13 Best Preventive Maintenance Software Tools for Effective Facility Management

Equipment failures are expensive, disruptive, and often preventable. That’s why more businesses are turning to preventive maintenance software to stay ahead of breakdowns and reduce costs. With the right system in place, you can automate maintenance schedules, track assets, and keep facilities safe and compliant. In this guide, we’ll explain what preventive maintenance is, its key benefits, and compare the best CMMS preventive maintenance software tools to help you choose the right fit for your business.

Everything you need to know about preventive maintenance software

What is planned preventive maintenance?

Planned preventive maintenance (PPM) is a proactive strategy where equipment and facilities are serviced on a regular schedule rather than waiting for breakdowns to occur. Tasks such as inspections, cleaning, lubrication, and part replacements are carried out at set intervals – monthly, quarterly, or annually. This reduces the risk of costly failures, extends asset lifespan, and ensures compliance with safety standards. Unlike reactive maintenance, PPM helps businesses stay in control and minimize downtime.

Why do you need preventive maintenance software?

Managing PPM with spreadsheets or paper quickly becomes inefficient and error-prone. Preventive maintenance management software automates scheduling, centralizes work orders, and provides real-time visibility into asset health. Instead of scrambling when something breaks, teams can rely on a structured system that assigns tasks, tracks progress, and alerts managers to potential issues. For industries where compliance and safety are critical – such as facilities, healthcare, or manufacturing – a CMMS preventive maintenance software solution ensures nothing slips through the cracks.

What are the benefits of preventive maintenance software?

Adopting preventive maintenance programs delivers measurable benefits across cost, safety, and performance. Companies that use software to support maintenance see:

• Extended asset lifespan through timely servicing and part replacement

• Reduced downtime thanks to planned repairs and inspections

• Lower maintenance costs by preventing major breakdowns

• Reduced financial losses that arise from asset downtime, asset failure, and unsafe working environments

• Improved compliance with automated records and audit trails

• Safer workplaces where risks are proactively managed

By standardizing workflows and providing analytics, preventive maintenance software helps managers optimize resources, make informed decisions, and prove ROI.

Key features to look for in preventive maintenance software

To build this list, we reviewed insights from multiple industry reports and software comparison guides, as well as vendor documentation covering over a dozen leading preventive and predictive maintenance tools. By analyzing the features most frequently highlighted across these platforms, we’ve distilled a set of core capabilities that any business should look for when evaluating CMMS preventive maintenance software.

Feature breakdown

• IoT integration
  Preventive maintenance becomes even more powerful when software connects directly with IoT sensors. Real-time data from equipment – such as temperature, vibration, or energy use – can automatically trigger maintenance actions, making the program more accurate and reducing the need for manual checks.
  
  

• Data collection & aggregation
  A good system provides possibilities to pull information together from sensors, machines, and past maintenance records into one place. This makes it easier for managers to see how equipment is performing and spot issues before they become serious.
  
  

• AI, machine learning & pre-trained models
  Some IoT tools use artificial intelligence to find unusual patterns in data. For example, if a machine starts vibrating more than normal, the software can predict a potential failure. This allows teams to fix problems early and avoid expensive breakdowns.
  
  

• Condition monitoring (vibration, thermal, acoustic, etc)
  Some preventive maintenance software connects with third-party systems to track changes in temperature, noise, or movement. By watching these signals in real time, companies can understand the true condition of their assets instead of relying on guesswork or rigid schedules.
  
  

• Dashboards, visualization & alerts
  Specialised tools with advanced dashboards bring all your asset data together in a clear format so managers and technicians can quickly see what needs attention. Automatic alerts flag problems as soon as they appear, helping teams respond faster and reduce downtime.
  
  

• Work order automation & prescriptive actions
  Instead of manually raising a work order, preventive maintenance software integrates with field service management tools to generate tasks automatically when it detects a potential issue. It can also suggest what steps to take – for example, tightening a part, replacing a component, or scheduling an inspection.
  
  

• Asset management & lifecycle tracking
  Every piece of equipment has its own history – when it was bought, when it was last serviced, and when parts were replaced. Asset management features keep all this information together, helping companies plan ahead and get the most value out of their investments.
  
