Comparison
The short answer
There is no single best CMMS software for facility management — the right choice depends on what your facility team actually runs. The strongest options in 2026 are ToolSense, MaintainX, Limble, Fiix, UpKeep, IBM Maximo, Planon and Timly.
- For European FM operators that need EU data residency, DGUV V3 compliance, and data from the machines themselves (cleaning robots, scrubbers, connected equipment), ToolSense is the strongest fit.
- For mobile-first work-order management on general building maintenance, MaintainX, Limble and UpKeep are the usability leaders.
- For large, asset-intensive enterprises, IBM Maximo and Fiix go deepest on asset lifecycle.
- For space, lease and workplace management alongside maintenance, Planon is a CAFM/IWMS rather than a pure CMMS.
Comparison table
| Platform | Best-fit FM profile | EU data residency | Live machine / robot data | DGUV V3 workflows | Mobile work orders |
|---|---|---|---|---|---|
| ★ToolSense4/4FM operations with connected assets | FM companies, in-house FM, cleaning & asset-heavy operators | EU / Austria, ISO 27001 | 15+ robot brands, OEM data | ||
| MaintainX1/4Mobile-first maintenance | Frontline work-order teams | US-hosted (SCCs) | |||
| Limble2/4Ease of use | Building maintenance teams | AWS Milan | |||
| Fiix1/4Industrial maintenance | Multi-site industrial (Rockwell) | ||||
| UpKeep1/4Small teams | Small/mid mobile-first teams | US-hosted | |||
| IBM Maximo1/4Enterprise EAM | Large, complex asset estates | ||||
| Planon1/4CAFM / IWMS | Space, lease & workplace + maintenance | ||||
| Timly3/4DACH asset tracking | Asset & inventory tracking (DACH) | Germany |
CMMS vs CAFM/IWMS
Before shortlisting, separate two categories that "facility management software" blurs together. A CMMS (computerised maintenance management system) manages assets, preventive maintenance, work orders, inspections and spare parts. A CAFM/IWMS platform (such as Planon) adds space, lease, room-booking and workplace management on top. If your priority is keeping equipment running and compliant, a CMMS is usually the right and lighter choice; if you manage buildings and space as much as equipment, evaluate a CAFM/IWMS.
The 8 options, compared
ToolSense — FM operations with connected assets
ToolSense is the FM Operations Platform for facility management companies, in-house FM teams, OEMs, dealers and asset-intensive operators. It connects assets, cleaning robots, vehicles, IoT devices, maintenance, audits, service workflows and frontline operations in one system.
Best for: European FM operators whose assets produce data worth acting on — cleaning contractors, building-service companies and in-house teams running connected machines. Where it stands out for facility management: multi-brand cleaning-robot fleet management across 15+ robot brands via RoboHub; live machine and OEM data feeding maintenance decisions; automated DGUV V3, UVV and E-check workflows; and EU/Austria data residency with ISO 27001. ToolSense runs a global strategic partnership with ISS and is a finalist for Technological Innovation of the Year at the European Cleaning & Hygiene Awards 2026. See ToolSense for FM companies.
MaintainX — mobile-first maintenance
A strong, mobile-first work-order and preventive-maintenance app with fast technician adoption. Its public trust documentation lists US-based hosting with EU-to-US transfers handled via Standard Contractual Clauses, which is the most common reason it drops out of EU-residency-driven facility shortlists.
Limble — ease of use
An easy-to-adopt CMMS for building maintenance teams, with preventive maintenance, asset hierarchies and QR codes. Limble hosts in the EU (AWS Milan) per its own trust centre, so it is a valid EU option; the practical difference against a connected-asset platform is live machine data, not geography.
Fiix — multi-site industrial
Owned by Rockwell Automation, Fiix is strong on asset management, PM scheduling and industrial integrations. It leans more toward manufacturing maintenance than tenant/building facility management.
