10 Best Equipment Maintenance Software for 2025

Table Of Contents

  • The 10 best equipment maintenance software
  • 1. Limble CMMS
  • 2. Facilio
  • 3. UpKeep 
  • 4. Fiix
  • 5. Eptura Asset (formerly Hippo CMMS)
  • 6. eMaint CMMS
  • 7. FMX CMMS
  • 8. MaintainX
  • 9. Maintenance Connection
  • 10. eWorkOrders CMMS
  • See the Best Asset and Equipment Maintenance Software in Action
  • FAQs

Most organizations depend on a wide range of assets, from manufacturing equipment and fleet vehicles to critical infrastructure and medical devices. These assets are essential for daily operations, but keeping them running smoothly can be a complex and costly undertaking, especially for large organizations with operations in multiple locations.

Effectively managing these assets requires a comprehensive approach to equipment maintenance. This includes activities like preventive maintenance to minimize downtime, corrective repairs to address malfunctions, routine inspections to ensure safety and compliance, and detailed record-keeping to track asset history and performance.

To help businesses navigate these challenges and optimize their maintenance operations, we’ve compiled this guide to the best equipment maintenance software on the market right now. These powerful solutions offer a range of features designed to streamline workflows, reduce costs, and maximize the lifespan of your valuable assets.

The 10 best equipment maintenance software

1. Limble CMMS

Limble CMMS is a cloud-based maintenance software designed to streamline and optimize equipment maintenance operations. This user-friendly platform helps businesses of all sizes track assets, manage work orders, schedule preventive maintenance, and improve overall operational efficiency.

Key Features

Work Order Management

  • Create, assign, and track work orders electronically.  
  • Set priorities, deadlines, and track progress.  
  • Attach images, manuals, and other relevant documents to work orders.  
  • This ensures that maintenance tasks are well-documented and completed in a timely manner.  

Preventive Maintenance Scheduling

  • Schedule recurring maintenance tasks based on time, meter readings, or other triggers.  
  • Automatically generate work orders for upcoming maintenance.  
  • This helps prevent equipment failures and extend asset lifespan.  

Asset Tracking

  • Maintain a centralized database of all equipment and assets.  
  • Track asset details, maintenance history, and associated costs.  
  • This provides valuable insights into asset performance and maintenance needs.

Inventory Management

  • Track spare parts and inventory levels.  
  • Set reorder points and automate purchase orders.  
  • This ensures that necessary parts are available when needed for repairs.  

Reporting and Analytics

  • Generate reports on key maintenance metrics such as downtime, repair costs, and asset performance.  
  • Identify trends and areas for improvement in maintenance operations.  
  • This data-driven approach helps optimize maintenance strategies and reduce costs.  

Mobile Accessibility on All Devices

  • Access Limble CMMS from any smartphone or tablet.
  • Technicians can view work orders, update tasks, and access asset information in the field.  
  • This improves communication and operational efficiency for on-the-go maintenance teams

Why companies prefer Limble CMMS

  • “I’ve tried several CMMS platforms over the years, and Limble stands out as one of the most user-friendly and efficient solutions. Due to its intuitive interface, Limble has completely changed the way we manage maintenance tasks and optimize our operations.” – Capterra User
  • “Very robust, but the thing that makes it a winner for me is the live data and how easy it is to set it up. Our old CMMS was always 2 or 3 days behind, and even then, it was cumbersome to pull reports. Now I have a dashboard that updates every 5 minutes and I can pick what data I want to see and how I want it displayed. My techs are MUCH better about tracking work orders and entering their information and hours worked. The app is also developed by Limble, so it’s a pretty seamless transition between the site and the app.” – G2 User
  • “Limble is very user friendly. As our facility transitioned over to it, I became the lead in getting it set up/programmed/established. There was not a whole lot that I needed support for, it was very intuitive. Nothing was hiding. I’ve been in power generation for almost 30 years and have used Maximo, SAP and MP3 and Limble is the most user friendly out of any of them. And on the off chance that you can’t figure something out; you are assigned a technical coach/success manager, there is chat help most hours of the day and tons of youtube videos to help you figure out most details.” – G2 User

What real customers are saying about Limble CMMS 

Aside from independent reviews, Limble has published in-depth customer testimonials that provide a deeper dive into how companies in different industries like manufacturing, food and beverage production, and heavy asset management apply Limble CMMS. 

