7 Best Equipment Maintenance Software of 2026 (Review)

If you’re tracking equipment maintenance with paper logs or spreadsheets, you’re not alone — but it usually breaks down the same way. A missed inspection turns into an unexpected breakdown, technicians waste time hunting for work history, and urgent repairs disrupt schedules (and budgets).

Equipment maintenance software solves this by centralizing work orders, preventive maintenance schedules, asset history and maintenance costs in one place. This way you can prevent failures instead of reacting to them. The catch is that “equipment maintenance software” can mean very different things depending on the tool. Some platforms are best for quick mobile work orders, others prioritize predictive maintenance, and some are designed specifically for field-service operations.

To help you choose the right fit, we compared seven of the best equipment maintenance software options based on what matters in real operations: ease of use, mobile performance, preventive maintenance, asset tracking, reporting and how well each tool fits different maintenance environments.

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 is a system for planning, tracking and documenting maintenance work across your assets. At its best, it acts as your single source of truth for everything maintenance and asset management.

The key difference between average tools and the best equipment maintenance software is how well they prevent breakdowns and reduce maintenance chaos. Some tools focus on mobile work execution, others on analytics, and some specialize in predictive maintenance.

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

• Maximize equipment lifespan: Prevent missed inspections and overdue service that accelerate wear and shorten asset life.
• Improve team communication and efficiency: Replace scattered updates across emails, texts and whiteboards with a shared system that captures status, notes and photos in one place.
• Stop losing work orders and asset history: Centralize work orders, so technicians can see what’s been done, what’s recurring and what’s due next.
• Reduce unplanned downtime: Shift from reactive repairs to preventive maintenance schedules that catch failures before they interrupt production.
• Lower avoidable repair costs and overtime: Fewer emergencies means fewer rush parts, after-hours repairs and expensive vendor calls.

With all this in mind, it’s time to put your pen-and-paper list down, and listen up. All seven tools below can track maintenance work, but they differ in what they optimize for. Some are easiest for technicians to use daily, some excel at predictive maintenance and analytics, and others are purpose-built for field service or fleet operations. Use the “Best for” column to narrow down which platform matches your environment.

	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 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!

1. Coast

Best for teams that want an easy-to-adopt equipment maintenance system

Compared to more complex platforms, Coast is better if your priority is day-to-day execution and customizable workflows that technicians will actually use.

34

out of 35

Ease of Use

5

Mobile Experience

5

Core Features & Functionality

4

Adaptability & Customization

5

Customer Support

5

Pricing

5

Current Reviews

5

Why It's a Top Equipment Maintenance Software

Coast is the best equipment maintenance software option for teams that want a maintenance system that’s easy to adopt and flexible enough to match existing workflows — without enterprise complexity.

Compared to tools that prioritize advanced forecasting or niche use cases (like fleet-only maintenance), Coast balances work order execution, preventive maintenance, asset tracking and parts inventory in one interface — making it a strong all-around choice for teams of all sizes.

You can use it via desktop or mobile app, so it’s always accessible wherever you are. Best of all, Coast offers a free plan that may work great for your business needs!

Key Features

• A combination of mobile accessibility and the use of QR codes make different types of equipment maintenance tasks easy to reference and update from anywhere.

• Automated reminders keep your maintenance schedule on track to ensure tasks are completed on time.

• Checklists, SOPs, and photo and video attachments give users the ability to to share and pinpoint equipment maintenance issues.

• Work order management capabilities help teams organize, assign and track equipment maintenance tasks all in one place.

Pros & Cons

Pros

• Easily track time and cost of each equipment maintenance work order
• Data-driven reports feature allows you to see which maintenance tasks have been completed
• Work order management features keep everyone on the same page
• Easy to get up and running

Cons

• Certain features and integrations are limited
• Reporting only available on paid plans

Current Review

Great & Functional

Coast offers unbeatable support and an all-in-one maintenance management experience. I liked how it coordinates all of your tasks and helps you stay organized. It even keeps track of your inventory.

