Solutions
Work Order Management
Manage work orders, and every process, participant and policy they touch, to support the unique details that drive your business, not just for today, but for the road ahead.
Designed by you, for you.
Your environment, your providers
Customize any work order field, datapoint, dashboard or report to include all the specifics of your organization’s unique departments, environments and network.
Your workflows, your way
Customize and automate workflows to include all the right participants and data points, and work in ways that eliminate delays and confusion for everyone involved.
Your peace of mind
More data, automation and flexibility for your work order processes means more precision and more time back for everything else you’re responsible for.
Fexa saves us time. Going into purchase orders and invoicing, it cuts down the time way more than we were doing it with our old system. We’re way more efficient because of that.
Request & Respond
Make ticketing fast and easy, even for complex issues
Make it simple for store users to report issues accurately, using intuitive prompts to provide detailed input or take action aligned to your unique assets, environment and workflows.
Prevent unnecessary work orders
Avoid duplicates and prevent unnecessary truck rolls by helping store users to check and resolve common maintenance issues on their own, prior to submitting new tickets.
Avoid creating the same work order twice
Make it easy for location staff to spot redundant requests with smart design features and proactive prompts that prevent users from creating the same work order multiple times.
Dispatch & Manage
Respond faster with less hands-on time
Automatically dispatch preferred service providers based on set criteria and reassign to alternates (with new SLA start times) if they do not accept.
Dispatch, manage and track multiple service providers at once
Cluster multiple service providers and trades on one work order to simplify task work for complex projects.
Keep everyone informed
Send timely alerts via email and text to both internal collaborators and external providers to keep every participant up to date on the latest status, instructions, and information.
Document and comment on completed work
Automatically check providers in and out when they report to perform work, collect visit signatures at check-out, and validate completed work prior to invoicing, with photos and other documents uploaded to the work order record.
Provide internal staff with a means for logging feedback on the provider’s service.
Track & Report
Track, measure and report on every detail that matters
Customize every record to track and report on every detail relevant to your environment and your process.
Guide important decisions with data
Identify trends and outliers in asset and vendor performance, work order management, spend, and user activity to inform capacity planning and performance optimization.
Get immediate access to critical information
Create custom dashboard widgets to show each user exactly what they need to know, keeping priorities front and center.
Personalize & Plan
Tailor workflows to fit every need now—and in the future
Seamlessly adapt to shifts in strategy with a drag-and-drop workflow builder. Configure and customize the flow of work orders, proposals, invoices, vendors, POs, and projects, to automate status transitions based on real-time data within the platform.
Plan maintenance programs to recur with ease.
Allow users to create pre-defined work orders for any maintenance discipline, and alert service providers with complete instructions when work is ready to be scheduled.
Templatize recommended workflows for complex projects
Plan, manage and track complex and/or recurring projects consistently by aligning recommended workflows, timelines, work orders, vendors, and communications in a unified project view.
Keep costs under control by proactively managing your facilities spend
Proactively manage expenses and timelines in unison by defining budgets and their time frames from the beginning. Then, align trades and invoices by budget criteria, and track actual spend, resource availability, and days remaining in real time. Use this same framework to project future expenses based on average daily spend, providing insights to help you stay on track.
2-Minute Overview: Work Order Management
Watch a quick walkthrough of how Work Order Management works in Fexa.
Frequently Asked Questions (FAQs)
What is work order management software?
A work order management software helps teams create, track, and complete maintenance tasks across all locations from one centralized system.
Fexa’s work order software enhances this with AI-powered logic that helps teams triage requests faster and eliminate manual back-and-forth.
How does Fexa manage and simplify maintenance work orders?
Fexa centralizes the entire work order lifecycle (from intake and triage to dispatch, communication, and resolution) in one intuitive platform. All provider updates, quotes, invoices, and messages live in one place, eliminating emails and spreadsheets. With AI-driven support from Work Order Agent, Fexa enriches work order data, assists with troubleshooting, and routes issues faster, reducing manual effort and operational friction.
Check out our walkthrough demo videos to see Fexa in action.
Who should use work order management software?
Facility teams at multi-site brands use work order management software to handle high volumes of requests with speed and consistency. Fexa supports both internal teams and service providers, making it easy for technicians to accept assignments, check in and out, add photos and notes, and complete work in real time.
Vendors access the platform at no cost and can update job status, documentation, and invoicing manually or via API.
Can Fexa’s work order system help reduce maintenance costs?
Yes, Fexa’s work order management platform helps reduce maintenance costs by improving visibility, standardizing workflows, and reducing delays, rework, and missed information. Teams can identify recurring issues, control dispatch decisions, and track spend more accurately across locations.
As an enhancement, FexaAI’s Work Order Agent uses a natural language interface that store teams can use with zero training to submit requests. It enriches work order details automatically, creating a more complete audit trail and helping providers arrive better prepared—saving time, preventing repeat visits, and reducing unnecessary costs.
How is Fexa’s work order management software different?
Unlike most work order management software that forces rigid, one-size-fits-all processes, Fexa is built to adapt to how multi-site brands actually operate. Its flexible workflows and configurable data points let teams manage the business their way and report on what matters most for planning and decision-making.
With additional AI-driven support from Work Order Agent, Fexa improves triage and automation — saving Facility Management teams time and reducing unnecessary truck rolls.
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