2. Facilio

Facilio is a comprehensive facility management platform that uses AI and IoT to optimize operations and maintenance across an entire building portfolio. It connects various building systems, providing a unified view of performance and enabling data-driven decision-making.

Key Features

  • Connects disparate building systems: Integrates with existing building management systems (BMS), sensor networks, and other data sources to centralize information and improve visibility.
  • Automates maintenance workflows: Streamlines work order management, preventive maintenance scheduling, and vendor management to improve efficiency and reduce costs.
  • Optimizes energy consumption: Leverages AI and machine learning to analyze building data and identify opportunities for energy savings.
  • Enhances tenant experience: Provides tools for managing tenant requests, feedback, and communication to improve satisfaction.
  • Provides real-time insights: Offers dashboards and reports that visualize key performance indicators (KPIs) and enable data-driven decision-making.

What are some limitations of Facilio?

  • “Pricing is a little high and it’s still in early stage in terms of features and data privacy.” – G2 User
  • “The time that it took to implement. We were in a position where we significantly underestimated the required time. This is my only reservation when I recommend the platform.” – Capterra User
  • “The application must be user friendly. It’s very difficult and very long-time process to create and closeout work orders.” – Capterra User

Pricing

Facilio offers customized pricing based on factors like the number of users, buildings, portfolio size, training sessions, and integration requirements. Specific pricing tiers and amounts are not publicly available. 

3. UpKeep 

UpKeep is a mobile-first CMMS designed to simplify maintenance management for businesses of all sizes. Its intuitive interface and powerful features make it easy to track assets, manage work orders, and streamline communication.

Key Features

  • User-friendly mobile app: Allows technicians to access and update work orders, track time, and capture data from any location.
  • Streamlined work order management: Simplifies the process of creating, assigning, and tracking work orders, with features like drag-and-drop scheduling and automated notifications.
  • Preventive maintenance scheduling: Enables proactive maintenance by automating recurring tasks and generating reminders.
  • Inventory management: Tracks spare parts and inventory levels to ensure that necessary materials are available when needed.
  • Reporting and analytics: Provides insights into maintenance performance, including metrics like downtime, repair costs, and asset utilization.

What are some limitations of UpKeep?

Although UpKeep receives strong overall ratings, some users note limitations such as reduced customizability, occasional bugs, and technical issues with certain features. These challenges can be especially problematic for businesses with complex preventive maintenance requirements. Additionally, key preventive maintenance features are unavailable at the entry-level subscription tier, potentially limiting access for budget-conscious users.

  • “The preset layout for the supply list seems to be in gradient descent. The parts I use most often are those with the lowest part number, so I need to reorder the sequence the moment I look at them. Writing down my preference would be an excellent addition. The ability to store our ongoing inventory repertoire is helpful, however, how to load it can be confusing. The guidance in the video was not very specific. Written help would be helpful.” – Capterra User
  • “It shows that this application has roots as a homebrewed solution by a non-expert founder. They need to migrate away from the database architecture he selected, hire a true UI expert, beef up their development team and/or their development management, increase their product QA acumen, and get better at technical support and account management. There are many portions of the UI, especially as an admin or a requester, that are quirky, don’t heed web standards, or work only most of the time. All in all, I feel like I’m overpaying.” – G2 User
  • “Building reports in the Analytics section could be more intuitive. I’ve never had too much trouble with being able to parse out data and make reports using other softwares, but there I do with Upkeep. Also, stability issues can be annoying. Slow loading, or not loading pages at all, occurs more frequently than one would expect given the caliber of the software.” – G2 User

Pricing

Explain their pricing in 2-3 sentences if the information is publicly available. It’s enough just to mention whether or not they have a free plan + pricing starting from X.

4. Fiix

Fiix is a cloud-based CMMS that helps organizations of all sizes improve asset performance and reduce maintenance costs. It offers a comprehensive suite of features for managing work orders, scheduling preventive maintenance, and tracking assets.

Key Features

  • Flexible and customizable: Adapts to the specific needs of different industries and organizations, with configurable workflows and integrations.
  • AI-powered insights: Leverages machine learning to analyze maintenance data and identify trends, predict failures, and optimize maintenance strategies.
  • Comprehensive asset management: Tracks asset details, maintenance history, and associated costs, providing a complete picture of asset performance.
  • Easy-to-use interface: Offers an intuitive and user-friendly experience, making it easy for teams to adopt and use effectively.
  • Mobile access: Enables technicians to access and update information from any device, improving efficiency and communication.