Abby J., Finance Manager, Financial Services Business

Coast vs. MaintainX Coast vs. UpKeep Best CMMS Solutions

Pricing

Free - $0 / user / month

• Unlimited Work Orders
• 5 Repeating Work Orders
• Real-Time Messaging
• 7-Day History
• File Uploads Up to 3 MB

Starter - $20 / user / month

• Unlimited History
• Unlimited Repeating Work Orders With Procedures
• Unlimited Request Users
• No Limits on File Uploads
• Workspace Permissions
• Time & Cost Tracking
• 5 Workflow Automations

Pro - $49 / user / month

• Full Workflow Customization
• Reporting Analytics
• Unlimited Customizable External Work Request Forms
• Unlimited Custom Dashboards
• Automated Downtime Tracking
• 30 Workflow Automations
• Implementation, Setup & Training

2. Eptura Asset

Best for multi-facility teams that need a solid mobile/desktop experience

Compared to simpler equipment maintenance software tools, Eptura is better if you manage multiple sites and need stronger document/vendor workflows — even if it’s less customizable.

23

out of 35

Ease of Use

3

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

3

Pricing

3

Current Reviews

4

Why It's a Top Equipment Maintenance Software

Eptura Asset (evolved from Hippo CMMS) is a good software option for storing and managing essential documents as well as organizing custom asset and parts inventory on-the-go. Accessible via mobile and desktop, Eptura Asset is helpful not only for creating and moving work orders through a workflow, but also for streamlining vendor communications by quickly generating and sending purchase orders.

Key Features

• Mobile CMMS collects and accesses data even when offline.

• Inventory management tracks PPE and other parts to avoid under or overstocking.

• Equipment maintenance software stores essential asset information (ID tags, documents, etc.).

Pros & Cons

Pros

• Helpful customer service team
• Streamlines company maintenance records
• Preventive maintenance scheduling and notifications that help keep equipment up-to-date

Cons

• Limited customization capabilities
• Steep learning curve
• Can be challenging to manage when multiple users are inputting data

Current Review

Wonderful Experience

Easy, non-complicated software; our clients like it. Missing a few tracking options such as people’s certifications.

Travis B., Director of Facility and Technology Solutions, Construction Company

eMaint Alternatives

2. TrueContext

Best for teams that rely on inspections, maintenance checklists and field data collection

Compared to traditional CMMS platforms, TrueContext is better if structured forms and field data capture are the core of your maintenance workflow (and you’re OK layering it with other systems).

28

out of 35

Ease of Use

4

Mobile Experience

4

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

4

Current Reviews

5

Why It's a Top Equipment Maintenance Software

TrueContext, previously ProntoForms, prides itself on simplifying field work for businesses, especially in the manufacturing and oil and gas sectors. Available for desktop and mobile use, the software makes it easy for professionals to collect data from more than one device, access data from anywhere in the facility and share results with associates to a variety of other platforms. Businesses that work with TrueContext will enjoy LiveChat customer support as well as an efficient app and form builder.

Key Features

• App and form builder makes it easy to control all of your business’ data.

• Bulk-editing simplifies form creation and saves your business time.

• Mobile accessibility works from anywhere in the facility — and even offline.

Pros & Cons

Pros

• Creating, filling out and customizing forms is easy
• Attractive and streamlined UI
• Automatic distribution of forms saves time

Cons

• Steep learning curve to adapt to all software functions
• Some file attachment limitations
• Occasional sync glitches and lag during heavy updates

Current Review

Great Product!

Legacy software platform that has a lot of quirks, but overall does the job with respect to what it offers: mobile forms for field technicians to fill out and submit data on the go.

Michael J., Senior Data Analyst, Environmental Services Business

Pricing

Essentials - $25 / user / month

• Advanced Data Collection
• Seamless Cloud Storage Integration (Google, Box, DropBox, etc.)
• Email and SMS Notifications
• Full Offline Capability
• Professional Documentation

Advanced - $45 / user / month

• Advanced Conditional Logic
• Guided Workflows and In-Form Resources
• FSM, EAM, CRM and Other Platform Integration
• Fully Customizable Reports and Records
• Higher Usage Limits for Data Sources

Enterprise - Contact for Details

• Collaborative Workflows
• AWS and Proprietary System Integrations
• Data Routing and Data Source Partitioning for an Improved Mobile Experience
• Single Sign-On

4. EZO

Best for teams that need equipment tracking with tagging, reservations and asset lifecycle visibility

Compared to maintenance-first tools, EZO is better if asset tracking and utilization matter more than preventive maintenance automation.