  

• System integrations
  Preventive maintenance software should work smoothly with the tools a business already uses, such as ERP, inventory, or facility management systems. This avoids double data entry and ensures maintenance is aligned with wider business operations.
  
  

• Mobile access & field enablement
  Technicians often work away from the office. Mobile apps let them see their tasks, log updates, and capture photos on site. This speeds up work, reduces paperwork, and keeps everyone aligned in real time.
  
  

• Reporting & analytics
  Reporting tools show how well maintenance programs are working – for example, tracking downtime trends, costs, or compliance. These insights help managers prove the value of their maintenance strategy and spot opportunities for improvement.
  
  

• Threshold-based notifications
  With this feature, managers can set limits for things like temperature, vibration, or running hours. If a machine crosses those limits, the software sends a notification straight away so action can be taken before damage occurs.

Best preventive maintenance software options for your business

1. Einpix – best overall

Einpix is an all-in-one preventive maintenance management software designed to help businesses cut downtime, reduce costs, and extend equipment lifespan. With a clean mobile app and powerful backend, it streamlines everything from asset tracking to work order management.

Best features

• IoT integration – Einpix connects directly with IoT-enabled equipment to capture real-time data. This allows businesses to schedule predictive maintenance tasks based on actual machine conditions, reducing the risk of costly failures.

• Preventive maintenance scheduling – Plan maintenance tasks in advance to prevent costly incidents, especially for IoT-connected equipment.

• Mobile accessibility – Technicians can access work orders, customer details, and equipment info directly from the mobile app, reducing paperwork and boosting productivity.

• Asset tracking & management – Keep track of the status and location of all tools and equipment, reducing loss and ensuring the right instruments are available when needed.

• Accessible API – Seamlessly integrate Einpix with third-party tools for data collection, analytics, and automation.

• Work order management – Field staff can create, update, and close work orders on the go, cutting down on admin and encouraging accurate record-keeping.

• Reporting & analytics – Track maintenance performance, technician efficiency, and customer satisfaction, making it easier to identify training needs or equipment upgrades.

Pros
✔ Affordable pricing with discounts on annual plans
✔ Open API for easy integrations
✔ Dedicated apps for iOS and Android

Cons
✗ Lacks advanced features like automated route planning, SMS messaging, and payment collection
✗ Document storage is limited to task and equipment records, without a full folder structure
✗ No built-in financial management tools

Pricing
Einpix plans start at just €12 per user per month for 5+ users, making us one of the cheapest field service management tools on the market. Save 15% by signing up for an annual contract.

→ Einpix pricing 

Review scores
★ 5/5 – Capterra | ★ 5/5 GetApp

→ Try Einpix for free!

2. Fiix – best for data-driven maintenance teams

Fiix is a cloud-based CMMS that places heavy emphasis on data and analytics. It’s designed for teams that want more than just a scheduling tool – Fiix helps organizations capture, connect, and analyze maintenance data to drive smarter decisions.

Best features

• AI-powered Asset Risk Predictor – Uses machine learning to analyze asset data and predict the likelihood of failure. This allows managers to prioritise repairs before downtime occurs.

• Data-rich reporting dashboards – Visualize KPIs such as mean time between failures (MTBF), cost per asset, and preventive compliance rates. Perfect for managers who need to justify ROI to stakeholders.

• Customizable integrations – Connects easily with ERP, production, and IoT systems, ensuring maintenance data flows into wider business analytics.

• Mobile app – Field technicians can log tasks, attach photos, and access asset histories in real time, keeping data accurate and complete.

Pros
✔ Strong analytics and reporting features
✔ Free plan available for smaller teams
✔ Wide integration ecosystem

Cons
✗ Advanced analytics require higher tiers
✗ May feel complex for small organizations

Pricing
Offers a free-for-life plan for creating work orders, managing preventive maintenance tasks, and building asset hierarchies. Basic plan starts at $45 per user/month. Enterprise plans are quote-based.

Review scores
★ 4.5/5 – Capterra | ★ 4.6/5 G2

3. Velappity – best for compliance-led inspections and PPM

Velappity is tailored for businesses where compliance, inspections, and reporting are central to operations. It’s especially useful for facilities management and contractors working under strict safety and legal frameworks.