What are some limitations of Fiix?

  • “Cost for everything. Any help you need comes at a cost.” – G2 User
  • “Administrator needs more access to make changes to assets and scheduling without having to get ahold of someone to allow the changes to be made.I wish there was a alarm on the system to let everyone know that a PM is about to be overdue, instead of letting you know it’s late after the fact.” – Capterra User
  • “Not the best for planning and scheduling work orders. Unable to do retroactive corrections[.] Unable to sort Work orders based on multiple criteria (Ex. can only sort based on Due Date OR Assigned To, not one then the other)” – G2 User

Pricing

Fiix CMMS offers a tiered pricing model, starting with a free plan that offers suitable but limited features for core maintenance needs, scaling up across paid plans with advanced features. The Basic and Professional plans, priced at $45 and $75 per user per month, respectively, include additional tools like advanced scheduling, analytics, and reporting. For larger teams with custom requirements, the Enterprise plan offers tailored solutions with pricing available upon request.

5. Eptura Asset (formerly Hippo CMMS)

Eptura Asset (formerly Hippo CMMS) is a user-friendly, cloud-based maintenance management solution designed to streamline maintenance operations and improve asset performance. It offers a comprehensive suite of features that cater to a wide range of industries, from manufacturing and healthcare to education and hospitality.

Key Features

  • Intuitive interface: Easy to navigate and use, even for those with limited technical expertise.  
  • Preventive maintenance scheduling: Schedule and automate recurring maintenance tasks to prevent equipment failures and extend asset lifespan.  
  • Work order management: Create, assign, and track work orders efficiently, with features like priority levels, due dates, and automated notifications.  
  • Asset tracking: Maintain a centralized database of all assets, including maintenance history, associated costs, and important documents.  
  • Reporting and analytics: Generate reports on key maintenance metrics to identify trends, track performance, and make data-driven decisions.

What are some limitations of Eptura Asset (formerly Hippo CMMS)?

  • “Some features are not very customizable, and my team and I had to figure out how to work around those.” – Capterra User
  • “The customer support. It has been difficult to get in contact with people on questions about how to do things or when there is an issue with the program.”  – G2 User
  • “customer support is not there only been contacted twice and was only when renewal was up and i questioned the support provided for the price increase.” – G2 User

Pricing

Eptura Asset (formerly Hippo CMMS) does not publish its pricing structure, but it promises a customizable plan that fits your needs and offers the option for add-on modules for additional functionality.

6. eMaint CMMS

eMaint CMMS is a cloud-based solution that helps organizations manage maintenance operations, track assets, and improve overall efficiency. It’s known for its robust features and flexibility, making it suitable for businesses of all sizes and industries.

Key Features

  • Customizable dashboards: Tailor dashboards to display the most relevant information for different users and roles.  
  • Comprehensive work order management: Create, prioritize, and track work orders, with options for assigning tasks, setting deadlines, and attaching relevant documents.  
  • Preventive maintenance planning: Schedule and automate recurring maintenance tasks based on time, meter readings, or other triggers.
  • Interactive floor plans: Visualize asset locations and maintenance needs on interactive floor plans for improved organization and efficiency.  
  • Integration with other systems: Connect eMaint with other business systems, such as ERP or accounting software, for seamless data flow.

What are some limitations of eMaint CMMS?

  • “There are a few items that we are not overjoyed about. Searching for assets can be a bit of a hassle when it comes to getting the results you are looking for. Our parts area of eMaint took almost a year to get fixed after issues occurred during implementation.” – G2 User
  • “It needs more security features to help secure data. For example the ability to prevent duplicates of any field and not just the key field.” – G2 User
  • “Can be slow, new version was promised soon but never offered to us since, not good for attaching images, not ideal for an industrial factory environment [enviroment], the App would not what wanted so can’t use it,related tables and pm procedures are difficult put in order once set up if you have many lines.” – G2 User

Pricing

Like many other solutions, eMaint offers a tiered pricing structure. It starts at $69/user per month. However, unlike other solutions, they also charge for additional document and image storage based on the MBs or GBs used, which may be a consideration for some organizations.

7. FMX CMMS

FMX is a cloud-based facility management software that combines work order management, preventive maintenance, and asset tracking in a single platform. It’s designed to help organizations streamline processes, increase productivity, and improve communication.

