Best Preventive Maintenance Software of 2026

Here's what we'll cover:

What is preventive maintenance software?

Who uses preventive maintenance software?

Features of preventive maintenance software

Benefits of preventive maintenance software

How to choose the right preventive maintenance software

Understanding preventive maintenance software trends

Preventive maintenance software essentials 

Preventive maintenance software, also known as preventative maintenance software, is one of the core components of a computerized maintenance management system (CMMS). It helps businesses maximize their resources, minimize operational downtime, extend asset life spans and reduce costs of maintaining assets.

A preventive maintenance system schedules standard asset upkeep tasks at the necessary intervals for equipment (e.g., oil changes for vehicles every 3,000 miles). These tasks are often determined by manufacturer recommendations, requirements based on codes or legislation, “expert” suggestions, or the standard care for similar assets based on frequency of use and performance metrics. By doing this, it supports ongoing asset care that’s based on hours in use, frequency of use or other variables. It also creates a schedule for regular upkeep that alerts staff of upcoming tasks, generates work orders, schedules necessary vendors for routine care and arranges the tools and resources necessary to complete a task.

Some buyers search for preventive maintenance software when they actually mean to look for predictive maintenance software, or vice versa. Predictive maintenance is a similar but distinct category of CMMS software wherein meters or sensors predict when a machine may break down. Repairs are thus performed when a machine shows signs of potential failure, as opposed to the preventive method of using past repairs data to set a schedule for future repairs.

CMMS tools such as preventive maintenance are typically priced on a per month basis, starting at $21 for basic systems. [1] More advanced platforms can cost upwards of $649 and often include premium support services and in-house or outsourced IT consultants. Be aware, however, that businesses often overestimate the number of users they will need, which can drive up estimated costs.

First-time buyers should consider their budget, the number of users needed, specific use cases, and necessary integrations. Consulting stakeholders to determine key questions for vendors can help find the best system. Questions for vendors may include:

• Does the tool have a free trial or demo version I can try out first?

• Can I alternate between time- and usage-based preventive maintenance with this system?

• How easily can I customize your solution to my desired maintenance tasks?

• Does your solution use AI to enhance its preventative maintenance capabilities and if so, how?

Because there are 238 different preventive maintenance vendors on Software Advice, choosing the right option can be a long process. In this guide, you’ll learn the essential components of preventive maintenance tools and get step-by-step guidance on how to choose the right tool for your company. If you’d prefer to chat with one of our experienced maintenance management software advisors, such as Jakub Vaughn and Cameron Pugh—who have led buyers to the right software over a combined four years—schedule a call or start a chat with us.

What is preventive maintenance software?

Preventive maintenance programs are an application of computerized maintenance management software (CMMS) that help organizations manage preventive care, as opposed to corrective or predictive care, of assets. These assets can include, for instance, manufacturing equipment, medical equipment, HVAC equipment and furniture.

The primary objective of maintenance schedule software is to prolong the life of an asset with a preventative upkeep schedule. This maximizes asset value and limits unnecessary replacement costs. It achieves this by scheduling regular equipment upkeep, reducing downtime by combining routine tasks when possible, and subsequently reducing repair-based expenditures and losses resulting from delayed or halted production.

A preventive maintenance system schedules standard asset upkeep tasks at the necessary intervals for equipment (e.g., replacing parts and refilling fluids). It supports ongoing asset care that’s based on hours in use, frequency of use or other variables. It also creates a schedule for regular upkeep that alerts staff of upcoming tasks, generates work orders, schedules necessary vendors for routine care and arranges the tools and resources necessary to complete a task.

Before we get started, there's an important distinction to be made between preventive maintenance and predictive maintenance. “The difference is that preventive maintenance is usually time-based, operating on a three-, six-, or 12-month schedule,” explains Vaughn. “Predictive maintenance tools are connected to specific assets and trigger maintenance events based on their performance.”

Despite this distinction, it’s common for buyers to confuse the two types of software. “I’ve had buyers ask for predictive maintenance solutions so they can build a three- or six-month maintenance plan for their HVAC unit,” says Pugh. “I usually explain that in this case, they can use a preventive maintenance tool that doesn’t require extra hardware to attach onto assets.”

Who uses preventive maintenance software?

We analyzed our extensive preventive maintenance software reviews and found that a wide variety of industries use preventive maintenance software, including construction, food and beverage, automotive, and healthcare. [2] Forty-eight percent of those reviews come from small to midsize businesses having 11-200 employees, and 45% of buyers are from enterprise-grade companies with over 200 employees.

But any business that relies on equipment for its day-to-day operations would benefit from preventive maintenance. Here are a few examples:

• Manufacturing: Any business that manufactures products using machinery is a great candidate for preventive maintenance, whether it’s producing furniture, cars, shoes, or potato chips.

• Fleet management: Moving, shipping, and construction companies all rely on vehicles. Preventive maintenance ensures that company vehicles are in good shape to carry out daily operations and transport drivers safely. See the image below for an example of preventive maintenance software used for fleet maintenance management.

