5 Best Preventive Maintenance Software of 2025

Do you know how many hours your technicians spend ensuring preventive maintenance? How many hours do they spend creating manual reports instead of solving actual problems? The answer is a lot. Some of your experts might be nearing retirement while they perform these checks manually instead of transferring their knowledge.

These preventive maintenance checks are crucial for maintaining your assets and ensuring operational efficiency. This means they cannot be neglected or postponed. They can only be automated or delegated.

Luckily, we live in a time with a variety of preventive maintenance software solutions to choose from.

In this blog, we delve into best preventive maintenance softwares and how to choose the best one for your business from our top five picks.

What is Preventive Maintenance Software?

Preventive Maintenance Software (or preventative maintenance software) helps manage maintenance operations in a company. Maintenance managers primarily use it to schedule technician tasks and monitor equipment conditions. Preventive maintenance (PM) is any routine maintenance performed on equipment to keep it running and prevent unplanned downtime or emergency repair costs. Managing PM can be challenging, which is why many companies use a computerized maintenance management system (CMMS).

Throughout the blog, we’ll discuss each of these in detail, so you can have your pick.

Let’s get started.

Top 5 Best Preventive Maintenance Software

Here are the top 5 Preventive Maintenance Software for 2024:

Plutomen Workflow

Plutomen Workflow is a comprehensive software solution that digitizes your SOPs, checklists, and work instructions. It is designed to help your frontline workers do the right things, in the right order, and at the right time.

Top Features of Plutomen Workflow

Digitization of SOPs

Plutomen’s standout feature is its ability to replace all manual, time-consuming alternatives. It creates a system within the software that everyone can use, enabling you to digitize your SOPs and avoid the hassle of using paper or Excel in the field. It completely replaces manual paper documents with easy-to-access digital versions.

Operations Scheduling

Plutomen Workflow facilitates the creation of standardized digital workflows for maintenance tasks. These workflows ensure that every technician follows the same detailed procedures. It includes interactive checklists that technicians can use during inspections and troubleshooting. The software can automate the scheduling of routine operations like inspections and maintenance tasks, ensuring all necessary activities are performed on time without manual intervention. This improves the execution of frontline operations. Plutomen also allows for the prioritization of work orders based on urgency and helps delegate work to the concerned person through notifications.

Asset Management & Maintenance: Plutomen Workflow’s asset maintenance feature conducts thorough health checks via preventive maintenance tasks assigned to frontline workers. The system allow frontline workers to digitize their assets and logs their locations, conditions, and specifications. It uses this data to craft a customized maintenance plan, prioritizing assets by their condition, importance, and risk of failure. Less critical assets might only need corrective maintenance, while highly critical ones require detailed preventive maintenance. This proactive strategy minimizes downtime and avoids costly failures. Frontline workers receive clear maintenance instructions, ensuring consistent asset health.

Hands-free Operations

Work instructions created using Plutomen Workflow are accessible through smart glasses, allowing for hands-free operation for frontline workers. This is such a frictionless way of operating that it only enhances the productivity of these workers.

Efficient Reporting and Documentation

Technicians can also take photos and videos during the maintenance process, which can be attached to work orders and reports. This visual documentation helps in verifying the work completed and can be useful for future reference. The software automates the generation of maintenance reports. After completing inspections or troubleshooting tasks, technicians can instantly generate detailed reports that document all actions taken, findings, and any parts replaced or repaired. 

Centralized Knowledge Base: Plutomen workflow provides a centralized repository of maintenance manuals, troubleshooting guides, and best practices accessible to technicians. 

Mobile Accessibility: Plutomen’s mobile application enables on-the-go access; technicians can access all features of the software on their smartphones or tablets. This mobility ensures that they have all the necessary information and tools at their fingertips, regardless of their location.

Post-Sales Services: Plutomen Workflow is widely known for its commendable after-sales services. Once you are onboarded, you get a Customer Success Manager that will train you and your team to make the best use of the platform. New frontline workers are also trained by providing clear and concise work instructions. Additionally, the Plutomen team takes care of setup & onboarding, training & support, integration and customization.

Pricing: On Request

SafetyCulture (formerly iAuditor)

SafetyCulture (formerly iAuditor) is a versatile preventive maintenance software designed to streamline maintenance operations and enhance efficiency across various industries. 

