Top 10 Preventive Maintenance Software Solutions for Small Companies

Top Preventive Maintenance Software For Small Companies

Here’s a quick rundown of the best preventive maintenance apps for small platforms that are on a budget to streamline their operations.

1. Xenia - Overall No. 1 Preventive Maintenance Software For Small Businesses

If you’re on the hunt for an all-inclusive maintenance solution for your maintenance management needs, Xenia is the perfect choice with unparalleled affordability and user-friendliness. 

Initially designed with small businesses in mind, this preventive maintenance software, has seen its adoption expand across diverse sectors due to its robust maintenance capabilities.

However, over the passage of time, the platform's services have taken up a broad spectrum approach, catering to multiple industries at different levels.

Preventive maintenance, or you could say, maintenance management, is just part of the many services that Xenia facilitates customers with.

With a cutting-edge mobile-first approach, Xenia offers a comprehensive suite of features even in its free package. From inspections to work orders, asset tracking, and more, our one-of-a-kind software provides the tools necessary to streamline maintenance operations.

No matter what type of business your run, the power of Xenia's template builder, coupled with access to a vast public template library, enabling effortless customization to match your unique operations.

Key features include centralized preventive maintenance operations, an AI-powered SOP builder, and precise scheduling capabilities across categories, assets, and locations.

What has made it the favorite among small businesses? Well, for starters, its exceptional value, user-friendly interface, robust functionality, and top-notch customer service have all played significant roles.

Key Features

• Preventative Maintenance: Data tracking and planned work orders help streamline recurring activities like preventative maintenance and weekly duties.‍
• A.I. Powered SOP Assistant: Our AI-powered solution is about to change the game when it comes to managing standard operating procedures (SOPs) for hotels, as well as for documentation and communication.‍
• Work Order Management: Delegating work and keeping tabs on its progress from any device can drastically cut down on processing times.‍
• Smart Inspection Workflows: At every level, Xenia's operations template builder integrates conditional logic. A clear response opens up a lot of possibilities, including fixing an inaccurate inspection step.‍
• Equipment & Asset Management: When it comes to your company's most important assets and equipment, Xenia can help teams find risks, fix issues, monitor spending, and examine past performance.

Pricing

• Free Forever: Free for up to 5 users with access to all the basic features
• Starter: $99 / month for the first 15 uesrs with access to core features
• Premium: $199 / month for the first 15 users with unlimited access to all the core and advanced features + functionalities
• Custom: Need something tailored to your organization

Feel free to Book a Demo today!

2. AssetTiger

To streamline your company's resource and equipment management, AssetTiger offers preventive maintenance tools as part of its cloud-based asset management software.

With features like depreciation tracking techniques—straight line, double declining balance, 150% declining balance, or sum of the years' digits—you can forecast monthly or yearly expenses accurately.

AssetTiger's free edition allows monitoring of up to 250 assets with unlimited tags. For scalability, premium plans offer the option to track up to 500,000 assets, ensuring flexibility to meet your business's evolving needs.

Key Features 

• Mobile Barcode Scanning: Utilize your smartphone or tablet to scan asset barcodes, capture images, and tag assets for instant performance updates in real-time.‍
• Asset Tags: Easily affix durable labels, typically containing barcodes or alphanumeric identifiers, directly to your assets using AssetTiger.‍
• Pre-configured Reports: Choose from a variety of preset report templates within AssetTiger, covering essential areas like maintenance history, inventory levels, downtime statistics, and cost analysis.

Pricing

• Ask the vendor for a quote.

3. Coast

Easily create and manage maintenance, repair, and inspection work orders (cards) in Coast CMMS, containing asset details, assigned tasks, technicians, due dates, and other relevant information.

Collaborate seamlessly in workspaces with one-on-one or group chats, task discussions, card exchanges, and queries. Track scheduled maintenance tasks, work orders, and associated images or comments effortlessly.

Coast's free subscription offers unlimited messages, workspaces, and cards, with the ability to attach files up to 3 MB and retain messages and cards for up to seven days. Upgrade to a premium subscription for features like scheduling, unlimited file uploads and picture attachments, cost and time tracking, and access to a reporting dashboard.

