5 Best Preventive Maintenance Software for Small Businesses

Preventive maintenance keeps small problems from turning into expensive emergencies. But here’s the problem: Implementing preventive maintenance can cost you a ton without the right tools.

Preventive maintenance software helps you avoid the chaos and minimize the effort that comes with a preventive maintenance strategy. If you’re about to start a preventive maintenance program or want to digitize your existing program, we have the five best tools that can help you do just that.

Our Top Picks

1

Best Option

For quick implementation and ease of use

Try for Free

2

For mobile work orders

3

For more complex asset structures

TL;DR: Top 5 Preventive Maintenance Software for Small Businesses

If you’re a small business looking to move preventive maintenance (PM) out of spreadsheets, we have a list of five best platforms that can help you do just that. Each of these tools handles preventive maintenance well, but they differ in how flexible and scalable they are.

We dive deeper into these platforms in our guide below, but here’s an overview of all five platforms if you’re short on time:

	Best for	Standout Feature	Pricing
	Quick implementation and ease of use	Time- and meter-based PM scheduling with built-in downtime tracking	Free plan available; paid plans from $20/month per user
	Mobile-first teams	Simple mobile PM scheduling with photos and notes	From $20/month per user
	Complex asset structures	Advanced PM rules and detailed reporting	Free plan available; paid plans from $45/month per user
	Asset lifecycle management	Preventive maintenance schedules combined with asset condition and performance tracking	Contact for details
	Standardized preventive maintenance with built-in checklists	Template-based PMs with guided step-by-step inspections	Free plan available; paid plans from $20/month per user

What Makes the Best Preventive Maintenance Software?

The best preventive maintenance software does one thing exceptionally well — it eliminates the need for constant follow-ups from your routine maintenance workflow. They do so using a combination of features that directly support preventive maintenance, such as:

• Automated scheduling: This feature lets you create recurring PMs based on a trigger like time, usage or meter readings. With an automated schedule, you never have to rely on your team’s memory to execute your maintenance program reliably and on time.
• Maintenance tracking: Each PM is tied to a specific asset, with access to maintenance history and past failures. Your technician can look at this data while troubleshooting to gain insights into how a problem with a specific asset was fixed in the past and get the asset up and running faster.
• Downtime and failure tracking: Top platforms include tools to track downtime. These tools help your team understand which assets are becoming liabilities and whether preventive schedules are actually working as intended.
• Mobile-friendliness: A platform that’s accessible via mobile makes it easier for technicians to view and complete PMs while on the shop floor. They can also view photos and guidelines attached to work orders for context and avoid guesswork while performing maintenance.

Flexibility is just as important as the feature set, though. Highly customizable preventive maintenance software scales without forcing you to re-engineer workflows. When sifting through choices, make sure you pay enough attention to both — the feature set and the platform’s ability to accommodate your needs without a major process overhaul.

How We Chose the Software

We tested over a dozen maintenance software and computerized maintenance management systems (CMMS) to identify the five best ones.

Our focus was to find tools that a small team could realistically implement and use without months of setup or training. We evaluated each platform based on key preventive maintenance features like recurring PM schedules, mobile-friendliness, automated maintenance history and overall ease of use. We also emphasized flexibility. Platforms that offered teams flexibility to onboard without major changes to existing processes ranked higher.

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.

With that in mind, let’s look at the five platforms that made the cut and discuss what makes them worthy of your attention.

1. Coast: For Ease of Use at an Excellent Price Point

For Ease of Use at an Excellent Price Point

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 Small Businesses Love This Preventive Maintenance Software

Coast is a highly customizable, mobile-first CMMS software built with a focus on simplicity. It centralizes work orders, preventive maintenance, asset tracking and more into one platform, which means it helps your team move away from spreadsheets with little to no disruption.

With Coast, you can automate almost all parts of your preventive maintenance program. You can schedule tasks based on days, weeks, months or meter readings. Coast automatically creates work orders based on these triggers and alerts your teams on their mobile devices, keeping them on track with upcoming due dates.

This ease of use for technicians is actually one of Coast’s strongest points. Technicians can access and update work orders and asset data in real time while working on maintenance tasks. This saves technicians a trip back to their desktop to update records and keeps them in sync at all times.

At the same time, Coast also emphasizes visibility for managers. You can see what preventive work is scheduled, what’s overdue and tasks that have been completed, all in one place.

Key Features

• Automated preventive maintenance scheduling

• Built-in downtime tracking

• Asset and work order management

• Mobile QR codes for assets

• Real-time communication

Pros & Cons

Pros

• Highly customizable
• Fast implementation and onboarding
• Mobile-first design

Cons

• Limited third-party integrations
• Advanced reporting requires a paid plan

Current Review

A Practical Tool for Controlling Spend on the Plant Floor

As a plant manager, I’m constantly juggling maintenance needs, equipment repairs, safety supplies and vendor runs that keep our production line moving. Coast has been helpful because it gives our maintenance leads and forklift supervisors the ability to make necessary purchases without slowing down workflows. I especially like the real-time visibility. When someone picks up a part or buys consumables for a line changeover, I see it immediately and can confirm it ties back to the work order. The mobile app is straightforward, and the card controls give me confidence that we’re staying within budget and not overspending on quick-turn items.

