Xempla vs Facilio: Choosing the Right Platform to Future-Proof Your Facility Management and Maintenance Operations

If you're exploring Facilio, chances are you're looking for a smarter way to manage your buildings and maintenance operations. You want more control, better efficiency, and a system that helps you make informed decisions. But this comparison is not for you if you’re specifically looking for a CMMS. With so many platforms available today, it's easy to get caught up in basic feature-to-feature comparisons and lose sight of the bigger picture. Instead, this decision should be about which platform will help you achieve long-term operational excellence and better business outcomes.

At first glance, both Xempla and Facilio might seem like similar solutions, or they might seem like operating in vastly different categories. Facilio is built around centralized portfolio management, primarily focusing on asset tracking, workflow automation, and IoT-driven analytics. Xempla, on the other hand, takes an outcome-first approach, empowering your teams with AI-driven insights and contextual recommendations that go beyond monitoring and automation. Instead of just collecting data and surfacing alarms, Xempla enables engineers and facility managers to act faster, optimize workflows, and continuously improve asset performance with an autonomous, system-of-outcomes model.

In this comprehensive guide, we break down how Xempla and Facilio compare, not just in terms of features, but how they impact your operations, decision-making, and long-term maintenance strategy. If you're considering Facilio, this will help you decide whether it's the right fit — or if Xempla’s AI-powered intelligence and autonomous maintenance offers a more future-ready approach for your needs. 

Let’s begin.

Xempla - Autonomous Maintenance Platform

Xempla is an AI-powered autonomous decision intelligence platform built to transform how facility teams manage operations and maintenance. It’s not just another software that detects faults or automates work orders — it’s a system designed to optimize decision-making at every step, making asset management more proactive, scalable, and outcome-driven.

Unlike traditional platforms that focus primarily on fault detection or workflow automation, Xempla acts as an autonomous maintenance agent that continuously learns from asset data, past decisions, and operational patterns. It doesn’t just tell you what’s wrong — it helps you decide what to do next and automates key processes so that teams can focus on what matters most.

What You Get With Xempla

✅ Autonomous Maintenance Agent
Xempla doesn’t stop at detecting issues. It proactively identifies root causes, suggests the best course of action, and even automates resolution workflows where possible. This minimizes manual intervention, speeds up response times, and ensures that maintenance teams don’t get overwhelmed by alarms.

✅ Decision Intelligence for Maintenance Optimization
Most platforms leave decision-making entirely to the user. Xempla augments human intelligence by analyzing historical data, operational context, and asset conditions to recommend the right actions at the right time. It ensures that every decision contributes to long-term performance improvement.

✅ Scalable Across Asset Types
While many solutions focus primarily on HVAC and critical equipment, Xempla is built for all assets across the built environment — from commercial real estate and data centers to solar plants and healthcare facilities.

✅ Continuous Learning & Knowledge Retention
Every decision made within Xempla contributes to an evolving knowledge base, ensuring that insights aren’t lost when teams change. The platform enables institutional learning, helping organizations navigate skill gaps and build smarter maintenance strategies over time.

✅ Seamless Integration & Plug-and-Play Architecture
Xempla doesn’t require complex IT overhauls. It integrates with existing systems, whether it’s a Building Management System (BMS), a Computerized Maintenance Management System (CMMS), or third-party analytics platforms.

Facilio - Connected CMMS Platform

Facilio is a cloud-based facilities management platform that focuses on real-time operational intelligence, asset performance monitoring, and workflow automation. It positions itself as an IoT-driven FDD and property operations solution, helping teams monitor assets, detect faults, and automate key maintenance workflows.

Unlike traditional Computerized Maintenance Management Systems (CMMS) or standalone analytics tools, Facilio offers a connected operations approach, consolidating data across buildings and asset types. However, while it enables facility teams to centralize data and automate processes, it primarily operates as an FDD-driven platform rather than an end-to-end maintenance optimization system.

What You Get With Facilio

✅ Fault Detection & Diagnostics (FDD)
Facilio’s analytics engine helps detect anomalies and faults in building systems, particularly HVAC, using sensor data and IoT integrations. It surfaces alerts and insights to help teams address inefficiencies in real-time.

✅ Workflow Automation & CMMS Capabilities
The platform enables teams to automate work orders, assign tasks, and track maintenance activities. While it offers workflow automation, decision-making is still heavily reliant on manual intervention and human interpretation of FDD reports.

✅ Portfolio-Level Visibility
For organizations managing multiple properties, Facilio provides centralized dashboards and reporting to monitor asset performance across locations, helping standardize maintenance practices at scale.