Best features

• Custom inspection forms – Build digital forms for safety checks, compliance audits, or routine inspections without coding.

• Planned preventive maintenance scheduling – Automate recurring inspections and servicing to meet compliance requirements.

• Client portal – Share inspection results and maintenance schedules with clients in real time, improving trust and transparency.

• Compliance reporting – Generate branded, audit-ready reports that demonstrate adherence to safety standards.

Pros
✔ Excellent compliance and reporting focus
✔ Client-facing portal strengthens relationships
✔ Easy form customization

Cons
✗ Narrower focus than full-featured CMMS tools
✗ May lack enterprise-grade asset management

Pricing
Plans start at £15 per user/month, scaling to £50 for the Gold plan.

Review scores
★ 4.2/5 – Apple App Store 

4. UpKeep – best for mobile-first maintenance

UpKeep is designed with mobility at its core, making it ideal for field-based teams that need fast, intuitive tools. Its emphasis on user experience ensures technicians can adopt it quickly, reducing training overhead.

Best features

• Mobile-first interface – Technicians can create, update, and close work orders from a smartphone or tablet, even attaching photos to document issues.

• Condition-based scheduling – Maintenance can be triggered by IoT sensors or meter readings, ensuring work is performed only when needed.

• Parts and inventory tracking – Keeps spares linked to assets and alerts staff when stock levels are running low, avoiding delays.

• Customizable workflows – Tailor checklists and work order fields to match real-world processes.

Pros
✔ User-friendly mobile experience
✔ Strong inventory management tools
✔ Fast rollout with minimal training

Cons
✗ Limited flexibility at lower price tiers
✗ Advanced analytics locked to higher plans

Pricing
Essential starts at $20 per user/month, Premium at $45. Higher tiers are quote-based.

Review scores
★ 4.5/5 – G2 | ★ 4.6/5 – Capterra

5. eMaint – best for enterprises needing compliance and auditability

eMaint, part of Fluke Reliability, is aimed squarely at large, regulated organizations. With powerful scheduling and compliance capabilities, it helps enterprises reduce downtime while maintaining strict audit trails.

Best features

• Visual scheduling – Drag-and-drop interface to plan preventive maintenance across large fleets of assets.

• Sensor integration – Connects directly to Fluke sensors and SCADA systems, enabling predictive maintenance from live asset data.

• Audit-ready reporting – Logs every work order, approval, and change for easy regulatory compliance.

• Multi-site management – Standardize processes across multiple facilities while still allowing local flexibility.

Pros
✔ Excellent compliance support
✔ Predictive maintenance with Fluke sensors
✔ Scales across global enterprises

Cons
✗ Higher pricing than mid-market tools
✗ User interface less modern than newer CMMS

Pricing
Unlisted

Review scores
★ 4.5/5 – Gartner | ★ 4.5/5 – G2

6. Limble – best for fast rollout and automation

Limble is a modern CMMS designed for quick adoption. Its focus on automation and ease-of-use makes it a good choice for organizations scaling preventive maintenance programs without heavy IT support.

Best features

• Automated PM scheduling – Create recurring tasks based on time, usage, or meter readings to prevent unexpected downtime.

• Mobile app with offline mode – Technicians can update work orders on site even without internet access.

• Asset and inventory management – Track asset history, locations, and spare parts in one platform.

• API and IoT integrations – Connect to third-party systems and IoT devices for more advanced automation.

Pros
✔ Very easy to set up and use
✔ Unlimited requesters included
✔ Transparent pricing

Cons
✗ Some advanced features limited to higher tiers
✗ Reporting dashboards can feel overwhelming initially

Pricing
Standard plan is $28 per user/month, Premium+ is $69. Enterprise pricing is custom.

Review scores
★ 4.8/5 – G2 | ★ 4.8/5 – Capterra

7. MaintainX – best for multi-site operations

MaintainX is designed for organizations that need to standardize processes across multiple facilities. It combines strong preventive maintenance scheduling with workflow automation and enterprise controls.