Top Features of SafetyCulture

• Intuitive Scheduling and Mobile Notifications: SafetyCulture offers a simple scheduling feature that allows maintenance managers to set up routine maintenance tasks with ease. The platform sends mobile notification reminders to technicians, ensuring that no task is overlooked. Users can view and manage schedules through a dashboard that supports custom date ranges and filters by template title, assignee, due date, and status.
• Pre-made and Customizable Templates: SafetyCulture provides a range of pre-made templates for preventive maintenance, work orders, and purchase orders. These templates are downloadable and customizable, allowing organizations to tailor them to their specific needs without starting from scratch.
• Mobile Preventive Maintenance Checks: Technicians can perform maintenance checks on mobile devices with functionalities for taking notes, including text-to-speech, annotating photos, adding digital signatures, and generating reports automatically. Mobile capabilities ensure that maintenance data is updated in real time, enabling immediate communication and documentation.
• Secure and Accessible Records: All preventive maintenance records are saved and secured online, making them easily accessible. 
• Flagged Items and Performance Metrics: SafetyCulture provides data analytics to track commonly flagged items during preventive maintenance, identify top-performing technicians, and more. 
• Cloud and Mobile Accessibility: SafetyCulture is available on the cloud (web-based for Windows and Mac desktops) and mobile devices (Android, iPhone, and iPad). This multi-platform accessibility ensures that technicians can carry out preventive maintenance tasks safely and efficiently, regardless of their location.

Pricing: Starts at $24 per seat per month

Maximo 

IBM Maximo is a comprehensive enterprise asset management (EAM) software that excels in preventive maintenance, ensuring that assets run efficiently and reliably.

Top Features of Maximo

• Optimized Field Service Management: Maximo optimizes technician schedules, resources, and asset performance to deliver exceptional field service experiences. Maximo ensures that the right personnel and materials are available for each maintenance task, reducing downtime and increasing productivity.
• Comprehensive Asset Management: Maximo’s preventive maintenance module helps plan and budget for regular maintenance work by organizing labour, materials, services, and tool requirements for scheduled tasks. It also ensures that your assets perform optimally, extending their lifespan and preventing costly breakdowns.
• Custom Templates: Maximo allows users to create templates, known as PM records (or PMs). These can be used to generate scheduled preventive maintenance work orders. These templates can be customized to fit your business’s unique maintenance needs. 
• Advanced Scheduling Capabilities: IBM’s Maximo enables the scheduling of preventive maintenance for assets on a route, using lead times, seasonal and extended dates, and triggers for work outside of a Preventive Maintenance frequency cycle. It can also create a hierarchy to schedule a group of work orders for an asset or location, for better coordinated maintenance activities across multiple assets.
• Status Indicators: Maximo uses Preventive Maintenance statuses to indicate the position in the processing cycle. This helps technicians determine whether work orders can be generated. 
• Multi-Platform Support: Maximo is accessible on web platforms as well as iOS and Android devices. This allows your technicians to access and update maintenance information in real time, regardless of their location.
• Integration and Scalability: IBM’s Maximo can integrate with other enterprise systems, such as ERP and accounting software, ensuring seamless data flow across the organization. 
• Customizable Workflows: Users can customize workflows to fit specific maintenance processes, ensuring that the software adapts to the unique needs of the organization. 

Pricing: On Request; Starts at $3150 per month

Fleetio 

Fleetio is a robust preventive maintenance scheduling software designed to help fleet managers stay on top of regular service timelines, increase vehicle uptime and compliance, and reduce costly breakdowns.

Top Features of Fleetio

• Vehicle Inventory Management: You can easily keep track of all the details like maintenance history and upcoming service requirements of all vehicles. Regular vehicle inspections are also documented to ensure that all vehicles are well-maintained and safe for use. You can even keep track of tyre conditions and manage rotations, replacements, and overall maintenance.
• Work Order Management: You can streamline maintenance workflows by tracking and managing maintenance tasks with Fleetio. Its work order management feature facilitates efficient task assignment, tracking, and completion, enhancing overall maintenance efficiency.
• Third-Party Integrations: You can seamlessly integrate with other tools and services for a more cohesive management experience. Fleetio’s third-party integrations allow for enhanced functionality and data sharing.
• Sensor Data Snapshots: Fleetio utilizes data from vehicle sensors to predict maintenance needs and schedule services proactively. This feature provides valuable insights into vehicle health, enabling proactive maintenance planning and cost savings.
• Highly Scalable: Fleetio offers unlimited user access, providing flexibility for team collaboration. It also offers a 14-day free trial for users.