✅ Energy & Sustainability Insights
Facilio integrates energy monitoring with its maintenance platform, helping teams identify inefficiencies and optimize resource consumption. However, its primary strength lies in tracking and reporting rather than proactively optimizing energy use.

✅ IoT & BMS Connectivity
Facilio integrates with a variety of building automation / management systems (BAS / BMS), IoT sensors, and third-party solutions, allowing teams to pull real-time operational data into a unified interface.

Xempla vs Facilio: Key Differences

Now that we’ve explored what each platform offers, let’s break down where Xempla and Facilio truly differ. While both are designed to enhance facility operations, their approach, scope, and impact set them apart.

Category	Xempla	Facilio
Approach & Philosophy	A System of Outcomes that prioritizes end goals like asset reliability, cost savings, maintenance efficiency, and service quality optimization.	A centralized operations platform that takes a use-case approach, streamlines workflows, automates processes, and enhances collaboration.
Decision Intelligence & Automation	Autonomous Agent continuously analyzes data, identifies optimal actions, and triggers workflows with minimal manual intervention.	Focuses on workflow automation — optimizes operational processes but still requires teams to interpret data and perform routine tasks manually.
Fault Detection vs. End-to-End Asset Optimization	FDD as a starting point — integrates condition-based, predictive, and prescriptive insights to help teams deliver end-to-end asset performance management.	FDD as a feature — detects faults and provides diagnostics, but doesn’t provide holistic coverage on asset performance and maintenance optimization.
Knowledge Retention & Continuous Learning	Builds an evolving knowledge base that retains learnings, refines decisions, and prevents knowledge loss when employees leave.	CMMS-style documentation—helps teams store and track data but lacks automated learning and adaptation.
Scalability Across Asset Classes	Designed to work across diverse asset classes, including HVAC, electrical systems, critical infrastructure, solar plants, and more.	Primarily focused on building operations, with a stronger emphasis on HVAC and energy management.
Implementation & Ease of Use	Seamlessly integrates with existing CMMS/BMS/FDD platforms and adds an intelligent decision-making layer.	Requires operational restructuring to fully align processes with the platform’s workflow automation capabilities.
Who It’s Best For	Ideal for organizations to optimize, automate, and scale maintenance operations with greater predictability and control.	Best suited for companies looking to centralize facility operations and improve coordination between teams.

Giving Facilio Credit Where It's Due

If you’re considering Facilio, it’s likely because you’re looking for a modern way to manage facilities across multiple sites. Facilio has carved out a strong position in the space by focusing on centralized building operations, offering a connected CMMS (Computerized Maintenance Management System) with workflow automation. Here's what Facilio is good at:

Portfolio-Level Visibility: Facilio is great at consolidating data from different buildings and assets into a single interface. This helps large facility management teams get a unified view of their portfolio and track KPIs in real time.

Multi-Site Asset & Facility Monitoring: Facilio helps organizations track asset health and maintenance activities across multiple properties, making it useful for large real estate portfolios, retail chains, and enterprises managing multiple sites.

HVAC-Centric Fault Detection & Diagnostics: A strong fit for teams looking for anomaly detection and FDD-focused analytics, particularly in HVAC and energy-intensive building operations.

Digitizing Maintenance Workflows: For teams transitioning from manual or spreadsheet-based maintenance tracking, Facilio serves as a centralized system to digitize work orders, asset tracking, and maintenance logs.

Improving Reactive & Preventive Maintenance: Facilio’s automation and alerts help teams stay ahead of equipment failures by surfacing insights on potential issues. However, it still relies on repetitive manual tasks and decision-making rather than predictive or autonomous maintenance strategies.

Good for Large Enterprises with In-House Teams: If you have an internal team that can leverage Facilio’s workflow automation and CMMS tools effectively, it can be a good fit. It’s particularly useful for organizations that want a centralized maintenance management platform rather than a system focused on deep diagnostics or autonomous decision-making.

Important Limitations to Consider

Facilio does a great job of centralizing facility operations and managing maintenance workflows. But facility management is no longer just about logging issues, scheduling maintenance, and tracking assets — it’s about ensuring that every action leads to a tangible outcome. A CMMS like Facilio doesn’t go far in areas like autonomous maintenance, predictive insights, and long-term knowledge retention. 

That’s where Xempla takes things a notch further. In the next section, we’ll cover why Xempla is the right choice if you want to go beyond FDD, CMMS, and workflow automation to achieve true autonomous maintenance and outcome-driven decision intelligence.