Aaron F., Plant Manager, Mid-Market Manufacturing Business

Coast vs. MaintainX Coast vs. UpKeep Coast vs. Limble

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. UpKeep: For Simple Work Order Management

For Simple Work Order Management

27

out of 35

Ease of Use

4

Mobile Experience

5

Core Features & Functionality

4

Adaptability & Customization

2

Customer Support

4

Pricing

4

Current Reviews

4

Why Small Businesses Love This Preventive Maintenance Software

UpKeep is another mobile-first CMMS that helps maintenance teams organize their maintenance workflow and ensure it’s executed as intended. The platform is also capable of capturing real-time data and using condition-based triggers to create work orders. This means you can always consider transitioning to a predictive approach from a preventive one if you’re able to invest in sensors and other necessary hardware.

UpKeep is ideal for teams that want to take a simplistic approach to preventive maintenance. However, the feature set isn’t as extensive as some other platforms on this list. If you will need more advanced features like AI assistance or modeling complex asset structures, you might want to look at other options on this list.

Key Features

• Preventive maintenance scheduling

• Mobile work order management

• Asset and maintenance history tracking

• Condition-based triggers

• Built-in dashboards that provide visibility into KPIs

Pros & Cons

Pros

• Strong mobile functionality
• Meter-based triggers
• Affordable entry-level plans

Cons

• Shallower feature depth
• Reporting tools only available on higher tiers
• Free plan not advertised

Current Review

Supremely Easy

Very intuitive. From the get-go, it's very easy to navigate. Other CMMS systems I've used in the past — both in Military/Aviation as well as service shop programs — always had a massive learning curve. You had to keep cheat sheets until you memorized everything with the old databases/CMMS programs I've used. My first day of training, I was basically a pro after about an hour.

Ben M., Maintenance Scheduler, Mid-Market Business

Honest UpKeep Review UpKeep Alternatives MaintainX vs. UpKeep

Pricing

Essential - $20 / user / month

• Unlimited Work Orders
• Custom Tasks
• Unlimited Request User Licenses
• Asset Management
• 24/7 Phone, Email, Chat Support

Premium - $55 / user / month

• Preventive Maintenance Optimization
• Custom Checklists
• Inventory Management / Costing
• Time & Manpower Tracking
• 30-Day Analytics & Reporting

Professional - Contact for Pricing

• Multiple Inventory Lines
• Signature Capture
• Customizable Request Portal
• Mobile Offline Mode
• Advanced Analytics & Reporting

3. Fiix: For More Complex Asset Structures

For More Complex Asset Structures

23

out of 35

Ease of Use

2

Mobile Experience

3

Core Features & Functionality

3

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why Small Businesses Love This Preventive Maintenance Software

Fiix is ideal for teams that need more structure and logic behind their preventive maintenance programs. While most platforms on this list focus on speed and simplicity, Fiix focuses on deep asset modeling and rule-based automation. These capabilities let you schedule preventive maintenance based on usage and asset hierarchies (which means creating work orders at the parent level), rather than relying only on fixed time intervals.

Fiix also lets you organize assets in detailed hierarchies and automate work orders using conditional logic. This, along with its reporting and analytics features, gives you more control over how PMs are triggered and perform over time.

Key Features

• Ability to model complex asset structures using parent-child relationships

• Configurable preventive maintenance schedules

• Work order automation and rules engine

• Maintenance analytics and reporting

• AI-assisted maintenance insights on higher-tier plans

Pros & Cons

Pros

• Strong asset modeling capabilities
• Flexible PM logic and automation
• Scales well as maintenance programs mature

Cons

• Requires more setup upfront
• Can feel heavy for very small teams
• Some analytics and AI-driven insights are unavailable on entry-level plans

Current Review

Instant Asset Info With QR Codes, Just Needs a Bit More Customization

By just scanning the asset's QR code, I am able to access information about any asset almost immediately. Fiix also ensures that everyone is held accountable. In the past, there was no way to hold accountability to hearsay.

Debbi S., CMMS Coordinator, Enterprise Business

Honest Fiix Review Fiix Alternatives Coast vs. Fiix

Pricing

Free - Limited Users

• 25 Active PMs
• Unlimited Service Requests
• Work Orders
• Downtime Tracking
• Asset Management

Basic - $45 / user / month

• Unlimited PMs
• Reports
• Resource-Based Scheduling
• User Certification Tracking
• Access to Success Team

Professional - $75 / user / month

• Multi-Site Management
• Fiix Foresight
• Purchasing & RFQs
• Nested PMs
• Multi-Asset Work Orders

4. Brightly Asset Essentials: For Asset Lifecycle Management

For Asset Lifecycle Management

24

out of 35

Ease of Use

3

Mobile Experience

3

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

3

Current Reviews

4

Why Small Businesses Love This Preventive Maintenance Software

Preventive maintenance is one component of Brightly Asset Essentials’ comprehensive asset lifecycle management capabilities. The platform emphasizes maintaining a comprehensive record of each asset, including condition data, maintenance activities, age and financial details, which makes it ideal for teams that want preventive maintenance combined with extensive asset management and tracking capabilities.