• Commercial real estate: Whether you’re renting out apartments or brick-and-mortar storefronts, preventive maintenance ensures that appliances and HVAC systems are in working order.

• Medical: Preventive maintenance is especially important for hospitals and medical practices, where the ability of equipment to function properly can have serious consequences.

If your business has a lot of equipment, such as the examples listed above, preventive maintenance software is a must-have. The primary objective of preventive maintenance software is to prolong the life of an asset with a preventative upkeep schedule, which maximizes asset value and limits unnecessary replacement costs. It achieves this by scheduling regular equipment upkeep, reducing downtime by combining routine tasks when possible, and subsequently reducing repair-based expenses and losses resulting from delayed or halted production. It also allows your maintenance team to keep track of work order data so that unplanned maintenance work can be accommodated in addition to regular maintenance.

Features of preventive maintenance software

All preventive maintenance software includes maintenance scheduling and preventive maintenance features. Most share a variety of common features such as asset tracking, calendar management, inspection management, inventory management, and mobile access.

Core preventive maintenance software features

Each year we speak to hundreds of preventive maintenance users. We have analyzed those conversations to give you a better understanding of which features are most critical to maintenance professionals. [3]

Common preventive maintenance software features

Benefits of preventive maintenance software

Preventive maintenance software is beneficial because it allows for more efficient facility management. When you forgo routine maintenance in favor of maintaining equipment as needed, there are more variables that are beyond your control, such as the cost of repairs and duration of downtime.

Other benefits of preventive maintenance software include:

• A safer working environment for your employees. Regular inspection and maintenance of machinery can help minimize safety hazards, prevent accidents caused by equipment failure or malfunction, and reduce the risk of injuries or fatalities.

• More reliable equipment. Anticipating everyday wear and tear by performing regular inspections helps you keep assets in optimal working condition for longer. It also helps you save on replacement costs because longer-lived assets are less frequently replaced.

• Fewer interruptions to day-to-day operations. Unplanned downtime can throw a serious wrench in your production schedule and cost money. By proactively implementing maintenance tasks into your maintenance strategy, you can stop unexpected equipment outages before they occur.

• Easier compliance maintenance. Many companies are required to meet industry-specific regulations enforced by government agencies such as OSHA. Preventive software makes it easier to ensure you are complying with the national and international regulations that apply to your company and industry and to file appropriate reports. This reduces the risk of penalties that result from non-compliance.

How to choose the right preventive maintenance software

When you start the process of checking out potential preventive maintenance solutions, you should detail all your requirements and categorize them based on their importance. Nice-to-have features, such as barcode/ticket scanning, can come at the very end. Therefore, the solutions you’re considering should address all your crucial needs first.

Step 1: Define your requirements

Before you talk to a single preventive maintenance software vendor, you first have to decide on your priorities. These might include:

• Your preferred deployment method. Preventive maintenance software can be deployed over the web (also known as Software-as-a-Service, or SaaS) or installed on your premises. Both options have benefits and drawbacks, so it’s important to consider which one is best suited for your situation. For instance, web-based or “cloud” software has lower initial costs and reduces the need for a dedicated IT team because the vendor provides support. However, if your facility is based in a remote location with poor Internet bandwidth, this may not be the best option. Additionally, if you need complex customizations, SaaS may not be the best fit. Meanwhile, on-premise systems generally cost more up-front and may require IT for maintenance and upgrades.

• Whether or not you’ll need mobile access. Most preventive maintenance systems now offer mobile capabilities, which means that technicians in the field can complete tasks and access information on the go. For example, technicians and maintenance managers can:

  • Log real-time updates on repair jobs

  • Take and upload pictures of assets for condition reports

  • Access schedules, work orders, asset databases and parts inventories

  • Scan QR codes on equipment to retrieve asset history, maintenance schedules and more.

These mobile capabilities expedite maintenance resolution, boost staff efficiency, cut costs and improve communication between personnel and management.

You’ll also want to get an idea of your price range before you speak with a vendor.

How to find the right preventive maintenance price range

1. Assess your maintenance needs. Begin by understanding your business’s maintenance requirements. Identify the number of assets, equipment, and facilities you need to manage. Determine the complexity of your maintenance tasks, such as work order management, inventory control, and asset tracking.

2. Consider scalability. Think about your business’s growth potential. Ensure the preventive maintenance software can scale with your needs as your assets and maintenance operations expand. Consider how the software accommodates additional users, assets, or locations.

3. Identify essential preventive maintenance features. Create a list of must-have features and functionalities your business needs in a preventive maintenance tool. Prioritize these based on your maintenance goals and operational requirements.

Step 2: Make a shortlist of preventive maintenance software

With so many preventive maintenance software options to choose from, it can be a challenge to narrow down the options that are right for your practice—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Vaughn and Pugh have experience helping hundreds of managers and maintenance professionals identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your organization’s requirements.