21

out of 35

Ease of Use

3

Mobile Experience

3

Core Features & Functionality

3

Adaptability & Customization

2

Customer Support

4

Pricing

3

Customer Reviews

3

Why It's a Top Equipment Maintenance Software

EZO (rebranded from EzOfficeInventory) is specifically designed for tracking and maintaining your business’ equipment. It’s a unique program because it’s specifically geared toward equipment maintenance and management, making it easy to access reports, vendor histories and user management. You can try it for free for a 15-day trial and access the software from anywhere, whether it’s on your mobile or PC. EZO also offers a CMMS product for a separate cost, so it makes most sense to choose one over the other if you want to avoid paying for both.

Key Features

• Dashboard calendar makes checking daily or monthly repairs and updates effortless.

• Audits feature helps you monitor regular checkpoints in an asset’s life cycle.

• Reservations module keeps the booking process for equipment updates conflict-free.

Pros & Cons

Pros

• User-friendly with minimal learning curve
• Easy to look up specific asset information
• Unlimited users for lowest tier at an affordable price

Cons

• Some functionalities are limited
• Some features are not as intuitive as they could be
• Not modular enough to accommodate basic asset tracking (without more sophisticated features)

Current Review

Easy to Use, Search Needs Minor Improvements

The application is easy to navigate and use. Keeping track of inventory is made simpler. The location feature makes looking for new areas to reach easier.

Nick B., Office Assistant, Luxury Goods & Jewelry Business

Honest EZO Review

Pricing

Essential - $40 / month (unlimited users)

• Asset Tracking
• Reservations
• Alerts
• Basic Reporting
• Request Management Center

Advanced - $55 / month (unlimited users)

• Scheduled Services
• Advanced Reporting
• Carts
• Custom Fields (All Modules)
• Purchase Orders

Premium - $65 / month (unlimited users)

• Custom Substates
• Service Desk Integrations
• Advanced Access Control / Custom Roles
• Multi-Tier Approval
• Request Portal

5. eWorkOrders

Best for organizations that want a web-based CMMS with strong customer support

Compared to modern mobile-first tools, eWorkOrders is better if you prefer a desktop-first, feature-rich system and can tolerate a more dated interface.

28

out of 35

Ease of Use

5

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

5

Pricing

4

Current Reviews

4

Why It's a Top Equipment Maintenance Software

eWorkOrders prides itself on offering an affordable, web-based CMMS software to help businesses increase their asset uptime. It also boasts a “seamless integration” of devices, data and platforms. Users report that it’s very easy to learn and use, with core features like preventive maintenance, asset tracking and employee management all receiving positive feedback. Its main drawbacks are a dated interface and a mobile app with no offline support.

Key Features

• Service request (or work request) interface makes it easy to schedule regular maintenance work, installations or repairs.

• Asset management module integrates all asset management and tracking into a centralized location.

• Mobile maintenance management enables barcode scanning, creation and assignment of work orders and asset tracking.

Pros & Cons

Pros

• Easy to use
• Web-based and accessible from multiple devices
• Outstanding customer support

Cons

• Mobile app is lacking compared to desktop
• Setup process is time-consuming
• Dozens of features can be overwhelming when first starting out

Current Review

eWorkOrders Is Great!

eWorkOrders has been very easy to use, and we got started issuing work orders and collecting data immediately. The information contained has been invaluable, the mapping function is fantastic, and the many options to generate reports is commendable.

Gino Q., Streets and Stormwater Services Manager, Public Safety Organization

More Work Order Software Options

Pricing

$380 / month (unlimited users)

• Asset Management
• Preventive Maintenance
• Online File Storage – 25 GB
• Database Storage Up to 500 MB
• Monthly Data Transfer – 2 GB

Advanced - $480 / month (unlimited users)

• Smartphone Access
• Tablet Access
• QR Code Scanning
• Barcode Scanning

Enterprise - Contact for Details

• Dedicated Account Manager
• Systems Integration
• User Roles
• Multi-Site Tools
• Inventory Control (Optional)

6. BlueFolder

Best for field service teams that need dispatch-style workflows

Compared to facility-focused CMMS platforms, BlueFolder is better if your technicians spend most of their time in the field and you need service coordination more than deep asset analytics.

