Best Project Management Software for Facilities Teams

Website: https://monday.com

Best for: Visual work orders and multi-site scheduling

Starting price: $9 per seat/month (billed annually)

Free plan: Yes

Pros: Timeline and Gantt views from Standard; free viewers on priced plans

Cons: Basic has no automations or integrations; 3-seat minimum on all priced plans

monday.com suits facilities teams that coordinate work across several buildings, because each building or site can live on its own board while dashboards roll status up to portfolio level. The Standard plan at $12 per seat a month billed annually adds timeline and Gantt views, guest access, and 250 automation and integration actions a month, which is enough to route work orders, notify technicians, and flag overdue inspections without manual chasing. Free viewers on priced plans let building managers check job status without a seat.

Basic at $9 per seat a month has no automations and no integrations, so a team that relies on status changes and alerts will find it thin. Every priced plan also carries a 3-seat minimum, so the smallest Standard bill is $36 a month. Pro at $19 per seat a month adds time tracking, private boards, formula columns, and 25,000 automation actions, which matters when several sites share one workspace. For facilities teams that want a clear visual picture of every job at once, monday.com Standard is a practical starting point.

Website: https://asana.com

Best for: Work order tracking and contractor coordination

Starting price: $10.99 per user/month (billed annually)

Free plan: Yes

Pros: Timeline and Gantt views on Starter; unlimited free guests for contractors

Cons: Advanced at $24.99 needed for approvals; free Personal plan caps at 2 users

Asana fits facilities teams that run a steady stream of work orders through fixed stages, from request to assignment to completion to sign-off. The Starter plan at $10.99 per user a month billed annually includes timeline and Gantt views, project dashboards, forms for maintenance requests, custom fields for building and asset type, and unlimited automations. Unlimited free guests matter here, because most facilities teams work with outside contractors who should see their own jobs without taking a licensed seat.

The limits show up when the approval process gets formal. Approvals and proofing, goals, portfolios, and native time tracking sit on Advanced at $24.99 per user a month billed annually, so a team that routes every capital job through a formal sign-off step will feel the upgrade sooner. The Personal plan is free but caps at two users, which makes it a trial rather than a home for a team. For a facilities desk that values a clean schedule and simple contractor access, Starter at $10.99 is a fair entry point.

Website: https://clickup.com

Best for: All-in-one docs, tasks, and chat

Starting price: $9 per user/month (billed annually)

Free plan: Yes

Pros: Free Forever plan with unlimited tasks; Docs and Gantt included on Core

Cons: Business at $17 needed for advanced reporting; whole workspace bills per member

ClickUp appeals to facilities teams that want docs, tasks, and chat in one place instead of three separate tools. The Free Forever plan includes unlimited tasks, and Core at $9 per user a month billed annually adds unlimited storage, custom fields, Gantt charts, guest permissions, and 1,000 automation actions a month. Docs can hold safety procedures and equipment manuals, while recurring tasks handle planned maintenance schedules. The 2026 rebuild folded AI credits into every plan, with 1,000 pooled credits per user a month on Core.

The reporting features a facilities manager usually wants, including advanced dashboards, timesheets, private views, and private docs, sit on Business at $17 per user a month billed annually, nearly double the Core price. ClickUp also bills the whole workspace, so every member becomes a priced seat, and there is no way to upgrade only part of the team. For a small facilities team that values one workspace for work orders, manuals, and discussion, Core is good value, but the Business jump should be budgeted if reporting across sites is on the roadmap.

Website: https://www.smartsheet.com

Best for: Grid-based maintenance and capital planning

Starting price: $9 per member/month (billed annually)

Free plan: Free trial (30 days)

Pros: Familiar grid layout for maintenance schedules; unlimited free contributors

Cons: No free plan for new signups; Pro caps at 10 members

Smartsheet fits facilities teams that plan maintenance and capital work in rows and columns: asset registers, inspection schedules, budgets, and contractor lists that need to be sorted, filtered, and reported. The Pro plan at $9 per member a month billed annually includes Gantt, board, and calendar views, unlimited sheets, forms, reports, 250 automation runs a month, and 20 GB of storage. Contributors can view, comment, and add attachments without a priced seat, which suits a program with many occasional stakeholders such as building managers and vendors.

There is no free plan for new signups since August 2024, only a 30-day trial, so the first bill arrives quickly. Pro caps at 10 members, and Business at $19 per member a month billed annually more than doubles the rate while adding the timeline view, workload tracking, unlimited automations, and 1 TB of storage. A facilities team that grows past ten people should price Business from the start. For teams that think in spreadsheets and need a solid audit trail for inspections, Smartsheet is a dependable choice.