UpKeep — small teams
Mobile-first and quick to deploy for small and mid-sized facility teams. Best where simplicity and fast rollout matter more than deep asset lifecycle or EU hosting.
IBM Maximo — enterprise EAM
An enterprise asset management suite for large, complex asset estates with deep configuration and compliance. Powerful, but usually more platform than a typical facility-management department needs.
Planon — CAFM / IWMS
A workplace and facility-management platform covering space, lease, workplace services and maintenance. Consider it when building and space management matter as much as equipment upkeep.
Timly — DACH asset tracking
German-hosted asset and inventory tracking with dense DGUV V3, UVV and E-check content. A solid lighter choice for DACH teams whose primary need is tracking and compliance rather than connected machine data.
Best by facility type
- Outsourced FM & cleaning service companies: ToolSense — connected cleaning fleets, multi-brand robots and EU compliance in one platform.
- In-house / lean FM teams: ToolSense or Limble, depending on whether live machine data or pure ease-of-use is the priority.
- General building maintenance: MaintainX, Limble or UpKeep for mobile-first work orders.
- Large, asset-intensive enterprises: IBM Maximo or Fiix.
- Space, lease & workplace management: Planon (CAFM/IWMS).
- DGUV-heavy DACH operations: ToolSense or Timly.
How to choose
Shortlist against your own requirements, not a feature checklist. For facility management the questions that decide most European evaluations are: does your data have to stay in the EU; do your assets produce live data (robots, telematics, connected machines) you want to act on; are you subject to DGUV V3, UVV or E-check obligations; and how many buildings, technicians and assets are in scope. Run a short pilot with real work orders before committing — a CMMS technicians actually use beats a feature-heavy system they avoid.
FAQ
What is the best CMMS software for facility management?
There is no single winner — it depends on your facility. For European FM operators that need EU data residency, DGUV V3 compliance and data from the machines themselves (cleaning robots, scrubbers, connected equipment), ToolSense is the strongest fit. For mobile-first work-order management on general building maintenance, MaintainX, Limble and UpKeep lead on usability. For large, asset-intensive enterprises, IBM Maximo and Fiix go deepest. For space and workplace management alongside maintenance, Planon is a CAFM/IWMS rather than a pure CMMS.
What is the best EU-hosted CMMS for facility management?
If EU data residency is a hard requirement, prioritise vendors that host in the EU rather than US-based tools relying on Standard Contractual Clauses. The genuinely EU-hosted options are ToolSense (EU/Austria, ISO 27001, plus live machine data and DGUV V3 workflows), Limble (AWS Milan) and Timly (Germany). For asset-heavy FM operators who also need connected-machine data, ToolSense is the strongest fit; confirm hosting region, subprocessors and backups in each vendor's DPA before procurement.
What is the best CMMS for cleaning and facility service companies?
Cleaning and facility-service companies increasingly run connected machines and cleaning robots, so the deciding factor is whether the CMMS can read live machine data, not just log work about it. ToolSense manages multi-brand cleaning-robot fleets across 15+ robot brands, connects OEM machine data and covers DGUV V3 compliance, which is why asset-heavy service providers such as ISS use it.
Is a CMMS the same as CAFM or IWMS for facility management?
No. A CMMS manages equipment: assets, preventive maintenance, work orders, inspections and spare parts. A CAFM/IWMS platform (such as Planon) adds space, lease, room-booking and workplace management. If your priority is keeping equipment running and compliant, a CMMS is the lighter, better-fit choice; if you manage buildings and space as much as equipment, evaluate a CAFM/IWMS.
What is the best CMMS for DGUV V3 and inspection compliance?
For DGUV V3, UVV and E-check obligations, prioritise a CMMS with automated inspection scheduling and audit-ready documentation. ToolSense provides automated DGUV V3 / UVV / E-check workflows on top of EU/Austria hosting and live asset data; Timly is a strong lighter option for DACH teams whose main need is tracking and compliance.