System of Outcomes: How Xempla Goes Beyond Traditional Facility Management Software Like Facilio

Xempla isn’t just another CMMS or FDD platform. It’s an Autonomous System of Outcomes designed to guide, automate, and continuously improve facility operations. Instead of just giving you a dashboard of data, it ensures that data translates into intelligent actions that optimize efficiency, performance, and cost savings — all without adding to your team’s workload. Here’s how Xempla takes facility management to the next level:

✅ From Workflow Automation to Autonomous Decision Intelligence
Facilio helps structure workflows and automate certain processes, but ultimately, your team still has to decide what needs to be done. Xempla removes that bottleneck by contextualizing asset data, identifying the best course of action, and triggering the next step — without requiring manual intervention.

✅ Beyond Use Cases: Driving Outcomes, Not Just Managing Tasks
CMMS platforms, including Facilio, focus on specific use cases and managing maintenance tasks — logging tickets, scheduling work, and tracking completion. What we advocate at Xempla is not just better alerts or smarter dashboards — it’s a system of outcomes. Xempla goes further by ensuring the right actions happen at the right time, leading to optimized performance and cost-efficiency while ensuring assets operate at their best with minimal disruption. 

✅ From FDD to Full-Spectrum Asset Performance Management
Fault detection and diagnostics (FDD) is just a means to an end, not the end itself. While traditional platforms like Facilio can help detect faults, they don’t go deep into why those faults occur, how they impact long-term performance, and what proactive steps should be taken. Xempla integrates condition-based and predictive maintenance strategies to ensure problems are solved before they escalate.

✅ Continuous Learning & Institutional Knowledge Retention
One of the biggest challenges in facility management is that knowledge gets lost when employees leave. Xempla ensures that every insight, decision, and optimization becomes part of an evolving knowledge base. This means that over time, your facility management strategy gets smarter and more efficient — without relying heavily on individual expertise.

✅ Seamless Integration Without Disrupting Existing Workflows
Already using a CMMS like Facilio? No problem. Xempla integrates with existing systems via API, pulling in relevant data and layering its decision intelligence on top. Your team doesn’t have to abandon familiar tools — it just gets more value from them.

With Xempla, maintenance teams no longer need to spend hours sifting through alarms, assigning tasks manually, or reacting to failures after they occur. Instead, the system proactively identifies, prioritizes, and resolves issues—freeing up engineers to focus on strategic improvements rather than routine troubleshooting.

By transitioning from a traditional reactive or semi-automated approach to full-fledged Autonomous Maintenance, Xempla helps organizations:

✅ Reduce unnecessary maintenance and manual interventions
✅ Improve asset reliability and operational efficiency
✅ Lower maintenance costs while extending equipment lifespan
✅ Minimize downtime and ensure compliance with performance goals

Making the Right Choice: Xempla or Facilio?

There’s no one-size-fits-all solution when it comes to facility management and maintenance technology. So choosing the right platform isn’t just about ticking feature boxes. It’s about adopting a system that supports your team’s workflow, enhances decision-making, and drives meaningful outcomes. 

Facilio is a strong platform for teams looking to streamline operations, improve task coordination, and centralize data across multiple facilities. If your main priority is operational visibility rather than deep decision intelligence and effective maintenance execution, Facilio could be a solid choice.

Xempla, on the other hand, is designed to transform maintenance operations from the ground up — moving beyond software dashboards and FDD alerts to AI Agents for automated, outcome-driven facility management. 

Xempla offers a better long-term fit for teams seeking a more advanced, AI-powered system that drives autonomous decision-making and optimizes maintenance to ensure that every decision leads to a measurable outcome, every asset performs at its best, and your team spends less time firefighting issues.

Here’s a final breakdown to help you decide:

Choose Facilio If…

✅ You need basic operational visibility and a unified interface to manage building operations.
✅ Your priority is centralizing data and workflows vs decision-making and maintenance actions.
✅ You have an in-house team that prefers traditional FM software with more manual oversight.

Choose Xempla If…

✅ You want to go beyond traditional CMMS and FDD to an outcome-driven Autonomous Maintenance model.
✅ Your team needs automated decision intelligence to prioritize and act on maintenance issues with minimized manual intervention to focus on more strategic initiatives.
✅ You’re looking for a system that continuously learns and improves, ensuring sustained efficiency, reduced costs, and optimized asset performance over time.

In essence, both Xempla and Facilio help asset owners and facilities management companies run their maintenance operations, but in fundamentally different ways. One promises management and optimization. The other delivers transformation. So which one are you looking for?

Ready to stop chasing dashboards and start driving outcomes on autopilot? Book your demo today!