Key Features 

• Shareable Cards: Create and customize a form with work order details using Coast CMMS, and share it with the team through dedicated workspaces. This feature enables you to print forms directly from the system.‍
• File Uploads: You can attach notes, images, videos, and documents to work orders, with supported file and document formats including PNG, JPEG, GIF, PDF, Word, and Excel. ‍
• Card History: Effortlessly search, access, share, and download any historical maintenance work orders stored within the system.

Pricing

• Free: $0 per user/month
• Starter: $20 per user/month
• Pro: $39 per user/month
• Enterprise: Tailored solutions

4. Fiix

One feature of Fiix's CMMS software is the ability to create a personalized dashboard for asset performance, using metrics relevant to your company's objectives.

The dashboard compares projects, assets, time, and users based on chosen metrics. When evaluating asset maintenance tasks, you can choose from pre-built report templates or create custom reports. This preventive maintenance tool's mobile app includes features like accepting job requests, making inquiry requests, recording labor hours, spare parts consumption, and attaching pictures. When new tasks are assigned or requests are made, your team receives automatic alerts within the app.

With Fiix's free plan, you can monitor an unlimited number of assets, components, and inventories. Up to 25 PM requests can be scheduled, and there's no limit to the number of work orders or service requests created. With a premium subscription, you can manage assets across multiple sites, create AI work orders, and have unlimited schedules.

Key Features 

• Downtime Tracking: Track and measure equipment uptime and downtime to assess key performance indicators (KPIs) such as mean time to repair (MTTR) and mean time between failures (MTBF).‍
• Speech-to-text Notes: While performing preventive maintenance tasks, dictate notes directly into the mobile device. These notes are saved as audio files within relevant work orders or maintenance records.‍
• Task Lists: Generate a comprehensive list of tasks linked to scheduled maintenance, checklists, and standard operating procedures for asset maintenance.

Pricing Models 

• Free: No credit card required
• Basic: $45 per user, per month
• Professional: $75 per user, per month
• Enterprise: Contact vendor

5. Odoo

With Odoo's Kanban boards, you can monitor the status of maintenance requests by seeing the different steps of the process.

The board is organized into columns for each step, such as "Planned," "Scheduled," "In progress," "Completed," and "Overdue." This visual representation allows you to easily track the progress of maintenance tasks and prioritize accordingly. 

Odoo's free plan allows unlimited users access to all preventative maintenance services. If you want access to additional Odoo features—like those for finance, sales, marketing, and productivity—you'll need to upgrade to a premium plan.

Key Features 

• Calendar View: See the due dates and descriptions of planned preventative maintenance chores in a calendar. Tasks, assets, and technician assignments can all be filtered in the calendar on a weekly or monthly basis..‍
• Work Center: Make use of digital meeting places to coordinate the assembly and manufacturing of individual pieces of machinery and other assets. Hourly cost, capacity, and work efficiency are just a few of the important metrics that this functionality computes and monitors for these work centers automatically. ‍
• Reporting Dashboard: Take a bird's-eye perspective of your company's assets, including their performance, availability, and productivity time. You may learn about the assets' usefulness, longevity, and maintenance costs by comparing them for the amount of time they operate on the dashboard.

Pricing

• One App Free: $0
• Standard: $7.25 per user/month
• Custom: $10.90

6. Limble CMMS

Limble CMMS enables the creation of preventative maintenance plans using pre-made templates and the attachment of documents like photographs, checklists, and vice versa.

The application streamlines scheduling and assigns tasks to professionals based on their expertise and past work. 

Monitoring of work order progress and schedules in real-time is facilitated through the dashboard. Asset hierarchies can have their equipment records customized based on job allocation and performance. With the free Limble CMMS software plan, users can generate an unlimited number of work orders with linked photos, although only four maintenance regimens may be active simultaneously. 

Premium plan upgrades offer additional features such as limitless repeating schedules, automatic work orders, and personalized escalation alerts.

