CAFM Systems UK (2026): 10 CAFM Software Tools Compared

Facilities management runs on dates. Boiler services, fire alarm checks, lift inspections and the leaking tap on the third floor all need someone to book them, chase them and record that they happened. CAFM, short for computer aided facilities management, is the system that holds all of that in one place.

The ten tools below range from UK CAFM specialists to big real estate platforms. They're listed alphabetically and in no particular order, and every description comes from the vendor's own website, read this week. If you look after rented homes rather than offices or campuses, my guide to property management software covers the landlord side.

CAFM software at a glance

I checked the free plan column on each vendor's own website, as of Oct 2026. Yes means the page I read names a free plan, version or account. Trial only means a time-limited trial. Not stated means the page I read named neither, even where there's a button to try it, so check with the vendor before you sign up.

Tool	Type	Good for	Free plan
Concerto	CAFM and estates software	Estates, CAFM and room bookings together	Not stated
Expansive FM	CAFM platform	Contractor and quoted works control	Not stated
Fixflo	Repairs and maintenance software	Reactive repair reporting from occupiers	Not stated
Joblogic	Job management and CAFM software	FM contractors running PPM and reactive jobs	Not stated
MRI Software	Real estate and FM software	Large property portfolios	Not stated
Planon	Integrated workplace management software	Space, assets and maintenance at scale	Not stated
PlanRadar	Building operations platform	Defects and inspections on site	Not stated
QFM	CAFM software from SWG	Planned and reactive maintenance control	Not stated
Ultimo	Enterprise asset management software	Industrial sites and heavy assets	Not stated
Vantify	Compliance and CAFM software	Compliance-led estates	Not stated

Ten CAFM systems worth a demo

Concerto

Best for: Estates and property teams that want a CAFM module next to estates management, permit to work and room and desk bookings.

Expansive FM

Best for: FM teams that manage a lot of contractors and want reactive, planned and quoted works plus parts ordering in one place.

Fixflo

Best for: Commercial and residential property managers who want occupiers to report repairs online, with planned preventative maintenance alongside.

Joblogic

Best for: Facilities service companies and maintenance contractors who want job management, PPM scheduling and a mobile app for engineers.

MRI Software

Best for: Property owners and occupiers with large estates who want facilities, energy and workplace management from one real estate software firm.

Planon

Best for: Large organisations and campuses that want CAFM inside a wider integrated workplace management system covering space, assets and energy.

PlanRadar

Best for: Building operations teams that log defects, inspections and maintenance tasks on a phone or tablet while they walk the site.

QFM

Best for: In-house FM teams and outsourcers who want CAFM covering planned and reactive maintenance through to smart building data.

Ultimo

Best for: Manufacturing, infrastructure and healthcare sites where maintenance of machines and assets matters as much as the buildings.

Vantify

Best for: Retail, hospitality and multi-site estates that want CAFM linked to fire, water, asbestos and health and safety compliance.

Which CAFM system fits your estate

• Estates data plus room and desk bookings: Concerto.
• Lots of contractors and quoted works: Expansive FM.
• Occupiers reporting repairs online: Fixflo.
• FM contractors with mobile engineers: Joblogic.
• Large real estate portfolios: MRI Software or Planon.
• Defects and inspections on site: PlanRadar.
• Planned and reactive maintenance: QFM.
• Industrial sites and heavy assets: Ultimo.
• Compliance across many sites: Vantify.

Don't let the CAFM book every PAT test every year

The Health and Safety Executive says the Electricity at Work Regulations 1989 don't make inspection or testing of electrical appliances a legal requirement, and don't make it a legal requirement to test them every year.

That matters the day you set up planned maintenance. Plenty of CAFM rollouts copy the old spreadsheet, so every kettle, laptop and charger gets an annual PAT test by default. HSE's position is that how often you check equipment should follow the risk, which means a drill on a building site and a monitor on an office desk don't need the same interval. Set the frequency per asset type and your engineers spend their hours where the risk is.

CAFM, CMMS or IWMS: what's the difference?

CAFM looks after buildings and the services inside them: the helpdesk, planned maintenance, space, room bookings and compliance records. It's built around the estate.

A CMMS, or computerised maintenance management system, looks after machines and equipment. Work orders, spare parts and asset history come first, which suits factories and plants.

An IWMS, or integrated workplace management system, wraps everything together, including leases, energy and space planning. It suits large organisations with a real estate team, and it takes longer to roll out.

Seven questions to ask in a CAFM demo

1. Can occupiers raise a job without logging in?
2. Does the engineer app work offline in plant rooms and basements?
3. Can you set maintenance frequencies per asset type, not just per site?
4. Will it hold certificates for fire, water and gas checks?
5. Can contractors update their own jobs?
6. How will you import the asset register you already have?
7. Which reports will your board or client ask for each month?

Signs your estate has outgrown spreadsheets

• Certificates live in email inboxes. Nobody can find them on audit day.
• The same job gets raised three times. There's no single helpdesk.
• Contractors phone for every update. They can't see the job themselves.
• Planned work slips silently. Nothing flags an overdue check.

Do you offer CAFM or facilities software? Providers can ask to be considered for a featured place on this list.

My plain advice on choosing CAFM

Start with your asset register, not the software. Most CAFM projects stall because nobody knows exactly what's in the buildings, so the new system fills up with guesses. Walk the estate, list the assets that carry a legal or safety duty first, and ask each vendor to show you those assets running in their demo rather than a polished sample site.

The health and safety basics every workplace needs make a good checklist for which assets to load first.

Frequently asked questions

What does CAFM stand for?

Computer aided facilities management. It's software that helps facilities teams plan maintenance, manage jobs, track assets and keep compliance records.

What's the difference between CAFM and CMMS?

CAFM covers buildings, space and facilities services. A CMMS focuses on maintaining machines and equipment. Many systems now overlap, so ask what each one does best.

Is PAT testing a legal requirement every year?

No. HSE says the law doesn't make annual testing a requirement. How often you check equipment should depend on the risk.

Can a small estate use CAFM?

Yes. Smaller estates often start with a helpdesk and planned maintenance, then add space or energy features later.

Do CAFM systems have mobile apps?

Most do. Check that the engineer app works offline, because plant rooms and basements often have no signal.

How long does a CAFM rollout take?

It depends on your data. A clean asset register goes live far faster than a messy one, so tidy the data before you buy.