Key Features

  • Mobile-first design: Access and manage work orders, schedules, and assets from any mobile device, improving efficiency for field technicians.  
  • Automated workflows: Streamline tasks and reduce manual effort with automated workflows for work order creation, approvals, and notifications.
  • Preventive maintenance scheduling: Optimize maintenance schedules and prevent costly breakdowns with automated reminders and recurring tasks.
  • Real-time communication: Improve collaboration and communication with built-in messaging and notifications.
  • Reporting and analytics: Track key performance indicators (KPIs) and generate reports to identify areas for improvement and optimize maintenance strategies.

What are some limitations of FMX CMMS?

  • “While doing many things, there are opportunities to have more feature-rich modules. In particular, the technology and maintenance requests. I have given suggestions and requests, but they just go on a list. As a tech director, I left a solid helpdesk software application to adopt FMX since it was a part of the suite and we wanted to minimize the number of systems for our employees. It was taking a step or two backwards. The speed of FMX could be improved as well.” – G2 User
  • “I would like to track purchases and labor hours separately from a work order response, or have dedicated messaging features. Another thing that would be nice in the maintenance requests is to activate a customized alert to notify on specific dates and times that are not associated with a due date. The work-around on these two items are a little cumbersome but not a deal breaker.” – G2 User
  • “I feel the reports do not detail out all the info we are looking for but I am sure each organization is different with what info they need.” – G2 User

Pricing

FMX personalizes each organization’s quote based on factors like the number of users, desired modules, and the level of customization required. FMX typically offers tiered plans, starting with basic features for smaller operations and scaling up to include advanced tools for larger enterprises. They also offer a 14-day free trial.

8. MaintainX

MaintainX is a mobile-first CMMS designed for frontline workers, making it easy to manage work orders, conduct inspections, and track assets from any smartphone or tablet. Its user-friendly interface and collaborative features make it a popular choice for businesses with distributed teams.

Key Features

  • Simplified communication: Streamlines communication between technicians, managers, and other stakeholders with real-time messaging and notifications.
  • Digital checklists and forms: Replaces paper-based processes with customizable digital checklists and forms for inspections, audits, and work orders.
  • Offline functionality: Allows technicians to continue working and accessing data even without an internet connection, crucial for field-based teams.
  • Preventive maintenance scheduling: Automates routine maintenance tasks and sends reminders to prevent equipment failures and extend asset lifespan.
  • Meter readings: Tracks meter readings (e.g., operating hours, mileage) to trigger preventive maintenance tasks based on actual usage.

What are some limitations of MaintainX?

  • “I find it a little annoying that I have to correctly search in “asset” or “work order” for a specific item. I would find it to type in the WO or asset number into a general search bar and then all the potential info would come up. Its almost too specific. If i get a # wrong nothing would come up. Id prefer MX suggests items based on your search entry” – G2 User
  • “I find it’s much easier to enter things into MaintainX than to pull out the data. Our team has been able to create reports based on data entered in, but even still, there isn’t an easy way to filter the data to what I want to see. It’s a bit clunky and time consuming to make sure my team is getting everything done they’re supposed to be getting done.” – G2 User
  • “This program does not have any mathematical calculations in work orders or procedures. The label exporting does not have any way to edit the information to print on the parts tags. The recurring work order is not created unless the previous one is completed. The reporting of completed workorders versus created is not a true percentage if work orders don’t recur if not completed.” – G2 User

Pricing

MaintainX offers four pricing tiers, including a free basic plan that includes unlimited work orders and messaging. The Essential plan, at $16 per user/month, adds useful PM features like recurring work orders and reports. The Premium plan costs $49 per user/month, offering tools such as parts inventory management, purchase orders, and API access. The Enterprise plan features custom pricing for large organizations, with enhanced security, IoT integrations, and account management.

9. Maintenance Connection

Maintenance Connection is a robust CMMS offering a comprehensive suite of features for managing complex maintenance operations. It caters to larger organizations with advanced needs, providing tools for asset management, inventory control, and predictive maintenance.

Key Features

  • Scalability and flexibility: Adapts to the needs of growing businesses and complex operations with customizable workflows and integrations.
  • Advanced reporting and analytics: Provides in-depth insights into maintenance performance with customizable reports, dashboards, and data visualizations.
  • Predictive maintenance: Utilizes data analysis and machine learning to predict equipment failures and optimize maintenance schedules.
  • Inventory control: Manages spare parts inventory, automates reordering, and tracks costs to ensure efficient procurement and reduce downtime.
  • Compliance management: Helps organizations meet regulatory requirements and industry standards with built-in tools for safety inspections and audits.

