The 5 Best Asset Tracking Software Platforms for Maintenance Teams in 2025

Tom, a maintenance technician, gets a work order to service "Air Handler #17." He walks into a mechanical room with 30 identical-looking air handlers, none of which are clearly labeled.

He spends the first 20 minutes of the job just trying to identify the correct asset and find its paper maintenance log. That's 20 minutes of valuable wrench time wasted before the work can even begin.

The best asset tracking software is designed to eliminate this problem. Before we get to the list, here's what "best" means for a hands-on maintenance team.

1. Mobile-First Design: Can a technician access 100% of an asset's data from their phone, right at the machine?

2. Effortless Tagging: Does the software make it easy to generate and scan QR codes or barcodes with a phone's camera?

3. The "Single Pane of Glass": Does scanning the tag bring up a unified screen showing all relevant history, upcoming PMs, and required spare parts?

4. Full CMMS Integration: Is the tracking feature a core part of the work order and inventory system, not a separate, bolted-on module?

Here is our breakdown of the top platforms that are built to empower maintenance teams with the data they need, right where they need it.

1. Fabrico: Best Overall for Integrated, User-Friendly Tracking

The Verdict: Fabrico is our top choice because its asset tracking is not a separate feature; it's the central hub of the entire CMMS. It masterfully connects a simple QR code scan to a complete, 360-degree view of the asset's life, all within an incredibly intuitive mobile app.

Why it Wins (The Differentiator): Fabrico's true strength is the seamless workflow it enables. A technician can scan an asset tag, instantly see its real-time OEE performance data, identify a recurring failure mode from the work order history, create a new follow-up work order, and check out the required spare part from inventory, all from the same screen on their phone. It's a complete, closed-loop system in the palm of your hand.

Key Tracking Features:

• Instant QR code and barcode generation and scanning using any smartphone camera.

• A unified asset profile showing all PMs, work orders, parts usage, and even real-time OEE data.

• A best-in-class mobile app that works offline in basements or areas with no Wi-Fi.

• An interactive asset hierarchy, allowing you to see parent/child relationships for complex equipment.

Best Suited For: Maintenance teams of any size who want to eliminate guesswork and empower their technicians with instant access to the information they need to do their job right the first time.

2. Asset Panda: Best for Standalone Asset Tracking

Description: Asset Panda is a highly popular and flexible platform that is purpose-built for asset tracking. It's a great choice for companies or departments (like IT or facilities) that only need to track the location, check-in/check-out, and basic information of physical assets, without the need for a full maintenance management workflow.

3. UpKeep: Best for Mobile-First Work Execution

Description: UpKeep is a strong, mobile-first CMMS that is very popular with maintenance teams. Its asset tracking capabilities are well-regarded and are tightly integrated into its core work order and PM functionality, making it a solid choice for teams that prioritize mobile work execution.

4. Fiix by Rockwell Automation: Best for ERP Integration

Description: Fiix is a robust, enterprise-ready CMMS with powerful asset tracking and management features. Its strength lies in its ability to sync asset data with larger ERP systems, providing financial and operational alignment for large, multi-site organizations.

5. MaintainX: Best for Team Communication

Description: MaintainX is a mobile-first platform that excels at combining work execution with team communication. Its integrated chat allows technicians to quickly discuss issues, share photos, and send messages related to a specific asset, directly from the asset profile.

What is the difference between asset tracking and asset management?

Asset tracking is the tactical, day-to-day process of identifying a physical asset and accessing its information. Asset management is the high-level, strategic process of managing an asset's entire lifecycle, including its financial value and long-term maintenance strategy.

How do we create QR codes for all our assets?

Modern CMMS platforms like Fabrico have a built-in QR code generator. You simply create the asset in the system, and it generates a unique code that you can print on a durable label and attach to the machine.

Can we use our existing asset tags with new software?

Yes. If you already have assets labeled with barcodes, any modern CMMS mobile app should be able to scan and read them. You simply need to associate that barcode number with the correct asset in the new software.

The goal of asset tracking is not just to know where your equipment is. It's to give your team instant access to the information they need to fix it faster and more effectively.

The "best" software is the one that makes this process as seamless as a single scan.

Ready to see how a modern, mobile-first CMMS can transform your asset tracking from a chore into a superpower?

Book a personalized demo of Fabrico today.