Pricing: Fleetio offers unlimited user access at no additional cost. Here are the tiered pricing plans for Fleetio:

Essential – $4 per month, per vehicle

Professional – $ 7 per month, per vehicle

Premium – $10 per month, per vehicle

AkitaBox Platform

AkitaBox is a full-service maintenance management software solution that automates maintenance, planning and inspections end-to-end to simplify building management. This solution takes care of Automated Maintenance, Facility Planning and Inspection Automation.

Top Features of the AkitaBox Platform

Full-Stack Maintenance Management: AkitaBox provides a centralized platform where teams can track asset inventory and access critical facility information anytime, anywhere. It streamlines your maintenance operations by automating tasks and scheduling. It comes with a stack of planning tools that help in managing space allocations and optimizing the use of your facility resources. It also simplifies the process of property inspections to ensure that nothing is missed and all standards are met.

Dynamic Digital Facility Mapping: AkitaBox’s dynamic digital floor plans help in accurate and reliable facility mapping. These digital maps are provided to give real-time insights for efficient navigation and maintenance tasks. They are also accessible from any device.

AkitaBox allows users to upload photos and satellite imagery, providing a comprehensive view of facility assets. Additionally, the platform offers data outputs in various formats, including 2D and 3D Revit, BIM, and integrated digital twin models, offering valuable business insights.

Central Repository for Facility Documents: AkitaBox serves as a central repository for all digital building information, documentation, and facility files. Users can associate these files with individual assets within the system.

Retention of Institutional Knowledge: You can prevent the loss of valuable institutional knowledge when team members retire or leave. AkitaBox ensures that years of experience are retained and documented within the platform, safeguarding facilities and expediting the onboarding process for new hires. 

Pricing: On Request

How to Choose the Right Preventive Maintenance Software?

There are many Preventive Maintenance Software solutions out there; the variety of options can overwhelm a person. 

When evaluating preventive maintenance software, consider the following factors:

• Company Size and Needs: Small businesses might prioritize affordability and ease of use, while larger enterprises may need advanced features and scalability. Select the solution that suits the size and unique needs of your business.
• Feature Set: While choosing the right Preventive Maintenance Software for your business, you must ensure the software offers comprehensive features. Some top features include work order management, asset tracking, preventive maintenance scheduling, inventory control, and reporting capabilities.
• Ease of Use: Your perfect solution should be one that doesn’t require extensive training to understand and use. The interface must be intuitive and simple to understand.
• Customisation: The software should be capable of being customized as per the unique needs of your firm’s business operations.
• Integration: It should be compatible with other systems used by your organization (ERP, accounting software, etc.) for seamless data flow.
• Mobility: Mobile capabilities in such software come in handy for field technicians to access information and complete work orders on the go.
• Technical Support and Training: Quality customer support and training resources can help you maximize the benefits of the software.
• Vendor Reputation and Experience: Consider the track record of the software provider in the industry.
• Cost: Before you make the payment, ensure you understand the cost structure and there are no hidden fees involved. You must look thoroughly and check if there are any upfront fees, subscription costs, and potential additional costs for support or extra features. You must also evaluate the software based on both initial costs and long-term value. This will help you decide whether a subscription or one-time purchase model suits your budget.
• Scalability: Your chosen solution should be conducive to your growth. You must ensure that the software helps you grow and grows with your business. It should also be able to 
• Customer Reviews and Testimonials: Read user reviews and case studies to understand the experiences of current users. This is an important criterion and must not be ignored.

Final Verdict

In this blog, we discussed five highly advanced yet user-friendly Preventive Maintenance Software solutions that are doing the rounds this year. After a thorough evaluation, Plutomen Workflow stands out as the top tool. Plutomen’s comprehensive features, cost-effectiveness, and user-friendly interface make it an invaluable asset for firms of all sizes. Whether you’re a small firm or a larger enterprise, investing in the right software like Plutomen Workflow can significantly improve overall productivity.