What are some limitations of Maintenance Connection?

  • “The program is clunky and not user friendly. To really understand some of the valuable functions, one has to spend a large amount of time learning how to use them properly. I am constantly having to re-learn how to do things in the system.” – Capterra User
  • “Not all components of a closed work order go static. No data import function for CMMS Administrators. Accruent Support for MC is rough. Lack of communication. Some modules are not connected or even really functional. Tools module is poor. Reporting. Dashboards are not helpful like they should be. The industry of corrections is unique. Not being able to redownload photos at all, especially those collected within MC Express” – Capterra User
  • “The reporting feature could use an upgrade to save your changes once you put in a field. As i run reports every day and i have to keep changing the fields even though i put year to date.” – G2 User

Pricing

Accruent Maintenance Connection uses a subscription-based pricing model that is priced higher than many competitors. Starting at $1,325 per user annually ($110 per month), the system also requires additional fees for access to its mobile features, making it a more premium option for organizations.

10. eWorkOrders CMMS

eWorkOrders CMMS is a web-based solution offering a balance of features and affordability. It’s designed to help small to medium-sized businesses streamline maintenance operations and improve asset management.

Key Features

  • Work order management: Create, assign, and track work orders with detailed information, including priority levels, due dates, and assigned technicians.
  • Preventive maintenance scheduling: Schedule recurring maintenance tasks and generate work orders automatically to minimize downtime and extend asset life.
  • Asset tracking: Maintain a centralized database of all assets, including maintenance history, warranty information, and associated documents.
  • Inventory management: Track spare parts inventory levels, set reorder points, and generate purchase orders to ensure timely availability of critical parts.
  • Customizable reports: Generate reports on various maintenance metrics, such as work order completion rates, equipment downtime, and maintenance costs.

What are some limitations of eWorkOrders CMMS?

  • “One primary concern is the learning curve associated with using the software. For those not tech-savvy or accustomed to working with digital tools, it may take some time and effort to become comfortable with the software’s features and functionalities. This can lead to initial resistance and a potential slowdown in the adoption process.” – G2 User
  • “The inability of fields to auto-populate based on an associated field’s info is a disadvantage. Creating a work order based on a failed PM is cumbersome at best…” – G2 User
  • “I have found that there are parts of the system that I struggle to navigate, but when I reach out to customer support, they are quick and easy to work with to help me along.” – Capterra User

Pricing

eWorkOrders keeps its pricing private, providing custom quotes based on the number of users and requested features. Notably, they do not offer a free trial.

See the Best Asset and Equipment Maintenance Software in Action

Limble is a leading asset and equipment maintenance software designed to help organizations streamline their maintenance operations, reduce downtime, and maximize the useful lifespan of their assets. With a robust set of features and an intuitive design, Limble provides everything you need to manage your equipment maintenance tasks more efficiently and effectively. 

Key Limble Features

  • Comprehensive work order management, allowing you to create work orders, assign tasks, and manage workflows with ease
  • Preventive maintenance (PM) scheduling, so you can streamline maintenance tasks based on calendar dates, usage metrics, or condition-based triggers
  • Real-time asset management, including asset location, condition, and maintenance history, in one easy-to-use platform 
  • Inventory management and spare parts tracking, so you track inventory levels, set reorder triggers, and automate purchasing in order to minimize stockouts, overstocking, and waste
  • Customizable reporting and advanced data analytics on maintenance costs, equipment performance, downtime, and more so you can identify trends, optimize maintenance strategies, and improve overall efficiency
  • Mobile cloud-based accessibility so that field technicians can access Limble from any device, reduce incident response times, and increase productivity
  • Predictive maintenance capabilities so that you can minimize unexpected breakdowns, reduce maintenance costs, and extend the life of your assets
  • User-friendly interface, with an intuitive, easy-to-navigate dashboard that flattens the learning curve for new users and contains the cost of implementation for new clients.

Curious what an industry-leading equipment maintenance platform can do for your business? Take the Limble CMMS Product Tour any time you’re ready! And for the guided experience, reach out to our experts and schedule a personalized demo today!

