What sets GMAO Cloud apart from other systems

Every product page in this sector says the same thing: work orders, preventive maintenance, assets, reports, mobile app. That list doesn’t distinguish anything, so this article is about something else: the product decisions that actually do, along with their consequences and their limits.

1. Licenses are unlimited

Across all three plans. No per-user cost.

The consequence isn’t just financial. When every account costs money, the temptation to share accounts shows up, and as soon as two people log in under the same account, three things happen: per-technician reports stop meaning anything, the history stops working as evidence, and the permissions system becomes decorative.

Here you can register your whole team, your clients, and your subcontractors without doing math before every new account. The difference between plans is in support and resources, not in product features.

An honest note: we’re not the only ones in the market with this model. What is true is that per-user pricing is the most common model, and it’s worth doing the math with the headcount you’ll have in three years.

2. Offline mode is real

It’s not just caching screens. The technician app stores orders, assets, and documents on the device itself, and every action taken without coverage — changing status, logging hours with a stopwatch, consuming material, completing a checklist, collecting a signature — goes into a queue that empties once a signal is regained.

And if an action fails to sync, it doesn’t disappear: it stays marked with its reason, in plain sight.

Almost every vendor advertises offline support, so the word by itself doesn’t distinguish anything. What distinguishes it is the detail, and it’s worth asking this way in any demo: can you create things without coverage, or only view them? What happens to an action that fails? Is the equipment’s documentation available without a network connection?

And the limit, which we always state: full offline mode belongs to the technician app. Client access installs on the device but does not work without a connection.

3. It’s configured by family, not equipment by equipment

Checklists resolve in cascade: if a specific asset doesn’t have its own, the system looks for its model’s, then its subfamily’s, then its family’s.

With two hundred identical pieces of equipment, the difference between that and configuring them one by one is weeks of work. It’s the question that separates systems the most in a demo, and the one almost nobody asks.

4. Preventive maintenance has two triggers

By time — with several simultaneous schedules on the same asset, each with its own count — and by counter: the asset carries hours, cycles, or kilometers with a limit and a warning percentage, and when a reading that exceeds the threshold gets logged, the preventive order generates automatically.

Before generating, it checks whether the day is a holiday and whether the technician is available.

5. Each role enters through its own door

Three separate interfaces, not the same one with permissions: a web backend for whoever plans, an app for whoever executes, and dedicated access for the client. A technician doesn’t need a stripped-down version of the admin panel.

6. Your data gets out

A public REST API and a direct SQL connection, which are also the two paths business intelligence tools ask for. They’re in the integrations catalog alongside connectors for Business Central and Navision, SAP, Sage X3, Holded, Factura Directa, QuickBooks, STEL Order, and niche systems.

Each connector’s scope isn’t the same, and we publish it: Sage X3 imports clients, addresses, and items but does not export work orders.

What we don’t do

Saying it upfront avoids the awkward conversation in month three.

There’s no visual report builder. There’s a catalog of more than sixty reports with filters and export, plus a dashboard. For custom dashboards, you connect your own BI tool.

There’s no statutory-maintenance module. Statutory maintenance is achieved with the preventive maintenance mechanism, the checklist the regulation requires, and its frequency. It’s more flexible than a closed vertical, but you need to know that going in.

We don’t claim regulatory compliance. The software records and proves; the company is the one that complies. And we’re not ISO 27001 certified yet, but we’re working on it: we’ve started the conversations and committed to obtaining the certification before 31 December 2027.

The works module isn’t project management software. It distributes daily reports between two dates; there are no cost items, measurements, or partial certifications.

The client can’t change an order’s status. It’s disabled on purpose.

7. The connector between installations

One that almost nobody has, and that solves a very specific problem: when the company that contracts the maintenance and the one that carries it out both use the system.

The usual approach in that case is exchanging files — one exports, the other imports, someone reconciles — and it works until it doesn’t, at which point nobody knows which side lost the data.

There’s a direct connector between GMAO Cloud installations, working in both directions: from client to subcontractor and back. Work moves from one system to the other without an intermediate file, and what matters is that the work order keeps its traceability as it crosses the border between the two companies, instead of turning into a line on a delivery note.

In facility management and in chains with contractors — where the chain usually has three links — it’s one of the things that removes the most administrative work.

And artificial intelligence

Narrow, scoped features, each with its own switch and most off by default: an assistant over your assets and history — also in the app — document reading, help with order text, and translation of your catalogs.

It suggests, it doesn’t execute. It doesn’t close orders or assign work. Detailed in AI in GMAO Cloud.

The context

GMAO Cloud has been in development since 2016. Today it’s used by more than 60 companies, with over 2.8 million assets under management and more than 370,000 work orders logged during 2025.

If you want to check any of the points in this article against your own equipment, you can request a demo.