10 Best Preventive Maintenance Software Programs: If You Stay Ready You Ain’t Gotta Get Ready

Your business is like a car, and like a car, it needs maintenance and all the things that come with that. Sometimes your car breaks down, and you have to call someone to fix it, and other times you take more preventative steps like an oil change. Well, your business is the same way, if you take steps to avoid eventual problems that may arise in the future, you won’t have to take it into the proverbial shop for repair.  

In this article, we’ll talk about what preventive maintenance is, and what it looks like in various types of businesses. Keep reading to find out more! 

What is Preventive Maintenance?

Preventive maintenance is “maintenance with the goal of increasing an asset’s lifetime… by preventing excess depreciation and impairment or untimely breakdown” (source: UpKeep). 

To sum it up, it is maintenance scheduled in advance at regular intervals and within predefined periods, also set by the machine’s manufacturer. 

💡 Note: The machines we’re talking about here, are mostly related to production. Machines that break down can hinder production time and cause businesses to lose money, that’s why maintenance is so important. 

Preventive Maintenance Software

Although the concept itself might seem pretty easy to understand, it can sometimes be hard to implement. From determining the right time to call for a repair, send a work order, find and schedule a technician, to even set up regular visits, it can all be a bear.

Well, luckily there are dedicated software programs, also called Computer-assisted maintenance management (CMMS) and Asset Tracking Management, whose sole function is to help you never think about maintenance that much ever again.  

Most of the programs come with an impressive amount of bells and whistles like: 

• Budgeting 

• Sending and managing work orders 

• Keeping track of machine data 

• Sharing machine data with a designated technician 

• Locating the best technician 

• Making a preventative maintenance plan 

• Record keeping

• Purchasing 

• and more!

In this article, we’ll be taking a look at the ten best CMMS programs out there. 

💡 Note: The programs are not listed in order from best to worst, but in alphabetical order. 

Asset Panda

What is Asset Panda? 

Asset Panda is an Asset Management software program designed for multiple solutions, maintenance, and preventive maintenance tracking included. It allows you to keep a detailed list of all of your machinery’s past maintenance and repairs, allowing you to schedule new maintenance accordingly.  

Features

Some of Asset Pandas' features include: 

• Mobile asset management 

• Easy work order ticket submission 

• Upload photos, manuals, warranty info, and more into one hub that everyone can use 

• Built-in barcode 

• Role-based access

• Asset history 

• Custom notifications 

What We Think 

Although Asset Panda isn’t specifically designed for preventative maintenance management, its Asset Management software allows you to do just that. With a detailed history of your machinery, you can easily pinpoint when you need to make the next appointment with a technician, and what needs to be fixed.

Fiix

What is Fiix? 

Fiix, from Rockwell Automation, is a CMMS that allows you to manage 1000s of work orders, assets, and parts in a few clicks. Fiix brings together all the tools you use on a daily basis into one platform. 

Features 

Some of Fiix’s main features include: 

• Interactive work orders 

• The ability to add inspection-type tasks to work orders 

• Schedule maintenance using date, time, meter, or event-based triggers 

• Collaborative workloads/schedules

• Built-in library of templates and resources

• Automatically trigger work orders based on asset condition 

• Access work orders even without an internet connection 

• Attach QR codes to work orders, assets, or parts

• Prioritize and search for work orders in seconds 

• Set up pre-set failure codes for easy troubleshooting 

• Multi-asset work orders 

• Automatically collect and calculate the cost of your work orders 

• AI detection to spot work orders that cause failures or delays 

• Work order report automation 

• Fiix analytics to sort work data in hundreds of formats 

What We Think 

If you’re looking for a dedicated work order management system, then Fiix might be something you’d want to look into. From their AI system which spots patterns and trends in work orders to increase efficiency to collaborative scheduling and workloads, Fiix has some of the most intuitive features out there. 

FMX

What is FMX? 

FMX is a dedicated maintenance and facilities management system that allows teams and companies to streamline processes, increase asset productivity, and turn actionable insights into meaningful results. While their main two solutions are maintenance and facilities management systems, they offer specific systems for individual industries or activities such as: 

• Manufacturing 
• Restaurants 
• Property Management 
• Nonprofits 
• K-12 Schools
• Higher Education Institutions 
• And more 

Features 

Some of the features included in FMX’s dedicated maintenance management system, FMX CMMS, are: 

• Maintenance Calendar

• Work Order Creation 

• Work Order Resolution 

• Preventive Maintenance Scheduling 

• Maintenance Instruction Sets

• Equipment QR Codes

• Parts Inventory Control 

• Maintenance KPI Reporting 

• Mobile Work Orders 

• Third-Party Integrations with programs like Quickbooks and Slack 

What We Like  

We love that FMX has dedicated solutions and use cases for different industries, the program adapts to your specific needs and learns from you. It puts everything you need to manage your maintenance tasks all in one place, enabling you to do things like stop leaks in your budget or streamline scattered processes.