FAQs

What is equipment maintenance software? 

Equipment maintenance software can refer to a wide array of digital solutions designed to help your organization manage, monitor, and optimize your equipment maintenance program. The equipment maintenance platform you choose should, at a minimum, include functions such as:

Leading-edge equipment maintenance software makes it easier to create and control access to real-time performance data, work orders, compliance checklists, maintenance logs, equipment history, and more. 

Why is an equipment maintenance platform important?

An equipment maintenance platform, like the CMMS software we’ve been discussing, is crucial for modern businesses for a variety of reasons. Here’s a breakdown of why they are so important:

  • Cost savings. Unplanned equipment breakdowns are expensive, leading to lost production, missed deadlines, and expensive emergency repairs. A maintenance platform helps prevent unplanned downtime by scheduling preventive maintenance and identifying potential issues before they become critical.
  • Extended asset lifespan. Regular maintenance, tracked and optimized through the platform, keeps equipment running smoothly and efficiently for longer, delaying costly replacements.
  • Optimized inventory. By tracking spare parts and automating reordering, the platform ensures you have the right parts at the right time, minimizing downtime and storage costs.
  • Streamlined workflows. The platform automates tasks like work order creation, scheduling, and notifications, freeing up your maintenance team to focus on actual repairs.
  • Improved communication. Centralized information and real-time communication tools ensure everyone is on the same page, reducing confusion and delays.
  • Data-driven decisions. Access to performance data and analytics allows you to make informed decisions about equipment maintenance strategies, resource allocation, and process improvements.
  • Enhanced safety: Regular maintenance work and inspections, managed through the platform, minimize the risk of equipment malfunctions that can lead to workplace accidents. The platform helps you meet regulatory requirements and industry standards by documenting maintenance activities and safety procedures.
  • Better asset management: Keep all your asset information, including maintenance history, warranties, and manuals, in one easily accessible place.  This can be further enhanced with QR codes and barcodes for quick and easy access to asset details.
  • Increased productivity: Well-maintained equipment operates more efficiently, leading to increased productivity and output. By focusing on preventive maintenance, you also reduce the need for reactive repairs, allowing your team to focus on more strategic tasks.

Equipment maintenance software types

The combination of functions outlined above may be available through a variety of equipment software solutions. However, the right solution for your business will depend on the scope of your equipment maintenance needs as well as compatibility with existing systems. 

The following are some popular types of equipment maintenance solutions:

  • Computerized Maintenance Management System (CMMS) is a software solution designed to integrate and simplify all aspects of your equipment maintenance program, bringing together features like preventive maintenance scheduling, automated work order management, streamlined spare parts inventory management, detailed maintenance activity histories, and more.
  • Enterprise Asset Management (EAM) Software is designed to provide a more comprehensive equipment management strategy, one that includes tools for managing maintenance operations but also extends to management of the organization’s assets throughout their entire lifecycle, from procurement to disposal, including management of acquisition costs, asset tracking, vendor relations, and eventual equipment decommissioning and disposal.
  • Predictive Maintenance Software uses advanced data analytics, machine learning, and IoT (Internet of Things) technology in order to better forecast the likelihood of equipment failure before it can occur, allowing you to leverage a combination of historical and real-time data in order to better understand and address equipment performance issues. This is particularly useful for heavy equipment maintenance, where unexpected downtime can be very costly.

Who uses equipment maintenance software? 

Equipment maintenance software is vital to a wide range of industries. Facilities managers, compliance officers, and maintenance technicians rely on these tech-enabled solutions to manage everyday challenges and maximize the lifetime value of their equipment. 

The following are just a few of the industries in which equipment maintenance software is vital for tasks such as scheduling preventive maintenance tasks, optimizing asset performance, and minimizing unplanned equipment downtime: 

  • Manufacturing operations use equipment maintenance software for tasks such as monitoring stock levels in real time, conducting criticality assessments and prioritizing critical equipment, automating preventive maintenance scheduling based on predetermined intervals, integrating condition-monitoring sensors, and improving overall equipment uptime.
  • Healthcare facilities rely on advanced equipment maintenance solutions to ensure medical equipment is routinely inspected, that all components are functioning in compliance with the most current safety standards, and that reporting on use, performance, and maintenance history is detailed and up to date. 
  • Transportation and logistics operations leverage equipment maintenance platforms to optimize fleet management. This includes tracking the location of vehicles, balancing maintenance needs for large fleets, and identifying opportunities to improve efficiency and lower costs in areas such as fuel efficiency, spare parts replacements, and upkeep. 
  • Energy and power production companies use equipment maintenance software to provide continuous oversight and preventive maintenance to the heavy equipment constituting critical infrastructure like power plants, water treatment facilities, and pipelines. Software also promotes adherence to a wide range of stringent safety standards, compliance requirements, and environment regulations.
  • Food and beverage businesses rely on equipment maintenance software for environmental control of storage and shipping facilities, for upkeep of refrigeration units, and for ensuring compliance with the FDA’s strict regulatory requirements. 