Key Features 

• Photo Capture and Markup: Take pictures and add them to to-do lists and asset registries. To draw attention to certain parts of a picture, you can utilize this function to create simple annotations like text boxes and arrows.‍
• Work Request Portal: Approve the use of the tool's portal by field technicians to submit new work requests. The request is documented as a ticket along with the asset's name, maintenance needs, and location.‍
• Procedure Templates: Typical maintenance requests include pre-built templates that include the following: steps, materials, cost, safety checklist, and tools. This function lets you add media files like movies and documents to your instructions.

Pricing

• Starter Plan: $40 per user per month
• Professional Plan: $70 per user per month
• Limble Business Plus: $105 per user per month

7. Maximo Asset Management

Maximo Asset Management, an IBM SaaS subscription, has a preventative maintenance feature to keep equipment functioning effectively. 

Enterprise asset management software that focuses on preventative maintenance may aid in the preparation of maintenance schedules and budgets by estimating the time, money, materials, and services required to complete inspection and maintenance tasks.

Key Features 

• PM Records Templates: Create customizable templates, known as PM records (or PMs), to standardize and streamline the generation of scheduled preventive maintenance work orders.‍
• Flexible Scheduling Options: Select specific days, months, or seasons to generate work orders from a PM, allowing for tailored scheduling based on asset requirements and operational needs.‍
• Route-Based PM Scheduling: Schedule PM work for assets on predefined routes, incorporating lead times, seasonal considerations, and extended dates to ensure timely maintenance tasks are triggered even outside of regular PM frequency cycles.

Pricing

• Contact IBM Maximo for more info.

8. Fleetio

Using Fleetio's preventative maintenance scheduling function, managers can easily maintain tabs on all of the vehicles' PM chores. 

The program helps with bulk reminder management and keeps tabs on common service items like oil changes, wheel alignments, brakes, and more from a fleet management standpoint, making it a useful tool for preventative maintenance.

Key Features 

• Proximity Notification Threshold: Define a proximity threshold to receive notifications about upcoming maintenance tasks, ensuring timely awareness based on asset location or other relevant factors.
• Customized PM Service Schedule: Tailor PM service schedules across your fleet by customizing maintenance requirements based on specific asset attributes such as age, usage, or condition, optimizing maintenance planning and resource allocation.
• Mechanic Assignment and Automatic Linking: Assign maintenance tasks to mechanics and automatically link completed services to corresponding assets, seamlessly resetting PM alerts and updating maintenance records for improved efficiency and accuracy.

Pricing

• Essential: $4 per vehicle per month
• Professional: $7 per vehicle per month
• Premium: $10 per vehicle per month

9. AkitaBox

AkitaBox's facility management software includes a maintenance management platform, allowing customers to simplify reactive and preventative maintenance chores and better maintain their facilities. 

It provides a system that streamlines the management and completion of work orders across buildings, making it ideal for preventative maintenance in commercial real estate assets and educational institutions.

Key Features

• Custom Preventive Maintenance Programs: Tailor preventive maintenance programs to address critical tasks specific to your fleet's needs, ensuring optimal asset performance and longevity.‍
• Maintenance Dashboard and Calendar View: Access a centralized maintenance dashboard and calendar view to monitor work orders, service requests, and preventive maintenance schedules, providing visibility into tasks requiring attention and facilitating efficient resource allocation.‍
• Message Communication:  Enable communication between maintenance teams and initial requesters by allowing them to send and receive messages within the system, facilitating collaboration and ensuring clear and timely communication throughout the maintenance process.

Pricing

• Ask the vendor for a quote.

10.  ServiceChannel

ServiceChannel can be used for preventative maintenance by creating recurring work orders, tracking scheduled maintenance work, and automating billing. 

To make adjustments quickly and establish wiser budgets, ServiceChannel can let you monitor and break down expenditure and performance by location, sub-brand, trade, and supplier. It is primarily used as preventative maintenance software in the retail business.