Website: https://www.wrike.com

Best for: Approvals and resource management at scale

Starting price: $10 per user/month (billed annually)

Free plan: Yes

Pros: Business adds resource management and time tracking; request forms for work orders

Cons: Team caps at 15 users; Pinnacle and Apex are quote only

Wrike suits facilities programs with a formal approval chain, where capital jobs, safety work, and vendor contracts pass through several roles before work proceeds. The Business plan at $25 per user a month billed annually adds proofing and approvals, request forms for work orders, time tracking, resource management, baselines, and critical path views, which matches the control that large multi-site programs require. The free plan covers basic task work, and Team at $10 per user a month billed annually adds Gantt charts and shareable dashboards for teams of 2 to 15 users.

The caps matter. Team stops at 15 users, so a growing facilities team moves to Business sooner than the headline price suggests, and Business itself caps at 200 users, with Pinnacle and Apex priced by quote above that. Time tracking, workload, and baselines all sit on Business, so the $10 entry price is only the start for a team that needs those features. Wrike is heavier to learn than Asana or monday.com, but for facilities programs that run on approvals and deadlines, that structure earns its keep.

Website: https://www.teamwork.com

Best for: Client facilities work with billable hours

Starting price: $9.99 per user/month (billed annually)

Free plan: Yes

Pros: Billable time tracking from Basics; free plan for up to 5 users

Cons: Timesheets need Accelerate at $24.99; 3-seat minimum on Basics

Teamwork fits facilities management firms that deliver work for clients and bill by the hour. The Basics plan at $9.99 per user a month billed annually includes billable time tracking, 300 projects, unlimited templates, and 5,000 automations, which covers the core of client delivery. The free plan supports up to 5 users and 5 projects, which is enough for a small firm to test the workflow before committing to a priced plan.

The limits are clear. Timesheets, workload planning, retainer tracking, and invoicing from logged time sit on Accelerate at $24.99 per user a month billed annually, and Basics carries a 3-seat minimum while Accelerate needs 5. A firm that must prove hours against a client contract will land on Accelerate quickly, and the per-seat price is then close to Asana Advanced. Teamwork is less suited to an in-house facilities team with no billing, since the client and finance features are the reason to choose it. For firms that sell facilities work by the hour, it is one of the most direct fits here.

Website: https://www.notion.com

Best for: Facilities wikis, manuals, and asset records

Starting price: $10 per member/month (billed annually)

Free plan: Yes

Pros: Flexible databases for asset tracking; unlimited guests on Plus

Cons: Full AI features need Business at $20; no native Gantt view on Plus

Notion is the strongest choice for facilities teams that live in documents: equipment manuals, safety procedures, asset records, and maintenance guides that link together. The Plus plan at $10 per member a month billed annually adds unlimited file uploads, 30-day page history, custom forms, and unlimited guests, which covers the knowledge side of a facilities operation well. Databases can track every asset by location, condition, and service date, and views can be switched between table, board, calendar, and timeline layouts without rebuilding the data.

Notion is weaker as a pure work order tracker. There is no native Gantt view on Plus, and the full AI suite, including Notion Agent and AI Meeting Notes, starts on Business at $20 per member a month billed annually, double the Plus price. Page history is 30 days on Plus and 90 days on Business, which matters when an inspection record must be kept for months. Teams that pair Notion with a dedicated task tool get the best of both, but a team that wants one tool for everything may find the project features thin.

Website: https://www.airtable.com

Best for: Structured asset and maintenance databases

Starting price: $20 per user/month (billed annually)

Free plan: Yes

Pros: 50,000 records per base on Team; strong filtering and views

Cons: Commenters count as billable seats on Team; Business at $45 is a steep jump

Airtable suits facilities teams that manage large volumes of structured data: asset registers, maintenance histories, vendor lists, and inspection records that need filtering, grouping, and linked tables. The Team plan at $20 per user a month billed annually allows 50,000 records per base, 20 GB of attachment storage per base, 25,000 automation runs a month, and Gantt and timeline views. For a team that tracks hundreds of assets across buildings, that structure beats a simple task list.

The seat rules need attention. On Team, anyone with comment access counts as a billable seat, so a facilities team that invites many building managers and vendors can see the bill grow faster than expected. Business at $45 per user a month billed annually fixes that by making commenters free, but the jump from $20 to $45 is a 125 percent increase, and it is the only way to get 125,000 records per base and 100,000 automation runs. Airtable is the most expensive tool in this list at the entry tier, so it earns its place only when the facilities operation is genuinely database-shaped.