GoCodes

What is GoCodes?

GoCodes is a dedicated asset tracking system designed specifically for small to mid-sized businesses in the accounting, education, construction, engineering, or health care industries. You’ll be able to use any tool with any device, using a mix of cloud software, smartphone scanner apps, and patented QR tags. 

Features

In addition to the mix of innovative tracking tools, some of GoCodes’ other features include: 

• Track tools from any device, computer, smartphone, or tablet 

• Secure QR Code ID 

• Track Consumable Quantities 

• Rapidly Check Out Equipment

• Automate Field Service Requests 

• Complete Audit History 

• Automatic GPS Tracking 

• Custom Reports

• Easily Customizable 

• Schedule Service Tracking 

• Reorder Email Notifications 

• And more!

What We Like 

We like GoCodes because it’s a unique asset tracking system that can also double as a preventive maintenance management tool. By using QR codes and tags to track and update assets, you’ll know exactly when you have to schedule service or maintenance. And with it being so easy for the whole company to update and monitor the condition of your assets, everybody will be on the same page. 

HippoCMMS

What Is HippoCMMS? 

A simple, powerful maintenance management system, HippoCMMS is an all-in-one tool to manage work orders, schedule and track preventive maintenance, and control inventory. You can quickly build reliable and efficient workflows that put you in control of your maintenance. 

Features 

Some of HippoCMMS’ main features include: 

• Preventive maintenance app 

• Enterprise Preventive Maintenance (EPM) 

• Comprehensive asset maintenance and repair history 

• Step-by-step instructions 

• Customizable checklists 

• Digital images, schematics, O&M manuals, and warranties 

• Interactive site maps and floor plans 

• Automated preventive maintenance planning 

• Vendor management 

What We Like 

Unlike some of the other programs on this list, HippoCMMS is a dedicated preventive maintenance program, including features like asset tracking and management, and others, which means, that taking care of your machinery and most essential equipment is easier and faster than ever, with features like automated preventive maintenance planning and comprehensive asset maintenance and repair history. 

ManWinWin

What Is ManWinWin? 

ManWinWin is a maintenance management system with over thirty years of experience and know-how. With thousands of users in over one hundred countries, ManWinWin adapts to different types of businesses, even in different languages. It can help you dramatically reduce costs and machinery downtime while helping you significantly boost productivity and efficiency. 

Features 

Some of ManWinWin’s features include: 

• Dashboard: quickly get a snapshot of your organization’s maintenance, the overall status of your assets, maintenance cost per asset, stock values, and more
• Assets: dynamic coding system and ability to manage maintenance equipment through alternative codes, detailed records of technical features, images, and associations. 
• Work Orders: management of maintenance plans and work associated with equipment by calendar, running records, or both 
• Option to manage the entire maintenance team’s tasks, planning and recording of man-hours 
• Management of maintenance times and downtime calculations 
• Ability to compare the planned costs versus actual 
• Materials: automatic recording of material in stock, minimum stock levels alerts, and purchasing suggestions
• Transfers and material returns 
• Costs: option to create cost documents associated with all types of equipment, maintenance work, or any maintenance system 
• Key Performance Indicators: comparative, evolutionary, and automatic analysis by equipment, system, cost center, or other entity 
• Work reports with custom graphics, pie or bar charts, and more 
• Maintenance Reports: creation of requests with the option to set required service times 
• Automatic and real-time monitoring of requests and their status 
• Android and IOS app 
• Purchasing Orders: option to define a series of purchase orders with different numbering 

What We Like

Easily one of the most extensive programs on this list, ManWinWin is a comprehensive and well-thought-out maintenance management system that any asset-intensive business should try out. 

MPulse

What is MPulse? 

MPulse is a maintenance management system that makes operations more productive, efficient, and cost-effective. Its features are divided into four goals: reduce maintenance expenses, minimize downtime, extend equipment life, and boost productivity. 