26

out of 35

Ease of Use

4

Mobile Experience

4

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why It's a Top Equipment Maintenance Software

BlueFolder has been in the maintenance software sector since 2005. BlueFolder stands behind the belief that a software should never be discarded for being too difficult to use. As such, users report that it’s highly intuitive, with quick setup being a major plus. Its mobile experience could be better, with occasional bugs, but customer support is quite responsive and proactive whenever this occurs.

Key Features

• Proper maintenance service dispatch and scheduling allows you to get the right equipment or the right jobs performed when you need them.

• Reporting features offer filtering capabilities for data that is exportable.

• The software offers integration with a range of back office solutions to simplify processes

Pros & Cons

Pros

• Work order flow is organized and uncomplicated
• Integrations are convenient and effective
• Responsive, proactive customer support

Cons

• Limited customization options
• Lots of features that may not be necessary for some maintenance technicians
• No upfront pricing

Current Review

Better Than Others

What has been my admiration of this tool is the effectiveness of uploading photos while creating a record of work.

Tiffany S., Database Administrator, Logistics and Supply Chain

7. Fleetio

Best for fleet maintenance teams managing vehicles

Compared to general equipment maintenance software, Fleetio is better if vehicles are your primary “equipment” and fuel + fleet-specific reporting are central to your maintenance program.

24

out of 35

Ease of Use

4

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

2

Customer Support

4

Pricing

3

Current Reviews

4

Why It's a Top Equipment Maintenance Software

Fleetio is a good software option for equipment maintenance organization — specifically for fleet maintenance. The program makes it easy to track and store vehicle details, schedule and automate in-house maintenance and maintain control of small equipment and tools. Fleetio also offers a free trial and a fleet management add-on to the plan of your choice for additional fees.

Key Features

• Expense tracking and total cost of ownership helps you understand the true cost of running your equipment.

• Fleet dashboards allow you to determine productivity and working conditions as well as manage exceptions in real-time.

• Fuel management allows you to spot deficiencies and optimize equipment functionality.

Pros & Cons

Pros

• Responsive and helpful customer service
• Workflow process makes updates, repairs and work history easily traceable
• Easy to use

Cons

• Geared towards fleet equipment only
• Integrations are not easy to employ
• Account set-up is time-consuming

Current Review

Meets Our Needs for a Reasonable Price

I appreciate the fact that there are so many components to each asset you add to your fleet on the portal. You can save basically everything about the vehicle or equipment, plus all expenses for repairs and such until the end of its life. Having everything all in one place is great.

Summer B., Accounts Payable Specialist, Mid-Market Business

Honest Fleetio Review More Fleet Maintenance Software Options

Pricing

Essential - $4 / vehicle / month

• Up to 10 Vehicle Groups
• Vehicle Inventory Management
• Issue Management
• Service Reminders
• Manual Service Entries

Professional - $7 / vehicle / month

• Up to 100 Vehicle Groups
• Vehicle Assignment Scheduling
• Recalls (NHTSA)
• Calendar
• Maintenance Provider Network

Premium - $10 / vehicle / month

• Unlimited Vehicle Groups
• Service Program Automations
• Service Tasks With Parts & Labor
• Activity Tracking
• Tire Inspections

Why Is Maintenance Tracking Important?

Maintenance tracking matters because it turns equipment upkeep into data you can act on. Without it, teams rely on memory and scattered notes — which leads to missed service, repeat failures and unpredictable downtime.

The difference between basic tracking and a true equipment maintenance software system is visibility. The best tools connect work orders to asset history, costs and preventive maintenance schedules so you can spot patterns (and prevent the next breakdown) instead of just recording what happened after the fact.

What to Look for in an Equipment Maintenance Software

When comparing the best equipment maintenance software, focus on the tradeoffs that actually affect adoption and outcomes:

• Ease of use for technicians (not just managers): If techs won’t update work orders in the field, your data quality collapses.
• Preventive maintenance strength: Look for recurring scheduling, reminders and audit trails — not just calendar events.
• Asset history and documentation: The best tools make manuals, photos, SOPs and work history easy to attach and retrieve.
• Mobile + offline performance: Critical for field work, remote sites and facilities with poor connectivity.
• Reporting and cost visibility: If you can’t see which assets consume the most labor/parts, you can’t control spend.
• Fit for your environment: Some tools are better for predictive maintenance, others for field service, and some for fleet-only operations. Pick what matches your reality.