Brightly Asset Essentials also allows you to set condition-based triggers. If you ever want to move beyond preventive maintenance and take a predictive approach, the platform has those capabilities.

Key Features

• Preventive and predictive maintenance workflows

• Asset lifecycle tracking

• Extensive asset records, including condition, criticality and depreciation

• Batch PM updates and stacking groups

• Detailed reporting and analytics

Pros & Cons

Pros

• Extensive feature set
• Detailed asset records
• Mobile access

Cons

• Complexity and learning curve
• Dated interface
• No free trial

Current Review

CMMS With the Tools to Do It All

Fairly simple to use, but the tracking and data you get from it can help your organization or department drive towards better service deliverables. The customer support is amazing. To be able to chat, call or email in is an incredible support for those in the field.

Jon P., Maintenance Services Manager, Small Business

Honest Brightly Asset Essentials Review Brightly Asset Essentials Alternatives Coast vs. Brightly Asset Essentials

5. MaintainX: For Strong Mobile Functionality

For Strong Mobile Functionality

29

out of 35

Ease of Use

5

Mobile Experience

4

Core Features & Functionality

4

Adaptability & Customization

3

Customer Support

4

Pricing

5

Current Reviews

4

Why Small Businesses Love This Preventive Maintenance Software

MaintainX puts procedures and checklists at the center of its preventive maintenance offering. The goal is to help technicians follow standardized steps every time they perform maintenance. This approach helps teams that rely heavily on standard operating procedures (SOPs) and repeatable workflows to keep equipment running consistently.

Each work order in MaintainX can be paired with a checklist and can have its own required inputs and documentation requirements. If you prefer tight control over how maintenance is performed, not just whether it gets done, these functionalities help.

MaintainX also tries to speed things up for users with its AI feature called CoPilot. This feature helps generate comprehensive maintenance procedures, allowing you to start directly with a template instead of writing procedures from scratch.

Key Features

• Work order templates

• AI CoPilot (on supported plans) that generates procedures

• Attach detailed checklists and SOPs to work orders

• Add photos to work orders

• Built-in chat

Pros & Cons

Pros

• Excellent mobile experience
• Tasks guided by checklists and SOPs reduce variability in how maintenance work is performed
• Templates help create repeatable workflows and roll out consistent preventive maintenance

Cons

• Less focus on asset hierarchies and lifecycle modeling
• Feels checklist-heavy for simple PM needs
• Advanced capabilities like AI assistance and workflow customization options are not available on entry-level plans

Current Review

Exceptionally User-Friendly & Flexible CMMS With Real-Time Tracking

I would say that MaintainX is extremely user-friendly, regardless of your previous experience with other CMMS systems. One of the biggest advantages is having it available across all devices — phone, tablet or laptop. The ability to access it online through a web page adds great flexibility, allowing you to retrieve information without any obstacles. Another major benefit is real-time tracking. Seeing live data with timestamps and updates provides full visibility into work orders and assets, which is a game-changer for managing operations.

Davyd B., Maintenance Manager, Mid-Market Business

Honest MaintainX Review MaintainX Alternatives Fiix vs. MaintainX

Pricing

Basic - $0 / user / month

• Unlimited Work Orders
• Unlimited Procedures
• Unlimited Requester Users
• Real-Time Messaging
• 2 Work Orders With Attached Procedures

Essential - $20 / user / month

• Unlimited Work Orders With Attached Images
• Unlimited Repeating Work Orders
• 3 Work Orders With Attached Procedures
• 3-Month Access to Advanced Analytics

Premium - $65 / user / month

• Unlimited Work Orders With Attached Procedures
• Unlimited Access to Advanced Analytics
• Meter-Based Maintenance
• Parts Inventory Management
• Purchase Order Management

Choose Preventive Maintenance Software That Grows With You

Each preventive maintenance platform has its unique strength, whether that’s asset modeling, lifecycle tracking, mobile execution or procedure-driven maintenance. But if flexibility and ease of adoption are at the top of your priority list, Coast is your best bet.

With Coast, you can quickly implement your preventive maintenance program without locking your team into rigid workflows or extensive process overhaul. Coast is highly customizable and mobile-friendly, which means it’s easier to start small and scale at your own pace.

If you’re ready to move preventive maintenance out of spreadsheets and into a system your team will actually use, book a demo to learn more about what Coast offers.