Features 

Reduce Expenses: 

• Work order management: prioritize the most important jobs 
• PM Scheduling and tracking: prevent the need for more costly repairs with easy Preventative Maintenance scheduling and tracking 
• Calendar View: visualize maintenance schedules with custom calendar views

Minimize Downtime:

• Advisor Dashboard: customize your home screen to put metrics that matter to you most 
• Asset Status Board: Keep track of essential financial and lifecycle information on valuable assets 
• Datalink Integration Adapter: push and pull information from any data source or database 

Extend Equipment Life: 

• Condition Based Maintenance: track the condition of buildings, machinery, and vehicles
• Asset Lifecycle Tracking: track purchase and warranty dates, expected lifetime, acquisition and replacement costs, and much more 
• Asset Management: easily add and organize your assets to fit the way you manage them, Excel, CSV, etc. 

Boost Productivity:

• Graphical Reporting: quickly create status reports and documents detailing your team’s maintenance work 
• Mobile Access
• Barcode Scanning: use your mobile device to find data in a system-wide search 

 What We Like 

We like MPulse because it divides its features into four impactful categories, making it that much easier to improve the preventive maintenance operations of your business.

Odoo

What is Odoo? 

Odoo is a modular Enterprise Resource Planning, or ERP, program. It has hundreds of different specific business applications, of which maintenance management is one, designed to help you increase productivity and automate critical processes. 

Features

Some of the features included in the Odoo Maintenance module include: 

• Automation: computes standard statistics to help plan preventive maintenance, including mean time between failure (MTBF), mean time to repair (MTTR), and expected next failure date 
• Organize Maintenance Requests: kanban and calendar views, easily track the progress of maintenance requests. You can use the maintenance calendar to organize and plan activities 
• Increase Overall Equipment Effectiveness: If applicable, your manufacturing department can trigger maintenance requests directly from their work center panel, speeding up an often slow process
• Dashboard and Statistics: track performance and create custom KPIs in just a few clicks 

What We Like 

We like Odoo because it’s a modular ERP, meaning you only pay for what you use. With dedicated programs, like the maintenance module, you can focus on what your business really needs, without paying for the rest. 

Praxedo

What is Praxedo? 

Praxedo, compared to the other preventive maintenance software programs on this list, is a bit different. It’s a field operations management system designed to improve the responsiveness of technicians when responding to different jobs. It’s used, particularly, by mobile technicians who carry out at least two different jobs per day at multiple locations. It puts together all the useful information and features on-the-go technicians need to get the job done in the most efficient and effective way possible. 

The technicians, through Praxedo, can increase their overall productivity and efficiency, which in turn benefits their customers and also their productivity. 

Features 

Some of the features included in Praxedo are: 

• Optimize Technician Routes 

• Automatically schedule maintenance and recurring jobs 

• Advance Scheduling 

• Track technician activity in real-time 

• Schedule work orders automatically 

• View work order history 

• Capture customer signatures in the field 

• Track items used 

• Create automated message scenarios 

• Notify customers upon arrival 

• Customer portal 

• Customizable KPIs 

• Generate word/PDF invoices

• Collect payment

• Integration with third-party ERP and Accounting programs

What We Like

Praxedo is an innovative field operations management system that not only positively impacts technicians but also their customers’ operations as well. With features like automatic scheduling, technician tracking, or even a customer portal, on-the-go technicians can be sure that they’ll get the job done quickly and efficiently with Praxedo. 

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UpKeep

What is UpKeep? 

UpKeep is a computerized maintenance management software that allows employees to organize tasks and maintenance operations. Companies can create and manage work orders, whether for emergency repairs or equipment maintenance, giving technicians the possibility to submit work requests on the platform. 

Features

Some of UpKeep’s features include: 

• Work Order Management: Create, prioritize, access, and measure all of your maintenance work orders in a single place
• Enterprise Asset Management: Easily track warranties, maintenance, depreciation, decommission of assets, and every other part of asset management operations.
• Preventive Maintenance: Improve productivity, efficiency, and profitability by scheduling equipment maintenance and creating alerts 
• Facility Management: Reduce response times and streamline maintenance requests in a single place 
• Inventory Management: Get deeper insights into costs and stock supplies 
• Property Management: Shorten response times by providing transparency into maintenance orders and their statuses
• Mobile App: Access the CMMS tool anywhere, right from your mobile device

What We Think 

We really like UpKeep because it allows businesses to create a foundation for extensive maintenance records, historical tracking of problems, inventory, and more. Scheduling is so much easier with UpKeep, making life so much easier for businesses. 

Preventive Maintenance Software

These programs that we laid out in this article will allow your business to, almost, entirely forget about maintenance. These systems are designed to make life easier for you and your organization by automating critical processes like scheduling and monitoring key infrastructure and equipment. 

So, which one are you going to go for?