7 Best Equipment Maintenance Software of 2025 (Review)

How do you keep track of equipment maintenance for your business?

If you’ve been using pen and paper or a spreadsheet to manually log equipment maintenance tasks around your facility, it’s understandable. You might think that you don’t have the time or money to adapt to a sophisticated program that streamlines maintenance operations.

The good news? Equipment maintenance software doesn’t have to be costly or time-consuming to learn. In fact, we’re about to explore some programs which may work perfectly for you and your business!

Our Top Picks

1

Best Option

Best all-around software for teams of all sizes due to its intuitiveness and customizable workflows

Try for Free

2

For larger, asset-heavy organizations with enterprise needs

3

For field service businesses maintaining equipment on the go

Why Trust Coast?

At Coast, we take our software reviews seriously. Our review methodology evaluates software across seven critical categories that help differentiate the solutions from one another. Each category receives a score from one to five, with five being the highest, and a maximum possible score of 35 points.

What Exactly Is Equipment Maintenance Software?

Equipment maintenance software allows you to create and store digital work orders for your business within a centralized database. By efficiently logging the upkeep of your assets and effortlessly tracking your maintenance costs, you can get the most out of your most essential equipment.

There are several benefits of using equipment maintenance software over manual tracking methods. A few of these include:

• Maximizing equipment lifespan: If you want to prolong the lifespan of your business’ heavy equipment and machinery, an equipment maintenance software will ensure you perform all necessary maintenance activities to keep your machinery running smoothly.
• Improving team communication and efficiency: A high-quality software will reduce back-and-forth communication because the program will automatically track and store to-do items for you in an accessible centralized database. 
• Saying goodbye to lost or missing work orders: Being able to centralize your maintenance data into one cloud-based software means that you’ll never lose or misplace a work order again.
• Reducing unplanned downtime: Equipment maintenance management software will help your team shift from a reactive maintenance strategy to a more proactive one, reducing unexpected equipment breakdowns in the process.
• Saving on preventable repair expenses and overtime: Unplanned repairs may make employee overtime necessary to compensate for lost time during standard business hours. The repairs and costs of overtime are likely an expense you can’t afford, but equipment maintenance software can substantially reduce the likelihood of these expenses.

With all of this in mind, it’s time to put your pen-and-paper list down, and listen up: These are the seven best equipment maintenance software options to date.

	Best for	Standout Feature	Pricing
	Ease of use	Mobile-first work order management	Free plan available; paid plans from $20/month per user
	Predictive maintenance	IoT integrations	Contact for details
	Maintenance and inspection checklists	Form automation enables multi-step workflows	From $25/month per user
	Tagging assets	Asset lifecycle management	From $40/month (unlimited users)
	Web-based equipment maintenance	Audits feature helps you monitor regular checkpoints in an asset’s life cycle	From $380/month (unlimited users)
	Field services	Proper maintenance service dispatch and scheduling	Contact for details
	Fleet maintenance	Fuel management	From $4/month per vehicle

 7 Best Equipment Maintenance Software & Apps

For your convenience, we’ve researched some of the best equipment software programs available, so you can skip the lengthy search and skip straight to reaping the benefits of the right program!

Why Is Maintenance Tracking Important?

When you’re running or managing a business, equipment maintenance management is essential for ensuring operational efficiency. Tracking equipment maintenance tasks gives you real-time data about equipment health, which ultimately results in cost savings on repairs and premature asset replacement.

Equipment maintenance tracking is especially important for time-based and preventive maintenance, which requires monthly or annual inspections or routine maintenance updates to essential equipment. If you don’t keep track of which maintenance services were performed (or should be performed) at specific times, you risk equipment failure or malfunction that could have been avoided with better organization.

So what’s the best, most efficient way to track equipment maintenance? The answer is simple: a quality equipment maintenance software solution.

What to Look for in an Equipment Maintenance Software

To help you narrow down the best options for your business, here are some common elements of a quality equipment maintenance program for you to consider:

• Affordability: Does the software offer plans that are affordable for your business? Do monthly rates fit into your budget?
• Plan variety/flexibility: Does the program offer multiple tiers for you to consider and choose from based on the size of your business, budget, etc.? Likewise, are plans restrictive, or can you cancel any time?
• Ease of use: A good software should have minimal to no learning curve. Ideally, you should be able to purchase a program and begin submitting maintenance requests immediately as a part of your maintenance plan.
• Scalability: Is the software built to scale? Can you continue to use it if and when your business expands? A software that can accommodate growth for your maintenance team is preferable.
• Accessibility: Can you access the program on a range of technologies and mobile devices? This will allow you to stay organized and access the software database no matter where you are in your facility.