Best features

• Time-, meter-, and condition-based PM – Create flexible maintenance schedules triggered by usage or real-time asset data.

• Multi-site management – Standardize preventive maintenance programs while keeping site-level reporting.

• Workflow automation – Automate escalations, approvals, and task assignments to ensure consistent execution.

• IoT and OT integrations – Enterprise plans include connections to sensors and operational technology systems for advanced condition monitoring.

Pros
✔ Excellent for scaling across facilities
✔ Strong automation tools
✔ Clean, modern user interface

Cons
✗ IoT integrations limited to Enterprise plan
✗ Higher costs for Premium tier may deter small teams

Pricing
Free-for-life plan includes unlimited work orders. Essential is $20 per user/month, Premium is $65. Enterprise is custom priced.

Review scores
★ 4.8/5 – Capterra | ★ 4.8/5 – G2

8. FMX – best for facilities and education teams

FMX focuses on facilities and education organizations, making preventive maintenance simple to plan, execute, and report. It’s a practical choice for teams that value clarity over complexity.

Best features

• Calendar-based scheduling – Easily create recurring PM tasks tied to dates or meter readings.

• Custom checklists – Attach step-by-step instructions to work orders so nothing is missed.

• Work request portal – Staff and tenants can submit requests directly into the system, reducing admin.

• Flexible reporting exports – Generate reports in CSV, Excel, or PDF to share with auditors or leadership.

Pros
✔ Very user-friendly
✔ Great fit for facilities and schools
✔ Strong reporting tools

Cons
✗ Pricing not transparent – quote only
✗ Fewer predictive features than enterprise CMMS

Pricing
Available via custom quote, typically based on number of users or size of organization.

Review scores
★ 4.7/5 – Capterra | ★ 4.7/5 – G2

9. Fleetio – best for fleet maintenance management

Fleetio is a dedicated fleet management and maintenance platform that helps businesses keep vehicles safe, compliant, and cost-effective. It goes beyond standard CMMS by focusing on fuel tracking, inspections, and telematics.

Best features

• Automated service reminders – Schedule preventive maintenance for each vehicle based on mileage, time, or usage.

• Mobile inspections – Drivers can complete digital inspections before and after trips, reducing compliance risks.

• Fuel management – Track fuel consumption and identify inefficiencies across the fleet.

• Integration with telematics – Connects to GPS and telematics devices for real-time mileage and condition data.

Pros
✔ Tailored specifically for fleets
✔ Strong integration with telematics providers
✔ Easy-to-use mobile app for drivers and managers

Cons
✗ Narrow focus on vehicles – not suitable for wider asset management
✗ Pricing scales quickly with fleet size

Pricing
Plans start at around $5 per vehicle/month depending on features.

Review scores
★ 4.6/5 – G2 | ★ 4.8/5 – Capterra

10. Maintenance Connection – best for enterprise asset-heavy industries

Maintenance Connection is an enterprise-grade CMMS designed for manufacturing, utilities, and large asset-intensive industries. It balances preventive maintenance scheduling with advanced asset management and reporting.

Best features

• Preventive maintenance library – Pre-built templates to quickly launch maintenance programs.

• Advanced asset hierarchy – Track complex assets, sub-components, and facilities.

• Custom reporting and dashboards – Build detailed reports for cost analysis, compliance, and performance.

• Mobile CMMS – Access work orders and asset data on the go.

Pros
✔ Built for asset- industries
✔ Robust preventive maintenance scheduling
✔ Strong support for compliance reporting

Cons
✗ Higher pricing, with quotes required
✗ Can feel complex for smaller teams

Pricing
Available via custom quote.

Review scores
★ 4.5/5 – Capterra | ★ 4.4/5 – G2

11. SafetyCulture – best for safety and inspection-led maintenance

SafetyCulture (formerly iAuditor) is an inspection and audit platform that can also support preventive maintenance programs. Its focus is on safety, compliance, and standardized workflows.

Best features

• Analytics dashboards – Spot recurring safety or equipment issues to prevent failures.

• Custom digital checklists – Create and assign inspection templates for equipment and facilities.

• Issue tracking – Raise issues during inspections and convert them into actions or work orders.