How to select the right equipment maintenance software?

As the section above demonstrates, every industry must manage its own unique set of equipment maintenance challenges. This underscores the importance of selecting the right equipment maintenance software for your organization.

Step 1: Assessing your organization’s readiness

Before beginning what may be a costly and disruptive implementation process, be sure that your organization is ready to adopt new maintenance management software. Make this determination by taking the following preliminary steps:

  • Evaluate current maintenance processes for strengths, weaknesses, and opportunities
  • Identify economic pain points in your maintenance operation 
  • Define goals and objectives for the improvement of your maintenance program
  • Determine resource availability for equipment maintenance software implementation 
  • Involve key stakeholders including facilities managers, compliance officers, maintenance technicians, etc.

Step 2: Identifying must-have features

Determine your organization’s needs and ensure that any equipment maintenance software vendor can match them. Your list of must-have equipment maintenance features should likely include: 

Step 3: Narrowing your list based on key factors

Once you’ve identified vendors that carry your must-have features, you’ll want to narrow down your list of vendors based on these critical factors:

  • Scalability
  • Ease of use
  • Customization
  • Customer support
  • Vendor reputation
  • Cost and pricing model
  • Implementation and training
  • Data security and compliance

Step 4: Vetting the finalists on your list

Once you’ve identified potential software vendors, make sure you include the following questions in your vetting process:

  • What are the key features of your software and how do they align with our specific maintenance needs?
  • Can you provide case studies or references from other organizations in our industry?
  • Does your software use cloud-based solutions to handle mobile access and facilitate remote working capabilities?
  • Does your software support integration with existing systems such as ERP software, EAM systems, or IoT devices?
  • How do you handle data security, and what measures are in place to protect sensitive information?
  • What is the typical equipment maintenance software implementation timeline and what resources are required from your team?
  • What training and support services do you offer during and after implementation?
  • Can your software scale with our organization as we grow and are there additional costs associated with scaling?
  • How do you handle software updates and maintenance? Are these included in the pricing model?
  • What is the total cost of ownership, including hidden fees, if any?

How to implement equipment maintenance software?

Implementing equipment maintenance software requires careful planning, integration with existing systems, and training to ensure successful adoption. 

Common implementation challenges 

  • Employer resistance due to unfamiliarity with new systems, fear of job disruption, or comfort with existing processes 
  • Data migration issues, with duplicate items, incomplete records, and data quality issues complicating the transference of maintenance histories, equipment records, work orders and other data from legacy systems to the new software 
  • Integration complications, typically as a consequence of incompatible data formats, lack of API support, or outdated existing systems

Key integration considerations

  • Compatibility with Enterprise Resource Planning (ERP) systems, which many organizations rely on for financial management, procurement, and inventory control
  • Compatibility with IoT devices and sensors, which enable real-time equipment performance monitoring, facilitate predictive maintenance, and reduce the risk of unexpected failures
  • Transitioning from existing CMMS software or EAM system, which requires transference of data between systems while ensuring continuity of existing maintenance operations and preservation of historical maintenance data.

Implementation best practices

  • Developing a detailed implementation plan that identifies key milestones, outlines resource allocation needs, and designates roles and responsibilities.
  • Engaging key stakeholders from different departments, including IT, finance, and operations throughout the process.
  • Conducting a thorough audit of existing data to identify any inconsistencies, errors, or missing information and to ensure a smooth migration process.
  • Providing a comprehensive, hands-on training program tailored to different user groups, including maintenance technicians, managers, and IT staff.
  • Establishing Key Performance Indicators (KPIs) in order to monitor software performance, make adjustments, optimize processes, and ensure the software is delivering on expectations.

Request a Demo

Share your contact details below and someone from our team will reach out as soon as possible.