Key Features

• Automated Workflows for Repair and Maintenance: Implement automated workflows to streamline the repair and maintenance process, from initial work order creation to completion, optimizing efficiency and reducing manual intervention.
• ‍Troubleshooting Steps Setup: Establish troubleshooting steps within the system to deflect work orders and route approvals to the appropriate individuals or departments, ensuring timely resolution and effective allocation of resources.‍
• Invoice Management: Implement controls to halt invoices for incomplete work and validate invoices for accuracy in rates and hours, minimizing billing discrepancies and ensuring fair and transparent invoicing practices.

Pricing

• Ask the vendor for a quote.

Why Do You Need Maintenance Management?

Maintenance management software simplifies and optimizes maintenance procedures.

Schedule preventative maintenance, monitor repair orders, and manage inventory efficiently from one consolidated platform. Despite being a necessary aspect of business, managing maintenance can be time-consuming. 

A study by Limble CMMS found that 34% of firms spend over 30 hours weekly on maintenance operations. Automation through preventive maintenance software for small companies reduces human intervention, saving time and money, minimizing equipment failure, and normalizing maintenance processes. 

With these benefits, businesses can enhance productivity and ensure excellent service delivery to consumers while reducing the likelihood of unplanned outages.

What Is Preventive Maintenance (and Why Is It Important)?

Preventive maintenance is proactive, conducted at regular intervals to prevent asset failure and unscheduled downtime by completing repairs before equipment shows noticeable faults. It's an essential component of every company's asset management strategy, guaranteeing optimum equipment performance and lowering maintenance costs and other expenditures.

What are the Key Types of Preventive Maintenance?

• Time-based maintenance (TBM): If your company's service staff were to follow this type, they would upgrade or replace a certain part, gadget, or piece of machinery at regular intervals as per a predetermined timetable. It is imperative that the timetable be adhered to without deviation, regardless of whether the item in issue really required repair or replacement. Scheduling is still something of an imprecise science, but it is usually designed with component and equipment life cycles in mind.‍
• Failure-finding maintenance (FFM): Within the PM family, FFM has a specialized position. It entails locating malfunctions that impact safety features like pressure safety valves or trip transmitters. They won't have failed until the issue they were intended to fix doesn't become worse, which will cause them to fail again. FFM follows a predetermined timetable that may be established using risk analysis or a comparable technique.‍
• Risk-based maintenance (RBM): Since risk analysis is fundamental to many parts of running a business, it should come as no surprise that it is a part of a system for preventative maintenance. This kind of preventative maintenance prioritizes the examination and maintenance of machinery, devices, and components with the highest failure risk and the most severe repercussions in the event of a failure. Maintenance is performed much less often on equipment that poses less of a danger. Among other specialized approaches, RBM employs the fundamental risk = probability x consequence equation to provide as a financially viable PM service.‍
• Condition-based maintenance (CBM): Depending on the current state of any piece of machinery or other important asset, this kind of maintenance is performed at predetermined intervals. Rather of searching for blatant issues, a maintenance technician may pay more attention to more subtle warning signs—the little things that don't seem to be a big deal right now but might cause major difficulties down the road. With the help of IIoT-connected sensors and gauges, CBM can be used in certain situations. The goal is to reduce the expenses and downtime caused by catastrophic equipment failures by avoiding full-scale repairs or replacements.‍
• Predictive maintenance: Modern AI installations include machine-learning frameworks into their preventative maintenance procedures, making this version of CBM even more effective. For the time being, predictive maintenance is not the most popular kind of preventive maintenance, but that could change soon enough due to the early phases of artificial intelligence. (Sophisticated automation is a characteristic of many forms of preventative maintenance software; it's only a matter of time before this automation is classified as AI.)

Bottomline

Any industry or field that relies on reliable and uptime-critical equipment must prioritize the implementation of preventative maintenance procedures. Businesses can save money on repairs, keep downtime to a minimum, and boost productivity with preventative maintenance, which identifies and fixes possible problems before they become big ones.

Manually doing preventative maintenance is possible, but using specialized preventive maintenance software for small companies like Xenia makes the process much more efficient and seamless. Boost efficiency and streamline your maintenance tasks effortlessly.