• Mobile-first design – Built for frontline workers to complete checks quickly.

Pros
✔ Strong compliance and safety inspection focus
✔ Easy to build and share checklists
✔ Scales across large distributed teams

Cons
✗ Limited full CMMS features (e.g. inventory, advanced asset tracking)
✗ Better suited as an add-on rather than standalone CMMS

Pricing
Free for up to 10 seats and five active templates. Paid plans start at $29 per seat/month.

Review scores
★ 4.6/5 – Capterra | ★ 4.6/5 – G2

12. IFS Ultimo – best for enterprise-wide asset management

IFS Ultimo is an enterprise asset management (EAM) platform that includes robust preventive maintenance tools alongside health & safety and IT asset management capabilities. It’s aimed at complex organizations needing a single system of record.

Best features

• Advanced preventive maintenance scheduling – Plan maintenance across thousands of assets with time-, meter-, or condition-based triggers.

• Multi-department modules – Manage not only maintenance, but also HSE, facilities, and IT assets.

• Powerful reporting – Access BI-style dashboards to monitor costs, downtime, and compliance.

• Scalable deployment – Supports both cloud and on-premise setups for enterprise flexibility.

Pros
✔ Enterprise-grade functionality across multiple domains
✔ Strong compliance and HSE support
✔ Flexible deployment options

Cons
✗ Steeper learning curve
✗ Pricing on the higher side, with quotes required

Pricing
Enterprise pricing available on request.

Review scores
★ 4.4/5 – Capterra | ★ 4.5/5 – Gartner

13. Alldevice – best for simplicity and ease of use

Alldevice is a straightforward CMMS designed to make preventive maintenance accessible for any organization. The platform is built by people who use it daily, so the interface is intuitive and simple to adopt.

Best features

• Task planning – Create, assign, and track maintenance tasks with minimal setup.

• Device information management – Store and access key details about any device or asset in a central database.

• Automated tasks – Schedule recurring preventive maintenance activities so nothing gets missed.

• Failure analysis – Identify problem devices quickly and prioritize corrective actions.

• Reporting tools – Generate clear, detailed reports to track maintenance history and performance.

• Mobile-friendly access – Use Alldevice on smartphones and computers, with NFC tag support for quick access to asset data in the field.

• Photo uploads – Capture and attach images to work orders for better context and record-keeping.

Pros
✔ Very easy to use, with a clean and intuitive interface
✔ Supports NFC tags and mobile access for field teams
✔ Unlimited user potential and multilingual support

Cons
✗ Pricing not published – must request a quote
✗ Lacks some advanced enterprise CMMS features (e.g. deep integrations, IoT data collection)
✗ Do not support Offline mode

Pricing
Pricing not publicly available – businesses must contact Alldevice for a tailored offer.

Choose the right preventive maintenance software

Every business has different priorities – whether that’s compliance, mobility, or enterprise-level reporting – but one thing is clear: preventive maintenance software is essential to reduce downtime, extend asset life, and cut costs.

While all the tools on this list have their strengths, Einpix stands out as the best overall option. With powerful IoT integration, intuitive mobile apps, and flexible work order management, it gives teams the tools they need to stay ahead of breakdowns without breaking the budget.

The best part? You can try Einpix free and see the impact for yourself.

→ Start your free Einpix trial today

FAQs about preventive maintenance software

Who should use preventive maintenance software?

Any business that relies on assets or equipment can benefit – from manufacturing plants and healthcare providers to facilities managers and field service teams.

How much does preventive maintenance software cost?

Pricing varies, but most platforms charge per user per month. Entry-level plans typically start at around €12 – €24, with advanced enterprise features priced higher.

Is preventive maintenance software the same as CMMS?

Yes – most preventive maintenance platforms fall under the umbrella of CMMS (computerized maintenance management systems), which also manage work orders, inventory, and reporting.

Does preventive maintenance software support IoT integration?

Modern solutions often integrate with IoT sensors. This allows equipment data – like vibration, temperature, or energy use – to trigger maintenance automatically.

Can preventive maintenance software help with regulatory compliance?

Yes – many tools include audit trails, digital forms, and automated reporting features to simplify compliance with industry regulations.