and webhooks

Bring meter readings or requests in from other systems; send work orders out.

Zapier

Work order and asset events as triggers for your other tools.

MCP server

Ask Claude, ChatGPT or Copilot for overdue PM or the backlog, or raise a work order, with a confirm step.

Explore all AI agents →

See it built around how your team already works.

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Worked example

How a maintenance month runs for a contractor with many customer sites

A mechanical contractor maintains rooftop units, air handlers, chillers and standby generators for property and healthcare customers. Here is one month of maintenance, from the plan to the report the customer gets.

  1. 1

    PM visits are already on the schedule

    Riverside Plaza's quarterly HVAC PM was created weeks ahead from its agreement and assigned to Luis, who usually covers the site. The visit carries the checklist for each unit type.

  2. 2

    A reading triggers a work order

    On a monthly check at Elm Street Clinic, Priya enters the generator's hour meter. It has passed 500 run-hours, so a service work order is raised on that generator by the rule the office set.

  3. 3

    A request comes in through the portal

    The facilities manager at Harbour Point reports a grinding chiller, with a photo. The request lands as a work order on CH-01 and waits in To dispatch; the Dispatch agent suggests Sam, who is nearby and certified, and the dispatcher approves.

  4. 4

    An inspection item fails

    During the Riverside PM, the belt on RTU-02 fails the visual check. Luis photographs it; the failed item raises a deficiency on the unit and the office sends a quote, inside the customer's not-to-exceed amount, which is approved in the portal.

  5. 5

    Parts come off the van

    The belt is on Dev's van. It is taken off his stock on the repair work order and recorded on RTU-02's history, and a purchase order tops the van back up.

  6. 6

    The month is reported

    On the first Monday the customer gets a report of PM visits done, work orders raised and closed, and what is still open, generated from the work orders themselves.

Planned, reading-based, requested and inspection-driven work all went through the same work order, every unit's history is complete, and the backlog the manager sees has a reason next to each open line.

Names and figures in this example are demo data.

Screens from our demo account

Equipment list with every unit at every customer, its age, warranty, condition and next maintenance, with counts for maintenance due, overdue and warranties ending
Maintenance due and overdue across every unit
Stock transfers list with a transfer needing approval, one approved and ready to send, and one in transit
Stock moved between the warehouse and vans

What you can change, and how

  • Asset types and hierarchy

    Your equipment types, the fields each carries, and customer, site, building, floor and unit.

  • PM triggers

    By date, season, run-hours or a reading limit, per unit, per site or from the agreement.

  • Work order stages

    Your own stages and priorities, including waiting on parts and waiting on approval.

  • Checklists

    Per equipment type, with required items, photos, readings and signatures, and which failures raise a deficiency.

  • Request rules

    Which portal or QR requests confirm straight away and which wait for approval, and not-to-exceed amounts per customer.

  • Reports

    Which PM completion and backlog reports go to whom, and how often.

How it connects to the rest of Fieldproxy

When this is not the right fit

  • If you maintain your own factory from the inside and never bill anyone, a plant-floor CMMS is the better fit.
  • Reliability engineering such as failure-code analysis, MTBF and MTTR, or condition monitoring from many sensors, is the job of a dedicated CMMS or asset performance tool.
  • Meter-based PM is only as good as the readings. If nobody takes them, set a date-based fallback.
  • Importing works best from one row per unit. Free-text equipment notes need tidying first; we do that with you during migration.

Questions

Straight answers.

What is maintenance management software?

Software that keeps a record of the equipment you maintain, plans preventive maintenance, turns requests and inspection findings into work orders, tracks parts and keeps the history per asset. Fieldproxy does this for service contractors and facility teams whose technicians work across many sites, with scheduling, invoicing and a customer portal in the same system.

What is maintenance work order software?

Software for creating, assigning and closing maintenance work orders, whether they come from a request, a preventive maintenance plan or an inspection. In Fieldproxy every work order is tied to a site and an asset, carries its checklist and parts, and writes to the asset's history when it closes.

Is Fieldproxy a CMMS?

It covers what a CMMS does for a service business: asset register, preventive maintenance, work orders, parts, checklists and history. It is not a plant-floor CMMS. If you maintain your own production lines and need reliability analysis such as failure codes, MTBF and condition monitoring, a dedicated CMMS is the better fit.

Can preventive maintenance be scheduled by meter readings or run-hours?

Yes. A cadence can be set by time, or triggered after a set number of run-hours or when a reading passes a limit. Readings are captured on visits or sent in from another system through the open API and webhooks.

Can customers submit maintenance requests?

Yes. Through the customer portal, by scanning the QR code on a unit, or by email. Each request becomes a work order tied to the site and equipment, and your rules decide which ones are confirmed straight away and which wait for approval.

Does it work for an in-house facility team?

Yes, if your team looks after many buildings or sites and travels between them, such as a retail, school or property portfolio. For a team that maintains one plant from the inside, a CMMS is usually the better fit.

How long does it take to set up?

Fieldproxy is set up around your process and live within a day. Moving your equipment list, PM schedules and open work orders in is part of a free, assisted migration.

How is it priced?

One price per company with unlimited users, so every technician, office user and customer portal login is included. See the pricing page for how it works.

What is the difference between maintenance management software and a CMMS?

A CMMS is one kind of maintenance management software, built for an in-house team maintaining its own plant. Field service maintenance software, like Fieldproxy, is built for teams that maintain equipment at customer sites or across many sites, with scheduling, invoicing and a customer portal included.

Can maintenance work orders be raised from inspections?

Yes. A failed checklist item can raise a deficiency on the asset with its photos, and the office turns it into a quote or a repair work order.

Can we see PM completion by customer?

Yes. Maintenance due, overdue and completed by site and customer, plus agreement SLA attainment, and a scheduled report if you want it emailed.

Part of Fieldproxy's field service management software →

Put your maintenance in one place.

Send us your equipment list, your PM schedule and a few of your checklists. We move them in with a free, assisted migration and set the system up around them, live within a day.

Get DemoSee pricing

Also works from ChatGPT, Claude and Copilot in Teams

Fieldproxy's MCP server lets your team run the day and change the software itself from the AI assistant they already use, with a confirm step before anything changes.