Explore our list of preventive maintenance FrontRunners

If you’re not ready to speak to an advisor just yet, you can also start compiling your shortlist of preventive maintenance software with our FrontRunners report. Only products that earn top user ratings make this list. To be eligible for consideration, a product must:

• Have at least 20 unique user reviews in the last 24 months

• Be a stand-alone preventive maintenance software product

• Offer these features: preventive maintenance and maintenance scheduling

Check out our full methodology description for more detail on how the report is compiled.

Step 3: Schedule vendor demos to help select your best option

Now that you’ve compiled a list of top choices, you should start scheduling vendor demos.

These sessions help you explore features, understand pricing, and ultimately make the right investment. Preparation is key to getting the most out of these sessions.

How to prepare for vendor demos

Once you’ve compiled your shortlist of preventive maintenance software systems, schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about preventive maintenance-specific features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right system.

Some questions you should consider asking vendors in each demo include:

• Does the tool have a free trial or demo version? A free trial or a demo version of preventive maintenance software allows you to assess the software's suitability for your specific needs without commitment. It offers hands-on experience, showcasing features, ease of use, and compatibility. You can evaluate if the software aligns with your maintenance requirements and workflows, ensuring you make an informed decision, mitigate risks, and avoid investing in a solution that may not meet your expectations or deliver the desired ROI.

• Is there an open source version of the software? Open source versions of preventive maintenance software offer greater flexibility and control. It allows you to access, modify, and customize the code to fit your unique requirements. This fosters independence from vendor restrictions, reduces long-term costs, and ensures adaptability to evolving needs. Additionally, the open source community provides ongoing support and enhancements. Exploring this option allows you to harness the benefits of transparency, collaboration, and cost-efficiency in your preventive maintenance solution.

• Are there any add-on functionalities? Add-on functionalities in preventive maintenance software ensure that the software can evolve with the business's changing needs. These add-ons provide the flexibility to expand and enhance the system's capabilities, whether through advanced reporting, predictive maintenance, or specific industry-related features. By considering add-ons during the purchase, you can plan for future growth, prevent the need for costly software replacements, and maintain a competitive edge with a preventive maintenance solution that adapts to evolving maintenance requirements.

Understanding preventive maintenance software trends

• Improve internal processes using GenAI: Leading communication service providers (CSPs) such as BT, Deutsche Telekom and NTT are using generative artificial intelligence (GenAI) to improve internal processes and enhance their preventive maintenance strategies. For example, GenAI is helping them automate the creation of detailed reports and analyses that save time and effort in getting deeper insights into operational performance and making more informed decisions. [4]

Note: Questions and responses have been edited for brevity and clarity.

About our contributors

Author

Shubham Gupta is a writer at Software Advice, specializing in project management. His focus is to guide project managers from planning to execution and beyond. His expertise also spans construction, manufacturing, and other related topics. Shubham’s research and writing for Software Advice is informed by nearly 200,000 authentic user reviews and more than 10,000 interactions between Software Advice software advisors and project management software buyers. Shubham also regularly speaks to project managers and PMO leaders so he can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

Outside work, Shubham likes to explore the depth of Urdu poetry and enjoys his time with his dog.

Editor

Parul Sharma is a content editor at Software Advice with expertise in curating content for various niches, including SaaS, digital marketing, and search engine optimization. With over half a decade of experience in content writing and editing, Parul has the expertise to simplify complex terms into engaging, valuable content for targeted audiences. She completed her graduation and post-graduation in English literature from Delhi University and was awarded the Dr. Asha Sahni Memorial Award for being the highest scorer in her graduating class.

Parul has contributed to the news, lifestyle, education, and health verticle of DNA India, India’s premier media channel. Outside of work, she can be found curating healthy recipes, coloring in mandala books, and spending quality time with her family.

Advisors

Cameron Pugh is a senior advisor. He joined Software Advice in 2022, and is based in Austin, TX.

Cameron works directly with small business leaders to connect them with best fit software providers. He assesses the technology needs of small businesses seeking tools such as CMMS, inventory management, call center, and facilities software through one-to-one conversations and provides a short list of potential matches. 

His favorite part of being a software advisor is experiencing the buyer’s gratitude and relief when he finds the best software solution for their needs.

Jakub Vaughn is a senior advisor. He joined Software Advice in 2022 as a software advisor. He is based in Fort Myers, FL.

As part of the software advisor team, Jakub helps professionals from a wide range of industries who are seeking tools including CMMS, manufacturing, inventory management, and help desk software. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Jakub’s favorite part of being a software advisor is educating buyers with different needs on software systems available to them and their business.

Sources

1. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of December 9, 2023, are included in the pricing analysis.

2. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from August 31, 2023 to August 31, 2024.

3. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking CMMS tools. For this report, we analyzed phone interactions from August 31, 2023 to August 31, 2024. 

4. Market Trend: Generative AI Transforms Operations for CSP Enterprise Network Services, Gartner